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PHARMACEUTICAL WHOLESALE

Batch, lot and expiry on every receipt, with an audit trail finance can sign off.

Pharmaceutical wholesalers work under strict traceability. Weeva reads pharmacy orders into the ERP, reads batch, lot and expiry from every inbound delivery note, controls substitutions, and records every action against the user who took it.

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Illustrative example: a fictional supplier's delivery note compared line by line with its purchase order and posted to the ERP as a GRV.

What does order automation look like for pharmaceutical wholesale?

Order automation for a pharmaceutical wholesaler reads pharmacy and hospital orders into the ERP and, on receiving, reads batch, lot and expiry from each delivery note into the GRV. Substitutions are held for a person to approve, and every edit, approval and sync is recorded against the user who made it.

How do orders arrive in pharmaceutical wholesale?

Strict traceability: batch, lot and expiry on receiving, controlled substitutions, a full audit trail.

  • PDF purchase orders
  • Excel order sheets
  • Inline email
  • Scanned delivery notes

One order, start to finish.

Sandveld Pharma Wholesale is a fictional pharmaceutical wholesaler in Midrand supplying independent pharmacies and clinics.

  1. 01 · Sandveld Pharma Wholesale

    A delivery arrives at the bay.

    At 10:42 Pieter van Rooyen photographs the Blaauwberg Generics delivery note for purchase order SPW-PO-7719 on his phone.

    Illustrative example: a fictional supplier's delivery note photographed on a phone at the receiving bay.
  2. 02 · Sandveld Pharma Wholesale

    Weeva reads batch, lot and expiry.

    Every line is read with its lot and expiry and matched to the purchase order. The metformin pack swap is held as a substitution, and salbutamol is 12 short.

    Illustrative example: a fictional supplier's delivery note compared line by line with its purchase order, with the short delivery and the substitution flagged.
  3. 03 · Sandveld Pharma Wholesale

    The GRV posts with a full record.

    Pieter approves the substitution at 10:55 and the GRV posts to Sage 300 with lot and expiry on every line. The audit log shows who received what, and when.

    Illustrative example: an audit log of fictional users showing who changed what, and the value before and after.

Receiving in pharmaceutical wholesale.

Every inbound line needs its batch, lot and expiry recorded, substitutions must be approved rather than accepted, and the record must show who received what. Paper delivery notes captured later put all three at risk.

Products and features for pharmaceutical wholesale.

Read the guideGRV vs GRN vs goods receipt: what South African businesses need to know

Integrations common in pharmaceutical wholesale.

Common questions in pharmaceutical wholesale.

Does Weeva capture batch, lot and expiry on receiving?

Where they are printed on the delivery note and your ERP has fields for them, yes. They are read with the line they belong to and written to the GRV, so traceability is recorded at the bay by the person receiving the goods, not typed in later from a tray of paper.

How are substitutions controlled?

A substituted product is never accepted silently. It is flagged, the closest catalogue match is proposed, and the receiver approves or rejects it before anything posts. The decision is recorded against the GRV with the user and the time, so finance and compliance can see exactly what changed.

What does the audit trail record?

Every field edit with the value before and after, every approval, sync and deletion, and every catalogue change, each with the user and the time. Synced orders and receipts are locked; corrections after sync are recorded, never re-pushed. The trail can be exported for finance and audit.

Can it read pharmacy orders as well?

Yes, with Sales Order Automation. Pharmacy and clinic orders in PDF, Excel or email are read, matched to your catalogue and the account's price list, and created as sales orders in the ERP, with anything uncertain flagged for your order desk.

See Weeva on your own orders.

Bring three of your own delivery notes and the purchase orders they belong to and we'll process them live.

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