How do I get and give samples and gifts?

Field managers hold physician's samples, printed material and give-aways, and give them to doctors on calls. Requests → Gift products & samples tracks what each person holds, what is on its way, and what was given.

It shows when the Gift products & samples module is on.

The tabs

Tab	Who	What it holds
Balances	Managers see the team; a field manager sees their own	What each person holds
In my hand	Managers who hold stock themselves	Their own stock
Requests		Stock asked for, and its status
Given		Items given to doctors and institutions
Ledger, Count	People who hold stock	Every movement, and the periodic count
Dispatch, Warehouse, Allocation	People who manage stock	Sending stock out, the central store, and how much of each item each person gets in a month

Tiles on Balances: Held by the team (pieces), On its way, Below reorder level.

Each item shows In hand, On its way, its batches with expiry, and a tag when it is low or expires soon.

Ask for stock

1. Press Request stock.
2. Give the Qty of each item you need.
3. Say Why, and send. The message says "Requested".

It goes to the approver set for Stock request.

Receive a dispatch

Stock sent to you shows as On its way, with the courier and consignment number. When it arrives, press Confirm received, add a Note if anything is wrong, and confirm.

Send stock (people who manage stock)

New dispatch, or Dispatch on an approved request:

1. Pick who it goes To (for a direct dispatch).
2. Give the Courier and Consignment no. (the courier's tracking number).
3. Enter how many of each item to Send. Against a request, "Left to send" shows what is still owed.
4. Add a Note and press Dispatch.

Give items to a doctor

Items are given on a call, on the phone app (see Report a call on the phone), or through an activity reported held. The Given tab lists them: Date, By, To, Items, Acknowledged. CSV downloads them from the chosen date.

Give-aways to individual doctors are not allowed under DRAP rules unless the company changes "Gifts to individual doctors"; they can go to an institution.

Count your stock

At the end of each month (or quarter, as the company sets), Count:

1. Fill from last month to start from the last count, or type each count.
2. Press Send count.

A count that matches the books is accepted at once. A count that differs goes to the approver for Stock reconciliation, with the value of the difference. Stock not counted for last month shows on the risk radar.

Settings

Setting	Default
Acknowledgement when items are given	Signature (or None, OTP, Photo)
Give more than is in hand	Off
Count stock every	Month (or Quarter)
Reorder level when an item has none	10
Warn before expiry (days)	60

The items themselves, their DRAP category and limits per doctor are under Items and limits.