Pharmagistic

Every part of the operation, on one record.

Pharmagistic follows a physical product from raw material receipt to a tracked package on a customer's doorstep, with per-vial traceability at every step. Here is what each part does.

How material, orders and money move through Pharmagistic Material flows from approved suppliers through receiving, production with a testing lab loop, the master reserve and brand pools. Orders from storefronts, CSR and phone, CSV import and the partner API reserve stock. Fulfillment buys labels through carriers, invoices post to QuickBooks Online, and every step is written to the event log. Suppliers Approved only Receiving Quarantine and COA Production Batches, per-vial QA Master reserve Unlabeled stock Brand pools Labeled on demand Orders ATP reserved Fulfillment Pick, pack, label Delivered Tracking closed Testing lab Independent COA sample COA held until released Storefronts CSR and phone CSV import Partner API one ATP number QuickBooks Online POs, invoices, credit memos invoice on ship Carriers ShipStation, EasyPost, Easyship label tracking inventory sync Event log Every data change, integration call and shipment event, with who and when
Material moves left to right. Orders from every channel draw on the same available-to-promise number, and every step lands in the event log.

Dashboards

Three views of the business at different levels of zoom: system-wide for the platform admin, daily operations for the manufacturer, and a live task list for everyone running the floor.

  • Admin overviewBrands, users, lots in quarantine, active batches, reserve units, shipped in the last 24 hours, orders on hold and open returns. Any problem count turns red.
  • Pipeline stripCounts at each stage from receiving to reserve, then a per-brand breakdown of pool units, orders waiting and orders shipped.
  • Master overviewA health light for every brand's prepaid retainer, available units per brand, and the same pipeline and alerts.
  • Insights tasksEvery lot waiting on a COA, batch in flight, unassigned reserve unit and order ready to ship, each one a click from where it gets done.

Purchasing

Every inbound material lot starts as a line on a purchase order. Draft it, submit it, push it to QuickBooks and receive against it line by line.

  • Supplier vetting gateNew suppliers start pending. Only approved suppliers appear on POs and receiving screens.
  • Line-level receivingReceive a quantity against any open line with the supplier lot and expiry. A quarantined lot is created and linked automatically.
  • A real PO lifecycleDraft, submitted, partially received and received, with cancel available until the goods arrive. Received items stay in inventory.
  • Costs where they belongUnit cost per line, tax and shipping as amounts, vendor and internal references on the PO.

Receiving and certificates of analysis

Physical material enters the system here. Every lot passes through quarantine and needs an approved certificate of analysis before it can be used in production or shipped.

  • Quarantine by defaultA lot cannot be released until an approved COA is on file. Reject a lot with a reason and it can never be used.
  • COA queueEvery quarantined lot still missing its paperwork, with an upload button on each.
  • Materials and suppliesOn hand, reserved, available, lot count and earliest expiry for raw materials, primary and secondary packaging, and supplies like syringes and swabs.
  • Quick receiveLog a shipment without a PO when you need to, with storage condition, location and unit cost.

Production and QA release

Plan, produce, inspect, test and release, as a five-step batch record. The system computes what each ingredient needs and reserves the right lots before anyone weighs a gram.

  • Planning wizardChoose an approved peptide or compound formula, set a target quantity, and accept or override the earliest-expiring lot for each ingredient.
  • Material consumptionRecord what was used per ingredient with tare and gross weights. The lot's on-hand count draws down as you go.
  • Per-vial inspectionOne row per unit, pass or fail against fill weight in mg or fill volume in mL.
  • Four-point releaseAll units inspected, lab sample shipped, outbound COA uploaded, at least one passing unit. Then every passing vial becomes available stock.

Inventory and allocation

Finished goods start unlabeled in a master reserve. They are labeled to a brand only when that brand needs them, which lets one production line serve many labels without guessing the split in advance.

  • Master inventoryEvery formula with reserve, brand-allocated, reserved, shipped and on-hand counts. Admins can correct counts after a cycle count.
  • Label and allocateAssign reserve units to a brand first-in, first-out by production date. The brand's store inventory updates.
  • Brand budgetsTrack allocated value against each brand's inventory budget.
  • Audited relabelsMoving units between brands needs a reason, is logged as an audit-grade event and syncs both stores.

Sales and customers

A fast B2B order grid for your reps, plus phone orders and CSV import, all reading live available-to-promise counts and resolving the right price for each account.

  • B2B accountsClinics, distributors and partner pharmacies, with default brand, price list, payment terms, credit limit, notes and a communication log.
  • Pricing that resolves itselfAccount overrides first, then the account's price list, then the default, shown on every line.
  • CSV import with a previewPaste a sheet, see every row marked valid or invalid with the reason, then commit only the good rows.
  • ConsumersIndividual end customers from connected storefronts, with lifetime metrics and order history.

Orders

The order book across every brand and channel, with the controls operations teams actually need when something doesn't go to plan.

  • Holds that rememberHold for inventory, payment, compliance review, QA review or a customer request. Releasing restores the exact status the order had before.
  • SplitsCarve quantities into a linked child order for partial shipments or shipping from more than one location.
  • Cold chain flaggedCold-chain orders carry a flag from the list to the pick to the label.
  • A full timelineEvery change on the order in an audit timeline, with staff-only internal notes.

Fulfillment

Pick, pack and ship from one screen. The queue sorts itself, the label is bought in the same dialog that records the package, and the customer's store is updated before the box is taped.

  • A queue with prioritiesFirst in, first out by order date, with VIP and rush floated to the top. Change priority from the row and the queue re-sorts.
  • Pack and shipWeight, dimensions, carrier and service, then buy the label or enter tracking by hand.
  • Pick lists, slips and manifestsPrintable pick lists, packing slips, pack-out sheets and batch manifests for the shipping floor.
  • Combined shipmentsOrders headed to the same place can ship together, and the redundant carrier orders are cancelled.

Returns

Return authorizations start from the shipped order and move through approve, receive and restock, or reject.

  • A clear lifecycleRequested, approved, received, restocked or rejected, with the reason recorded at each step.
  • Restock posts the creditRestocked units return to available inventory and a credit memo posts to QuickBooks when it's connected.

Demand planning and performance

A table ranked by what to make next, calculated from 30-day velocity against a 30-day target, minus what's on hand and what's already in reserve.

  • Days of supplyShown for every brand and formula, flagged under 14 days, and infinite when nothing is selling.
  • Fulfillment performanceShipped in 30 days, on-time rate within 48 hours, open backlog, time-to-ship distribution and daily throughput.

Accounting

A cross-brand financial snapshot and a QuickBooks Online connection that posts the right documents at the right moment.

  • What syncsAn invoice and payment when an order ships. A credit memo and refund receipt when a return is restocked. Purchase orders when submitted.
  • Retainers and budgetsEach brand's prepaid balance with warning and critical thresholds, and allocated inventory value against budget.

Roles and administration

Seven roles, each landing on its own home screen and seeing only its own menu. Access is enforced on the server and in the database, not just hidden in the navigation.

RoleLands onWorks in
System admin/adminEverything, including users, API keys, integrations and system health
Manufacturer admin/masterAll operations, business reporting and most administration
QA/masterBroad operational visibility for review and release
Pharmacist/productionProduction, inventory and allocation, orders and insights
Receiver/receivingReceiving, purchasing, orders and insights
Picker and packer/fulfillmentFulfillment, orders and insights
CSR and sales rep/sales/newNew orders, customers, orders and returns
  • Event logOne searchable trail of data changes, integration calls and shipment events, filterable by table, actor, severity and time, with CSV export.
  • System healthLive status for the database, auth and storage, the last 50 integration calls with latency, and a health endpoint for outside monitoring.
  • Brand managementAdd brands with their storefront and shipping credentials, which are stored encrypted.
  • API keysIssue partner keys with per-minute rate limits. Secrets are shown once and keys can be revoked instantly.

See your operation on one record.

Bring your product list and a typical week of orders. We'll walk through it with you, from the first purchase order to the last invoice.

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