Supply

Supply page is used to register the units by the stakeholder that has "Supply" privilege. Only the drugs not defined as "Imported" can be used in this operation.

First "GTIN", "Batch Number", "Manufacturing Date" and "Expiry Date" must be given. These set of fields represent a batch of production. For a batch, multiple serial number may be entered by using "Insert" button.

The user also has ability to define serial numbers by uploading a ".csv" file. There is a template ".csv" file on the page. By clicking "From File" field, "Open File" dialog box appears and the file to be uploaded is selected. All serial numbers from file are loaded.

After completing of "Notification Parameters" and serial numbers, the units are saved by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Supply Cancel

Supply Cancel page is used to cancel a Supply operation. By this operation, the units are set as "Deactivated".

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of units, the cancellation operation is done by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Import

Import page is used to register the units by the stakeholder that has "Import" privilege. Only the drugs defined as "Imported" can be used in this operation.

First "GTIN", "Batch Number", "Manufacturing Date" and "Expiry Date" must be given. These set of fields represent a batch of production. For a batch, multiple serial number may be entered by using "Insert" button.

The user also has ability to define serial numbers by uploading a ".csv" file. There is a template ".csv" file on the page. By clicking "From File" field, "Open File" dialog box appears and the file to be uploaded is selected. All serial numbers from file are loaded.

After completing "Notification Parameters" and serial numbers, the units are saved by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Import Cancel

Import Cancel page is used to cancel an Import operation. By this operation, the units are set as "Deactivated".

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of units, the cancellation operation is done by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Dispatch (manufacturer and warehouse)

Dispatch page is used for whole sale operations between stakeholders. The stakeholder can dispatch units in its own inventory. Suppliers and warehouses can use dispatch operation. Wholesale operation between stakeholders has two sides. When a stakeholder dispatched a unit to another stakeholder, the unit is set as "in between" state. When the receiver stakeholder accepts the operation, the unit is registered in the receiver stakeholder's inventory.

In the page, the user enters "to GLN" field to define target stakeholder. And also, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are dispatched by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Dispatch Cancel

Dispatch Cancel page is used to cancel a dispatch operation. By this operation, the unit is registered in the sender stakeholder's inventory again. When a wholesale operation cannot be completed, and sender stakeholder needs to take back the unit, it is necessary to use Dispatch Cancel operation.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of units, the cancellation operation is done by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Drug Sale (pharmacy)

Drug Sale page is used for retail sale operations by pharmacies. The pharmacy can sale units in its own inventory.

First, the pharmacy must enter "to GLN" field to define the customer. "Direct Sale" points that the customer is patient directly, no reimbursement agency exists. Or the user can select a reimbursement agency. And the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are dispatched by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Drug Sale Cancel

Drug Sale Cancel page is used to cancel a drug sale operation. By this operation, the unit is registered in the pharmacy's inventory again.

In the page, "to GLN" field should be selected first,

If any stakeholder is selected, then the system will ask only prescription ID but if "Direct Sale" is selected then the units must be defined as well.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing the mandatory fields, the cancellation operation is done by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Accept

Accept page is used to register the units to the receiver stakeholder's inventory. The units that has been dispatched, returned or transferred can be accepted.

In the page, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Return

Return page is used for returning back the units to previous owner. Temporarily, in Phase 1, a stakeholder can return a unit to any warehouse or to the supplier of the drug.

In the page, the user enters "to GLN" field to define target stakeholder. Also the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are dispatched by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Consume

Consume page is used by consumption centers to set the units as "Consumed" from the stakeholder's inventory.

In the page, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Consume Cancel

Consume Cancel page is used to set the units as "Active" that are previously consumed.

In the page, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Transfer

Transfer page is used for transferring units between pharmacies and consumption centers. This operation can be done between pharmacy to pharmacy or consumption center to consumption center. Transfer operation between stakeholders has two sides. When a stakeholder transfers a unit to another stakeholder, the unit is set as "in between" state. When the receiver stakeholder accepts the operation, the unit is registered in the receiver stakeholder's inventory.

In the page, the user enters "to GLN" field to define target stakeholder. Also, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are dispatched by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Transfer Cancel

Transfer Cancel page is used to cancel a transfer operation. By this operation, the unit is registered in the sender stakeholder's inventory again. When a transfer operation cannot be completed, and sender stakeholder needs to take back the unit, it is necessary to use Transfer Cancel operation.

In the page, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Export Unit

Export page is used to set the units as "Exported" and to make out of the stakeholder's inventory.

In the page, the user has to select the country where the units are exported and then the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Export Cancel

Export Cancel page is used to set the units to the stakeholder's inventory that are previously exported.

In the page, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Deactivate Unit

Deactivate page is used to set the units as "Deactivated" and to remove it from the stakeholder's inventory.

In the page, deactivation reason must be chosen. If the deactivation reason is "Other" then "Explanation" field is necessary, and the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Deactivation Cancel

Deactivate Cancel page is used to cancel a Deactivate Unit operation. By this operation, the unit is registered in the previous stakeholder's inventory again.

In the page, the units must be defined.

The units can be given by;

-- ".csv" file

-- Reading data-matrix of unit

-- Entering GTIN, SN, Batch Number, Expiry Date field explicitly

After completing of "Unit Information�, the units are accepted by using "Send Notification" button.

After pressing the "Send Notification", Total Unit Count, Successful Unit Count and Unsuccessful Unit Count information will be shown. To show details click on "Download".

Announcement & News List and Detail

Announcement & News are shown in this page for stakeholders.

Announcement and News can be accessed under the "Announcement and News" link in the menu.

Detailed information of selected "Announcement & News" is shown in "ANNOUNCEMENT DETAIL" frame.

Offer and Demand - Pharmacy and Consumption Center:

This service is intended to serve the pharmacies and consumption centers to manage their drug stock, by using the demand service to reach out to the market and communicate with the agents, to get an insight on the availability of a specific drug or its alternatives.

And in case of unavailability the platform allows the user to submit a shortage report to the SFDA.

Offer and Demand:

• Create a demand.
• Receive offers.
• Review offers.
• Generate and download Purchase order form.
• Report drug shortage.

Privileges and Permissions:

New Users:

For new users (an establishment does not have RSD account), user must create account through RSD portal (Here).

Current users:

For current users (an establishment have RSD account) To be able to access the service and have the privileges, please follow the steps below:

1. Go to this link Here.
2. Fill in the information required for the nominated user.
3. Send the response.
4. An email will be sent to the nominated user.

Grant privileges to the sub accounts:

1. The main user (who has the permission) clicks on the following link: https://rsd.sfda.gov.sa/sop
2. Click on "Users" from the side menu.
3. Click on the needed user to update their privileges.
4. To enable the user to create a demand request and report a shortage drug choose:

Log in to the portal:

The Pharmacy/consumption center user logs in using the same credentials in RSD system, by entering the username and password and then click on login.

Offer and Demand List:

By clicking on the side menu under 'Offer and Demand', then selecting 'Request List', the system displays a list of all previously submitted requests.

Submitting a New Request:

A new medication request can be submitted by the healthcare entity, where the request is sent to all registered agents for the requested medication or its alternative.

A form is displayed that includes the required medication information such as:

• Registration number.
• Trade name.
• Generic name.

Then, the required quantity is entered, and the destination entity is specified. After that, click "Start" and then "Submit".

A confirmation notification appears. Upon clicking "OK", the request is sent to all agents via email for review and response within a maximum of 7 working days.

The user can cancel the request by clicking on "Close" from the actions menu. The system will cancel the request, and the request status will be changed from New Request to Canceled.

Edit Request:

The user can modify the required medication quantity before receiving any offers. This is done by selecting the request to be updated from the list, then clicking on "Action Options" and choosing "Edit".

A form will appear allowing the user to modify the number (quantity) of products.

After completing the modification, click on "Submit" to finalize the process.

Enter the reason for modification.

View Request Details:

Displays the details of the requested medication upon clicking it.

When selecting "View Offers Request", the system displays the request details along with the associated offers, as shown in the image.

The request details will be displayed as shown in the figure below.

Review Offers:

A notification will be sent via email if a new offer is submitted for the request. The request status will then be updated to "Waiting Establishment Response".

Partial Quantity Acceptance:

Offers may include the full required quantity or a partial quantity. If the user approves an offer with a partial quantity, the system will display a warning message indicating the remaining quantity.

If the requested quantity is 200 packs and two offers are received (the first offer: 150 packs, and the second offer: 100 packs), once the user accepts the first offer, the remaining quantity will be identified from the second offer. The user must explicitly accept the required quantity from the second offer to fulfill the total requested quantity.

Accepting a Quantity Less Than Required:

If the user requests a specific quantity and an offer is received with a lower quantity, the user may proceed with reviewing the offer and wait for other offers.

A notification message will appear prompting the user to enter the reason for accepting a quantity less than the required amount.

Offer Details:

The "Offer Details" page displays the following information:

• Offer Number (a unique reference number for the request)
• Delivery Date
• Offered Quantities

One of the following actions can be performed on the offer: Accept Offer or Reject Offer.

To take action on the offer, follow these steps:

• Select the offer using the checkbox.



• Select the appropriate action.
• Click "Submit" to approve the offer, or select "Close".

Creating a Purchase Order Form:

After accepting an offer, the system automatically generates a Purchase Order form, which the user can print and send to the supplier.

The Purchase Order form consists of three sections:

• Beneficiary entity details
• Supplier company details
• Request details

Reporting Drug Shortage:

To report a drug shortage, one of the following conditions must be met:

• No offer is received within 7 working days.
• All companies respond with "Not Available".
• The request status is "Closed".
• Only one report per drug is allowed, where only one user from the same entity can submit the report.
• The shortage report must be submitted within 48 hours after the end of the 7 working days period.

To report a shortage, click on "Action Options", then select "Report Shortage" to open the shortage reporting form.

The system automatically populates the medication information.

The user enters the required information, which includes:

• Selecting the reason for the shortage from the list.



• Selecting the required action from the list.



• Entering the current available quantity of the medication.
• Enter the consumption (for the previous year) and the requirement (for the current year).
• Adding any notes to be sent to the Saudi Food and Drug Authority (SFDA), if needed.

View Shortage Reports List:

A list of all shortage reports can be viewed from the side menu by clicking on "Drug Shortage". This can be done by clicking the search icon.

Offer Escalation:

After accepting an offer from agents, the offer can be escalated to the Saudi Food and Drug Authority (SFDA) if there are issues with the request within 30 days from the delivery date.

When escalating, the user must select the reason for escalation from the list.

Chat with Agents:

This page enables the healthcare entity to communicate with distributors through the RSD system to follow up on requests or inquire about drug availability.

The conversation takes place between the healthcare entity and the distributor, with the Saudi Food and Drug Authority (SFDA) having visibility over all conversations for monitoring and supervision purposes.

Service for Exchanging Surplus Between Healthcare Entities:

This service enables pharmacies and hospitals to directly request medications from other pharmacies and consumption centers, helping reduce medication waste and improve drug availability.

Sending a Request to Healthcare Entities:

A request is sent to healthcare entities in case the request status is Closed or a shortage has been reported.

The user can request from entities that have the same medication as an alternative, in case the request status is Closed, the offer is accepted, or a shortage has been reported.

Sending a Request to Healthcare Entities Directly:

From the Health Establishment Demand List page, the user can send the request directly to other healthcare entities that have the same medication or an alternative.

If a request is submitted for equivalent quantities from a government entity, especially for vaccines or reverse cases, which usually include the entity's logo, the request is submitted through the platform. However, the beneficiary must send an email to Shortage.Drug@sfda.gov.sa. The conversion procedures mentioned in the procedural guide for providing medicines published on the Authority's website must also be followed.

Adding a New Request:

From the Health Establishment Demand List page, the user can add a new request to healthcare entities by entering the following details:

• medication name, required quantity, then submitting the request.

Submitting Offers:

In this service, the healthcare entity can submit an offer to the other health establishment by entering the following data: drug name, required quantity, expected delivery date, offer expiration date, and drug expiry date.

Viewing Submitted Offers:

This service enables the healthcare entity to view all submitted offers from other healthcare entities on the request, with the ability to accept or reject any of these offers.

Offer and Demand - Warehouses and Suppliers:

This service is intended to serve the pharmacies and consumption centers to manage their drug stock, by using the demand service to reach out to the market and communicate with the agents, to get an insight on the availability of a specific drug or its alternatives.

And in case of unavailability the platform allows the user to submit a shortage report to the SFDA.

Platform Service:

• Create a demand.
• Receive offers.
• Review offers.
• Generate and download Purchase order form.
• Report drug shortage.

Privileges and Permissions:

Current users:

For the current users of RSD system, who has drug shortage privilege automatically will grant the following:

• View demands.
• Create offers.

New Users:

For new users, an establishment account should be created through RSD portal (Here).

How to submit an offer:

An offer is when a warehouse or a supplier receives a demand for a drug with a certain unit pack and has to make an offer with a specific unit pack (same or less than demanded), along with a delivery date and offer expiration date.

Then wait for the pharmacy or consumption center to make an action (Accept Offer − Reject Offer). If the establishment doesn't take any action, the offer will expire by the end of the expiry date.

If the drug needed is not available, then the user can respond with (unavailable) instead of making an offer.

Log in to the portal:

The user logs in using the same credentials in RSD system, by entering the username and password and then click on "login".

List of Demands from Distributors:

This page enables pharmaceutical companies and registered distributors to view demands received from healthcare entities for drugs or their alternatives. The demand is sent to all registered distributors of the drug or its alternative, allowing them to review the submitted demands and provide appropriate offers.

View Demand Details:

To view the details of the requested drug (or its alternatives), click on "View Details", then click on "Offers".

All demand details will then be displayed clearly.

Submitting Offers for Demands:

In case the drug is available, the user shall enter the required information as shown below:

• Drug Name: The system displays the requested drug (or its alternatives), and the user can select the drug they wish to submit an offer for.
• Product Quantity per Package: The user can provide the same requested quantity or a lower quantity.
• The user can add notes to the offer.
• The shipping start date begins after 7 working days from the request date and must fall within a range of (1–30 days).
• The offer expiry date begins after 3 working days from the request date and must fall within a range of (1–30 days).

The user has a Service Level Agreement (SLA) of 7 working days from the request date to submit the offer. After this period, the request will be disabled, and the user will no longer be able to access it.

After filling in the required data, the user clicks "Submit" to send the offer.

Then the user clicks "Confirm", after which the system sends an email to the pharmacy that created the request.

Deleting an Offer:

After submitting the offer, the user can delete it before it is accepted or rejected by clicking on "Delete".

In case the requested drug or its alternative is not available:

Click on "Actions", then select "Not Available".

After that, the user enters the reason for unavailability, and a notification is sent to the pharmacy.

Chat with Agents:

This page enables the healthcare entity to communicate with distributors through the RSD system to follow up on demands or inquire about drug availability.

The conversation takes place between the healthcare entity and the distributor, with the Saudi Food and Drug Authority (SFDA) having visibility over all conversations for monitoring and supervision purposes.

Help Desk - Query

To query a ticket, "Ticket Date and Title" are entered, "Status" information is selected then pressed the "Search" button to inquiry. At least one field must be entered to make a query.

After clicking the "Filter Icon", the result is shown in "TICKET LIST" frame.

Help Desk - Detail

The users are able to see detail of the tickets by clicking detail icon on the right side of the row in the "Ticket List" page.

The result is shown in "TICKET LIST" frame as follows.

The users will be informed about the ticket result by an email.

Help Desk - Create Ticket

To create a new ticket, click "Help Desk" link from the menu and Ticket Creating form is opened by pressing "Create Ticket" button from the coming page. This form is filled with the appropriate values. All the mandatory/starred fields shouldn't be left empty. The ticket is sent by pressing the Save button.

Help Desk - Ticket Transactions

Status of the tickets can be changed by the management. If a ticket status is changed by the management to "resolved" then the user is able to see the transaction button for resolved ticket and selects any of both options "Problem is solved," or "Problem is not solved"

If "Problem is solved" is selected by the user, then the ticket will be closed but if "Problem is not solved" is selected then the ticket will be re-opened in the system.

Reporting

The Reporting page allows users to query within reports created in previously defined formats. The user can select one of the reports under this link and make a query or listing.

Drug Count

"Drug Count" page can be accessed under the "Reporting" link in the menu. To query a Drug Count in your inventory, "Drug" information is selected by entering a part of GTIN or Drug Name then pressed the search button to inquiry.

The result is shown in "DRUG COUNT" frame.

Drug List

The user can see list of his drugs in this page. To make a query in Drug List, "Drug" information is selected by entering a part of GTIN or Drug Name then pressed the search button to inquiry.

The result is shown in "DRUG LIST" frame.

Expired Drug List

The user can see list of the expired drugs in this page. To make a query in expired drug list, "Drug" information is selected by entering a part of GTIN or Drug Name then pressed the search button to inquiry.

The result is shown in "EXPIRED DRUG LIST" frame.

Integration Documents

Users can access the integration guide documents by clicking "Integration Guide". Integration documents can also be downloaded by clicking "Download".