PharmaLog

Warehouse logistics system specialised for pharmaceutical wholesalers

Pharmalog - Warehouse logistics system for pharmaceutical wholesalers
Premium logistics

Special software to manage special goods

Pharmaceuticals are products with one of the highest value densities and are distributed in great quantities; they have been at the forefront of logistics developments for decades.

Pharmaceutical distribution requires the highest degree of quality assurance and monitoring. State-of-the-art technologies also usually make their debuts in this field.

We have designed the PharmaLog system, authorised by the OGYÉI (National Institute of Pharmacy and Nutrition, Hungary), for the distribution of pharmaceuticals as specialty goods.

Due to permanent innovation, the system is extremely well-suited to optimally controlling the various technologies necessary for the operation of distributors’ specialty warehouses.

Farmexim logo
Teva logo
Phoenix pharma logo
PharmaFarm logo
ADVANTAGES

Why choose PharmaLog?

PharmaLog is not just the logistics module of an ERP system, but a stand-alone system connected to the company ERP. It was made for companies with distribution as their core business, and not just one of many activities.

From simple warehouses to complex and automated warehouses

Users of the software include wholesalers engaged in the distribution of a few hundred items serving a small number of customers to wholesalers that deliver ten thousand items to more than a thousand customers, several times a day.

Proven

We have deployed the software at many wholesalers, and currently more than 60% of wholesale pharmaceutical distribution in Hungary is conducted with the use of PharmaLog.
Proven

Reliable and stable

Our systems were specifically designed for receiving and processing large amounts of data; they operate 24/7 and assist in the delivery of 1,500,000+ packages of pharmaceutical products each day.
Reliable and stable

We provide a dedicated account manager

It is paramount to us that our partners are never left feeling alone with their issues, which is why we provide them with dedicated account managers that assist them throughout their work.
Dedikált ügyfélmenedzser

Industry-specific, approved by the OGYÉI

The necessary pharmaceutical quality assurance is (also) an inherent part of the system; our software is industry-specific and fully complies with official requirements.
Industry-specific

Saves time and costs

In 30 years, we have optimised each phase of the supply chain, meticulously developing them to make cost and time savings attainable with the use of PharmaLog.

Feature-rich and efficient

We provide manual, semi-automated, and fully automated solutions in all segments. We optimise the system for our partner’s existing warehouse and processes, and we offer help in modernising it step by step.
Feature-rich

Affordable

Our prices are reasonable and our solutions are available to both small companies and start-up enterprises.
Affordable solutions
Pharmalog as a service

Our system is available both in locally installed or rented versions

Modules in PharmaLog

Acquisitions

Sales

Order placement

The work of purchasing agents and inventory managers is aided by manual and automated methods

Order recording

On-line customer order reception;
Ensuring quick dispatch services

Supply
Product reception

Quick reception to stock and to quarantine

Quality assurance

QC number, quality clearance management; OGYÉI compliance

Warehousing

Fixed and available storage space use;
Refill algorithms

Order processing
Picking

Option for verification
Automata, Pick by light

Delivery

Roundtrip planning;
Container summary;
Container register;

Invoice examination

Supplier invoice liquidation

Invoicing

Complete module for domestic and export invoicing;
Discount management;
Invoice summaries;

Debit accounting

BANK

Credit accounting

Inventory

Inventory by warehouse and by section, with an option for daily stock verification

System connections

Interfaces for third-party financial and accounting, pharmacy, transport organisation, and warehouse technology systems

Back office

Master file maintenance, price changes, daily closings, and other functions

Reporting

Sector-specific and management reports

Modules in PharmaLog

Acquisitions

Order placement

The work of purchasing agents and inventory managers is aided by manual and automated methods

Supply
Product reception

Quick reception to stock and to quarantine

Quality assurance

QC number, quality clearance management; OGYÉI compliance

Warehousing

Fixed and available storage space use; Refill algorithms

Invoice examination

Supplier invoice liquidation
Debit accounting

BANK

Sales

Order recording

On-line customer order reception; Ensuring quick dispatch services

Order processing; Picking

Option for verification
Automata, Pick by light

Delivery

Roundtrip planning;
Container summary;
Container register;

Invoicing

Complete module for domestic and export invoicing;
Discount management;
Invoice summaries;
Credit accounting

BANK

Other modules

Inventory

Inventory by warehouse and by section, with an option for daily stock verification

System connections

Interfaces for third-party financial and accounting, pharmacy, transport organisation, and warehouse technology systems

Back office

Master file maintenance, price changes, daily closings, and other functions

Reporting

Sector-specific and management reports
MODULES

That fully cover the supply chain

Acquisitions

Order placement – Acquisitions – Management

Highlighted features
  • Users can choose between automatic, semi-automatic, and manual procurement methods.
  • The main screen of the module shows the format of the storage sheet. It is possible to “look behind” certain fields – the following data is available for each product retrospectively for 5 years
    • Supplier confirmation data.
    • Supplier orders and other related data - monthly depletion, safety stock, multiplier, stock, quarantine.
    • Supplier behaviour analysis – statistics.
    • Data on goods delivered, returns and reverse invoices: when, what sales direction, to whom, how much, at what price.
    • Received goods data - from whom, when, how much, and at what price.
  • By taking into account projected depletion, supplier schedules, smoothed product shortage analyses, seasonal parameters, supplier parameters, the stock and the orders made, the system creates an automatic order that can be accepted or overridden. The system will generate a highlighted notification if the turnover or behaviour of the product is irregular (e.g. promotions, epidemics, delayed deliveries from previous orders, insufficient turnover data for new products, excessive rounding, etc.); these situations always require manual validation.
  • Since the system uses approx. 60 pieces of data to calculate an actual order item, it is possible to review them on a single screen during manual supervision, which significantly speeds up the applicable parametrisation.
  • There are various statistics that connect to this module:
    • Customer analysis: 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
Acquisitions

Supply - Product reception

Highlighted features
  • 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, price, or other error, they are placed into the “QUARANTINE” file, from where they can be moved to stock using the “Release” command. The use of a mobile terminal can speed up this process even further.
  • The order of reception for the products can be freely chosen – so an “important” product (either in short supply or expected) can precede others when entering stock.
  • The system directs arriving items either to the order-picking area, the pre-packaging area, or the background warehouse, according to their governing parameters.
Acquisitions

Quality assurance

Highlighted features
  • The task of the system module is to pair the QC number generated during reception with quality clearances/inspection slips as well as other text (or graphical) information, to store them economically, and to quickly query and print them. The system receives the quality clearances/inspection slips corresponding to the QC number electronically, or, if it is not available electronically, it can be scanned. The data stored can be displayed on-screen or printed, including 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 it can also be sent via email.
  • In case of a product withdrawal, the system will provide an itemized turnover list of any product at a batch level.
  • Batch numbers with formatting mistakes can be input provisionally; in these cases, the system gives a warning at reception, and there is an option to pre-empt the FEFO sorting.
Acquisitions

Warehousing

Highlighted features
  • Replenishment - At the request of the user, the system provides suggestions for the optimal replenishment of storage units. The parameters of the algorithm involved can be adjusted flexibly with the control data from the master file. The suggestion can be further altered during verification. Storage units can be filled using a direct replenishment programme during the day as well. A straightforward query tool offers detailed information about the fill level of the storage units.
  • Support for various warehousing technologies
Acquisitions

Invoice examination – liquidation

Highlighted features
  • Aside from registering and pairing supplier invoices and distributing costs, the system also provides an accurate picture of the state and content of each certificate.
  • The module also contains supplier VAT reports and margin calculations.
  • List un-eliminated receptions
Sales

Order recording – Customer system connections

Highlighted features
  • An internet connection can be established using the customer’s IT systems (pharmacy system connection). The system receives orders via the internet – providing confirmation and an electronic invoice to the customer. Confirmation takes place almost simultaneously with order placing, and is returned.
  • If the online system operates and takes orders at a central site, delivery of the products can be made to a site at a different geographical location.
  • 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 – if 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.
Sales

Order processing - Picking

Highlighted features
  • Paperless (RF, etc.) and picking certificate-based commissioning.
  • Support for various picking methods (automatic, pick by light, RF devices, manual picking, etc.).
  • 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).
  • Support of verification of picking notes by picking unit.
  • 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 the item and/or container level (pickers, drivers, reception of goods at pharmacies).
  • Preparing a bill of delivery and sending a test certificate to customers who require it, on paper or as an email.
  • The system allows verification of the pick by weight
  • Management of strategic warehouses
  • Support for reallocations for multiple sites
Sales

Delivery – Expediting

Highlighted features
  • During expediting, packages belonging to the order are gathered so that containers released from the warehouse receive a unique identifier. Before delivery, the bar code can be scanned to check what has been removed from the warehouse.
  • Records are kept of the containers: the container data for the individual orders are recorded.
  • An order will only be delivered if all containers in it have been expedited.
  • A container summary list is prepared if verification has been done and expediting is also finished.
  • It is possible to easily pack goods taken in different areas with RF devices.
Sales

Invoicing

Highlighted features
  • Preparing a bill of delivery based on an invoice
  • Preparing an invoice, invoicing on a trip-by-trip basis
  • Preparing amending invoices, corrective invoices, and reverse invoices
  • Preparing a cumulative invoice for a given time period
  • Preparing export invoices for buyers within and outside the EU – non-VAT, bilingual export invoice + accounting annex
  • The programme fully complies with NAV (National Tax and Customs Authority) reporting requirements.
  • Container records for each customer and container summary
  • The user can compile several orders into one invoice, or can invoice an order by warehouse. Accordingly, it is also possible to send only one cumulative invoice (monthly or for the time period desired) to a customer.
  • Direct invoicing is also possible.
  • Invoices can be prepared 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 rebates
    • Forint rebate, cash discount
  • Discounts can be extended for:
    • Natural rebates
    • Turnover rebates
    • Individual rebates
Other modules

Debit and credit accounting – Financial registration

Highlighted features
  • Customised interfaces for different financial systems.
  • At the end of the day, the logistics system transfers the customer and supplier invoices and other certificates to the given financial-accounting system.
  • Since the system knows the exact price of acquisition with the help of the liquidations module and the exact price of the sale thanks to the invoicing module, it is able to use the real margin each time.
Other modules

Inventory

Highlighted features
  • 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 using the same programme.
  • The system supports inventory by warehouse as well as by warehouse 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.
Other modules

System connections

Highlighted features
  • When developing PharmaLog, from the very beginning our main objective was for the system to cover warehouse logistics features in the most comprehensive and detailed manner possible, and to do this, we have created interfaces at various levels to connect with the informational environments and other IT systems that vary significantly by customer (and by warehouse).

    The interface for connection extends to several fields. The list below is a non-exhaustive list of some of the fields we have developed a PharmaLog interfaces for:

    • Systems for pharmacies
    • Corporate ERP systems, with content different for almost each individual customer (SAP, Oracle Application, Sun System, CODA, Scala, KulcsSoft etc.)
    • Conveyor control (Peem, Knapp)
    • Automated picking (Peem, Knapp)
    • RF picking, put-away
    • FMD and MedTracS
    • Container monitoring
    • NAV (National Tax and Customs Authority) online
    • Optimisation systems
    • Shipment organisation software
    • Data warehouse and BI systems
Other modules

Back office

Highlighted features
  • Master file maintenance
    • The maintenance of master files (customer master file, bank master file, code dictionary, etc.) is centralised.
  • Price change management
    • With the programmes 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 fulfilment is not “today” (preliminary invoice, reverse invoice, returns, etc.), the programme recalculates the stock value of the items and registers it with the general ledger.
  • Daily closing, Monthly closing
    • This system module accumulates data for turnover, individual customers, purchase records, and statistics; it processes in full the data recorded during the day/month, and prepares the daily/monthly files for the upcoming 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 with turnover data and stock broken down at a customer and item level during the monthly closing.
    • Running the daily closing is not compulsory (e.g. 3 shifts), but it results in faster operation.
Other modules

Reporting

Highlighted features
  • Reports and lists used in wholesale
  • Manager information, statistics
  • Can be expanded according to user needs