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Pharm_ERP · Use cases

Pharm_ERP, department by department. The workflow, and what it changes.

19 use cases, each drawn as the workflow it runs: who acts, what the system does by itself, where a rule stops a wrong step, where the AI helps and where a signature decides - and the benefit to the plant.

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How to read the diagrams

Five kinds of step, one record

Every diagram uses the same five marks, so you can see at a glance where the work is automatic, where a rule holds the line and where a person decides.

  • A personSomeone does the work, in their department's screen or on a phone.
  • Runs by itselfThe ERP does it: raises the next step, calculates, moves, numbers, posts.
  • Rule enforcedThe ERP refuses a wrong step - an unapproved lot, an open deviation, a missing code.
  • AI assistantChecks, explains or drafts - and never saves by itself.
  • E-signatureA named person decides, with the meaning and time of the signature recorded.

By department

SCMSupply chain and purchasing WHWarehouse and stores QCQuality control laboratoryQAQuality assuranceBDBusiness development and sales PPMCProduction planning and material control MFManufacturing FRDFormulation research and development FGFinished-goods store ACCAccounts and finance HRHuman resources and payroll ENGEngineering and equipment DMSDocuments and training

By perspective

EmployeeAn employee's dayManagementManagement's view

Across the system

ReportsReports and charts Print formatsPrint formats and templates CalendarCalendar and notificationsMulti-companyMulti-company and multi-plant
SCM
Use case 01 · Purchase, planning and QA (vendor approval)

Supply chain and purchasing

Buying the right material, from an approved supplier, in time for the batches that need it.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. Runs by itselfShortages foundThe batch plan compares what the batches need with stock on hand
  2. A personRequisition preparedOne press turns the shortages into a draft purchase requisition
  3. Rule enforcedApproved vendor onlyA supplier must be qualified - questionnaire, audit, QA approval
  4. A personPurchase orderCreated from the requisition, with the supplier's material code
  5. Rule enforcedCodes completeAn order whose material lacks a required code stays in draft
  6. E-signatureApprovedReleased to the supplier by the person allowed to

Runs by itself

  • Shortages calculated from the plan and stock
  • Supplier's material code filled in on each line
  • Terms and conditions filled from your template
  • Numbering by your own pattern

Where the AI helps

  • Explains what an order still needs before it can be completed
  • Prepares a draft purchase order for a person to check and save

Records kept

  • Vendor qualification and audits
  • Requisitions and purchase orders
  • Terms templates
The benefit
Nothing bought from an unqualified supplier

The vendor gate is a rule in the system, not a line in an SOP.

Planning to buying in one step

Shortages go straight into a requisition - no copying into a spreadsheet.

The right material, by code

Grade, manufacturer's and supplier's codes travel on every order line.

WH
Use case 02 · Stores, security gate, QC sampling

Warehouse and stores

Every receipt traced from the gate to the rack, and nothing issued until QC says so.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personGate entryVehicle, invoice and documents recorded at the gate
  2. A personGoods receipt (GRN)One material per GRN, with lot and supplier batch numbers
  3. Runs by itselfQuarantineThe lot is created and put on a quarantine rack
  4. Runs by itselfSampling raisedA sampling request goes to QC from the receipt
  5. Runs by itselfMoved on the QC decisionApproved or rejected stock moves to its area - or a move is prepared
  6. Rule enforcedIssue approved lots onlyDispensing offers only approved lots, quantities by potency

Runs by itself

  • Lot numbers from your own counters
  • Rack rule per lot status (quarantine, under test, approved, rejected)
  • Stock movements prepared on every QC decision
  • Rejected material sent to disposal through its own step

Where the AI helps

  • Answers where a lot is and what it is waiting for
  • Prepares a receipt or move for the storekeeper to save

Records kept

  • Gate entries and GRNs
  • Lot status history
  • Material requisitions, issues and returns
The benefit
No quarantine stock in production

Unapproved lots are simply not offered for issue.

Racks that follow QC

The stock's place changes with its status, so the floor matches the system.

A receipt you can trace

From the vehicle at the gate to the batch it went into.

QC
Use case 03 · QC analysts, reviewers and the QC head

Quality control laboratory

Testing against an approved protocol, reviewed by a second person, decided with a signature.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. Runs by itselfSampling request (TRF)Raised from a receipt, a batch stage or a hold-time pull
  2. A personSample receivedContainers and quantities recorded
  3. A personResults enteredAgainst the approved test protocol and its limits
  4. Runs by itselfPass / fail worked outEach result checked against the protocol's limit
  5. A personSecond-person reviewA reviewer who is not the analyst
  6. E-signatureQC decision and COAApproved or rejected with an e-signature; certificate issued

Runs by itself

  • Specification, method of analysis and data sheet written from the approved protocol
  • Potency carried forward from the COA to dispensing
  • Water samples scheduled by point and trended
  • Lot status changed by the decision

Where the AI helps

  • Cross-checks a protocol against the monograph it was built from
  • Finds limits and methods in your approved documents

Records kept

  • Test protocols and monographs
  • Samples, results and certificates
  • Water testing and excursions
The benefit
Documents that always agree

Spec, MOA and ADS come from one approved protocol, so they cannot drift apart.

Review built in

The analyst can never approve their own result.

Monographs verified once

Each test's limits, method and data-sheet entries checked by a second person.

QA
Use case 04 · QA officers, QA head, investigators and action owners

Quality assurance

Deviations, CAPA, change control and release - each one a controlled record, signed by the right person.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personDeviation raisedFrom the floor, the lab or the stores
  2. Rule enforcedRelease blockedAn open deviation stops batch release and certificate approval
  3. AI assistantSummary draftedThe assistant drafts the deviation summary for the investigator
  4. A personInvestigation and CAPAActions assigned and tracked in each owner's inbox
  5. E-signatureClosedClosure signed - not by the person who raised it alone
  6. E-signatureBatch releasedQA releases with an e-signature once nothing is open

Runs by itself

  • A revised master record cannot be approved without an approved change control
  • CAPA and change actions routed to their owners
  • Hold-time limits enforced at packing
  • Every document print counted and logged

Where the AI helps

  • Drafts deviation summaries, SOPs and letters for review
  • Answers how a procedure is done, from the approved SOP

Records kept

  • Deviations, CAPA and change control
  • Hold-time studies
  • Annual product quality review (APQR)
  • Data corrections with reasons
The benefit
Release cannot skip a deviation

The block is in the system, not in someone's memory.

Changes approved before they happen

Change control is checked when a revised master is approved.

Inspection-ready by default

Every decision has its person, time, meaning and reason.

BD
Use case 05 · Sales, business development and customer service

Business development and sales

From the first quotation to the delivered, invoiced order - priced right and taxed right.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personOpportunity and customerCustomers, contacts and opportunities kept in one place
  2. A personQuotation or proformaFrom your price lists, with your terms and conditions
  3. A personSales orderReserves finished goods for the customer
  4. Runs by itselfTax worked outCGST and SGST or IGST by the customer's place of supply
  5. A personShipmentPicked from the approved finished-goods store
  6. Runs by itselfInvoiceBilled from the shipment, posted to the ledger

Runs by itself

  • Prices from customer price lists
  • Terms filled from your templates
  • GSTIN checked for format and check digit
  • Documents posted to the accounts

Where the AI helps

  • Explains a document's tax and where its figures come from
  • Answers where an order or a shipment stands

Records kept

  • Customers and opportunities
  • Quotations, sales orders and shipments
  • Invoices
The benefit
Only released stock is sold

Shipments pick from the approved store.

Tax right the first time

The place of supply decides the tax, not someone's memory of the rule.

Order to cash in one record

Quotation, order, shipment and invoice linked end to end.

PPMC
Use case 06 · Planners and material controllers

Production planning and material control

Plan the batches, see what is short, and get it bought - before the floor waits for it.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personBatch planThe batches to make, product by product, with dates
  2. Runs by itselfRequirements explodedMaterials from each product's approved formula
  3. Runs by itselfShortagesCompared with stock on hand
  4. A personRequisitionShortages turned into a draft purchase requisition
  5. A personBatches createdFrom the approved master record
  6. A personMaterial requisitionMaterials called from stores for each batch

Runs by itself

  • Shortages worked out against current stock
  • Each shortage remembers the requisition it went to
  • Batch numbers from your counters
  • Quantity rules applied: potency, q.s., evaporating solvents

Where the AI helps

  • Answers what a batch is waiting for
  • Explains where a material stands - ordered, received, under test

Records kept

  • Batch plans and shortages
  • Requisitions
  • Material requisitions (MRN)
The benefit
Shortages seen early

The plan shows what is missing before the batch is due.

Nothing ordered twice

A shortage already on a live requisition is not added again.

The formula is the source

Requirements come from the approved master, not a copy.

MF
Use case 07 · Production officers, operators and production head

Manufacturing

The batch record kept as the batch is made - checked against its approved master at every step.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. E-signatureMaster approvedMFR / MPR approved - never by its author
  2. A personBMR / BPR issuedThe batch record drawn from the master
  3. Rule enforcedDispensing verifiedApproved lots, quantities by potency, second person verifies
  4. A personSteps recordedResults against limits, done-by and verified-by
  5. Runs by itselfSampling and production slipSamples sent to QC; the slip hands over the output
  6. Rule enforcedHold time and deviationsBulk past its hold, or a batch with an open deviation, cannot move on

Runs by itself

  • Quantities per batch size from the formula's rules
  • Yield worked out
  • Batch split into several packed batches
  • Finished-goods batch numbered from its bulk

Where the AI helps

  • Compares the batch record with its master and lists differences
  • Answers where a batch stands

Records kept

  • Master formula and packing records
  • Batch manufacturing and packing records
  • Dispensing, production slips, batch splits
The benefit
Right first time

The record is checked against its master as it is filled in.

Two people where it matters

Dispensing and critical steps need a second signature.

The carton carries the medicine's batch

Finished packs keep the bulk's batch number for recall.

FRD
Use case 08 · Formulation scientists and the FRD head

Formulation research and development

Trial by trial to a proven formula - handed to manufacturing without re-typing a line.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personFRD activityOne product's development, from the first trial
  2. A personTrialsBatch size, process, observations and result
  3. A personComposition and testsEach material's function, mg per unit and % w/w; trial tests
  4. Rule enforcedFormula finalisedOnly a passed trial whose composition totals 100% w/w
  5. E-signatureApproved and transferredE-signed by someone other than who finalised it
  6. Runs by itselfBill of materials createdThe master formula starts from the formula FRD proved

Runs by itself

  • Composition totals checked
  • BOM of the bulk (or finished product) created from the chosen trial
  • Every trial kept with its result

Where the AI helps

  • Answers from monographs and your documents
  • Drafts development reports for review

Records kept

  • FRD activities and trials
  • Trial compositions and tests
  • The approved formula
The benefit
No transcription errors

The proven composition becomes the BOM directly.

Development you can show

Every trial, result and decision is kept.

A clean handover

Manufacturing starts from exactly what FRD approved.

FG
Use case 09 · FG store, QA release and dispatch

Finished-goods store

Packed, released, stored and shipped - only what QA has released ever leaves.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. Runs by itselfPacked batch receivedFinished packs carry the bulk's batch number
  2. Runs by itselfHeld until releaseFinished goods wait in the quarantine store
  3. E-signatureQA releaseReleased with an e-signature
  4. Runs by itselfMoved to the approved storeReleased stock moved to its saleable location
  5. A personPicked for a sales orderThe shipment picks the released lot
  6. Runs by itselfInvoicedBilled and posted

Runs by itself

  • Batch number of the medicine carried to the pack
  • Stock moved on release
  • Costs carried to the finished goods

Where the AI helps

  • Answers which lots are released and available
  • Explains what a shipment is waiting for

Records kept

  • FG receipts and moves
  • Release certificates
  • Shipments and invoices
The benefit
Nothing unreleased leaves

Shipments pick only from the released store.

Recall-ready

Every shipped pack traces back to its bulk batch and its materials.

ACC
Use case 10 · Accountants and the finance head

Accounts and finance

Double-entry books posted from the documents themselves, with Indian GST worked out on every line.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. Runs by itselfDocuments post themselvesInvoices, receipts, payments and payroll post to the ledger
  2. Runs by itselfGST by place of supplyIntra-state CGST + SGST, inter-state IGST, at the current rates
  3. A personPayments and allocationPayments matched to invoices; bank statements recorded
  4. A personPeriods and closingAccounting periods opened and closed
  5. Runs by itselfPosition and ageingTrial balance, receivables and payables ageing, GST position

Runs by itself

  • GSTIN validated
  • GST recalculated in one step if an address changes
  • Indian digit grouping (12,34,567.89)
  • Payroll costs posted to the right accounts

Where the AI helps

  • Explains where a document's figures and tax come from

Records kept

  • General ledger
  • Invoices, payments and bank statements
  • Fixed assets
The benefit
Books that match the plant

Every entry comes from a document, so it can be traced.

GST without a spreadsheet

Tax picked by place of supply; GST position read from the invoices.

Several plants, several states

Each plant has its own address and state, so GST knows intra- from inter-state.

GST returns (GSTR-1, 3B, 2B), TDS and Schedule III statements are on the roadmap.

HR
Use case 11 · HR, managers and every employee

Human resources and payroll

From the offer letter to the full-and-final - attendance that cannot be faked, payroll the system works out.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personOffer and joiningOffer, joining and documents
  2. A personFace enrolmentThe employee's face enrolled once
  3. Rule enforcedAttendanceFace matched, a head-turn liveness check, inside the site's boundary
  4. Runs by itselfShifts and overtimeWorked out from the punches and the roster
  5. A personLeaveApplied and approved from the phone
  6. Runs by itselfPayroll and payslipsEarnings, deductions and loss of pay; payslips in each person's app

Runs by itself

  • Overtime and loss-of-pay days calculated
  • Full-and-final settlement calculated
  • Approved employee documents locked
  • Training due raised when an SOP changes

Where the AI helps

  • Answers which form to use and what it needs
  • Drafts letters for HR to review

Records kept

  • Employees, offers and employment changes
  • Attendance, leave and rosters
  • Payroll runs and payslips
  • Training records
The benefit
Proxy attendance is gone

A face, a live head turn and a location - from the person's own phone.

Payroll from facts

Attendance and leave flow into pay without re-keying.

Training tied to SOPs

When an SOP changes, the people who need training are told.

ENG
Use case 12 · Engineering, maintenance and equipment users

Engineering and equipment

Equipment, its logbooks and its maintenance - planned, booked and recorded.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. A personEquipment registerEach piece of equipment with its details
  2. A personLogbook entriesUse, cleaning and maintenance recorded as they happen
  3. Runs by itselfMaintenance plannedRecurring maintenance in the calendar, with reminders
  4. Rule enforcedNo double bookingA room or equipment calendar refuses overlapping bookings
  5. E-signatureChanges controlledEquipment changes go through change control

Runs by itself

  • Reminders before maintenance falls due
  • Recurring events with single-date exceptions

Where the AI helps

  • Answers from the equipment's SOPs and documents

Records kept

  • Equipment and logbooks
  • Maintenance events
  • Change controls
The benefit
Logbooks that are complete

Entries are made in the system, with who and when.

Maintenance that is not forgotten

The calendar reminds the owner before it is due.

DMS
Use case 13 · Document owners, reviewers, QA and every trainee

Documents and training

The right version in front of the right person - written, approved, trained and printed under control.

The workflowPersonRuns by itselfRule enforcedAIE-signature
  1. AI assistantDraftWritten, or drafted with the assistant in your house style
  2. A personReviewReviewers comment and sign
  3. E-signatureApproveApproved with an electronic signature
  4. Runs by itselfTraining raisedTraining for the people concerned
  5. Runs by itselfEffectiveReleased on its effective date
  6. Rule enforcedControlled printPrinted only once approved; every copy counted

Runs by itself

  • Versions and effective dates
  • Retention periods per document type
  • Training matrix kept up to date

Where the AI helps

  • Answers from the approved documents
  • Drafts SOPs to your SOP-on-SOPs rule book

Records kept

  • Controlled documents and versions
  • Print and access logs
  • Training records and sign-offs
The benefit
One current version

Nobody works from an old copy.

Training that follows the document

A new version raises the training it needs.

Two perspectives

The same system, seen by the people who use it - and the people who run the company

Use case 14

An employee's day

What a person on the floor or in an office does with Pharm_ERP - mostly from a phone.

How it worksPersonRuns by itselfRule enforcedAIE-signature
  1. Rule enforcedClock inFace and location, from the phone
  2. A personMy InboxApprovals, requests and training waiting
  3. A personDo the workIn their department's app
  4. AI assistantAsk the assistantWhere something stands, how something is done
  5. A personLeave and payslipsApply, check balance, open payslips
  6. A personCalendarMeetings, trainings and reminders
  • My Profile: photo, contact details, signature specimen, documents
  • Mail inside the ERP, and their own mailbox
  • Training with signed sign-off
  • Their own start screen and appearance
Use case 15

Management's view

What a plant head, department head or director sees - without asking anyone for a report.

How it worksPersonRuns by itselfRule enforcedAIE-signature
  1. Runs by itselfHomeGadgets and tiles for their own role
  2. Runs by itselfFlow stripsLive counts at every stage of every department
  3. A personApprovalsWaiting in the inbox, signed in one place
  4. Runs by itselfReports and chartsQA-approved reports, run under their own access
  5. Runs by itselfBooksFinancial position, trial balance, ageing and GST
  6. Runs by itselfAudit trailWho did what, when and why
  • Annual product quality review (APQR)
  • Pharm_Track's Kanban and Gantt for work around the batches
  • Every department's backlog visible at a glance
  • Decisions signed with name, time and meaning
Across the system

Reports, printing, calendar, notifications - and a group of companies on one installation

Use case 16

Reports and charts

Built by your own people, approved by QA, and run under each person's own access.

How it worksPersonRuns by itselfRule enforcedAIE-signature
  1. A personBuildFrom any screen: columns, links, filters, groups, a chart
  2. E-signatureQA approvalE-signed before it is published
  3. Runs by itselfPublish and placeOn a window, on Home or on a department app
  4. A personRunUnder the runner's own access - never more than they may see
  5. Runs by itselfExportPDF, Excel with formulas, Word on your template, CSV
  • A library of ready-made pharma reports
  • Indian financial-year periods
  • Every run logged
  • Versions replace the old only on approval
Use case 17

Print formats and templates

Every document printed the way your company prints it - and controlled where it must be.

How it worksPersonRuns by itselfRule enforcedAIE-signature
  1. A personDesignLayouts in the print designer, or a Word template with variables
  2. Runs by itselfFillThe record's values, lines and charts merged in
  3. Rule enforcedApproved firstControlled documents print only once approved
  4. Runs by itselfStamp and logEach copy stamped and recorded on the copy log
  • Your letterhead on purchase orders, invoices and letters
  • Spec, MOA and ADS printed from the protocol
  • Paper sizes and print templates kept in Files
  • Print layout changes proposed by the assistant, with undo
Use case 18

Calendar and notifications

One calendar for people, teams, the company and its rooms and equipment - and a bell that tells you what needs you.

How it worksPersonRuns by itselfRule enforcedAIE-signature
  1. A personPlanMeetings, tasks, trainings, audits, maintenance, holidays
  2. Runs by itselfRepeatRecurring events, with one date moved or cancelled
  3. A personInvitePeople or whole roles; each one replies
  4. Runs by itselfRemindMinutes before, to the bell and by e-mail
  5. Runs by itselfNotifyApprovals, requests and due work on the bell, read and unread kept
  • Personal, team, company, room and equipment calendars
  • Room and equipment bookings cannot overlap
  • Events linked to the record they are about
  • Reminders written once per person and occurrence
Use case 19

Multi-company and multi-plant

One installation for a group: each company's data kept apart, each plant with its own address and state for GST.

How it worksPersonRuns by itselfRule enforcedAIE-signature
  1. Runs by itselfCompaniesSeparate tenants - each with its own data, users and settings
  2. Runs by itselfPlants and branchesOrganisations within a company: plants, warehouses, offices
  3. A personRoles per companyA person can hold roles in several companies and switch
  4. Runs by itselfSettings per companyNumbering, rules and switches set for each company
  5. E-signatureSeparate administrationCompany administrators and the system administrator kept apart
  • Data of one company never shown in another
  • Plants in different states, each with its own address for GST
  • Shared masters where you want them, separate where you need them
  • Corrections made within the right company, on its audit trail
Your process is different?

We shape Pharm_ERP around your plant

Screens, workflows, reports, print formats and integrations configured or built for you - and support that stays with you after go-live.

Support and customization

See it with your own process

We walk you through the product with your own departments in mind, or you can look around the live demos first.

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