Beyond the pressures facing the commercial sector in general, procurement, delivery accuracy and patient data protection are critical in pharmaceutical wholesale. The Challenge Our client asked us to harmonize and standardize its administrative processes. Since its commercial operations are tied to the pharmaceutical industry, strict document control procedures were required to ensure that no paper-based or electronic information could be lost. The xFLOWer Solution Simplified Administration The processes implemented in xFLOWer enabled comprehensive oversight of administration. This includes managing, tracking and quickly retrieving all incoming and outgoing business documents. Dedicated xFLOWer workflows also handle matters related to employee mobile phones, including requests, repairs and replacements, as well as collecting the company's daily incoming email correspondence. When archiving incoming electronic invoices, the administrator uses xFLOWer to assign the documents to the relevant customer. They check compliance with formal requirements and, if the document meets the criteria, forward it to the SAP system. Challenges The difficulty lay not only in efficiently managing numerous complex processes, but also in ensuring compliance with the regulatory environment. Commercial activities in the pharmaceutical industry must comply with a wide range of frequently changing regulations. Failure to do so can result in the suspension of a manufacturer's operations and the revocation of its manufacturing and distribution licenses. For this reason, strict document control procedures had to be established across all areas of commercial activity, ensuring that no documents could be lost and that the data they contained remained secure. Business Document Management The implementation of xFLOWer established commercial processes that form a closed system, effectively supporting strict document control across different levels of the organization, as well as among partners and distributors. The system oversees administration and manages every incoming and outgoing business document. After examining the data contained in each document, xFLOWer initiates and completes the corresponding workflow. Standardized, centralized storage enables documents to be retrieved quickly and tracked throughout the process, so the location of every document can be identified immediately at any time. Managing Other Processes The system also supports other operational activities within the organization, such as mobile phone requests, repairs and replacements. With so many people involved, handling these tasks manually was complex and time-consuming. Following implementation, these processes were automated, allowing the responsible colleagues to focus on fulfilling requests rather than on administrative tasks. This also reduced the time required to request, issue and receive devices. Invoice Management Process The need for strict document control made integrating electronic invoice management into the system a natural step. xFLOWer monitors incoming emails and handles messages containing invoices separately from other correspondence. It registers general correspondence in accordance with the records management policy, while checking invoice data and compliance with formal requirements. Compliant invoices are then forwarded to the finance department through the company's SAP system. In every case, invoices are archived and assigned to the relevant customer within xFLOWer's own database, ensuring retrievability and storage in accordance with legal requirements. Summary It is always advisable to use automated systems for critical operations, as proper configuration reduces the potential for errors to a minimum. To make process design and configuration straightforward and error-free, we provide expert support to every client. Our comprehensive service enables us to guarantee that our software solution delivers maximum efficiency. PROJECT INFORMATION
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