C+D Manufacturer Documentation Document Library/C+D... · The contacts section will display each...

C+D

Manufacturer

Documentation External Document for use by Manufacturers

registered on C+D

Authors: Amy Sharp & Eva Kovatsova

C+D Manufacturer Documentation

1

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


2

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 [email protected].

mailto:[email protected]


3

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.


4

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.


5

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.


6

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.


7

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 [email protected].

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.


9

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 [email protected], 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.



10

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.


11

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

[email protected] to request a brand

transfer.

Do not input products until your

brand/generic has been accepted.

Contact [email protected] if you would like

to make a brand name change.

Do not use special characters in the brand

name.

Contact [email protected] 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)


13

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


15

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 [email protected] if the ingredient

is missing



19

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


21

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.


(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).


22

Records are not required to be kept by retailers. These are under schedule 4 part ll. A product

license code is required.


(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.


(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.


(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


23

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

[email protected]. 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 [email protected]. 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

[email protected].

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 [email protected], or add into free text when making the request


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