Handling Promo Samples Inventory

Promo Specialist will receive a list of product samples via task from Salesperson. The Salesperson is responsible for checking with the Logistics Dept. that all selected from Inventory samples can be shipped.

Promo Specialist will open the Inventory to locate the selected samples by finding the relevant tab according to the product range:

Each tab has color codes representing the product sample status:

At the moment when Promo Specialist receives the task from Salesperson to gather samples to be shipped together with produced promotional materials, the products shall be in purple color code as “reserved” and contain the following in “Comments” section:

1. Salesperson who has booked the samples
2. Reserved quantities of product samples
3. SOXXXX (order number) where the samples will be shipped

Promo Specialist will locate the product sample by checking if it is under the “Storage Room” chart or “Sample Room” chart as well as the mentioned section:

For the period of time when the product samples are selected by Salesperson, reserved, but not yet physically taken out from the storage and passed to Logistics Department, the product samples must stay with the purple color code and initial quantities.

Once Promo Specialist physically takes out products samples from the storage space, the specialist is responsible for completing the following THE SAME DAY:

• changing color code from purple (reserved) to green (available)/yellow (available, but close to expiry)
• removing Salesperson notes on the reserved quantities and changing the available quantity (in case the product samples were not shipped in full quantity and still have some pieces available)