PharmaLog – customized systems Order taking – customer system connections An Internet connection can be built using the IT systems of the customer. The system receives orders via the Internet – confirmation and the electronic invoice is sent to the customer. Confirmation takes place almost simultaneously with the placing of the order. If the online system operates and takes orders at a central site, delivery of the goods to a site at a different geographical location is possible. Order taking via telephone – computer-aided queuing and calls. Assisting the work of the dispatcher by offering product substitutions in case of product shortages. The system – in case the dispatcher is busy – supports the introduction of calls received by the operator into the system. When taking customer orders, the system displays the value of the order as well as a warning if the customer orders fewer discounted items than the quantity needed for the discount. It is possible to use discount forms to speed up order taking. Order processing – picking Picking note preparation, printing and verification can be done separately for each warehouse and processed as a batch as well. Picking note preparation and printing can be separated even within a given warehouse (support for box picking). Verification of picking notes by picking unit is supported. The picking note includes the date, the pick-up time, the round trip schedule and the departure time. By recording the picker code, it is possible to compile performance statistics for pickers. If its size is known, the pick can be separated automatically into delivery boxes. Delivery managed at an item and/or package level (pickers, drivers, reception of goods at pharmacies). Delivery – Package preparation During package preparation, packages belonging to the order are gathered; packages released from the warehouse receive a unique identifier and before delivery, we check what has been taken out of the warehouse by scanning the bar code. We keep a record of the packages: the data of the packages belonging to the individual orders are recorded. An order will only be delivered if all packages belonging to it have been prepared. We create a master package list when verification and package preparation are both done. Invoicing Preparing a bill of delivery based on an invoice Preparing an invoice, invoicing on a trip-by-trip basis Preparing invoice amendments, corrective invoices and reverse invoices Preparing a cumulative invoice for a given time period Keeping a record of packages for each customer and a cumulative record for packages The user can compile several orders onto one invoice, or can invoice an order by warehouse In line with this, it is also possible to send only one cumulative invoice (monthly or for the time period desired) to a customer The wire transfer order for the customer is created at the same time as the cumulative invoice Direct invoicing is also possible It is possible to make out an invoice using several types of prices (producer, purchaser, wholesaler) Discounts can be given for: Types of orders Customer / product groups Types of customers, select customers, payment methods by item or groups of items When invoicing, for each row Product rebate Forint rebate, cash discount Discounts can be extended for: Natural rebate Turnover rebate Individual rebate Warehouse – stock records Replenishment – The system suggests optimal replenishment of the storage units at the request of the user. The parameters of the algorithm involved can be adjusted flexibly with the control data from the master file. The suggestion can still be altered during verification. Storage units can be filled using a direct replenishment program during the day as well. A straightforward query tool offers detailed information about the fullness of the storage units Support for various warehouse technologies Possibility of reviewing the pick by weight Management – procurement The user can choose between an automatic and a manual procurement method. The main screen of the module shows the format of the storage sheet. Some fields can be “looked behind” – the following data is available for each product retrospectively for 5 years: Supplier orders and other related data: monthly depletion, safety stock multiplier, stock, quarantine Supplier confirmation data Supplier behavior analysis – statistics Received goods data: from whom, when, how much and at what price Data on goods delivered, returns and reverse invoices: when, what sales direction, to whom, how much, at what price. By taking into account projected shrinkage, smoothed product shortage analysis, seasonal parameters, supplier parameters, the stock and the orders made, the system creates an automatic order that can be accepted or overridden There are various statistics that connect to this module: Customer analysis: it shows the number, pattern, composition and value of orders and returns by each customer and customer type Customer contribution analysis Product analytics: the time and quantity of all movements of the product are shown according to nature of product, product group and individual products Storage unit statistics: movements are shown according to storage unit, product, customer, time (to the minute) and quantity Product shortage statistics Unfilled orders Stock aging Product reception In order to speed up product reception, packages divided (according to batch number and expiration date) can be entered into stock, or, in case of a quality or price error, it is put in to the “QUARANTINE” file, where it can be moved to stock using the “Release” program The system makes it possible to record the received items at a mobile terminal. This way the items can be entered into the “QUARANTINE” file or the stock immediately, as described above. The order of reception for the products can be freely chosen – so an “important” product (it is either in short supply or expected) can precede others in being entered into stock The items entered can be directed either to the order-picking area, the pre-packaging area or the background warehouse, according to their governing parameters Quality assurance The task of the system module is to pair the QA number generated during reception with test certificates as well as other text (or graphical) information, store them economically, query them quickly and print them. We scan the test certificates belonging to the QA number, store the information on a CD, to which further information can be added. The data stored can be displayed on-screen or printed, even in packets (e.g., all the test certificates for a given invoice) The printed test certificate and its accompanying information appear in a previously agreed on format or can be sent as an email In case of a product withdrawal, the system will give an itemized turnover list of any product at a batch level Invoice verification Aside from registering and pairing supplier invoices and distributing costs, we also get a clear picture about the state and content of each certificate. The module also contains supplier VAT reports and margin calculations Financial registration At the end of the day, the logistics system transfers the costumer and supplier invoices and other certificates to the given financial-accounting system Customized interfaces for different financial systems. Inventory An overview of the complete inventory process is available via a controller screen; the state and content of each inventory sheet can be viewed. Inventory lists can be viewed and printed with the same program The system supports inventory by warehouse as well as by section A so-called continuous inventory is possible, which means a daily check of certain – randomly selected – products and the accounting and quantitative management of the differences Reports – manager information – statistics Purchases by customer Supplier – customer price margin report Warehouse turnover report Product group balance sheet General ledger registration Product group report by movement type Monthly product group sale Monthly cumulative invoice Delivery by customer type VAT report Stock changes by manufacturer and supplier Leaderboard Complaint statistics Requisition statistics Portfolio analysis Shortage product analysis Turnover reports Ministry statistics, reports by manufacturer and supplier Other reports and lists pertaining to wholesale Master list maintenance – price change management Master files (customer master file, bank master file, code dictionary etc.) maintenance is centralized With the programs of the system module connected to managing price changes, price adjustments to items can be recorded (maintained) before they come into effect. Data can be entered by classic recording and by monitoring the degressive margin. The system stores all prices both prospectively and retrospectively, and in each case where the date of the order fulfillment is not “today” (preliminary invoice, reverse invoice, returns, etc.), the program recalculates the stock value of the items and registers it with the general ledger Daily closing, monthly closing This system module accumulates data pertaining to turnover, individual customers, purchase records and statistics, it processes in full the data recorded during the day/month, and it prepares the daily/monthly files for the following day/month. Daily statistics, product shortage analysis, item turnover reports and data transfer to the financial system are done during the daily closing. Lists and .csv files are created about turnover data and stock as well as for each customer and item during the monthly closing . . . . . . . . .
