Healthcare supplies business process automation
Healthcare supplies business process automation means lot, expiry and the customer's purchase order reference follow every item of a medical supplier from receipt to invoice inside its ERP, typed once, so a recall traces by lot in minutes rather than from the filing cabinet. Lot, expiry and the customer's PO reference must follow every item from receipt to invoice, and a recall must trace fast. FlyWei maps that chain in your ERP, from contract purchasing to payments and VAT rules, then joins the links up so the same fact is never typed twice. Start with the Chain Map: half a day on site, one written map.
Half a day on site, a written two page map, the one link to fix first and a fixed pilot quote. The fee is credited in full against the pilot.
Lot and expiry from receipt to invoice: we map it in your ERP
In a typical UK healthcare supplier the lot and expiry are read off the delivery note and typed into a spreadsheet, the customer's purchase order reference is typed onto the invoice by hand and queried when it is wrong, and a recall means a day with the delivery notes. A supplier with 15 to 150 staff runs the same seven links as any goods business, with lot and expiry carried on every one, and each link is a place the same fact is typed twice.
Lot, expiry and the customer's PO reference must follow every item from receipt to invoice, and a recall must trace fast. We map that in your ERP.
- 7
- links in the chain, from contract purchasing to payments and vat rules
- Half a day
- on site for the Chain Map, with the people who run each link
- 2 pages
- the written map you leave with, plus a baseline from your own data
- 1
- link to fix first, with a fixed pilot quote credited in full against the pilot
The seven links, in healthcare supplies words
Every goods business runs the same seven links. Here is what each link is called in a typical UK healthcare supplier, and what keyed once looks like at each one. Our delivered track record is in wholesale; the healthcare supplies chain follows the same method, mapped in your own ERP.
| # | Stage | In your words | Typed once |
|---|---|---|---|
| 01 | Purchasing | Contract purchasing | Purchase orders raised once against the contract price and live stock, approved by role |
| 02 | Goods in | Lot and expiry at receipt | Lot and expiry captured at receipt from the delivery note and matched to the purchase order, no spreadsheet |
| 03 | Stock | Stock by lot and expiry | One live quantity per product, lot and expiry, with quarantined stock kept out of picks |
| 04 | Allocation | Earliest expiry first | Orders allocated by earliest expiry, with the customer's purchase order reference recorded once on the order |
| 05 | Goods out | Despatch with lot trace | Despatch scanned on device by lot, with the lot numbers on the delivery note and the proof of delivery kept on the order |
| 06 | Invoices | Invoices with PO reference | Invoices raised from the despatch with the customer's purchase order reference carried through automatically |
| 07 | Accounts | Payments and VAT rules | Supplier invoices matched to the purchase order and receipt, VAT rules applied per product, payments chased from the ledger until paid |
What we would automate first
These are the four joins we would map first in a typical UK healthcare supplier. Each one is the same fact, typed by a second person into a second screen, and each one is where a difference hides until the customer or the supplier finds it.
- 01
Lot and expiry captured at receipt from the delivery note, no spreadsheet
- 02
Allocation by earliest expiry, with quarantined stock kept out of picks
- 03
Customer PO references carried onto every invoice automatically
- 04
Recall queries answered by lot from the ERP, not the filing cabinet
Map, design, build, run
- 01
Map
The Chain Map. One engineer spends half a day on site walking purchasing, goods in, stock, goods out, invoicing and accounts as they run today, and marks every point where a person re-keys or chases. You get a written two page map, a baseline taken from your own data and countersigned by both sides, the one link to fix first and a fixed pilot quote. One fixed fee, credited in full against the pilot.
Book a Chain Map - 02
Design
We decide which steps your ERP handles, which need a module, and which need a connection. Written down and agreed before anything is coded.
- 03
Build and connect
Modules, portals, device apps and integrations built and tested in staging, then released through a controlled route with rollback.
- 04
Run
Our AI specialist engineers stay on: users, changes, faults, documentation and the next stage of automation, under an agreed work plan.
Questions healthcare suppliers ask
What does healthcare supplies business process automation cover?
The seven links a supplier runs every day: contract purchasing, lot and expiry at receipt, stock by lot and expiry, earliest expiry first, despatch with lot trace, invoices with PO reference, and payments and VAT rules. Each fact is entered once at receipt or on the order, and every later document is built from it inside the ERP you already run.
How are lot and expiry captured without a spreadsheet?
At receipt, by scan or from the delivery note, against the purchase order. The lot and expiry then sit on the stock record itself, so allocation, despatch, the delivery note and the invoice all carry them without anyone typing them again. Quarantined lots are marked on the same record and kept out of picks.
How does allocation by earliest expiry work?
When an order is allocated, the ERP picks the lot with the earliest expiry that still meets the customer's minimum remaining shelf life, and reserves it to the order. The picker is directed to that lot, the despatch is scanned by lot, and the delivery note shows it. Short-dated stock moves first and nothing is sent that the customer will reject.
Can the customer's PO reference reach every invoice automatically?
Yes, by method. The reference is recorded once on the sales order, whether it arrives by portal, email or phone, and it is carried to the delivery note and the invoice from that one field. Invoices stop being queried for a missing or mistyped reference, and payment stops waiting on the query.
How fast can a recall be traced?
By lot, from the ERP, in minutes. Because the lot is on the receipt, the stock record, the despatch and the invoice, the query runs forward from the supplier's lot to every customer who received it, or backward from a customer complaint to the supplier delivery. The filing cabinet is no longer part of the trace.
Have you done this for a healthcare supplier before?
Our delivered track record is in wholesale, where the chain we built and run books goods in against the purchase order, allocates orders from live stock and raises invoices from deliveries every day. In healthcare supplies the chain follows the same method, with lot, expiry and the PO reference carried on every link, inside the ERP you run. We map your version before we quote for any build.
Start with the Chain Map for your healthcare supplies business
Half a day on site with the people who raise the orders, book the goods in and chase the invoices. You leave with a written map, a countersigned baseline and a fixed pilot quote. No fee is published; it is credited in full against the pilot.
Reply within one business day.