Field & hospital orders
From the doctor’s table to a live sale order, with nothing retyped.
Orders booked in the field arrive in the ERP as real sale orders, matched to the catalogue and approved where they need to be. Invoice, dispatch and short-supply status flows straight back to the rep.
The problem
Where field orders get lost
- Orders sent as WhatsApp photos and typed again at the billing desk
- Reps booking beyond what they are allowed to commit
- Hospitals billed at the wrong price because the agreed matrix lives in a file
- Reps with no idea whether their order was invoiced or short-supplied
How PharmIT handles it
4 steps, one system.
Book
The rep books a POB or hospital order in the SFA app.
Approve
Orders above the rep’s limit wait for sign-off before they reach the ERP.
Bill
The order arrives as a real ERP sale order, products matched automatically.
Report back
Invoiced, dispatched or short-supplied — shown on the rep’s dashboard.
POB orders with limits and approvals
Configurable rules decide which orders need approval, and each rep has a sanctioned limit. Every order keeps its full approval history.
POB Orders
Prescription-orientated business booked by the field, routed to the ERP.
PoB Order Approvals
Approval queue for field-booked orders.
Order Approval Rules
Configurable rules deciding which orders need approval.
Employee Order Limits
Caps the value a representative may book without sign-off.
PoB Order Audit
Full audit trail of an order's approval history.
Over-Limit Orders
Orders that exceeded a representative's sanctioned limit.
Hospitals, registered and priced
Hospitals are onboarded through a registration form with its own approval chain, ordered against line by line and billed at the agreed price matrix.
Hospital CRF
Customer registration form for onboarding a hospital.
Hospital CRF Approvals
Reviews and approves hospital registrations.
CRF Approval Chain
Defines who signs off a registration, in what order.
Hospital Orders
Orders raised against hospitals, approved line by line.
Hospital Order Approval
Approval queue for hospital orders.
Hospital Price Matrix
Agreed hospital-specific prices, uploaded in bulk.
Into the ERP — and back
The order is matched to the ERP catalogue on arrival and cannot be created twice. A hospital approved in the field becomes a billable ERP customer.
Automatic order intake
An order booked by a representative arrives in the ERP as a real sale order, with no re-entry.
Product matching
The field product is matched to the ERP catalogue on arrival, so codes never have to agree by hand.
Approval before posting
Orders above a representative's limit wait for sign-off before they reach the ERP.
Safe retries
A failed or repeated submission cannot create the same order twice.
Hospital registrations
A hospital registered in the field becomes a billable ERP customer once approved.
Live order status
Invoiced, dispatched or short-supplied — the representative sees it on their own dashboard.
Fulfilled in the ERP
The order book shows fulfilment status on every line; unfulfilled quantities carry forward and consignments are tracked to delivery.
Sale Orders
The order book, with fulfilment status on every line.
Pending Orders
Unfulfilled quantities carried forward automatically.
Packing Slips
Allocates batches and splits an order by division for picking.
Dispatch Tracking
Tracks consignments from dispatch to delivery confirmation.
Delivered by
Questions buyers ask
Do field orders need to be retyped in billing?
No. An order booked by a representative arrives in PharmIT ERP as a real sale order, with the field product matched to the ERP catalogue on arrival.
Can a failed upload create a duplicate order?
No. A failed or repeated submission cannot create the same order twice.
How do hospital prices stay consistent?
Hospital price matrices are uploaded in bulk and sync to the ERP, so the field quotes what the ERP will bill.
Talk to us about field & hospital orders.
Tell us how you bill, sell and pay today. We will walk you through the same work in PharmIT — your products, your schemes, your field structure.