Overview of functions of the GSP management system in the sales process

1 Company Profile

Xi'an haisiwei software Co., Ltd. was registered and established in February 2009. haisiwei software Co., Ltd. is affiliated to haisiwei group and is located in Xi'an Economic and Technological Development Zone with convenient transportation. The company is committed to the development of local sales management research and management software products in China. It is the most professional sales management product and service provider with independent intellectual property rights in China.

The company is composed of more than 20 excellent technical talents, management talents, and industry experts. Among them, 5% of doctoral students, 20% of masters, and 65% of undergraduates. The company has set up specialized industry research institutions, we are committed to researching and researching industry sales management models. Haisiwei people adhere to the business philosophy of "Professional, pragmatic, efficient, and innovative", and take the leading local sales management in China as the strategic orientation, people-oriented, and innovation as the root, build a modern technology enterprise with core competitiveness.

The company has a senior background in the industry, starting from the current sales situation of Chinese enterprises, in view of the management characteristics of the sales management process, combined with the actual industry characteristics, "Focus on sales, lock the industry ", provides enterprises with the most advanced, professional, and cost-effective localized sales management solutions. Through continuous innovation and accumulation, HSW Chinese sales management platform) the product series covers medicine, electronic machinery, daily necessities, wine, clothing, trade, electrical appliances, IT and other fields.

Haisiwei software expects to provide pragmatic solutions in the most convenient and simple way, solve the core "Sales Management" Problem in enterprise operation in multiple dimensions, and provide comprehensive and dynamic perspective and standardized guidance for upstream and downstream sales, it comprehensively saves sales operation costs, reduces sales risks, improves sales performance, and enhances the overall competitiveness of enterprises. It provides customers with easy and efficient management and sales growth. It is the customer value and brand connotation pursued by haisiwei products and services.

2. Sales Promotion Process Management System 2.1 System Overview

The sales process management system is an integrated management software for pharmaceutical production enterprises and management enterprises. It is designed with the concept of "fine management and process monitoring, it fully meets the information management needs of commercial wholesale and chain distribution enterprises in the pharmaceutical circulation industry, and gives full play to the advantages of professionalism, platform, flexibility, and so on. It integrates inventory, finance, new GSP, CRM Customer Management, OA Office, sales process management (all-round "Process Monitoring" management before, during, and after), and statistical analysis. It supports three sales modes: Agency, distribution, and pure sales, and deeply explores the management features of the industry to fully meet the various needs of pharmaceutical production and operation enterprises. The software is based on the procurement, warehouse receiving and sales of pharmaceutical enterprises, and covers the flow of people, logistics, suppliers, customers, terminals, and capital flows (payables and receivables), information flow, costs (travel expenses, advertising fees, mailing and shipping fees, etc.), market management (academic activities), Resource Management (brochures, gifts, etc), bidding, sales task and completion, flow direction, pure sales, contract (sales agreement) terminal Hospital Pharmacy Development and invoicing (purchase invoicing, sales invoicing, procurement high invoicing, sales high invoicing) high invoice return accounting, management and guidance of sales personnel, competitors, after-sales services, product-centered terminal surveys, and unified and systematic management processes, it helps enterprises optimize their business processes, accelerate capital turnover, reduce operating costs, enhance their response capabilities, improve their profitability and market competitiveness, and enable full-process recording and Control of Business Information on computers, it comprehensively improves the business management level of enterprises.

2.2 GSP Introduction

Pin Ao's GSP management system is a service management system that supports central server processing and multi-client terminals, covers the classification, storage and retrieval, purchase, acceptance, maintenance, sales, and warehouse Review records and management of drugs in the database. Ability to control and record all links of drug operation and the whole process of Quality Management in real time; ability to fully record information on enterprise operation management and implementation of drug operation quality management specifications, set the quality control function of each business process in the system, and form an embedded structure with the system functions such as procurement, sales, receipt, acceptance, storage, maintenance, warehouse review, and transportation, determine various business activities, identify and control behaviors that do not comply with the drug supervision and management laws and regulations and the regulations, and ensure the real-time and effective quality control functions; comply with the requirements of drug operation quality management specifications for various drug operation processes, and have the conditions that can be accepted by the local (food) drug administration departments for supervision; realize traceability of drug quality, it also meets the electronic supervision implementation conditions and enterprise development requirements.

The sales promotion GSP management system can improve enterprise management, improve enterprise work efficiency, standardize enterprise operation quality management, and facilitate data sharing and facilitate supervision.

Minao software is a platform-based and structured product with flexible business process organization methods. enterprises can optimize business processes based on management needs, establish a quality management cycle program that is fully consistent with the business activities to meet the dual needs of enterprise operation efficiency and quality management and control. The sales software provides the GSP report set forth by the State, meet the GSP management needs of pharmaceutical companies.

2.2.1 Quality Control

The system will review qualified supply units, purchase units and Business Varieties for ICP filing, establish a basic database for quality management, and use it effectively.

(1) Basic data of quality management includes the qualification of the sales personnel of the supplier, the purchasing unit, the business type, the sales personnel of the Supply Unit, the qualification of the purchasing personnel of the purchasing unit, and the qualification of the picking personnel.

(2) the basic data of quality management is related to the legality and validity of the corresponding supply unit, purchase unit, and purchase and sale of medicines, and to the business scope of the Supply Unit or purchase unit, the system performs automatic tracking, recognition, and control.

(3) The system prompts and warns of basic data close to failures in quality management, and reminds relevant departments and positions to request and update relevant information in a timely manner. When any basic data of quality management fails, the system automatically locks the business functions related to the data until the data is updated and effective.

(4) Basic data of quality management is the basic guarantee for the legal operation of an enterprise. It must be confirmed and updated based on actual conditions after the competent quality management personnel review the relevant materials, the Update Time is automatically generated by the system.

(5) personnel in other positions can only query and use basic quality management data according to the prescribed permissions, and cannot modify any content of the data.

2.2.2 function operation permission Control

The system enters, modifies, and stores data in strict accordance with management systems and operating procedures to ensure that all types of records are original, authentic, accurate, secure, and traceable.

(1) All operation positions log on to the system by entering the user name, password, and other identity confirmation methods, and entering or querying data within the permitted range. data information cannot be modified without approval.

(2) When modifying various types of business and business data, the operator shall apply within the scope of his/her duties and may modify the data only after being reviewed and approved by the Quality Management Personnel. The reasons and Procedures for the modification shall be recorded in the system.

(3) the system automatically generates records of operators' names for each position based on the proprietary user name and password, and shall not input records by means of manual editing or menu selection.

(4) The date and time of system operations and data records are automatically generated by the system, and cannot be entered by manual editing or menu selection.

2.2.3 Data Security

The system has a strict security system that supports multiple security authentication methods and adopts multi-level security control methods (such as operating system level, database level, application system level, and data operation level ); prevents data security problems caused by illegal operations, prevents virus damage and hacker attacks, ensures the security of the entire process of data processing, transmission, and storage, and provides data backup and recovery mechanisms, ensure that data can be quickly and comprehensively restored after an accident; prohibit unauthorized access to data in the system to ensure normal operation of the information network; Ensure that data is not stolen or tampered with, and save the complete backup, the system provides account management, operation query, and account usage logs. There are traces of any operating system.

2.2.4 other features

(1) Adopting the B/S architecture to break through time and space restrictions;

(2) full integration with the business management system to achieve the sharing, intercommunication and sharing of quality management and business management information;

(3) A personalized GSP management process can be developed based on the enterprise's needs, and GSP management can be integrated into the business processing process to establish quality management that fully matches the business activities, it not only guarantees the requirements of drug quality management, but also meets the needs of enterprise operation efficiency and management control.

(4) intuitively manage the quality status of drugs in stock using the color label management method;

(5) provides early warning and alarm functions. Generates drug sales promotion information automatically for the old batch number, near-validity period drug warning and alarm;

(6) Manage supplier licenses, customer licenses, and product images;

(7) interfaces integrated with temperature and humidity control instruments and logistics technical equipment to meet the need of GSP for automated management of warehouses;

(8) provide standard GSP query reports;

3 GSP function Overview

Strictly control the core of the "Eight customs" for the GSP, namely: purchase channel customs, acceptance customs, warehouse maintenance customs, cold chain customs, warehouse review customs, transportation customs, ticket customs, after-sales service Customs, the quality management is infiltrated into various business links of the enterprise, forming a complete quality control system, allowing the quality management to go deep into all aspects of the enterprise, making GSP management closely integrated with the company management. For example, GSP can be used for supplier qualification review, drug operation review, and drug acceptance during procurement business processing; GSP quality control is designed for drug maintenance management and laboratory management; GSP combines inventory Business Management to carry out quality acceptance of incoming goods, approval of drug loss reporting, drug sales Suspension Management, registration and management of drug accounts, Drug Shelf Life warning, and drug sales promotion in the near-effective period; integrate with the sales business, review the sales warehouse, control the qualification of the customer's operating varieties, and prevent the customer from operating beyond the scope.

3.1 Quality Basic Data Management 3.1.1 supplier

(1) drug production license or drug business license;

(2) Business License and annual inspection certificate;

(3) Certificate of drug production quality management specifications or drug operation quality management specifications;

(4) related seals and orders (tickets) with goods;

(5) tax registration certificate and Organization Code Certificate

(6) Account Name, bank and account;

(7) automatic qualification control: Regular reminders and overdue locks;

(8) wholesale enterprises should automatically identify the types of varieties and refuse them to supply goods beyond the permitted scope according to their business scope;

(9) The manufacturer shall automatically identify the category of varieties according to the scope of its production and the scope of GMP certificates, and reject its out-of-range supply of goods;

(10) Information management with suppliers and sales personnel can be automatically locked.

3.1.2 purchasing organization

(1) classification: production, operation (wholesale and retail), use (hospitals, clinics, communities, and pharmaceutical institutions );

(2) The system can authorize the customer based on their business qualifications and automatically reject out-of-range sales varieties;

(3) The validity period of the valid qualifications of the customer is subject to automatic system control, prompt updates, and expiration locks;

(4) Management of the purchaser and pick-up personnel of the other party.

3.1.3 Drug Information

(1) varieties include: medicines, Chinese herbal medicines and Chinese herbal medicines, and non-medicines: Medical Devices, health products, food, and cosmetics;

(2) Relevant legal evidentiary materials and validity periods;

(3) categories corresponding to the business scope;

(4) associated maintenance category and validity period, warehouse receiving time and automatic production maintenance plan.

(5) Information management related to the supplier clerk, which is automatically locked;

(6) Storage types: Special, refrigerating, shadow, and normal temperature.

3.1.4 sales staff

(1) query the historical agent information of a salesman;

(2) Verifying the uniqueness of the agent unit;

(3) Automatic Control of the authorization validity period;

(4) Automatic Control of proxy authorization regions, types and other permissions;

(5) associated with the agent supplier and qualification validity period, expired and locked.

(6) management of procurement personnel and pick-up personnel of the other party

3.1.5 quality management documents

(1) Data Control: When any basic data of quality management fails, the system shall automatically lock the business functions related to the data until the data is updated and effective before the relevant functions can be restored;

(2) the qualification of the supplier, the organization, the business type, and the sales personnel of the Supply Unit. If any of the qualifications of futures fails, the system will automatically lock the relevant business.

(3) data application: each operation position can only query and use basic data of quality management according to prescribed permissions, and cannot modify any content of data;

(4) data management: basic data of quality management is the basic guarantee for the legal operation of an enterprise. Professional Quality Management Personnel should review the relevant materials and input and update the data based on actual conditions.

3.1.6 Data Association

The basic data of quality management should be associated with the legitimacy and validity of the corresponding enterprise or product, and the system will automatically track, identify and control the data;

Procurement: the supplier is associated with the business type and sales personnel of the supplier.

Storage: The business type is associated with the Warehouse conditions.

Sales: The business type is associated with the production scope, business scope, or diagnosis scope of the purchasing unit.

Transportation: The sales variety is associated with the transportation tool

3.2 procurement functions

Basic Quality Management Data in drug procurement orders should be generated based on databases. The system can automatically identify and review the legal qualifications of each supplier to prevent procurement behaviors that exceed the operating method or scope.

(1) After the purchase order is confirmed, the system automatically generates the purchase record.

(2) the qualification of purchasers is associated with the business system and controlled by the Quality Management Department;

(3) uniqueness of the buyer's password and password, and automatic system control permissions;

(4) The implementation of procurement orders is controlled by the basic database of quality management;

(5) After the purchase order is confirmed, the purchase records will be automatically generated and monitored by quality management. The records can be queried and retrieved by the receiving and acceptance positions;

(6) No quality guarantee agreement or transport agreement cannot generate a plan of goods to be delivered;

(7) The reason should be displayed when the system refuses to generate a plan;

(8) special management of drug procurement and channel control;

(9) purchase medicines from wholesalers and implement automatic identification of the business scope and legal qualifications.

3.3 Functions

When a drug arrives, the system supports the receiving personnel to query the purchase records, and confirm the relevant information against the accompanying ticket (ticket) and physical materials before receiving the goods.

(1) The system supports receiving personnel to query procurement orders.

(2) The system supports receiving personnel to query the basic information of the product or variety.

(3) The system supports receiving personnel to record relevant arrival information. (Cold chain type)

(4) check and confirm the arrival information and submit it to the acceptance team for acceptance;

(5) The content of the cold chain receipt record includes the name, quantity, manufacturer, shipping unit, transportation unit, shipping location, start time, transportation tool, arrival time, arrival temperature, and receiving personnel;

(6) cold chain sales Return provides temperature control and temperature data during the sales period.

(7) The drug inspection report (in paper or electronic form) with the same batch number should be attached and stamped with the original seal of the enterprise. If the supplier is a wholesale enterprise, it should be stamped with the original seal of its special seal for quality management.

3.4 acceptance Functions

The acceptance personnel shall carry out drug quality acceptance according to the Regulations, and enter the batch number, production date, validity period, arrival quantity, acceptance qualified quantity, and acceptance result of the drug on the basis of the system procurement record of the drug, after confirmation, the system automatically generates acceptance records.

(1) The system automatically prompts the corresponding storage area based on the management type and Storage Characteristics of the basic drug information of pharmaceutical wholesale enterprises.

(2) The reviewer enters the password and performs physical acceptance on the special interface;

(3) The system supports the receiving personnel to query the basic information of the supplier and the varieties to be delivered.

(4) After the number, validity period, production date, quantity, and means of transportation are entered on the basis of the purchase record, the system automatically displays the acceptance conclusion and name of the acceptance personnel;

(5) support the splitting of purchase records based on different acceptance conclusions.

(6) print or transmit the warehouse receiving instruction, and notify the warehouse receiving instruction;

(7) The system automatically allocates warehouse receiving categories based on the basic database.

3.5 maintenance functions

The system automatically prompts the corresponding storage area based on the drug management type and storage. Based on the maintenance system of basic data of quality management, the system automatically generates maintenance work plans for drugs in stock on schedule, prompting maintenance personnel to maintain the drugs in an orderly and reasonable manner. The system automatically tracks and controls the validity period of the drugs in stock, and provides features such as recent warning prompts, automatic locking of expired drugs, and suspension of sales.

(1) automatic detection and alarms throughout the entire region are implemented in the database;

(2) Inventories of medicines automatically and regularly form maintenance plans based on the basic database of quality management and acceptance records;

(3) the system automatically prompts and warns of drug storage in the near-validity period;

(4) the system automatically prompts the maintenance progress and assessment.

3.6 sales functions

When a pharmaceutical wholesale enterprise sells medicines, the system generates sales orders based on basic quality management data and inventory records. The system rejects the generation of any sales orders without basic quality management data or effective inventory data. The system can automatically identify and review the statutory qualifications of each purchasing unit to prevent sales activities that exceed the operating method or scope.

(1) After the sales order is confirmed, the system automatically generates a sales record.

(2) The system can automatically identify customer categories based on the basic database, automatically identify the business scope, and reject sales of out-of-range varieties;

(3) After the invoice is confirmed, a sales record is automatically generated and a warehouse picking command is generated to display the identity of the invoice clerk.

(4) automatically matches the review of sales personnel and related qualifications.

(5) After invoicing, the system will automatically generate an inspection report for the corresponding batch number.

3.7 warehouse picking and review functions

The pharmaceutical wholesale enterprise system transfers the confirmed sales data to the warehouse department for warehouse receiving and review. After the reviewer completes the warehouse picking review, the system automatically generates a warehouse picking Review Record.

(1) According to the sales invoicing instruction, the system automatically accepts the warehouse picking instruction to generate the picking plan;

(2) review operations are performed by the reviewer on the dedicated interface. The reviewer can generate corresponding quality review results, indicate the name of the reviewer, generate a Warehouse record automatically, and support statistics, analysis, and query.

(3) the system automatically allocates the picking task, tracks the picking process, and determines the picking owner;

3.8 sales return Function

(1) The original sales and warehouse Review records can be called out when the drug is returned after sales;

(2) Only goods receiving, acceptance, and warehouse Review records that are consistent with the physical information of medicines returned after sales can be received and accepted, and data and acceptance information of warehouse Review records based on the original sales and warehouse reviews, generate acceptance record for return of sale;

(3) When the quantity of returned medicines does not match the original records, or the quantity of returned medicines exceeds the original sales quantity, the system rejects the drug return operation;

(4) The system does not support any changes to the original sales data.

(5) generate an after-sales return application form based on the original sales warehouse picking record data;

(6) confirmed by the original sales invoice and reviewed by the sales director;

(7) the receiving personnel should submit the materials to the acceptance personnel for quality acceptance;

(8) The system rejects the return of medicines not sold by the company on the back-of-sale interface;

(9) The system automatically generates a return record after sales.

(10) Cold Chain return medicines should check the temperature control documents provided by the return party and the temperature control data during the period of sale. Otherwise, the materials that cannot be provided or do not comply with the regulations should be rejected, make records and report them to the quality management department for handling.

3.9 purchase exit function

(1) drugs in the near-efficacy period can be automatically returned to the task;

(2) generate a purchase exit record based on the data of the original purchase warehouse receiving record;

(3) Identify the reason and owner of the purchase withdrawal;

(4) The exit can be completed only after being reviewed and confirmed by the quality management department.

3.10 doubt about drug control

(1) The personnel of each position shall be locked in accordance with the operation permissions of the position and notify the quality management personnel of any quality-related medicines discovered.

(2) If the drug to be locked is confirmed by the quality management personnel and is not subject to quality problems, the drug will be unlocked and the system will generate an unqualified record.

(3) The system records the handling process and results of nonconforming drugs and tracks the handling results.

(4) the system automatically locks the medicines that have any quality problems found in each link and is handled by the quality management personnel. If no quality problems are identified, the QC personnel can only unlock the drug;

(5) For the medicines that are determined to be unqualified, the accounts are transferred from the quality personnel to the unqualified account, and the physical objects are transferred to the unqualified account.

3.11 transportation functions

The system tracks and manages the transit time of drug transportation, and prompts or warns relevant departments and post personnel who have transportation time limits.

(1) temperature record during transportation;

(2) Entrust the transportation agreement, the carrier shall know and execute the Transportation Standard Operating rules that meet the requirements, and clarify the time limit in transit and the quality and safety responsibilities in the transportation process for temperature control and inspection during transportation.

(3) record the shipping information and establish a transportation record, including the time when the shipping tool was enabled;

(4) Automatic Tracking of the transit time of drug transportation;

(5) support for entrusted transportation to generate records of entrusted transportation of medicines.

3.12 electronic monitoring code

(1) management of electronic supervision codes;

(2) management of electronic supervision codes;

(3) ticket tracking and uploading.

3.13 ticket management

(1) goods with the same ticket;

(2) When purchasing medicines, the enterprise requests an invoice from the supplier. The invoice shall list the generic names, specifications, units, quantities, unit prices, and amounts of medicines. If not all items are listed, a list of goods sold or taxable services provided shall be attached. stamp the original seal of the special seal for the invoice of the supplier, and specify the tax invoice number;

(3) The name and amount of the purchase and sale units on the invoice shall be consistent with the payment flow and amount, and shall correspond to the content of the financial account.

(4) When a drug arrives, the receiving personnel should verify whether the transportation method meets the requirements, and check the drug against the accompanying ticket (ticket) and the purchase record to ensure that the ticket, account, and goods are consistent. The accompanying ticket (ticket) shall include the general name, dosage form, specification, batch number, quantity, receiving unit, receiving address, and delivery date of the supplier, manufacturer, and drug, and stamped with the original seal of the special seal for drug delivery from the supplier.

(5) A ticket with the same goods (ticket) stamped with the original seal of the enterprise's special seal for drug delivery during drug delivery ).

3.14 Cold Chain Management

(1) Automatic Recording of cold chain temperature;

(2) Entrusted cold chain carrier management: 1. Transportation qualification documents, transportation facilities and equipment and testing system certificates and verification documents, carrier qualification certificates, temperature control during transportation and testing 2. Transport facilities and equipment, personnel qualifications and quality assurance capabilities security transportation capability and risk control capability should be pre-commissioned and regularly audited, and audit reports should be archived;

(3) Check the connection between data storage and computer systems.

3.15 Equipment and Facilities Archives

Equipment and Facilities archives and facilities and equipment maintenance records

3.16 aftersales

Organize drug recall management, adverse reaction reports, organize quality system risk assessment, and review entrusted drug carrier's transportation conditions and quality assurance capabilities.

3.17 Document System

Quality Management System, department and job responsibilities, operating procedures, archives, reports, records and creden.

Overview of functions of the GSP management system in the sales process