DYNAMICS MEA PHARMACY MANAGMENT
Inventory Management
Inventory management module is responsible for providing pharmacies with optimum solutions regarding their day to day accustomed transactions through various processes such as creation of item card, management of item transfer between branches and stores, item destruction process, expiry date control and support for mobile inventory.
Some of the main features of Dynamics Pharmacy MEA Inventory control are:
- It’s preloaded with 22,000 medication and consumables, which could be easily modified.
- It supports multiple stockrooms (Warehouses) simultaneously with full support for internal as well as external movements and transactions.
- The system allocates each item in the pharmacy\drug store through the Item Card, which contains basic information and detailed transaction as well as the actual stock in the pharmacy\drug store.
- Item system code.
- Item replace code (in case the client had his own item code)
- Item international code.
- Item form (units): capsule, tablet, vial …etc.
- Item package: box, bottle … etc.
- Trade name (description).
- Active ingredient(s)
- Sales price for the package.
- Sales price for the units.
- Cost price.
- Trade discount: percentage and value.
- Depreciation value.
- Sales tax: percentage and value.
- Average cost (Auto calculated).
- Supplier (s)
- Reorder level: which could be user determined or monthly automatically calculated.
- Minimum level: which could be user determined or monthly automatically calculated.
- Maximum level: which could be user determined or monthly automatically calculated.
- Monthly average sales.
- Year to date sales.
- Actual store amount for this item in each store.
- Actual store value for this item in each store.
- Item expired amount and value.
- Last purchase order date, amount and value.
- Last purchase invoice date, amount and value.
- Last dispensing date, amount and value.
- Last bonus received date, amount and value.
Medical data – (Optional with Drug Directory subscription):
- Item active ingredient (s).
- Active ingredient concentrations.
- Root of administration (s) (ROA).
- Pharmacology
- Indications and doses ICD based
- Contraindications ICD based
- Side and Adverse Effects ICD based
- Using with pregnancy and lactation FDA Categorization.
- Known and unknown allergy cases
- Drug-drug Interactions
- Drug-food Interactions
- Drug-laboratory Interference
- Storage
- Patient Advising
- Alternatives
The system incorporates the expiry date and supplier code within the item barcodes enabling generating numerous sub codes for expiry dates in addition to generating and reading barcodes from all item related modules such as sales dispensing and purchasing.
System allows more than one barcode for the same item, Local barcode, and international barcode.
Replenishment and Item Transfer Management
The system monitors stock levels and generates alerts for items that need to be replenished on reaching a certain level in addition to adequate monitoring of items transferred from main warehouse in transit and received by pharmacies
Expiry date is incorporated in the item barcode to provide adequate monitoring of expiry to allocate expired products and generate alerts in case of selling items that are expired and incase the items are no longer valid for sale.
For expired items when system generates expiry alerts expired items are then sent to the main warehouse for proper disposal and termination in addition to posting the proper accounting entries.
Purchasing and Vendors Accounts
Purchases and vendor’s management module assists the client to determine the best decisions regarding purchasing and inventory control
Inventory in the main warehouse are monitored and automated alerts are generated when item reaches the required replenishment level hence a purchase order is issued to replenish the mentioned item through
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Vendor Card
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Requisition Management
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Purchasing Order Processes
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Purchase Returns
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Managing Payments and Banks
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Accounting Process
The vendor card contains all related vendor data such as name commercial register number address, key personnel and contacts.
Requisition management automates the supply planning process by using the Requisition Worksheet. Generate optimal suggestions for replenishing inventory through purchases and transfers based on the item’s current and future demand and availability, as well as a variety of planning parameters, such as minimum and maximum quantities and reorder quantities.
The purchasing order process includes management of master data and pricing tools and techniques that enable the pharmacy to select the best price vendor with the optimum purchase terms afterwards a purchase order is issued.
Purchase returns are handled adequately and timely by the system to avoid misinterpretation of values and stock valuation and in order to compensate the pharmacy for wrongly sent or damaged items.
The payments and banks are managed through controlling due dates, using credit cards and other payment methods, posting payments, checking vendor balances and bank reconciliations and providing alerts for due payments and vendor balances management.
The accounting process is comprised in posting accounting transactions, reporting taxes (VAT), inventory valuation.
Supply Chain Management
There are three key areas where pharmacy chains can improve productivity:
- Inventory levels in all stores.
- Service levels to supply the exact products at the exact time to each store.
- Managing purchases resources.
Any supply chain planner knows that inventory levels and service levels are often intrinsically linked – and optimizing both takes a lot of effort by your purchasing team, so where do you start?
Putting your historical data to work is a good beginning. For most wholesalers and retailers, this data is digitally available, although perhaps in different systems. With the right tools, this data can be accessed and used to increase availability whilst reducing stock-holding at your warehouses or distribution centers, releasing much-needed working capital.
Guaranteeing reliable product availability is traditionally done by setting the right safety stock levels for all products, often through min-max calculations based on the average demand pattern. The result is that products with a very predictable demand pattern often carry too much inventory whilst products with more erratic demand patterns suffer from stock outs.
The way to avoid this trap is the introduction of SKU segmentation to increase the understanding of the effect on safety stocks of different demand patterns. One of the benefits of segmentation is the ability to apply safety stock settings that match the demand pattern of each SKU segment.
Staff Management
- This module supports both pharmacy businesses. Roles within Staff Management can be used to assign staff according to who is available for the job.
- Skill level and salary cost is also considered as well as creating budgets. Roster planning is supported with the ability to schedule shifts, estimate cost and compare to budgets.
e-commerce Solution
E-commerce is an addition to LS Central and meets the increasing demand for online shopping. With the solution it is possible to create a web store based on LS Nav. This web store can be accessed from computers, pads and mobile phones.
Sales and Drug Dispensing
Sales and drug dispensing process is managed through a unique solution that provides the state of art management software:
POS (Point of sale)
The POS is designed to provide pharmacies and stores with the day to day required activity features such as:
- Coverage of the day to day sales process through scanning barcodes calculating total amounts rendered, printing receipts and recording entries and stock movements
- Expiry date control where POS receives automated alerts regarding expired items to be sent to main warehouse for proper termination
- Handling of sales returns through the invoice number where entry is reversed
- Holding invoices for home delivery till cash amounts are tendered then entry is settled and posted
- A specialized POS screen is created for drug substitutions relating to patients that require to substitute their insurance covered prescriptions with other items that allow the pharmacies to manage the percentage of prescription amount to be substituted keeping adequate track of the substitution process and activities.
- Drug scientific data can be accessed through the link to the drug directory to provide the pharmacist with a tool to advise the client
- POS are able to add member clients and link them to the member client database at the head office
- Member cards containing the member data and number could be printed and provided to the newly signed on client
- POS solutions are customized to meet the pharmacies requirements to cover health insurance requirements.
Home Delivery Management
The system enables the pharmacy to manage an adequate and efficient home delivery system through the following features
- Handling customers calls by saving his data and allocating the nearest branch to the client to ensure timeliness of delivery
- Order preparation and departure are monitored to ensure bother preparation and delivery are done in accordance to client expectations
- The home delivery agent is able to view the member client loyalty points and able to offer the client new offers and packages in addition of his ability to allow the client to use his loyalty points to acquire a discount.
- Client order pattern is registered and recorded to ensure maximum adequacy in client database
- The order process is tightly monitored and measured by the system to ensure effectiveness and promptly detect deficiencies if any for direct intervention by pharmacy
Loyalty Member and client accounts Management
- The Member Management functionality gives the possibility to handle multiple Member Clubs in a company with different rules and setups suitable for loyalty or staff clubs.
- Each club can have one to many Member Schemes such as Standard, Silver and Gold. Members are registered in the clubs either directly in the BackOffice system or via the Loyalty Server pack.
- Members of the club are linked to a scheme but can move between schemes based on calculation rules for issued member points. Each Member can be registered with defined Member Attributes that make it possible to gather information about the member.
- Members collect Member Points either from POS Sales, Sales Orders or Member Point Journals. The issued points are based on point setup rules that can be different between clubs and items.
- On top of this, Retail Offers and Coupons can be made valid for specific Member Clubs, Member Schemes and/or Member Attributes.
- Member Campaign gives the ability to identify members through dynamic queries that analyze data and create a campaign that can be connected to an offer/benefits for the members.
- A member can have a discount budget assigned to him that limits the discount amount he or she can earn within a given time period.
- Member Management is fundamental for ecommerce and Loyalty Server Pack.
Health Insurance
- Multi-Contracts, which could be connected to any price list.
- The ability to record any health provider policies.
- System provides an alert to remind to the administrator with some manual procedures in the contract polices, e.g. the necessity of contractor stamp, or transfer copy must be taken.
- Supporting contract suspension at any time.
- Support service validation for each provider.
- System allows providers cover limits for the member’s and\or the contract.
- System provides Balance sheet for each provider.
- The system validates all related insurance contract terms to ensure all restrictions and terms are fulfilled before dispensing the prescribed medications.
- System provides many different forms for hospital financial demand sheets to the health insurance providers.
- System allows follow-up on the submitted demands process and collections.
Drug Directory
Drug Directory is a comprehensive database for drugs, and active ingredients with a full profile including
- Pharmacology
- Indications and doses
- Contraindications
- Side and Adverse Effects
- Using with pregnancy and lactation
- Known and unknown allergy cases
- Drug-drug Interactions
- Drug-food Interactions
- Drug-laboratory Interferences
- Drug Storage
- Patient Advising
- Drug Alternatives
General Ledger
Dynamics NAV is a multi-company system with no restrictions on how many or when companies can be created.
- The sales and purchasing processes including management of master data and pricing tools and techniques.
- Managing payments and banks through controlling due dates, using credit cards and other payment methods, posting payments, checking customer and vendor balances and bank reconciliations
- The accounting process comprised in posting accounting transactions, reporting taxes (VAT), management of fixed assets, inventory valuation, closing accounting years and consolidating financial statements.
Fixed Assets Management
Dynamics NAV provides a fully integrated fixed asset management functionality that allows you to track depreciation expenses reliably in multiple depreciation books. This is useful to have one depreciation book integrated with the general ledger, and another one for internal fixes asset calculations that do not have to be reflected in the general ledger. You can also keep track of other information relevant to fixed assets, such as maintenance cost and schedules, acquisition costs, and related insurance information through the following criteria
- Creating fixed assets and properly allocating its acquisition cost
- Revaluating fixed assets if any additional cost was allocated to it
- Automatically generate and calculate depreciation and posting to GL groups by the chosen method of depreciation
- System properly handles selling and disposing of fixed assets and its entries
Human Resources Management Payroll and Attendance
Pharmacy Human Capital Management, is a suite of products including Payroll and Human Resources to ensure efficient and effective utilization of human capital.
- All entries posted directly to General Ledger.
- Post Liabilities automatically to LS Central Purchases and Payables.
- Automatically post employer expenses to Jobs or Departments.
- Define your own pay cycles.
- Enter, track and calculate commissions.
- Define an unlimited number of payroll controls.
- Avoid staff shortages with applicant tracking and analysis.
- Ease the hiring process with position management.
- Add user-defined fields to match your unique requirements.
- Streamline salary administration.
- Customize absence tracking to meet your needs.
Business Intelligence and Reporting
The system provides the ability to produce numerous wide ranging reports is a high priority requirement for the system. In addition to providing comprehensive standard reports, the system is flexible enough to allow users to create their own report
- Using filters and flow filters
- Using Dimensions determination
- Creating analysis views
- Reporting and monitoring mechanism
