Sample Management in Candela

Pharmacy retailers frequently receive free prescription drug samples. If you are a pharmacy retailer, one of the things you might want to learn is this: how to manage these samples. Candela handles sample management by allowing you to work these samples into your overall inventory. You can make these samples part of your inventory, enter them in GRN with or without tax, and even check reports to find out the total number of free samples in your overall inventory.

While free drug samples are a common occurrence in pharmacy retail, other retailers can also manage free of cost goods in a similar fashion by following the steps below.

Let’s now take a look at how samples are handled in Candela in a few easy steps.

 

Configuring Candela for Sample Management

 

The first thing you will need to do is configuring Candela to handle samples as part of your overall inventory.

 

Go to Configuration>System Configuration>Purchase Tab

 

Mark the checkbox ‘Enable free of cost configuration’

 

enable foc configuration in Candela

Update.

 

How Configuration Impacts Good Receipt Note in Candela

 

Once you have done the above configuration, a new check box ‘Show FOC Column’ will appear on the GRN Screen:

foc checkbox on GRN In candela

 

Mark the check box. This will result in three new columns in the GRN Grid:

foc columns in GRN grid in Candela

 

Now you are ready to move on to the next step.

 

Entering free Samples while Receiving Stock

 

Go to Purchase>GRN

 

Select your distributor, and select products to load them in the grid.

 

Enter stock in the Pack Qty column.

 

To enter prescription drug samples, enter them in sampling or scheme columns.

 

Important: Samples are always entered in units. This means if you have received two packets of tablets containing 30 tablets each, you will add 60 in the sampling or scheme column.

 

If you want to distinguish between routine samples and those received under various schemes, enter them separately in Sampling and Scheme columns.

 

FOC column will show total number of samples received under both sampling and schemes.

 

entering samples in Candela

 

How samples are reflected in the inventory

 

Candela will automatically convert samples entered in units into pack, and will add these pack to the Total Qty. As you can see in the above figure, sixty free units of Abnil Cap were converted into two packs (of 30 capsules each) and the total number of packs became 102.

 

Similarly, Unit Qty column will show total number of units including both regular and sampling stock.

 

 When samples units don’t make a complete pack

 

If the units entered in the sampling columns don’t make complete packs the Pack Qty column will only include the units that make a complete pack, but the total number of units will be shown in the Unit Qty column.

 

Configuring Candela to show decimal quantities in Packs

 

Candela can be configured to show decimal quantities in pack. All you have to do is this: Go to Configuration>System Configuration>Product/STR tab

 

From Decimal point in Qty drop down menu, select decimal value.

 

configuring decimal point in quantity in Candela

 

Update

 

Now GRN Screen will show pack quantities in decimal values:

 

packs in quantites

 

In the above figure, total number of units entered as sample are 30. While a pack contains 20 tablets, thus the system has created 2.5 packs.

 

Implementing Tax on Samples

 

Retailers may or may not have to pay tax on free samples. Based on a simple configuration, Candela allows you to handle both these scenarios.

 

Go to Configuration>System Configuration>Purchase tab

 

disable tax on FOC column

 

If ‘Disable tax on FOC Items’ checkbox is checked, the system will not apply tax on items entered in sampling and schemes.

 

disabling tax on samples in Candela

If ‘Disable tax on FOC Items’ checkbox is unchecked, the system will apply tax on the samples:

 

ax enabled on samples

 

Checking Free Samples in Reports

 

All items entered in Sampling and schemes columns will be visible in GRN report. There are two GRN reports that show FOC:

 

GRN Linear Report: Click Print icon to generate it.

 

printing GRN linear report

 

Reminder: print icon will become active only when you upload the saved GRN.

 

GRN Linear Landscape Report

 

From print icon drop down, select ‘GRN Linear Landscape Report.’

 

selecting report in Candela

 

GRN linear Landscape report in Candela

 

F-05 Purchase Detail Report

 

You can also check details of samples (or free of cost items) in F-05 report.

Generate report and expand the GRN record against which free samples are added:

F-05 purchase detail report in Candela

 

Sample management feature in Candela is a very useful feature for managing all your free of cost goods. It works for both pharmacy retail and all other verticals of retail that handle free samples.

If you are using Sample management feature of Candela let us know how you are using it and what you think about it. Share your thoughts in the comments.

 

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