Sample inventory validation during disbursement
Key Takeaway
Sample inventory validation checks a field rep's own physical stock when they record samples. Its settings follow User, then Profile, then Org precedence, so a user-level setting wins over the other two.
Sample inventory validation is a visit setting that checks whether a field rep has enough physical sample stock to cover the samples they record on a visit. The goal is to stop reps from recording samples they don't hold. An admin chooses whether a failed check blocks the rep or only warns them.
What the validation checks
When "Validate sample inventory" is on, Salesforce runs up to two checks on the samples recorded in a visit. First, Salesforce confirms that the rep's remaining inventory covers those samples. Second, Salesforce checks whether the samples exceed the per-visit maximum.
The second check runs only when the "Max Disbursement Limit Quantity" field is populated on a Territory Product Quantity Allocation record of type Drop. Without a value in that field, Salesforce runs only the inventory check.
Salesforce checks a combined total when the same product appears on a parent visit and one or more child visits. A rep who adds multiple attendees to a visit is one example of this setup. Salesforce adds up the quantities across all of those visits and checks the total, not each visit on its own.
Lena has 10 units of a product left in her inventory. She has a parent visit with two child visits, and she records 4 units of the product on each of the three visits. Each visit on its own stays under 10 units. Salesforce adds the three quantities to get 12 units, which is more than Lena holds, so the check fails.