The workflow
From stockist report to company insight.
A structured, accountable process. Every data point is attributed to a person and verified by a second one before it reaches a dashboard.
The exchange
What you do, and what we do
PharmeXa is delivered as a managed service. Your side of it is one step; the rest is ours. There is no implementation project, and nobody in your field team is asked to learn software.
- 01Your side
You send the statements
Forward the stock statements your stockists already send you — whatever format they arrive in, in whatever state. Email them, or send them over WhatsApp. There is nothing to prepare, rename, reformat or fill in.
- 02Our side
We do the work
Extraction, standardisation across every ERP format, product-name mapping to your master catalogue, period reconciliation and the checks that catch a stockist who sent last month twice. This is our side of the exchange, not a task queue we hand back to you.
- 03Our side
You get the reports back
The full set — secondary sales, stockist coverage, product demand, stock turnover, territory and division performance, forecasting and inventory views — with the KPIs already calculated and every figure traceable to the file it came from.
- 04Our side
Delivered where you already work
Reports arrive by email, or over the WhatsApp Business API to the people who need them. Ask a follow-up on the same thread and you get an answer, not a ticket number.
Reports come back over
Email— Scheduled report packs to a named distribution list, per division or per territory.WhatsApp Business API— Headline KPIs and report links pushed to the managers who read on a phone rather than at a desk.Live dashboards— The full platform, for teams that want to drill into the numbers themselves.Six steps
The pipeline
Six steps, each with a named owner. What used to take weeks of rebuilding spreadsheets becomes minutes of reviewing data that already agrees with itself. This is what happens between a stockist emailing a spreadsheet and a sales head reading a number.
- 01
MR login and stockist view
Medical representatives see their assigned stockists immediately — clear ownership, no confusion over who reports what.
- 02
File upload
Upload monthly stock statements in any format — Excel, CSV, PDF or TXT. No pre-formatting, no template to fill in.
- 03
Auto compilation
The extraction engine reads product name, opening and closing stock, purchases and sales, then normalises all of it.
- 04
Product mapping
Map a stockist’s product names once. PharmeXa remembers and applies the mapping to every future upload.
- 05
Area Manager verification
Area managers review, validate, and approve or reject each submission with the full data in front of them.
- 06
Live KPI dashboards
Approved data flows straight into dashboards, ready for territory and division decisions the same day.
Accountability
Who does what, each month
The same six steps, this time named by the party responsible. Nothing in PharmeXa moves without an owner.
| Step | Actor | What happens |
|---|---|---|
| 01 | Medical Representative | Log in and view assigned stockists Each MR sees only their own territory’s stockists, so ownership is unambiguous from the start. |
| 02 | Medical Representative | Upload the monthly stock statement Excel, CSV, PDF and TXT are all accepted exactly as the stockist exported them — no pre-processing, no template. |
| 03 | PharmeXa | Automatic extraction and normalisation Every stock field is read and mapped to your company’s standard format within seconds of upload. |
| 04 | Medical Representative | Review and confirm product mappings Any unrecognised product name is mapped once. The system applies that decision on all future uploads. |
| 05 | Area Manager | Review, validate and approve The AM checks the figures, looks for anomalies, and approves or rejects with a note explaining why. |
| 06 | Company database | Database update and live dashboards Approved data enters the central database and every KPI report updates immediately. |
The month, either way
Weeks of compilation, or minutes of review
The work does not disappear — it moves from rebuilding data by hand to checking data that already agrees with itself.
Before PharmeXa
Weeks
Statements arrive by email in a dozen shapes. Someone rebuilds them in Excel by hand, chases the missing ones, and reconciles product names from memory. By the time the sheet is ready, the month it describes is over.
With PharmeXa
Minutes
The MR uploads. Extraction and normalisation happen on arrival, known product names resolve themselves, and the Area Manager approves. Dashboards are current the same day the statement lands.