Sample Management – LSI

You can define samples in the item master and document samples issued to customers (e.g. doctors).

You can manage medication samples and medical technology products.

You can store information on samples you have issued and samples you still need to send in the call management process, see Call Documentation – LSI.

  • You can define the launch phase per item and business area and determine how many samples (i.e. the quota) may be distributed during and after the launch phase, see Sample Configuration. The end of the launch phase is the latest end date in all an item’s sample configuration records.
  • Use the Sample info area to store how many samples of an item have been issued to a person and how many still need to be sent, see Issuing and Sending Samples. The quick add function is available for entering samples, see Quick Add.
Note: You can access the quick add area for samples from the Activity info area (e.g. in the tree view for persons). The samples entered there are linked to the activity record.
  • Select (Reference book) > Samples/Year to display an overview of all samples you have issued to a person over the course of a year. Select (Reference book > Samples to display a list of all samples that have been issued or still need be sent.

Sample Configuration

Use the Sample Configuration info area to that an item can be distributed as samples.

For each item and business area, you can define the launch phase and the amount of samples that can be distributed per person during and after this phase, or whether the item is not subject to quotas.

The sample configuration applies to all reps assigned to the corresponding business area.

To add a sample configuration record:

  1. Select (Master data) > Item Master, see Item Master.
  2. Click on the desired item.
  3. Switch to the Sample Configuration tab and click on (New).
  4. Enter the desired Business Area.
  5. Enter the following details:
    • If the Allocated field is disabled, there are no restrictions imposed on the number of items that can be distributed to persons as samples. (‘*’ is displayed for these items in the Quota column in the quick add area.)
    • Enable the Allocated field to determine that the item is subject to a quota. Use the remaining fields in the info area to determine the quota and duration of the launch phase.
    • Launch start: Start of the launch phase
    • Launch end: End of the launch phase
    • Units during launch:Quota that can be issued per person and year during the launch phase.
    • Units after launch:Quota that can be issued per person and year after the launch phase.
    • The quotas defined here are compared to the sum total in the Samples/Year info area when issuing samples.
  6. Save.

    You can define different launch phases and quotas for each business area.

When entering samples, the system checks the number of items currently available (based on the current date) to be distributed as samples based on the information in the Sample Configuration and Samples/Year info areas, see Issuing and Sending Samples.

Note: For further information on date-based quotas and persons not subject to quotas, contact your administrator.

Issuing and Sending Samples

You can enter the samples you have issued or still need to send either directly or using the quick add function, see Quick Add.

You can access the quick add function for samples from an activity added for a person. You can also use the quick add function from within the call documentation process, see Call Documentation – LSI.

In order to be able to enter an item as a sample, the following conditions need to be met:

  • The date of the activity must be either during or after the launch phase (except for items that are not subject to quotas).
  • A sample configuration record needs to be present for the rep’s Business Area, see Sample Configuration.

Enter the Quantity issued and the amount that you still need to (Order Quantity).

The Lot No. and current quantity are displayed in the quick add area.

The available quota (Quota) field is calculated from the maximum available quota minus the quantity of samples that still need to be sent. If a person or sample item is not subject to a quota, ‘*’ is displayed in the Quota field.