Physician samples
Every sample accounted for, from store to doctor.
Samples are stock you give away — and the stock regulators ask about first. PharmIT keeps them in their own godowns, with the tax treatment done right, and reconciles every unit from receipt to the doctor who received it.
The problem
Where sample programmes leak
- Sample stock mixed in with saleable stock, so nobody can say what was given away
- No record that the doctor actually received what the rep reported
- Input tax credit left un-reversed on goods given free
- UCPMP declarations chased at year-end instead of collected as you go
How PharmIT handles it
4 steps, one system.
Convert
Saleable stock becomes sample stock in a separate godown, with the tax treatment and ITC reversal recorded.
Allocate
Budgets cap spend; allocations go to reps individually or to a whole division at once.
Disburse
Samples handed to a doctor are recorded against that doctor’s annual limit.
Audit
Every unit reconciles from receipt to doctor, with diversion alerts and random bag checks.
A separate store, with the tax done right
Sample stock lives in its own godowns, away from saleable stock. Conversion notes carry the tax treatment, and the ITC reversal log records credit reversed on goods given free.
Sample Godowns
Separate stores that keep sample stock away from saleable stock.
Conversion Notes
Converts saleable stock into sample stock with the tax treatment.
Reverse Conversion
Returns sample stock to saleable stock when permitted.
ITC Reversal Log
Records input tax credit reversed on goods given free.
Banned Products
Products that may never be sampled.
Sample Budgets
Caps sample spend by division, period or team.
Allocated to reps, down to the unit
Allocate to one rep or a whole team, route field requisitions for approval, and see what each rep holds at any moment.
Sample Allocations
Allocates sample quantities to representatives.
Requisitions
Field requests for samples, routed for approval.
Bulk Allocation
Allocates to a whole team or division in one action.
Sample Dispatches
Sends allocated samples out to the field.
Rep Transfers
Moves sample stock directly between representatives.
Rep Sample Inventory
What each representative is currently holding.
Disbursed to named doctors, within limits
Doctors carry annual limits. Every disbursement is recorded against the doctor, and scheduled drugs go into the statutory register as they are given.
Doctor Profiles
Doctors eligible to receive samples, with annual limits.
Doctor Disbursement Entry
Records samples actually handed to a doctor.
Doctor Sample History
Everything a given doctor has received, and when.
Rep Dispensing Journal
A representative's own record of samples given out.
H1/X Register
Statutory register for Schedule H1 and X drugs.
Destruction Certificates
Certified destruction of expired or unusable samples.
UCPMP compliance and anti-diversion
Monitor compliance with the pharmaceutical marketing code, collect the declarations it requires, and get an alert when a pattern suggests samples are being diverted.
UCPMP Dashboard
Monitors compliance with the pharmaceutical marketing code.
UCPMP Declarations
Collects the declarations the code requires.
Sample Accountability
Reconciles every sample unit from receipt to doctor.
Anti-Diversion Dashboard
Surfaces patterns that suggest samples are being diverted.
Diversion Alerts
Raises an alert when a diversion rule triggers.
Random Bag Check
Spot check of a representative's physical bag against the system.
On the rep’s phone
Samples dispatched from the ERP land in the rep’s SFA stockbook to accept or reject, and the sample stock ledger shows opening, received, distributed and closing batch by batch.
Sample Allocations
Sample envelopes allocated to representatives, clonable across a team.
Sample Requests
Field requests for sample stock.
Sample Stock Ledger
Batch-wise opening, received, distributed and closing per representative.
Promotional Allocations
Promotional items allocated to representatives.
Delivered by
Questions buyers ask
How does PharmIT support UCPMP compliance?
The UCPMP dashboard monitors compliance with the pharmaceutical marketing code, UCPMP declarations collects the declarations the code requires, and sample accountability reconciles every sample unit from receipt to the doctor.
How is input tax credit handled on samples?
Conversion notes move saleable stock into sample stock with the tax treatment applied, and the ITC reversal log records the input tax credit reversed on goods given free.
How do you detect sample diversion?
The anti-diversion dashboard surfaces patterns that suggest diversion, diversion alerts fire when a rule triggers, the variance report highlights gaps between allocated and accounted samples, and random bag checks compare a rep’s physical bag against the system.
Do reps see their samples in the field app?
Yes. Samples dispatched from the ERP land in the rep’s SFA stockbook to accept or reject, and the SFA sample stock ledger tracks each rep’s samples batch by batch.
Talk to us about physician samples & ucpmp.
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