Medical Inventory Management System

Manage multiple pharmaceutical warehouses or dispensary stores with segregated zones for ambient, cold-chain (2–8°C), controlled drugs and medical devices — each with its own stock handling rules and visibility.

Manage licensed pharmaceutical supplier accounts and hospital / pharmacy customer accounts with full contact, DEA / WDA(H) licence details. Suppliers have a self-service portal to book deliveries and avoid dock congestion.

Manage every medicine against its Snomed CT / dm+d identity:

• GTIN & AMPP validated product records — no ad-hoc free text
• VTM → VMP → AMP → AMPP hierarchy maintained automatically
• Multiple pricing tiers — NHS tariff, private, formulary discount
• Cold-chain, ambient and controlled-drug storage classifications
• Batch number, expiry date and serial tracking per unit
• Multiple tax and VAT scheme support (zero-rated medicines)
• Low stock, approaching-expiry and recall notifications
• API integration to any NHS or private e-commerce ordering system

Granular handling of pharmaceutical packaging units:

• Manage ambient, chilled and frozen tote types separately
• Track totes and pallets by account and licence type
• Enforce FEFO (First Expiry First Out) for all medicine lines
• Enforce re-use of opened totes before starting new ones
• Full and mixed-batch pallet management
• Wastage tracking — inbound short-dated and outbound returns

End-to-end order management across the pharmaceutical supply chain:

• Purchase Orders to licensed suppliers with AMPP line validation
• Sales Orders for NHS trusts, pharmacies and dispensaries
• Controlled-drug orders with dual-authorisation workflow
• Direct-to-patient shipment orders (homecare / postal dispensing)
• Mobile App picking enforces FEFO and GTIN scan confirmation
• Back-order management with substitution suggestions via Snomed CT

Every medicine movement — receipt, pick, transfer, adjustment or disposal — is recorded against the Snomed CT AMPP, batch number, expiry and responsible user. Full traceability from supplier delivery note to patient / customer dispatch, supporting recall management and regulatory inspection.

Generate VAT-compliant invoices for pharmaceutical purchase and sales orders — including zero-rated medicine lines — post directly to accounts, and export in Sage Pay or NHS SBS format. Tariff pricing and formulary discounts are applied automatically at invoice generation.

Purchase invoices are matched against Goods Received Notes (GRNs) and the original PO, with three-way matching before posting to accounts. Supplier invoice numbers are mandatory; AMPP line discrepancies are flagged for resolution before settlement.

Sales invoices are generated against each dispatch with correct Snomed CT medicine descriptions, batch references and expiry dates. Multiple partial invoices per order are supported, and credit notes can be raised against returned or short-dated stock with full audit trail.

• Privacy-first data handling with full audit visibility
• Role-based access — dispensary, pharmacy, management and audit roles
• Controlled-drug cage access logged with user, date and reason
• Configurable menu permissions per role within the organisation
• Full GDPR-compliant patient / customer data handling
• Supports WDA(H) licence record-keeping requirements