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User manual

Medical Warehouse Management

Every box of medicine and medical supply has a batch, an expiry date and a location, so the nearest expiry is issued first, nothing expired is sold, and a critical item never runs short unnoticed.

Every batch, expiry and location in one system, first-expiry-first-out issuing, and tracing from supplier to customer.

20 tasks

What the system does

  • Built on top of the warehouse system
  • Medicine file
  • Receiving
  • Cold chain
  • First-expiry-first-out is mandatory
  • Recall and tracing
  • Controlled substances register
  • Customer orders

Works with

This system needs the following and switches them on with it:

Tasks

How do I add a pharmaceutical product or medical supply to the warehouse catalog?

  1. Go to the Medical Items and Pharmaceuticals list.
  2. Click the Add New Medical Item button to open the registration modal.
  3. Enter generic and brand names, SFDA product code, dosage form, storage specifications (Room Temp 15-25°C, Chilled 2-8°C, Frozen -20°C), and specify whether the item is a controlled substance.
  4. Click Save Item.
Screen
Medical Warehouse › Medical Item Catalogue
Permission needed
Medical Warehouse - Item Catalogue / Add

How do I inspect and receive incoming pharmaceutical shipments?

  1. Open the Receive Medical Shipments page.
  2. Select the purchase supply order and vendor, then inspect the shipment and log: lot number, production and expiration dates, and shipment temperature datalogger reading.
  3. Click Confirm receipt to transfer the shipment to the quarantine and pharmaceutical inspection area.
Screen
Medical Warehouse › Medical Receiving
Permission needed
Medical Warehouse - Receiving / Receive shipment

How do I perform an exceptional override for receiving a medical shipment?

  • Accepting a shipment with minor non-conformances or transit time deviations requires the exceptional receiving override permission reserved for the responsible pharmacist or QA manager.
Screen
Medical Warehouse › Medical Receiving
Permission needed
Medical Warehouse - Receiving / Accept short remaining shelf life or record expired stock

How does the QA department make a release decision for a pharmaceutical lot?

  1. Navigate to the Pharmaceutical Quality Assurance and Inspection list.
  2. Review the quarantined lot after inspecting the Certificate of Analysis (COA) and packaging integrity.
  3. Click the Make Quality Decision action.
  4. Choose: Release for Distribution, Reject and Return to Vendor, or Hold for Further Testing.
Screen
Medical Warehouse › QA Decisions
Permission needed
Medical Warehouse - QA Decisions / QA decision (release or reject)

How do I place a drug lot under immediate hold and quarantine?

  1. In the Pharmaceutical Lots and Batches list, search for the target lot number.
  2. Click the actions button and choose Hold Lot.
  3. Record the reason for hold (e.g., quality complaint, suspected manufacturing defect); the system immediately blocks dispensing any pack from this batch across all orders.
Screen
Medical Warehouse › Lots
Permission needed
Medical Warehouse - Lots / Place a lot on hold at discretion

How do I log temperature and humidity readings in cold rooms?

  1. Enter the Temperature Log and Cold Chain list.
  2. Click the Record Temperature Reading button to open the log modal.
  3. Select the zone or refrigerator, log the current temperature, relative humidity, timestamp, and attach digital sensor logs.
  4. Click Save Reading.
Screen
Medical Warehouse › Temperature Log
Permission needed
Medical Warehouse - Cold Chain / Record

How do I manage cold chain temperature excursions?

  1. Go to the Cold Chain Excursions list.
  2. Review active alarms logged when temperatures exceed permitted ranges (e.g., refrigerator exceeding 8°C).
  3. Click the Resolve Excursion button to evaluate impacted medications, review stability data, and quarantine compromised stock.
Screen
Medical Warehouse › Temperature Excursions
Permission needed
Medical Warehouse - Cold Chain / Manage temperature zones

How do I close a cold chain excursion investigation after resolution?

  1. In the Cold Chain Excursions list, open the addressed excursion incident.
  2. Click the Close Excursion File button after signing the Corrective and Preventive Action (CAPA) report.
Screen
Medical Warehouse › Temperature Excursions
Permission needed
Medical Warehouse - Cold Chain / Close

How do I log controlled drug and narcotic dispensing transactions?

  1. Navigate to the Controlled and Narcotic Drugs Register list.
  2. Click the Record Controlled Drug Transaction button to open the strict entry modal.
  3. Enter the item, lot number, quantity dispensed or received, recipient's name and medical license number, and the controlled prescription number or dispensing order.
  4. Click Save Transaction.
Screen
Medical Warehouse › Controlled Drugs Register
Permission needed
Medical Warehouse - Controlled Drugs / Record

How does the licensed pharmacist digitally sign the controlled drugs register?

  1. In the Controlled and Narcotic Drugs Register list.
  2. Select periodic entries and click the Sign and Certify Register button.
  3. The licensed pharmacist's digital signature is stamped and locked to the record to prevent subsequent modification in compliance with pharmacy law.
Screen
Medical Warehouse › Controlled Drugs Register
Permission needed
Medical Warehouse - Controlled Drugs / Second signature

How do I create a medical requisition order for clinics and hospitals?

  1. Open the Create New Medical Requisition page.
  2. Select the requesting entity (hospital, healthcare center, pharmacy), and specify requested items and quantities.
  3. The system automatically allocates drug batches following the First Expired, First Out (FEFO) rule.
  4. Click Save and Post Order.
Screen
Medical Warehouse › Customer Order
Permission needed
Medical Warehouse - Customer Orders / Add

How do I run an inspection sweep for near-expiry medications?

  1. In the Pharmaceutical Lots and Batches list or expiration reports.
  2. Click the Scan Expiry Dates option.
  3. The system sweeps all items expiring within (30, 60, 90 days) and isolates them from regular fulfillment to prepare vendor returns or destruction.
Screen
Medical Warehouse › Lots
Permission needed
Medical Warehouse - Expiry / Quarantine expired stock

How do I create an official disposal order for expired or damaged pharmaceuticals?

  1. Enter the Drug Destruction and Disposal list.
  2. Click the Drug Disposal Request button to open the registration modal.
  3. Select the list of expired items, lots, quantities, disposal reason, and the certified bio-hazard disposal contractor.
  4. Click Save and Submit for Approval.
Screen
Medical Warehouse › Destruction And Returns
Permission needed
Medical Warehouse - Destruction and Returns / Add

How does the responsible pharmacist approve the drug destruction certificate?

  1. In the Drug Destruction and Disposal list, select the pending disposal order.
  2. Click the Approve Destruction button in the presence of regulatory witnesses.
  3. Quantities are written off permanently from custody and an official disposal certificate is issued.
Screen
Medical Warehouse › Destruction And Returns
Permission needed
Medical Warehouse - Destruction and Returns / Approve

How do I initiate an emergency drug recall for a specific batch?

  1. Navigate to the Drug Recalls and Withdrawals list.
  2. Click the Create New Drug Recall button to open the alert modal.
  3. Enter the health authority alert number, targeted lot, recall classification (Class I, II, III), and reason for recall.
  4. Click the Launch Recall button to block the batch entirely across the system.
Screen
Medical Warehouse › Product Recalls
Permission needed
Medical Warehouse - Product Recalls / Launch recall

How do I dispatch immediate drug recall notifications to receiving hospitals and clients?

  1. In the Drug Recalls and Withdrawals list, open the active recall.
  2. Click the Send Notification to Clients button.
  3. The system queries track-and-trace history to identify all recipients of this lot and sends urgent notices instructing them to quarantine and return remaining stock.
Screen
Medical Warehouse › Product Recalls
Permission needed
Medical Warehouse - Product Recalls / Notify customers

How do I track retrieved recalled units from clients until closing the recall?

  1. Go to the Drug Recall Clients list.
  2. Monitor sold vs. recovered unit tallies from each hospital and pharmacy, and verify recovery rate percentages.
  3. Once all stock is retrieved or accounted for, click Close Recall in the recall registry.
Screen
Medical Warehouse › Product Recalls
Permission needed
Medical Warehouse - Product Recalls / Close

How do I view the end-to-end pharmaceutical traceability tree for an item or lot?

  1. Open the Comprehensive Drug Traceability page.
  2. Enter the lot code or item barcode (GTIN + Serial + Lot).
  3. A comprehensive visual diagram illustrates the complete pharmaceutical lifecycle: from supplier invoice, storage and cold rooms, to sales invoice and end recipient in full compliance with "RSD / Tatmeen" regulations.
Screen
Medical Warehouse › Traceability
Permission needed
Medical Warehouse - Traceability / View

How do I extract medical warehouse and pharmaceutical inventory reports?

  1. Open the Medical Warehouse Reports page.
  2. Select the desired report (Expiration dates report, Controlled drug movement report, Temperature logs report, Inbound/Outbound movement report).
  3. Click View Report or Export to Excel/PDF.
Screen
Medical Warehouse › Medical Warehouse Reports
Permission needed
Medical Warehouse - Reports / View

How do I configure medical warehouse settings and storage zones?

  1. Enter the Medical Warehouse Settings page.
  2. Configure early expiry warning horizons, refrigerator temperature alert limits, and API integration with national drug tracking platforms.
  3. Click Save Settings.
Screen
Medical Warehouse › Medical Warehouse Settings
Permission needed
Medical Warehouse - Settings / Edit

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