In a product registration, product samples may be required to be submitted to the MOH for quality observation and testing purposes. Generally there are different sample requirements that can be accepted by the Customer MOH:
• Samples in plain packaging.
• Samples in any finished product packaging.
• Samples in exact finished product packaging (as per design to be submitted).
Process of getting samples can be long due to production/printer time, it is important that BD Salesperson finalize the steps to get sample preparation started as soon as the registration has just steared. Often, sample packaging can be printed separately through our Printer. In this case, “Mockup for Printer” has to be prepared by the Design Dept. to get the “Printer Packaging”.
• Mockup for Printer: refers to additional packaging design prepared from confirmed mockup of a product packaging, that includes the batch no., manufacturing date and expiration date of the product.
• Printer Packaging: refers to the packaging sent by the Printer based on our Mockup for Printer packaging to be printed and sent to the office. This packaging can be used to pack existing/plain samples to be sent to the Customer.
The process will be different for China Registration vs. India Registration. Follow these processes to handle the registration sample process:
REGISTRATION SAMPLES - CHINA REGISTRATION
Depending on the sample requirements, final registration samples can be obtained through various sources. This part should have been confirmed when confirming to start the registration. Follow the relevant steps below according to the source of samples:
Samples from Inventory
If samples in plain packaging/finished product packaging can be accepted, Salesperson can check whether the samples are already available in the Inventory. Make sure that:
1. Existing samples were produced by the same Vendor to be registered
2. Existing samples have the exact specifications as the product to be registered
3. Existing samples have sufficient shelf life left that is acceptable by the MOH
4. Existing samples can be sourced to an order and COA can be found in the system if required
Make sure to send the sample pictures to the Customer for confirmation before sending the samples.
Packaging from Printer
If samples are required in final packaging and either existing samples from the inventory can be used to be submitted or Vendors can provide plain samples with less/no cost, BD Salesperson can request Design Dept. to arrange for packaging printing with the Printer.
1. Send a task to Design Dept. to confirm the cost of packaging printing with the Printer by providing the product list, component list (box, label, insert, etc.) and quantity of each component.
2. Design Dept. will provide the cost of printing over task.
3. If cost is confirmed, send a task to Design Dept. to proceed and prepare Mockup for Printer, BD Salesperson must include the details of batch no., mfg. date and exp. date in the task. At the same time, send a task to Accounting Dept. to record this cost under the registration SO.
4. Design Dept. will send a task to BD Salesperson the mockup for printer packaging, BD Salesperson must check to make sure that the packaging designs are correct.
5. Once checked and confirmed, BD Salesperson will print out in color the printer packaging. BD Salesperson must write the SO# and date of confirmation on the packaging, sign every page, and provide the printed copies to Design Dept.
6. Design Dept. will scan these copies called “FINAL PRINTER PACKAGING” and send them to the Printer as a form of confirmation to proceed with printing.
7. Once the final printed copies are received, BD Salesperson can put together the printed packaging and existing samples/plain samples to make the final samples.
8. Send the sample pictures to the Customer for confirmation before sending the samples.
Plain Samples from Vendor
1. If plain samples are required from Vendor, BD Salesperson must have already informed this requirement to the Purchasing Dept. at the beginning of the registration process.
2. Follow up with Purchasing Dept. on Vendor’s confirmation to provide the samples. Some Vendors may require sample production cost to be paid, in this case, confirm with Purchasing Dept. if they can proceed with the sample payment. At the same time, send a task to Accounting Dept. to record this cost under the registration SO.
3. After confirmation of samples production, ask Purchasing Dept. to update the Registration Milestones:
• REG: 8. Samples Production Started date.
• REG: 9. Samples Production Completed estimated date.
4. After samples have been received, put together with printer packaging if required to make the final samples.
5. Send the sample pictures to the Customer for confirmation before sending the samples.
Final Samples from Vendor
1. If Vendor has confirmed that they are ready to produce samples with final packaging, BD Salesperson must have already informed this requirement to the Purchasing Dept. at the beginning of the registration process.
2. Follow up with Purchasing Dept. on Vendor’s confirmation to provide the samples. Some Vendors may require sample production cost to be paid, in this case, confirm with Purchasing Dept. if they can proceed with the sample payment. At the same time, send a task to Accounting Dept. to record this cost under the registration SO.
3. Make sure that the PACKAGING PROCESS is ongoing.
Once factory final packaging has been signed
, ask Purchasing Dept. to update the Registration Milestones:
• REG: 8. Samples Production Started date.
• REG: 9. Samples Production Completed estimated date.
4. Wait for the receipt of the final samples from Vendor.
5. Once received, send the sample pictures to the Customer for confirmation before sending the samples.
Sending Samples to the Customer
The detailed SOP in sending samples can be found here:
SENDING SAMPLES TO THE CUSTOMER
. Once samples have been sent, set the Registration Milestone: REG: 10. Samples Received by Customer.
REGISTRATION SAMPLES - INDIA REGISTRATION
For India registration, samples can only be provided from the Vendor side, either in plain or final packaging.
Final Samples from Vendor
1. If Vendor has confirmed that they are ready to produce samples with final packaging, BD Salesperson must have already informed this requirement to the Purchasing Dept. at the beginning of the registration process.
2. Follow up with Purchasing Dept. on Vendor’s confirmation to provide the samples. Some Vendors may require sample production cost to be paid, in this case, confirm with Purchasing Dept. if they can proceed with the sample payment. At the same time, send a task to Accounting Dept. to record this cost under the registration SO.
3. At the same time, make sure that the PACKAGING PROCESS is ongoing.
Once factory final packaging has been signed
, ask Purchasing Dept. to update the Registration Milestones:
• REG: 8. Samples Production Started date
• REG: 9. Samples Production Completed estimated date
4. Once sample production has completed and sent to the India office, ask Purchasing Dept. to take pictures of every angle and components of the samples and save it in the following folder:
Z:\Shared drives\AdvaCare Purchase India Control\AdvaCare Purchasing\Registration\”Registration Number and Details”\SAMPLES
5. BD Salesperson must check the sample pictures carefully to determine whether the samples are suitable to be sent out to the Customer. If BD Salesperson has confirmed, send the sample pictures to the Customer for confirmation before sending the samples.
Sending Samples to the Customer
The detailed SOP in sending samples can be found here:
SENDING SAMPLES TO THE CUSTOMER
. Once samples have been sent, set the Registration Milestone: REG: 10. Samples Received by Customer.