How to Maintain Compliance with EMERGE App’s Pharmaceutical Inventory Management Software?

You can use two key reports in EMERGE to manage product expiration:

• Inventory Overview Report shows all items with their expiry dates, available stock, in-stock quantity, and total value. This helps you keep track of which products and how many of them are nearing expiration inside your warehouse.
• Expiry Batch Reminder Report pulls out items you’ve sold to customers that are close to their expiration date, along with customer email details. This allows you to remind customers about batches that need attention, which is especially important in pharmaceuticals.

If there’s a recall or contamination issue, EMERGE gives you the tools to respond quickly:

• Serial number & batch management: trace and identify exactly which batch of medicine, medical device, or equipment was sold.
• Customer traceability: see which hospitals, clinics, or pharmacies received the affected products so you can notify them right away.
• Stock adjustment & quarantine: adjust stock levels and mark products as quarantined or restricted, ensuring they can’t be accidentally sold.

With these features, you can remove affected products from the market faster and contact the right customers immediately.

EMERGE gives you two flexible options for pricing:

• Price List: You can customize product prices and assign them directly to customers when you create a price list, or choose to apply the list while creating an order later. This feature is ideal for seasonal discounts, loyalty campaigns, or special pricing for hospitals, clinics, or distributors.
• Tier-Pricing Lists: This lets you set fixed prices or discounts based on order volume. The larger the quantity purchased, the better the price. This is useful for bulk orders or seasonal promotions (for example, flu season vaccine pricing).

Both price list types can be assigned to individual customers or customer groups that you’ve set up in advance.

In EMERGE, these three features can correspondingly work together: batch and serial number management, inventory tracking, return and exchange in  support case for after sales service. Here is how it works:

• A medical device can be assigned a serial number and warranty period once you receive it from the supplier during the receiving process. This serial number will stay tagged to the product throughout its entire lifecycle. In other words, it serves as the unique identifier for the product from the moment it enters your warehouse, during storage, shipment, and even after it is returned.
• With this serial number, you can track the product’s inventory in real time whether it’s still in the warehouse, how many of this product are remaining in the warehouse, waiting for dispatch, or already sold.
• When a medical device is returned for any reason, you can use the Return and Exchange feature in EMERGE to manage the process. In the Customer Support Case, you can create a support case using the serial number to trace back the sales order as well as the return order linked to that same serial number. This also lets you check the warranty period of the device, so you can confirm with the customer whether it’s still covered.
• In a return situation like this, if an invoice has already been issued for the returned product, EMERGE will automatically create a credit note to match the invoice. The inventory level will then be adjusted accordingly once the item is returned to its designated warehouse.

EMERGE pharmaceutical inventory management software not only provides inventory-related features but also includes purchasing, order fulfillment, and financial tracking. Here is what it can do:

• The built-in purchasing module allows you to easily create and manage purchase orders (POs) for suppliers. You can easily track the status and payments of these orders in the order list page. The history of all POs you have with each supplier will be displayed in each supplier field in the supplier module.
• Once products arrive at your warehouse, you can assign a lot number or serial number to the received products for later tracking. The system will automatically update the inventory levels for those products.
• To track supplier performance, you can generate a Supplier Delivery Performance Report to check their delivery history to see if it is consistent with the expected delivery time. This will help you determine the quality of the supplier.
• In the pharmaceutical industry, a medicine can be selected from different suppliers with the same active ingredient (generic name). To compare prices, terms and conditions for items from different suppliers, you can use the Request for Quotation function in EMERGE to identify the best supplier for that medicine.

For financial information management, with medical inventory software EMERGE, you can:

• Generate reports like Sales Report, Product Sales Report, Purchase Report that show you profit, revenue, profit margin or COGS based on each item name.
• Accounts Receivables and Account Payables statements show credits, debits or balances of invoices based on each customer or supplier.
• Integration with accounting software like Xero and QuickBooks helps you manage your financial books accurately. You can export supplier and customer data between the two platforms. 
• Account and tax mapping from the EMERGE integration ensures your financial data is accurately synced with your accounting software.
• Financial data such as supplier and customer invoices/receipts or inventory costs can be seamlessly synced with accounting software like Xero and QuickBooks.
• Payment statuses will then be updated and synced with EMERGE in real-time so you can track your payments in a timely manner.

EMERGE supports the FIFO method along with batch and serial number management. These two features help you accurately track and discard expired inventory. Here’s how it works:

• Each item or group of products can be assigned a batch number or serial number once received from the supplier during the receiving process.
• Because EMERGE uses the FIFO (First In, First Out) method, when you create a new Sales Order, the system automatically suggests the oldest batch first. You can also manually select a batch during the dispatch process if needed.
• This batch selection also applies to other processes such as production orders or project workflows (e.g., renting out products). You can let the system suggest the appropriate batch for raw materials or finished goods.
• In EMERGE’s inventory and product reports, you can view each item’s expiration date, helping you track products that are nearing expiry. This can be so easily done by date range filters, so your work will be more accurate within seconds.
• You can also use the batch expiry reminder feature to identify expiring batches and send email reminders to customers who purchased those items.