Order Line Validation

Overview: Order Line Validation is a feature that can be enabled by request, once enabled it will analyse incoming order lines and reject lines on your behalf. This has two benefits; a.) your ERP no-longer needs to do this validation which can be costly to install and maintain b.) pharmacies receive instant responses on the lines that were removed.

Onboarding Process:

Product Files are sent to PharmX via product file submission
Once received our team will map the email’s shape to an import definition
This import definition will match on all future emails and validate it automatically
1. If the system determines that the file is more than 80% valid, it will start importing automatically
2. If the system determines that the file is not more than 80% valid, it will be added to queue for a PharmX agent to investigate manually
Once imported you will recieve an email confirmation outlining:
1. The lines that were imported
2. The lines that were rejected because they were invalid
3. Any lines that were unchanged will be linted
Once the files are imported PharmX will evaluate them against the source file to ensure a correct representation was made. They will then enable product validation on your EDI supplier account.

Validation Process:

The EDI system will start rejecting lines that are:
1. Not contained with the product file
2. The status of the product is NotAvailable or Discontinued
The pharmacy will receive an immediate response in either the order acknowledgement (gateway 3) or out of stock file (gateway 2) providing reason “Order line invalid due to order validation”

Updating the Product File:

The supplier is able to send product file updates as per the product file submission workflow, these files will go through the same validation process with an email response indicating which lines have been updated.
Where the available from and discontinued dates have been provided the system will toggle the status of the product based on those dates. (e.g. if Available From is 1st of September, a product sent to us on the 14th of August will be interpreted as a state of NotAvailable, and product validation will start rejecting this line. On the 1st of September the status of the product will change from NotAvailable to Active, and product validation will not remove it.

Optional (On Request):

a.) PharmX can organise a daily order validation report showing the invalid items.

b.) PharmX can organise a daily product list, showing which products we have in our system.

Appendix. Import File with respect to Order Validation

Field Name	Field Description	Field Example	Field Requirements	Use in Order Validation
`barcode`*	Barcode/APN/EAN/UPN/GTIN	9300201820775	Maximum 16, minimum 6 numbers with no duplicates	Not used.
`item_code`*	Item Code/Supplier Code/Reorder Code	345893541	Maximum 13 characters, alphanumeric, dots and dashes	Will be used to identify the product with respect to order validation.
`description`*	Product/Item name	Panadol Pain Relief Tablets 100	Maximum 80 characters	Not used.
`cost_exc_gst`*	Unit cost price excluding GST	9.75	Must be a positive numeric value	Not used.
`retail_inc_gst`*	Unit RRP including GST	15.5	Must be a positive numeric value	Not used.
`gst`*	GST status (Yes/No/Free)	Y	Must contain Y, N or F	Not used.
`units`	Minimum order threshold for the cost price	12	Must be a positive numeric value	Not used.
`available_date`	Start Date for the cost price	11/01/2023	Must be a date	Used to identify whether the product is Active. Will activate the product on your behalf on this date.
`discontinued`	Discontinued status for the cost price (Y/N)	N	Must contain Y or N	Used to identify whether the product is Active.
`discontinued_date`	End Date for the cost price	21/12/2023	Must be a date	Used to identify whether the product is Active. Will deactivate the product on your behalf on this date.
`order_multiple`	Multiples the item needs to be ordered in	0	Must be a positive numeric value	Not used. (Although is used as part of Minimum Orderable Quantites.)
`minimum_order_qty`	Minimum number of units that needs to be ordered	12	Must be a positive numeric value	Not used. (Although is used as part of Minimum Orderable Quantites.)
`shelf_pack`	Number of units contained within the shelf pack	12	Must be a positive numeric value	Not used.
`items_per_box`	Number of items contained within the box	100	Must be a positive numeric value	Not used.
`availability`	Availability of the item at the warehouse	InStock	Must contain `InStock`, `BackOrder`, `PreOrder`, `OutOfStock` or `NotAvailable`	Not used in product Validation.