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Also overnight.
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CSV Import into ERP: How Pharmacies Integrate Delivery Protocols
Step‑by‑step guide for pharmacies to prepare and import courier delivery CSVs into ERP/WMS, including common field mappings and validation checks.
Quick answer
Short answer: Normalize the CSV to your ERP format, map key fields (date, tracking number, SKU, quantity, recipient), validate data, run a test import and then import in batches or via an API/ETL process.
1. Purpose and common scenarios
Pharmacies receive handover protocols from couriers as CSV files. The goal is to update stock, record deliveries and keep an auditable log. Typical uses include stock reconciliation, handling returns and documenting quality checks.
2. Initial CSV checks
Open the CSV in a text editor or spreadsheet (Excel, LibreOffice). Check the delimiter (comma, semicolon), encoding (UTF‑8) and header row. Remove empty rows. Ensure consistent date formats (YYYY‑MM‑DD) and decimal separators (dot vs comma).
3. Common fields and recommended mapping
Typical delivery protocol fields and how to map them in the ERP: - Delivery date → DeliveryDate - Time → DeliveryTime - Tracking number → DocumentNumber or TrackingID - Courier → Supplier/CourierName - Recipient (pharmacy) → Customer or Branch ID - SKU/Item number → SKU or internal article ID - Item description → ItemDescription (fallback) - Quantity delivered → QuantityDelivered - Package count → PackageCount - Signature/status → DeliveryStatus - Notes → Comments Keep a mapping document that links CSV columns to ERP field names.
4. Normalization and transforms
Standardize date and time formats. Transform external SKU formats to your ERP style (add/remove leading zeros). Use lookup tables to standardize courier or supplier names. Align unit types (piece, pack) to the ERP master data.
5. Validation and error handling
Run a validation pass before import: check required fields, quantities > 0, and that SKUs exist in the master data. Export invalid rows to an error file and define a manual correction workflow. Keep a log of rejected lines for audit.
6. Import steps and tools
Use the ERP import wizard, the WMS CSV import, or an API/ETL connector. Typical steps: 1) Run a test import in a sandbox or with a small sample 2) Configure column mapping 3) Apply validation rules 4) Start the batch import 5) Review result logs and correct errors Schedule recurring imports with built‑in job schedulers or external automation tools.
Frequently asked questions
What if the item numbers in the CSV don't match my ERP?
Create a lookup table that maps external item numbers to internal SKUs. Alternatively import descriptions into a temporary field and resolve mismatches manually. Use transformation rules for systematic differences.
How do I handle mixed date formats in one CSV?
Normalize dates before import to a single format (ISO YYYY‑MM‑DD). Use a script (Python, PowerShell) or the import tool’s format setting if available.
Which checks should a trial import include?
Verify required fields, quantity logic (>0), SKU existence, correct date formats and duplicate detection. Reconcile totals with the original CSV.
Can the import be fully automated?
Yes. Use scheduled ERP jobs, an ETL platform or API scripts. Ensure comprehensive logging, error alerts and a manual review step for problematic records.