Enabling Sample Audits

  • Online

Auditors identify potential compliance issues and ensure users’ inventory counts are accurate by counting and reviewing users’ on-hand inventory. Sample audits can be conducted by the home office with the approval of an auditor, by end users with the approval of an auditor, or by auditors themselves.

For example, Verteo BioPharma conducts an annual internal sample audit. As part of the audit, Sarah Jones reviews her on-hand inventory with an auditor who enters the appropriate count for each product on a new sample inventory record. After counting each item in Sarah’s inventory, the auditor marks the inventory record as an audit and submits the record.

Configuring Sample Audits

Ensure initial configuration is complete before enabling this functionality.

  1. Create a profile for auditors.
  2. Create user records for auditors and assign the appropriate users to the auditor profile.
  3. Grant auditors the following permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Sample_Inventory_vod

    CRUD

    n/a

    • Inventory_Date_Time_vod
    • Inventory_For_vod
    • Inventory_From_Date_vod
    • Inventory_Type_vod
    • Mobile_Created_Datetime_vod
    • Mobile_ID_vod
    • Mobile_Last_Modified_Datetime_vod
    • No_Sample_Lots_vod
    • Previous_Inventory_Date_Time_vod
    • Status_vod
    • Submitted_vod
    • Submitted_Date_vod
    • Unlock_vod
    • User

    Edit

    Audit_vod

    Edit

    Sample_Inventory_Item_vod

    CRUD

    n/a

    • Count_vod
    • Difference_vod
    • Expected_Quantity_vod
    • Expiration_Date_vod
    • Inventory_Name_vod
    • Lot_vod
    • Lot_Lookup_vod
    • Mobile_ID_vod
    • Sample_vod
    • U_M_vod
    • Unlock_vod

    Read

    Sample_Lot_vod 

    RU

    n/a

    • Active_vod
    • Allocated_Quantity_vod
    • Batch_Lot_Id_vod
    • Calculated_Quantity_vod
    • Expiration_Date_vod
    • Product_vod
    • Sample_vod
    • Sample_Lot_Id_vod
    • Suppress_Lot_vod
    • U_M_vod

    Read

     
  4. Ensure the Audit_vod check box is on the appropriate Sample_Inventory_vod page layouts.
  5. Grant auditors access to the following tabs:
    • My Samples
    • Sample Inventory (optional)
  6. Assign all auditors to a public group.
  7. Create the following Sharing Rules to share users’ records with the auditors’ public group:

    Object

    Share Records Owned By

    Share With

    Access Level

    Sample_Lot_vod

    Top of the Territory Hierarchy and subordinates

    Auditors Public Group

    Read Only

    Sample_Inventory_vod

    Top of the Territory Hierarchy and subordinates

    Auditors Public Group

    Read/Write

Conducting Sample Audits

To conduct a sample audit, create inventories for all appropriate users:

  1. Select New Inventory from the Sample Inventories section of the My Samples tab.
  2. Complete the appropriate fields. Use the Inventory For lookup field to select the appropriate user.

  3. Select the Audit check box to mark the inventory record as an audit record.
  4. Select Save after entering inventory counts if the record is not complete. When the record is complete, select Submit to finish the audit and lock the record.

Once submitted, the inventory record is logged for the audited user, the auditor is listed in the Created_By field on the inventory record, and the audit check box is marked, identifying the record as part of a sample audit.

To limit license use, deactivate audit users once the audit is finished.

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