Post on 21-Mar-2020
C+D
Manufacturer
Documentation External Document for use by Manufacturers
registered on C+D
Authors: Amy Sharp & Eva Kovatsova
C+D Manufacturer Documentation
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Contents
Introduction .......................................................................................................................................................... 2
Logging in for the first time ............................................................................................................................... 3
Manufacturer login .............................................................................................................................................. 3
Your Home Page. ................................................................................................................................................. 4
Updating manufacturer information ................................................................................................................ 6
Setting up a user/contact ................................................................................................................................ 9
Request/edit a brand or generic ....................................................................................................................... 10
Adding a Brand/Generic ............................................................................................................................... 11
Requesting/editing a product .......................................................................................................................... 13
2 – Browse Brand/Navigate the tree view. ................................................................................................. 14
Deleting a product using the tree view ...................................................................................................... 14
Adding/editing a product request............................................................................................................... 15
Frequently asked questions .............................................................................................................................. 23
Minimum Requirments for Products .............................................................................................................. 27
Quick Rules when inputting products ....................................................................................................... 28
C+D Manufacturer Documentation
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Introduction
This documentation was created to assist with input of manufacturer details and
product requests on C+D’s website (www.cddata.co.uk). As part of this there will also be a
frequently asked questions section. We hope you find this documentation of use, as always the
C+D team are available on info@cddata.co.uk.
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Logging in for the first time
When the new website launched, we launched a whole new login system. Your
username is your email address, these are now unique to each user. Another change is we
can no longer access your user account and we cannot view your passwords.
Manufacturer login
If you are already set up but
cannot locate the automated
email. In the username field type
your email address and request a
forgotten password.
If you are an existing manufacturer you can
access your account using the Sign in section.
If you need to reset your password, please
use the forgotten password question. If you do
not receive the link, please see FAQ’s for help.
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Your Home Page.
Entity Summary breakdown.
Saved, not yet submitted
This is where any requests which have not been submitted for approval can be found. This is
designed to save the application if there is missing information. This allows the user to continue
applications at a later date.
If you save an item in the saved not submitted folder you can remove it using the red bin icon.
This will not affect any product, but any items changed and not submitted will be discarded.
If a product request stays in the saved and not submitted it will not be approved, and a PIP
allocated.
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Pending approval
Any requests which have been submitted to C+D’s admin staff can be viewed here. This will not
allow you to edit the request.
Items missing
If a C+D admin notices items/information missing from any product listing, a note can be left on
the product. These requests can be viewed in this folder.
Reserved
Any product which has been approved but has a future effective date can be viewed in this
folder. This also includes a section for any brands when no products have the status in-use.
In-Use
This section is any brand or product which is live on the system. This means the products are
viewable to all subscribers.
Deleted
Any product or brand which has been deleted can be viewed in this section.
Declined
Any request which has been declined by admin can be viewed here. Users can also make the
edits and resubmit the product request without the need to start again.
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Updating manufacturer information
To view/edit you manufacturer
contact details press the edit
manufacturer details.
This box displays on the home page
under quick links. This will show you
the basic information, including the
primary contacts details.
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When editing the company name,
please note we use Ltd and Plc
instead of limited/public limited.
The company’s house registration can
be found online at:
www.gov.uk/government/organisation
s/companies-house
Manufacturer/distributor flags. The
main difference here is that only
companies with the manufacturer flag
ticked can edit products.
If this needs to be changed please
email info@cddata.co.uk.
The address should be head office or
the main factory details.
The phone number should be a
generic call center number. This will
get printed in the price book and
viewable to all subscribers.
The email address should be a
generic company email. For example
info@/sales@. This will be printed in
the price book.
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The contacts section will display each contacts/users information. The number and email
should be direct. The email address here, is the username. They should also be unique, the
information stored in this section is viewable to only the manufacturer and admin staff.
Orders phone number, should not be
the same as generic phone number.
This applies to the orders email
address.
Types of products and company
details is a section which allows the
user can put information about the
manufacturer/product lines.
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Setting up a user/contact
There are two primary ways a manufacturer can add a user
to the system.
The first way is the primary contact can login and edit
manufacturer details. On the right of the screen you will see
the below box. Fill out this section and select add contact at
the bottom.
The second one is only to be used if the primary contact has
left, or is unknown. Contact info@cddata.co.uk, with all the
details which it requests on the form.
Important information!
All changes must be submitted. This includes changes which
are to be viewed by subscribers or if they are a permanent
change which needs to be reflected in the data.
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Request/edit a brand or generic
Using the quick links section on the
home page, click on the manage brands
section. This will also show the user all
registered brands under the manufacturer
This section will not allow the user to
manage the products. It is purely for
brands/generics.
To add a new brand or generic use the
add brand button. Do not add duplicate
brands/generics.
These fields will allow the user to filter
the brands/generics
To delete the entire brand/generic (And
all products attached to the
brand/generic), use the red bin icon
If the brand has a distributer use the
pencil icon to add them to the brand.
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Do’s and Don’ts of brand/generic requests
Do’s Don’ts
Request all new brands and generics. Put full product details when adding a
brand/generic name. For example
Paracetamol tablets film-coated 30mg 60.
Use capital letters in brand requests, for
example “EXAMPLE BRAND”.
Duplicate Brand/Generic requests.
Generics should be submitted in the
following manner, “Example Generic”.
Use the section to make products assigned
to the brand live from reserved,
Do not request a brand if you are taking over
from another manufacturer. Email
info@cddata.co.uk to request a brand
transfer.
Do not input products until your
brand/generic has been accepted.
Contact info@cddata.co.uk if you would like
to make a brand name change.
Do not use special characters in the brand
name.
Contact info@cddata.co.uk if you need any
help.
Do not put the manufacturer name into the
brand request.
Adding a Brand/Generic
R
The name should contain only
the brand/generic name
Use the drop down to select
the type of request
(Brand/Generic)
For the brand to be added to
the tree view, the request
must be submitted.
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Important information
Adding in a branded generic.
A branded generic is a product which has a brand name for legal reasons, but
is prescribed as a generic. This is common among modified release/prolonged
release products.
These should be requested in the format: Ingredient Name (Brand Name)
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Requesting/editing a product
The manage products section, is used to
view, edit, add and delete products. This
will only show products which have been
approved.
The first thing which must be done is a
brand selected. Use the drop down
function to pick from all brands/generics
which have been allocated to the
manufacturer
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2 – Browse Brand/Navigate the tree view.
Deleting a product using the tree view
The tree view will show the user, all the
products which have been assigned to
the brand.
The black triangle means there is a sub
group. To expand this grouping as shown
click on the on the triangle
The number shown displays how many
products have been allocated to that
specific group. To view these products
click on the group.
Please note this is not an indication there
are no products in group structure. If the
top group displays (0), and there is a
black triangle always expand the listing.
Important information
The grouping structure can only be edited by the C+D admin staff.
To delete an individual
product use the red bin
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Adding/editing a product request
The top line can be used to filter the products in
the selected group
Use the add product button for new
product requests.
Use the blue pencil to edit an existing product
The effective date allows C+D admin
staff to set up/approve products in order.
For new requests it is the estimated
launch date, or the date of application if
the product is to go live on approval
If the user was updating the product, this
is the field is when the C+D team would
aim to approve the request on.
The product status has 3 possible
options.
In use means the product is currently
available on the U.K. market.
Reserved means a product is due for
release at a future time. Once the
effective date is reached the C+D will
contact manufacturers as a reminder to
update the product lines.
Deleted products are not available on the
U.K. market.
Product descriptions must be vague,
there should be enough information for a
viewer to know what the product is.
Descriptions are limited to 50
characters.
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Do’s and Don’ts of Product Descriptions
Do’s Don’ts
Do put the form in the description. For
example tablets or capsules.
Don’t put product use or marketing
information in the description.
Do put the group information in. This helps
us align your products.
Do not put the size in the description.
Do not put the strength in the description.
Do not put all capitals in the description.
Do not put the brand name in the description.
Descriptions Abbreviations
In the product description users may see some abbreviations. These are
standard throughout all product applications.
Some common ones are;
f/c – film coated,
s/f – sugar free,
s/c – sugar coated,
c/f – colour free
m/r – modified release
p/r – prolonged release
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Free text is a field users can input any
information which might help the admins
approve the product requests.
This field is always deleted upon
approval.
Search tags can be inputted by
manufacturers. A feature of C+D’s
website means subscribers can search
for products. Keywords can increase the
visibility of products.
Size and Quantity need to be filled out. If
the products are tablets, the quantity is
the correct field.
If there is a size like medium or 10 ml
use the size field.
Order number is a manufacturer code
which a subscriber can use to order
products.
Fridge line indicator should be ticked for
all products which need to be stored in a
temperature controlled area. This is used
for the correct storage of medications
If the product is CE marked please
provide the CE number.
If the product has a COSHH (Control of
substances hazardous to health) please
ensure this box is selected.
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C+D’s platform allows for manufacturers
to input product images. This is a free
service and may increase the visibility
online.
The image will also show on the EPOS
systems of pharmacies
Formulations table, displays the active
ingredient and strength. This is
mandatory for all licensed products (P,
POM and GSL)
Email info@cddata.co.uk if the ingredient
is missing
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Product dimensions refer the product in
the packaging.
These are mandatory and are used by
pharmacists to assist with stock control.
Outer dimensions refer to the packaging
the consumer packs come in.
Shipper details refer to the packaging the
outers are transported in.
Outers per shipper is the number of
outers in the shipper.
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Retail price is the recommended retail
price set by manufacturers. This must
include VAT, and mark-up.
The trade price displays what price it will
cost the pharmacy to purchase your
product. This must exclude VAT.
If the product has a NHS list price this
must be displayed in the trade price.
Trade price should display the total cost
per outer. If a single unit trade price is 1
pound, but the minimum consumer packs
a pharmacy can buy in is 10, the trade
price should display 10 pounds.
Product Classification is used to group
the products. It can also be used to
search, for example searching for
plasters.
Medicines will always have medical
category. OTC and Appliances have their
own categories. Always select the one
which is best fit for the product.
Legal codes are mandatory. They are
used by the pharmacy when dealing with
customers. If there is a legal code there
must be a PL number.
We list PL, EU and THR codes. Please
ensure when inputting the correct license
type is stated.
For example PL12345/1235,
THR12345/1234 or EU/1/12/123/123
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Breakdown of legal Classifications for Medicines.
General Sales List (GSL): General sales list subject to control under the misuse of drugs act.
All GSL products will have a product license number, if this is not provided we cannot list the
product as GSL. An important thing to note is this often gets confused with a product being for
general sale.
Medical Device (MD): Medical devices will most likely have a CE code. A Medical devices are
regulated by the Medicines & Healthcare products Regulatory Agency (MHRA), and more
information can be found online.
Pharmacy Only Products (P): Products which are sold under the supervision of a pharmacist.
These products will also have a Product License number and this must recorded. These will
have a product License number which needs to be recorded.
Pharmacy Only (PO): These vary slightly from P line products. These are GSL products but
can only be purchased through a pharmacy. As these are GSL we do need to get the product
license number.
Pharmacy Only Subject to Control under The Misuse of Drugs Act 1971 (P CDI): These
are also known as a schedule 5 pharmacy only product. These products are however exempt
from restrictions under the regulations however pharmacy’s need to keep the invoices for two
years.
Prescription Only Medicine (POM): These products can only be supplied to those with a
practitioner’s prescription. A Product License code is required.
Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971
(POM CD): These medicines are under the full control of The Misuse of Drugs Act 1971 and its
schedule 2 opiates and major stimulants regulations. A product License code is required.
Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971
(POM CDAN): subject to full control under the Misuse of Drugs Act 1971 expect the
prescriptions and labelling requirements (expect those under the Medicines Act 1977).
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Records are not required to be kept by retailers. These are under schedule 4 part ll. A product
license code is required.
Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971
(POM CDBE): These are exempt from most restrictions and regulations, and has no safe
custody requirements. (Schedule 4 part l-Benzodiazepine Tranquilisers). A product license
code is required.
Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971
(POM CDI): These are exempt from most restrictions, however invoices are required to be kept
for two years. These are under (schedule 5, Prescription only products). A product license
code is required.
Prescription Only Medicines subject to control under The Misuse of Drugs Act 1971
(POM CDNR): The only exemption on this category is records are not required to be kept on
CD register. However invoices are to be kept for two years. (Schedule 3 barbiturates)
If the product requires a PIP code submit the product. Save the product if you need to
get more information. For the minimum acceptable requirements please see the end of
this guide.
If the product can only be dispensed
through a hospital pharmacy please tick
the hospital only tick box.
GTIN 13 is mandatory for all products.
The only exception is for companies
which do not hold a GS1 license.
Admin notes is used by Admins to inform
manufacturers for missing information.
Please provide this information as soon
as possible
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Frequently asked questions
My company has an account, but I cannot access it?
The first thing we need to know is who the last known person able to login was. If this
person has left and a new primary contact needs to be set up, you need to email
info@cddata.co.uk. For a new contact to be created we must have the users direct email
address, telephone number and job role.
If your details have been created previously, you can follow the logging in for the first
time steps.
I have not received the forgotten password link.
The forgotten password email is sent from no-reply@ubm.com. Please check to ensure
you are inputting the correct email address. Also check your spam/junk, and ensure you have
contacted your system administrators to ensure it is not being affected by a filter.
If you have done the above but still have not received the email address, please contact
info@cddata.co.uk.
Does my product meet the requirements for a PIP code?
We do not issue PIP codes for products which are temporary. Products must be
available for at least 6 months. As a result of this we do not list gifts or seasonal products. We
do not list promotional packs, or any display units.
If I meet the requirements how long does it take for a PIP code to be allocated?
We aim to have all requests processed 48 hours from the time of submission. During
the busy periods this may increase the time taken.
When does a PIP code change?
A PIP code is assigned to the product. This means that changes to its packaging,
barcodes or name do not always constitute a change of PIP code. However if the formulation
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(active ingredient and strengths) or its pack size (quantity of tablets for example) change it
does require a change of PIP code.
I have logged in but cannot see my products.
Some products might be in sub groups. This allows better management of products. If
you see a black triangle as shown below, click to expand the listings.
Will my changes be in the next month’s price book?
This is depends on the when the changes are due to go into effect. To ensure the price
books are sent to pharmacy’s at the start of each month, the product file is run normally on the
second week of the month before. This means if you want your price change to go into effect
on the 1st of October the file would have already been sent, and the books printed.
However it will be made available to pharmacies on the date the change has been
approved. These are made available via the change reports which can be downloaded online.
What‘s the difference between save and submit?
A saved request we cannot view. The main function of this is to provide the
manufacturers a way of editing or creating products without submitting. For example if you are
missing information you will no longer have to lose your edits or request.
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The submit function sends any edits to the C+D admin staff for approval. Only approved
requests will be viewable by subscribers. This excludes edits to manufacturer contacts, only
admin can view this section, but new contacts do need to be approved.
I cannot see the full product description in the description field.
The reason you may not see the full description might be in the grouping structure. This
allows us to create variant products, which reduce the amount of space used in the print
publications. It also allows us to better manage your product records.
Items can only variants if they meet certain criteria.
- The prince must be the same in both trade and retail.
- The VAT must be the same in all products
- All products must match in form, for example colostomy and Ileostomy bags
would need to be in separate groups.
What is the difference between products per outer and quantity/size?
Quantity is how many items are in the consumer pack, for example a pack of 24 tablets,
will have 24 in the quantity. Products per outer is the minimum consumer units a pharmacy can
buy in.
A black tick here indicates
a variant group.
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For example a Shampoo might be 400ml and a consumer can buy one item as a
minimum. But the company may sell them to the pharmacy as a pack of six, 400ml shampoos.
In this case the Products per outer should be six, and the size should be 400ml.
What VAT option should I select?
Standard VAT is applicable to most medicines. Low rate can be applied to items such
as female menstrual products. Zero rated tax can be applied to items such as baby products.
Which VAT you pick is linked to the individual product not the manufacturer.
What PL number should I use?
This depends on what authority licensed the product. PL and THR licenses are issued
by the MHRA, and must meet their requirements. EU numbers are issued by the European
Union, and must meet their requirements.
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Minimum Requirments for Products
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Quick Rules when inputting products
If the product has a legal code, it must have a PL number.
o If the product has a legal code of Medical Device it must have a CE mark.
o If the product has a legal code it must have a formulation table.
A formulation table must have the strength of the active ingredient.
The product has a trade price it must have a products per outer.
o If products per outer is more than one, the trade price must reflect this. Retail
prices always display the single unit price
Branded medicines must have the basic NHS list price in the trade price column
The Description must say the form (Tablets, capsules, Eye Drops).
Product image should be on a white background. They should also be of a front facing
pack.
GTIN’s are mandatory unless you do not have a GS1 license. In this stance please
email info@cddata.co.uk, or add into free text when making the request