Handling Promo Samples Receipt

| 2 minutes

To handle Promo samples Purchasing Person needs to attend the following document in the System:

  • Promo Samples Receipt

This SOP will explain the Promo Samples process.

Getting started with Promo Samples Receipt

The main purpose of Promo Samples Receipt document is to keep track of all the promo samples that are kept in the storage. This way every sample will be recorded and Salesperson and Inventory Dept. can access the information easily, including the order number which the samples belong to, Customer code, MFG and EXP dates, batch number, etc. Promo Samples Receipt has exactly the same interface as QC Reciept, the only difference is the location of where the samples will be stored. Unlike QC Receipt, Promo Samples Receipt will be only used between Purchasing Dept. and Marketing (Inventory) Dept.

  • Promo Samples Receipt is created by the System automatically after Purchasing Person creates PO Samples.
  • Purchasing Person indirectly creates Promo Samples Receipt document and passes it over to Marketing Dept. to check and record in Inventory.
  • Promo Samples Receipt is used to record the information about Promo samples received at the office.
  • Promo Samples Receipt is linked only to PO Samples, not to any other type of PO.

Promo Samples Receipt stages

As all other documents in the System, Promo Samples Receipt document has several stages that depend on the status of the samples.

  • DRAFT: Initial stage that is not going to be used for Promo Samples Receipt document.
  • WAITING: Intermediate stage that is not going to be used for Promo Samples Receipt document.
  • READY: The stage at which Promo Samples Receipt is created, after PO Samples is created.
  • DONE: The stage that will be used by Inventory Dept. that indicates that the samples have been checked and received by Inventory.

How to attend Promo Samples Receipt

1. Once physical promo samples are received in the office, locate the relevant PO Samples in the System.
Note: To find the right PO Samples, open the Task, 'Opportunity Info' tab, 'Purchase Orders' section. In the main PO in Purchase Order stage, go to 'Other Information' tab and locate 'Sub-PO' field.

2. In PO Samples locate 'Receipt' smart-button.

3. Open the Receipt with 'WH/Stock' location (usually it will be the first one on the list, in red color).

4. Check if products and quantities are correct.
5. Click 'EDIT'.
6. In 'Additional Info' tab, locate 'Inventory Representative' field and choose Marketing Manager name.
7. Fill out OPERATIONS the same way as for QC Receipt as per "Handling QC From PO" SOP: quantity received, Lot/Serial Number. Do not fill out Comment field for Promo Receipts.
8. Click 'SAVE' on top of the screen.
9. In the chatter of Receipt, send a task to notify Marketing Manager and Sales Director that promo samples of order SOXXX were received in the office.

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