DigiMed – Intelligent Medical Distribution for Microsoft Dynamics 365 Business Central

Complete control over selected public tenders – entry of all types of public tenders (small value, large value, framework agreements) and all phases (statuses) of public tenders, starting from the preliminary consultation stage

Entry of all commercial conditions of a public tender – display of all relevant information within the sales module

Entry of all procurement and sales prices – creation of price lists for each contract; display and automatic retrieval of prices in the sales module – simplified price selection during procurement and sales processes

Contract monitoring – tracking of all contract statuses and validity periods (including multi-year contracts)

Option to enter and track contracts concluded under a Framework Agreement

Sales realization per contract and cumulatively per Framework Agreement – both financially and as a percentage, comparing individual contracts and all contracts collectively against their corresponding Framework Agreement

Entry and monitoring of Contract Annexes.

Reports on each tender entry in Excel, including margin display – easily manipulated for the creation of personalized data sets 

Email notifications about the expiration of sales and procurement prices for each individual contract

Warehouse Locations - Each process has an assigned warehouse location, which is useful for easy navigation through the receiving and shipping processes. The issuance of items to customers has been improved through warehouse locations such as Consignment, Reversal, Customer Reservation, and sample extraction at warehouse locations.

Inventory Status - The software allows for tracking of inventory through the item card. This is useful for immediate insight into stock across all internal warehouse locations and customer warehouse locations. It enables quick access to historical data through filtering. Data filtering has been enhanced by any field (item number, LOT, location).

Receiving Items from Suppliers - We have improved the process of receiving items with a collective warehouse receipt, which allows for merging multiple purchase orders from the same supplier into one document. Partial receipt of items by purchase orders has also been enabled, which is useful in situations of partial delivery from suppliers when they cannot deliver all ordered items in one order. Through the report of Open Purchase Orders by Suppliers, it is possible to track ordered but undelivered items from suppliers. Additionally, through the report of Customer Liabilities by Receipt, tracking of ordered but undelivered items to customers by sales orders and transfer orders is enabled. Automatic notifications for item sampling, item labels, or instructions for a specific period are provided. In the system, when receiving an item, the report of posted warehouse receipts displays automatic reminders for sampling, which warehouse employees can access. 

Deliveries to Customers - We have improved the processes for item issuance by enabling partial deliveries from one document within the system, applicable at the level of the sales order document and the transfer order document. This is useful for speeding up the document creation process; with this method of issuing items, we have eliminated the need to create multiple sales orders or transfer orders for customer deliveries. One received purchase order from a customer is entered into the system and remains open until all ordered quantities have been delivered to the customer. Transfers between warehouses and deliveries to customers on consignment and reversals and reservations are managed through the transfer order document, which also allows for easy inventory tracking at those warehouse locations. Through the Delivery Order report, we have enabled warehouse users to print delivery orders showing inventory at the warehouse location and tracking lines for delivery.

Tracking Delivery Orders to Customers - The system allows tracking of delivery orders through a list of launched orders. It displays isolated launched orders that are prepared for delivery from those that are open, i.e., those that are still in processing, and enables easy tracking of order status by color coding and delivery date. The display of order status has been enhanced with visual signals (blue - active, green - printed by the warehouse user and in processing, red - partially delivered); after all quantities for an order are delivered, it will disappear from the list of launched orders.

Reserving Items for Customers - The process of reserving items for customers in the system is carried out through the transfer order document to the reservation warehouse location, which has been enhanced with the display of sales offers. Quick and easy copying of the sales offer is enabled, which is useful for reducing data entry time when reserving items; the entire offer can be copied with a list of all items in a single click.

Samples - The process of separating sterile, non-sterile, and demo samples by warehouse locations has been improved. This is useful for complete control of samples from receipt to delivery. Tracking of samples is enabled through the same functionalities as for regular items.

Daily Delivery Control - The system allows for daily control of deliveries through reports of open sales orders and open transfer orders. This is useful for complete oversight of deliveries, displaying open and undelivered orders for delivery by items, thereby completely eliminating the risk of non-delivery or errors.

Manual Entry of Item Tracking Lines - The system allows for the option to manually enter tracking lines for items at all document levels if the barcode cannot be scanned. For manual entry, it is sufficient to mark the skip scanning column on the item lines or at the document level and enter the tracking lines for the item.

Entry Through Scanner - The system allows for posting in the software, as well as posting receipts, transfer orders, and sales orders directly through the scanner.

Detailed item systematization through types, subtypes, groups, subgroups, divisions, and item characteristics – enabling a simple and fast way to obtain the desired product information. 
(For example, if a customer inquires about diagnostic curved wires with a length of 180 cm and a diameter of 0.035", by simply filtering all mentioned criteria/characteristics – wire, diagnostic, curved, 180 cm length, 0.035" diameter – we can easily reach a list of all available items that meet the requested characteristics.)
– Enables filtering items in reports based on all these parameters

Detailed ability to assign item statuses – discontinued, non-stock, discontinuation announcement, discontinued with stock, regulatory status, etc.
– This allows detailed monitoring of item statuses. Items with certain assigned statuses are highlighted in another color to make them more visible in the system.
– Enables excluding such items from reports.
– Clarify also the replacement item option – no need for a manager's contact when making decisions about item selection

Detailed structure of hospital customers and departments through clinics, institutes, departments, and sub-departments – extremely useful, as each parameter can later be used as a filter in reports to easily and quickly obtain the required data (sales per customer, per clinic, institute, department, sub-department)

Customized fact box in sales and purchase orders containing all key information in one place – during order processing, all important details are visible directly within the order, eliminating the need to leave the order. Information available includes:
– customer or supplier card,
– customer or supplier contacts (contacts can be linked to hospital departments so that only department-related contacts appear),
– item card,
– quantities on other open orders,
– quantities on purchase orders,
– sales and purchase price lists,
– inventory levels (separately for main location, reverse locations, consignment locations).
– Shortens order processing time

Automatic assignment of batches and serial numbers in sales orders using the FEFO method, with the option to set criteria for expiration date thresholds that allow automatic assignment or require confirmation

Example: If the criterion is 12 months, the system automatically assigns batches for all items with expiry > 12 months. If a batch has < 12 months remaining, the system requests confirmation before dispatch.
– Significantly speeds up sales order processing, enabling faster dispatch to the end user.
– Reduces manual description of non-sterile items and ensures items with the shortest sterilization expiry are used first

Integration of public procurement module with sales/purchasing module through automatic selection of sales prices from valid contracts – by selecting the desired contract in the sales document header, the system automatically fills sales prices in the document lines according to the contract.
– Speeds up and simplifies processing of sales documents.
– Enables tracking of sales realization per public procurement tender
Pop-up notes – ability to create notes related to:

Grouping items into regulatory groups

- Grouping items into regulatory groups has improved the entry and updating of regulatory item data in a fast and simple way, as it reduces the need for individual updates — changes made at the group level are automatically reflected on all associated items
- This allows for faster response to regulatory changes and simplifies the management of a large number of items sharing the same regulatory requirements

Ability to create reports based on various criteria

- The system enables report generation according to different criteria, improving monitoring and analysis of regulatory as well as other types of data (e.g., logistics).
Examples of criteria include:
- Storage conditions: quick verification of how a particular item or group of items is stored (temperature, humidity, special storage conditions, etc.)
- Preparation of documentation for public tenders: easy overview of required certificates
- Regulatory compliance control: e.g., CE mark, DoC, UDI number, confirmation that the product has been registered with the local regulatory authority, etc.

Automatic email notifications for certificate expiration

- The system automatically generates email notifications for upcoming certificate expirations, which helps in monitoring certificate renewals and timely communication with suppliers, manufacturers, and relevant authorities

Regulatory status of items

- By assigning regulatory statuses (e.g., approved, not approved, safety action, etc.), the system enables:
- Prevention of ordering and selling items that are not regulatory-approved

Product verification process integrated with procurement/sales activities through automated notifications

- Every order placed by the sales/procurement department is visible to the regulatory department via an automatic email notification, enabling:
- Timely verification that each ordered product has all valid certificates and meets all regulatory requirements before arriving at the warehouse

Improved product sampling process

- The software, based on predefined criteria related to the product receipt date, notifies the warehouse which items need to be sampled. After sampling, the regulatory department records the information in the software