Handling of samples

In tracezilla you can pull samples from stock in several ways:

1. Adjust the quantity of a lot.
2. Enter the quantity of free samples on a sales order (if the customer is a partner).
3. Create a Misc. partner for sales orders (for potential customers and private customers).
4. Break up a colli into pieces to pick samples i pcs.

It is up to you, which of the methods you choose for handling samples.

Read the procedure for each method below.

1) Adjust quantity of a lot

About adjustments

An adjustment is a method of adjusting the quantity of a lot. When the lot is pulled from stock, it also decreases the Inventory valuation on the selected adjustment date.

In reports, such as the Input-output Balance and the Stock Movements Report, the adjustment will appear as the reason entered in Reason for adjustment.

Procedure

1. Click Warehouse in the top menu, and select Lots in the drop-down menu.
2. Use the filters on the left, to find the relevant lot
3. Click the three dots and arrow on the right of the lot, and select Adjust in the drop-down menu. Or go to the lot info, and click Adjust Quantity.
4. Select an Adjustment date, i.e. the date where the sample is picked.
5. Enter a Comment of choice.
6. Select the Reason for adjustment: Taken for product developement, Used for events, workshop, retail etc. or other.
7. Enter the quantity of samples pulled from stock. If 5 pcs have been pulled, you can enter -5 in the field Gained or lost.

2) Enter a quantity of free samples

If you are delivering a sample to an existing partner, you can enter a quantity of free samples on a sales order.

1. Create the sales order as usual. You can use this tutorial.
2. When clicking Add Lot Line you can enter the quantity of units and afterwards enter the quantity of free samples in the field Including Free Units.
3. You can enter a Line text of choice, e.g. “Samples”. A line text will appear right beneath the lot line in the order, and will appear on order documents.
4. When the order is all set, you can invoice the order as usual.

3) Create a Misc. partner for sales orders

You can use this method, if you wish to send samples B2C, for private customers. This is also relevant for potential customers, who you do not wish to create as a tracezilla partner just yet.

With this method you can create and send documents for the receiver of the samples.

Follow this tutorial.

4) Break up a colli

into pieces to pick samples i pcs.

If you give away samples to a customer in the Unit of Measure pcs, but your SKU is set up to colli, you must break up a colli, to be able to pick samples by pieces.

This is done by creating a warehouse order, which can take out the lot for inventory without traceability.

When creating the order, remember to tick the box for Take out for inventory without traceability.

1. When the warehouse order is done, you can now create a sales order as usual. You can follow this tutorial.
2. When adding the lot line of the samplas, remember to Pick lot without traceability as shown below.
3. Enter the quantity of units and afterwards enter the quantity of free samples in the field Including Free Units.
4. When the order is all set, you can invoice the order as usual.