Which of your customers received lot X? Today that answer takes two days, and every account's contract price is maintained by hand in the same spreadsheet.
We hold GPO and contract pricing correct at order entry, enforce FEFO and expiry quarantine at the pick, and keep the lot-to-customer trail queryable, so a recall answer takes under two minutes and the margin you contracted for is the margin you invoice.
We do it for you. Your workload goes down, not up.
- SO-11940GPO tier 2 price confirmed
- SO-11947off contract → held before invoice
- LOT-8827validating DI against GUDID
- 856-0918lots posted to the customer trail
01/Where the hours go
The work quietly eating your team's week.
01
GPO and IDN contract prices, tiers and renewal dates kept in a spreadsheet, so the tier you invoice is not always the tier the customer is on and the manufacturer chargeback for the spread never gets filed
02
Lot, expiry and UDI data (DI plus PI) keyed into the item master off vendor documents, then checked against GUDID by hand, when it is checked at all. UDI is devices; if you also move Rx, DSCSA is a separate rulebook and a separate build
03
Backorders on constrained items worked by phone: find an equivalent, hope its contract price is right, call the account before they call you
02/How the system works
Lot traceability and contract price, enforced at order entry.
At order entry the system checks the customer against the contract file: which GPO or IDN agreement they sit under, which tier, whether it renewed, what admin fee applies. A line priced off contract is held before it invoices, so it does not surface next month as a manufacturer chargeback nobody filed. On allocation it enforces FEFO against real expiry dates, quarantines any lot inside your expiry window or carrying a logged cold-chain excursion, and validates the item's UDI before the 856 goes out: DI against the GUDID record, PI (lot, serial, expiration) against what is actually in the carton. Every unit shipped is written back as a lot-to-customer link, so "which of my customers received lot X" is a query that returns a notification list in under two minutes. On a constrained item it proposes an equivalent with the contract price already checked. A person still chooses the substitute, and QA still releases every quarantine.
- 01
Check the contract
Every order line is priced against the GPO or IDN agreement on file (tier, renewal date, admin fee) and held when it does not match.
- 02
Allocate by expiry
FEFO is enforced against real expiry dates, and lots inside your window or with a logged cold-chain excursion are quarantined for QA.
- 03
Validate the UDI
Before the 856 ships: DI checked against the GUDID record, PI (lot, serial, expiration) checked against what is in the carton.
- 04
Keep the lot trail
Every shipment posts its lots against the customer who received them, so the recall notification list is one query against shipping history.
- /Native integrations. We write into the systems you already run (Prophet 21, NetSuite, SX.e, Acumatica, Cin7, or QuickBooks and a folder of spreadsheets), not a parallel tool you have to adopt.
- /Real document extraction. We parse the emailed PO, the scanned packing list, the portal export and the retailer's deduction detail reliably, not regex on a happy path.
- /Multi-system orchestration that handles exceptions. The line keyed as eaches instead of cases, the contract price that expired, the SKU that is not in the item master: routed to a person with the backup attached, not dropped.
- /Built to run in production for years. Monitored and maintained under the partnership, not handed over and abandoned.
03/What it's worth
Recover the money, get ahead of it, keep the customer.
01
Invoice the price you contracted
Off-contract lines are caught at order entry, before they invoice, and the manufacturer chargeback on the contract spread gets filed against the agreement that earned it.
02
Get ahead of the expiry
Enforced FEFO and an expiry quarantine put the write-off on a report weeks before the date, not on a pallet QA finds in the racks in the wrong month.
03
Answer the hospital in two minutes
"Which of my customers received lot X" comes back with a notification list in under two minutes. When a recall lands, that answer time is the account.
04/Is this you?
You're a Director of Operations, QA / RA Manager, Customer Service Manager, or the President / Owner / CFO who feels it, at a US distributor doing $10M-$100M with the work above spread across three people and a spreadsheet.
Bring your contract file and one recall you have had to answer. We do the mapping, and nothing lands back on your team.
Start with a 30-minute scoping call.
Andrew walks your Medical & Lab Supply workflows, tells you plainly what is worth automating, and what it would take.
We do it for you. Your workload goes down, not up.