Pharmacy Product Delivery & Stock Out

Table of Contents

Product Delivery

Stock Out

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Product delivery

These are deliveries of medicine between the distributor and the pharmacies hospitals. They are entered per medicine and should include the exact number delivered to the pharmacies at a specific date.

Adding a product delivery

1. Navigate to add a new product delivery (plus icon) 

   • Add Distributor (optional but encouraged)

     • Mandatory to move from Draft to Approved

     • Distributor must be in the same country as the Pharmacy to show up in dropdown 
       

   • Add Patient (optional but encouraged as this ties the delivery to a specific patient)

     1. The patient must be Active with the current pharmacy set as their default to show up in the dropdown 

     2. Can select specific MP 

     3. If patient is not selected, the delivery can be treated as a bulk order 

     4. If patient selected:

        1. MedPacks should be selected in specific order as stock will be ordered according to MedPack arrangement. MedPacks need to be prepared in advance, only Active MedPacks with a set given date and composition will show in the dropdown 

        2. Patient care team will have to prepare MPs, medication support team will schedule delivery 

        3. Patient care team will track status of delivery 

2. Dates and Composition

   • Add sent date, product expiry date, unit count and the product. If MedPack(s) have been selected, a blue Information note pops up under the “Add” buttons displaying the expected Composition.

   • Once the product is selected, you can see the current forecast for the product, according to the composition set for each patient. This reflects data entered for each patient under the Patient > Medicine tab.
     

Approve and validate the delivery

1. Upload Supporting Documents 

• • Client Approval 
  • Delivery note 
  • Release Letter 
  • Signed Delivery Form

2. Delivery Instructions

• • Add Delivery Instructions following the provided format
  • Ship-to number represents the branch of the pharmacy the delivery will be sent to
  • Ship-to Address represents the address of the pharmacy that will be receiving the delivery.

3. To move delivery to Delivered status

• • You must upload the "Signed Delivery form". 
  • Click the “Products have been received by the pharmacy” checkbox 

Edit a product delivery

• If Draft status 

  • Everything in Delivery Details can be edited

  • Delivery can be moved to Approved or Trash 

  • After you put this delivery to Trash you will not be able to access it anymore 

• If Approved Status

  • New documents can be added and removed and are now completely Mandatory. However, documents added before the delivery moves to this Status cannot be edited.

• • Distributor, Patient, and MedPack fields are view only 

  • The expiry date can be changed
• A product delivery form can be downloaded

Cancel a delivery

• Only available to deliveries with status Approved 
  A delivery is marked with this status when it cannot be completed, and a valid reason is provided.  

• Rescheduled or edited deliveries are not to be cancelled. 

• Draft deliveries can be set to Trash, not Cancelled 

 

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Stock out

Stock management option that allows to add a product stock out to adjust the stocks in case of expired products products breakage (e.g. natural disaster).

Add the stock out reason in the dedicated field and upload documents. Remember that what is set in the PMS is showing also in the MyReferral (pharmacy) desktop app.

 

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