Sample Management Overview

Veeva’s Sample Management module enables users to keep accurate, compliant records of sample, BRC, and promotional item product transactions. Organizations use Sample Management to track and record sample movement from distributors to end users and HCPs, as well as user-to-user product transfers within an organization. By maintaining accurate records of these sample transactions, organizations can:

Ensure the appropriate products reach HCPs

Identify and limit product loss

Facilitate product recalls and sample audits, when needed

The Sample Management and Call Sampling modules are closely linked. Sample transactions, restrictions, and inventory counts from the Sample Management module determine which products are available for Call Sampling. When users disburse products as part of Call Sampling, the disbursements are reflected in Sample Management through users’ on-hand inventory totals and sample transaction records.

With Sample Management, users can perform the following tasks:

Sample Admins

Managing Sample-Related Data - Admins manage the records and data required for sampling—they create sample and sample lot records, assign products to end users, and maintain HCP and State Distributor license information

Restricting Sampling - To help users comply with relevant regulations, admins can set restrictions on sample disbursements

Supporting Sample Audits - Admins are responsible for maintaining data integrity and ensuring auditors have access to the necessary records for sample audits

End Users

Recording Sample Transactions - Users must confirm the quantity of sample products they receive from sample distributors. They can also initiate sample transfers, disbursements, inventory adjustments, returns, and orders in Veeva CRM. Finally, users can also capture HCP confirmation for sample request (BRC) shipments with Acknowledgement of Content.

Managing Sample Inventory - As part of sample reconciliation, users regularly conduct sample inventories and record their on-hand inventory counts. Users determine which of their sample lots are active and, depending on additional configuration, can also reorder samples based on predetermined inventory order allocations.