Sample Request
Register and systematically manage buyer sample requests.
Overview
Understanding Sample Requests
In trade operations, requesting samples, verifying them, and testing them before an order is processed is very common. While it would be ideal if the first sample passes and leads directly to an order, in reality, the process of sharing test results, producing improved samples, and re-testing often repeats multiple times.
Why It Matters
The Unique Nature of Sample Management
Sample processes follow similar procedures to orders, but because tests are repeated on the same topic, they often have much longer lifecycles than orders. Sample projects lasting from several months to over a year are not uncommon.
Longer Lifecycle Than Orders
Because tests are repeated on the same topic, samples often last from several months to over a year.
Intermittent Work
Doesn't happen daily but sporadically, making it difficult to rely on memory.
Difficulty in Recording and Tracking
Confusion about which version of the sample is currently valid, loss of connection between test failure reasons and improvement plans, and difficulty in handing over history when personnel change.
Cost Management Blind Spots
Accumulated costs of free samples are not tracked, records of paid/free status and shipping cost responsibility are missing, leading to post-delivery disputes.
Missed Follow-ups
Forgetting that samples were provided to buyers, or buyers not conducting tests for over 6 months claiming they're busy.
Disconnection After Order Conversion
Once connected to an order, the sample process is forgotten as past history, and past experiences cannot be utilized when similar inquiries come in.
Before You Begin
Required Data Verification
Before creating a sample request, verify that the following data is registered in the system. Using pre-registered data speeds up document creation and ensures data consistency.
Company Selection
Only companies pre-registered in Data Management > Company Information can be selected.
Product Selection
Only products pre-registered in Data Management > Product Information can be selected.
Currency Selection
Only currencies pre-registered in Basic Data > Currency Information can be selected.
Create Sample Request
Sample Request Basic Information
Register the buyer's sample request to create a sample request account.
Document Number
The system automatically generates a document number. Users can modify it if needed.
Document Date
Select and enter the date the document is issued.
Reference Number
Enter the reference document number if there is a related document.
Document Description
Enter description content related to the sample request issuance.
Buyer
Select the company requesting the sample. Only companies pre-registered in Data Management > Company Information can be selected.
Currency
Select the currency used for the sample request. Only currencies pre-registered in Basic Data > Currency Information can be selected.
Payment Terms
Set whether the sample is free or paid. Enter payment terms for paid samples.
Description
Enter content and other matters related to the sample request.
Request Items
Sample Product Information Entry
Enter the product information to be included in the sample request.
Product Information
Select the sample request product. Only products pre-registered in Data Management > Product Information can be selected.
Quantity / Unit Price
Enter the quantity and unit price of the sample request product.
Add New Item
Click to add items to request as samples.
Sample Request Page
Managing Created Sample Requests
The account page consists of the Document Header, Information tab, and Posts tab. The Document Header provides the document status, author, and key information to easily verify sample request details.
Status Options
Update
Modify and save the document content.
Delete
Permanently delete the document from the system.
Using the post feature, you can systematically record and track the entire history of sample requests. Record all processes including sample applications, production progress, delivery status, test results, improvement plans, and communication with buyers to manage without any omissions.