Retained Samples

The Retained Sample Management functionality makes shares of a lot part of a reusable item structure. The state of the item on production/shipment is fixed by taking a certain part of it and storing it for a certain period of time. The quantity and time period are set up in the Retain Sample Instructions.

Retained Sample Setup

The retained samples use the instructions from the Retain Sample Instruction page, accessed from the Items page (Inventory > Retain Sample Instruction) or Item Card page (Quality Assurance > Retain Sample Instruction) or Item Categories page (Actions > Retain Sample Instruction). Many values are defaulted from the Item/Item Category, and the Sample Type field is automatically populated with the sample type that was set to Retain Sampling (see Sample Types). The fields on this page are described in Sample Instructions.

Once setup is complete, the entered quantity is moved as a retained sample to the new location on production output and/or Sales Order shipment. The samples are accessible in the Stored Samples page. From here, samples can be viewed and eliminated (see Eliminate Retained Samples).

Example – Post output with retained samples

A retain sample instruction is set up for an item ensuring that at least 10 units must be produced for 1 piece sample to be retained. If a sample is created, it will be retained one month from the output posting date (elimination date).

If a production journal is posted for an output of 5, no samples are retained. If a production journal is posted for an output of 10, a quantity of 1 sample is retained.

The Stored Samples page shows the:

  • Lot No. – from the item's lot number series or lot number trading unit and trading unit number from COSMO Process Manufacturing integration
  • Lot No. Trading Unit - from COSMO Process Manufacturing integration
  • Trading Unit No. - from the Sample Types number series with COSMO Process Manufacturing integration
  • Elimination Date – one month from item ledger entry posting date (1/28/2021)
  • Location Code - from the Retain Sample Instruction
  • Sales/Cost Amounts - from item card, depending on costing method
  • Status (Lot/SN) - from the New Status (Lot/SN) field in the Sample Types

Example – Post shipment with retain samples

A retain sample instruction is set up for an item with no threshold that must be shipped for a sample of .10 KG to be retained. If a sample is created, it will be retained 10 days from the shipment posting date (elimination date).

When a sales order is shipped for any quantity of the item, then .10 KG is retained as defined in the sample instructions.

The Stored Samples page shows the:

  • Lot No. – from the item's lot number series or lot number trading unit and trading unit number from COSMO Process Manufacturing integration
  • Lot No. Trading Unit - from COSMO Process Manufacturing integration
  • Trading Unit No. - from the Sample Types number series with COSMO Process Manufacturing integration
  • Elimination Date – ten days from item ledger entry posting date
  • Location Code - from the Retain Sample Instruction
  • Sales/Cost Amounts - from item card, depending on costing method
  • Status (Lot/SN) - from the New Status (Lot/SN) field in the Sample Types

Eliminate Retained Samples

Retained samples that have reached their elimination date can be destroyed using the Eliminate function in the Stored Samples page. This function works the same as described for testing samples (see Eliminate Samples).

See Also

Trading Unit Numbers

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