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For warehouse managers, logistics teams and distribution managers, stock traceability means knowing which product was moved, when it was moved, in what quantity and between which locations. Missing transactions create discrepancies between recorded and physical stock, which can affect picking, replenishment and inventory planning.

The COSYS Inventory Management Software captures data directly at the point of movement and creates a consistent digital record throughout warehouse operations.

Record stock movements where they happen

Reliable inventory history starts at goods-in. Employees capture incoming products against the relevant order using smartphone-style mobile data capture devices or smartphones. Quantities and, where required, batch information and other relevant product data are assigned directly to the transaction. During putaway, the relevant storage location is added.

The same principle continues throughout the warehouse. Internal stock transfers are recorded when products change location, picking transactions are linked to the relevant order and goods leaving the warehouse are recorded at dispatch.

Rather than entering movements retrospectively at a workstation, the digital record is created alongside the physical process.

COSYS WebDesk brings this information together centrally. Managers can view current inventory, storage locations and item histories while tracing previous movements. At high order volumes, this becomes particularly valuable when investigating a stock discrepancy: the underlying transactions are already available rather than having to be reconstructed manually.

Inventory management for demanding pharmaceutical ranges

End-to-end documentation is not simply about creating a record of warehouse activity. It provides the reliable data required for effective pharmaceutical inventory management.

Minimum and reorder levels support timely replenishment, while item histories and inventory turnover provide visibility into how individual products are moving. Physical inventory processes can also be carried out with COSYS, allowing discrepancies and subsequent stock adjustments to remain traceable.

For products requiring batch control, batch data can be captured alongside the stock movement. The same applies to expiry dates where relevant. This keeps important inventory information connected to operational warehouse transactions rather than maintaining it separately in spreadsheets or additional lists.

For pharmaceutical distributors, the result is a clearer link between what the system shows and what is physically happening in the warehouse.

Track products and reusable transport equipment together

The logistics process does not end when medicines leave the warehouse. Orders are prepared for delivery to pharmacies and other customers using totes, pallets, roll cages and other transport equipment. Reusable assets then need to make their way back through the distribution network.

COSYS Load Carrier Management extends stock visibility to these reusable transport assets. Issues and returns can be recorded digitally and assigned to individual locations or business partners. Load carrier accounts provide visibility into where totes, pallets or other reusable equipment are currently held.

This gives logistics teams a more complete view of distribution. Pharmaceutical products remain traceable through the warehouse, while the transport equipment supporting deliveries does not disappear from view once it leaves the distribution centre.

Turn process data into Business Intelligence, forecasts and tasks

Every digitally recorded stock movement also provides information about how the warehouse is performing. COSYS therefore uses this operational data for Business Intelligence and advanced process analysis.

Dashboards can combine inventory levels, stock movements, inventory turnover and order processing times. Drill-down functions allow unusual KPIs to be traced back to individual scans and transactions. Process analysis and Process Mining can then identify recurring deviations, such as excessive internal stock transfers or delays at specific stages of the warehouse process.

Forecasting adds a forward-looking perspective. Historical sales and movement data can be used to estimate future requirements by product, location or period, helping inventory planners identify changing demand earlier.

When the data indicates that action is required, Task Management connects analysis with day-to-day operations. If a stock discrepancy needs investigating or a process requires checking, a specific task can be assigned to the responsible employee.

Stock movement data therefore serves two purposes: it provides traceability of past activity and creates a data foundation for improving future warehouse operations.

Traceability starts with the first scan

For UK pharmaceutical wholesalers and distributors, inventory accuracy and stock traceability are closely connected. The more consistently goods-in, putaway, internal transfers, picking and dispatch are captured digitally, the more reliable the information available to warehouse management and inventory planning becomes.

COSYS combines Inventory Management Software and Load Carrier Management with mobile data capture, suitable hardware, system interfaces and device services. Business Intelligence, forecasting, process analysis and Task Management build on the operational data to provide additional analytics and management capabilities.

Digitalisation across pharmaceutical and pharmacy supply chains is also a key topic beyond the UK, including at expopharm in Munich, one of the major European meeting points for the pharmacy market.

Would you like to improve end-to-end traceability of stock movements and gain greater visibility across your pharmaceutical distribution operation? Test COSYS Inventory Management free of charge with the demo apps available in the Google Play Store and Apple App Store. COSYS can then help you integrate inventory management and load carrier tracking into your existing warehouse and distribution processes.