STOCK AND DISTRIBUTION
Storage and management of generic medicines in Poland
We forecast demand, plan and monitor stock levels, manage warehouse operations and organise product distribution. Urtica can purchase a product from the manufacturer and handle its further distribution, or provide warehouse and logistics services only. We determine the scope for a specific product, a group of products or a portfolio.
B2B consultation
common challenges
When should you use this service?
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SCOPE OF THE SERVICE
From stock preparation to product delivery
01 Planning and preparing stock
Based on the available data, we estimate demand and draw up assumptions regarding product stock levels.
- We plan the initial stock-up, taking into account projected demand, planned sales, orders and contracts already in place.
- We determine the level of standard, increased or safety stock.
- We define the rules for replenishing stock and responding to changes in demand.
02 Receipt, storage and issue
We provide operational handling of products from receipt through to preparation for further distribution, including under a contract logistics model.
- We handle the receipt and allocation of products in accordance with storage and dispatch requirements.
- We handle order picking, packing and preparing products for order fulfilment.
- We maintain records of batches, stock levels and warehouse movements.
- We can manage increased stock levels in additional warehouse space and provide contract logistics for goods remaining the property of the manufacturer or another authorised party. Urtica can also purchase products from a partner and manage their further distribution.
03 Storage and transport conditions
We tailor storage and transport conditions to the requirements of each specific product and confirm them before the process begins.
- We tailor storage and transport conditions to the requirements of each specific product and confirm them before the process begins.
- We can handle products requiring special storage or transport conditions, or additional supervision, such as radiopharmaceuticals or cryogenic products.
- For each specific product, we confirm the requirements regarding storage, transport and the process flow.
- We assess storage and transport requirements separately, taking into account the product, temperature, route and process requirements.
- We carry out the transport of medicines in collaboration with a qualified logistics partner – Pharmalink.
04 Monitoring stock levels, turnover and expiry dates
We monitor stock levels whilst handling the product to identify situations that require action.
- We monitor stock levels during product handling to identify situations requiring action.
- We monitor stock levels and movements.
- We monitor stock rotation, stock age and expiry dates.
- We identify excess, insufficient, slow-moving or near-expiry stock.
- We carry out stock-takes and flag situations requiring restocking or other action.
05 Distribution and deliveries
We organise the transport and delivery of products to authorised recipients in accordance with the agreed terms and conditions.
- We carry out domestic distribution and international transport within the agreed scope, including according to individually agreed delivery schedules.
- We deliver products to hospitals, pharmacies, wholesalers and other authorised recipients.
- The standard operating procedure involves preparing and dispatching the consignment on a working day, with delivery on the following working day.
- For urgent hospital orders, we can arrange logistics and delivery on a 24/7 CITO basis, including Sundays and public holidays.
HOW DO WE WORK?
What do we agree on before we start providing the service?
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From the manufacturer’s perspective
We require information that will enable us to classify the product and determine the target levels for stock, warehousing and distribution.
- product requirements regarding storage and transport, and information relevant to its handling and stock levels, including expiry dates;
- planned volumes and available data on projected demand, sales, orders and contracts;
- the schedule and capacity for product deliveries from the partner;
- arrangements regarding ownership and financing of stock.
REPORTING
Visibility of stock and deliveries
Depending on requirements and the agreed method of data exchange, reporting may include:
- stock levels, stock movements and batches
- receipts and issues
- turnover, stock age and expiry dates
- status of orders placed with the partner – if order processing forms part of the collaboration
- delivery statuses
- track & trace data
- temperature data and recorded deviations
- information on stock requiring attention or replenishment
FACILITIES
What is the basis of our product storage and distribution?
01 Quality system and authorisations
We operate under a licence to run a pharmaceutical wholesale business and in accordance with the requirements of Good Distribution Practice. Our quality system and the licences we hold form the basis for our warehousing and distribution processes for medicinal products.
02 Central warehouse, scale and storage conditions
We manage our warehouse operations at the Urtica Central Warehouse. The facility is capable of handling both standard and increased stock levels, as well as products requiring different storage conditions. Stock security is ensured by access control, CCTV surveillance and physical security of the premises.
- 6,206 m² of warehouse space
- 3,234 pallet spaces at temperatures between 15 and 25°C
- 286 pallet spaces within a temperature range of 2–8°C
- 184 pallet spaces for controlled-environment products
- capacity to store selected frozen and deep-frozen products at temperatures down to –150°C
03 Monitored and certified transport
We carry out transport in collaboration with qualified transport service providers, including Pharmalink. Our collaboration with these operators is supervised, and the solutions we use enable us to monitor the location of consignments, provide track & trace, and control temperature within an agreed range.
Depending on requirements, transport may include FTL, LTL and general cargo services.
04 Access control and stock security
The warehouse is subject to access control, CCTV surveillance and physical security. For products subject to special controls, we apply additional requirements regarding access and record-keeping.
WE MONITOR THE PROCESS AT EVERY STAGE
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Terms and conditions specific to the product
What needs to be agreed?
Storage and transport conditions must meet the requirements of the specific product.
What do we do?
Before commencing handling, we assess the product’s requirements, and during storage and transport we monitor the parameters specified for that product.
Division of responsibilities
The availability of infrastructure within a specific temperature range does not automatically mean that every product can be handled. We confirm the storage and transport ranges on a case-by-case basis.
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Stock levels and turnover
What needs to be agreed?
Stock levels should reflect the actual use of the product and the established rules for managing it.
What do we do?
We compare the current stock situation with the agreed targets and highlight any deviations that require action.
Division of responsibilities
The level, ownership and financing of the stock are determined by agreement between the parties. Product availability also depends on the manufacturer’s supply and actual demand.
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Traceability and delivery control
What needs to be agreed?
The movement of the product and the delivery process should remain traceable to the extent required by the relevant process.
What do we do?
We provide a record of product movements and monitor the parameters required for the delivery process.
Division of responsibilities
If a deviation or non-conformity arises, the next steps depend on the nature of the incident and the allocation of responsibility between the parties. Where necessary, a separate complaints or quality control procedure is initiated.
Discover our other services
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Market analysis and product potential
If you need to assess the situation regarding a product or portfolio in greater detail, we can supplement the data on stock levels and availability with an analysis of the market, sales, prices, competition and regulatory proceedings.
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Hospital tenders and the awarding of contracts
The terms of future contracts may affect planned stock levels, delivery dates and delivery arrangements. We can also assist with the procedures leading to the conclusion of such contracts.
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The sale of medicines and cooperation with healthcare facilities
Stock preparation and distribution enable us to fulfil orders and honour contracts. Find out how we can manage sales and operational cooperation with our branches.
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Communication with pharmacists and other healthcare professionals
If a project requires us to convey information about a product and its availability to a professional audience, we can complement our collaboration with carefully selected communication activities.
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