Sample stock refers to a batch of items kept aside for potential analysis or reference in the future.

These items could be raw materials, packaging materials, or finished products.

1. Prerequisites

Before using sample retention, it is advised that you create the following first:

• Item
• Batch
• Warehouse

1. How to Set Sample Retention Warehouse in Stock Settings

It is advised to create a new Warehouse separately for retaining samples and not use it in production.

1.2 Enable Retain Sample in Item master

Retain Sample is based on Batch hence Has Batch No should be enabled first. Check Retain Sample and set the Maximum allowed samples for a batch.

1.3 Make Stock Entry

• When creating a Stock Entry with the purpose set as Material Receipt for items with the Retain Sample feature enabled, you can specify the Sample Quantity during that Stock Entry. You must select the Batch Number for the Item or Items, ensuring that the Sample Quantity does not exceed the Maximum Sample Quantity set in the Item Master.
• Upon submission of this Stock Entry, a button labeled ‘Make Retention Stock Entry’ will appear, allowing you to generate another Stock Entry for transferring the sample items from the specified batch to the retention warehouse configured in Stock Settings.
• Clicking this button will redirect you to a new Stock Entry of type ‘Material Transfer’. This entry facilitates the transfer of your sample retention from the Target Warehouse (typically Stores) to the Sample Retention Warehouse. All relevant information will be carried over to this new entry; verify the details and click Submit.

2. Related Topics

1. Warehouse