Transaction History and Transaction Exchange How-Tos

Search Transaction Histories

Watch the video!

Dispenser Owners can enable Receipts to be automatically assigned to a specific location. If this option is enabled, users only see transactions with a Type of Receipt if:

  • The receipt is assigned to a location that the user has access to.
  • The receipt does not have an identifier that could be matched to a specific location when TraceLink processed it.
  1. Select View Transaction Histories from the Go To drop-down in the top-right.

    The View Transaction Histories screen displays.

  2. Fill in one or more of the following search fields:

    If the Search Fields are not visible, select the blue arrow to the left of Search Criteria section.

    • Service Publisher – Only Transaction Histories from the app owned by the company selected return in the results table.

      If the user's company receives resold product from another Dispenser, select the sending company in this drop-down. Selecting the user's company will not display resold product receipts because TraceLink does not automatically send an ASN with the Transaction History to the receiving company for resold product.

    • Date On Or After – Only Transaction Histories that occurred on or after this date return in the results table. Defaults to the current GMT date.
    • Date On Or Before – Only Transaction Histories that occurred on or before this date return in the results table. Defaults to the current GMT date.
    • Transaction Type – Only the transaction type selected returns in the results table.
      • All (default)
      • Receipt – Only receipt transactions return in the results table.
      • Shipment – Only shipment transactions return in the results table.
    • Sender – Only Transaction Histories that originate from the company or location specified return in the results table.
    • Recipient – Only Transaction Histories received by the company or location specified return in the results table.
    • Document status – Only Transaction Histories with the document type selected return in the results table.
      • Active – (default) The Transaction History is valid and can be sent to downstream supply chain partners.
      • Adjusted-Quantity Decremented –The quantity of the Transaction History decreased.
      • Adjusted-Quantity Incremented – The quantity of the Transaction History increased.
      • Void – The Transaction History has been voided.
    • Advanced Options – Refine the results by searching for an NDC, keywords, or a serial number.
      • NDC and Keywords – (default) This radio button reveals the NDC and Keywords search fields.
        • NDC – Only Transaction Histories including products with this NDC return in the results table.
        • Keywords – Only transactions including keywords found in the Delivery Number, Lot Number, Transaction ID (e.g. PO, ASN, RMA Number), Sender Name, Sender ID, Recipient Name, or Recipient ID fields display.

          Owners configured as Dispensers in Company Administration can also enter keywords for the Annotated Lot Number field.

          • The Keywords field is case sensitive.
          • Use an asterisk (*) to expand single-word search results.
          • "AND" is implied between multiple keywords.
          • Use "OR" to include either of multiple keywords.
      • Serial Number – This radio button reveals the Serial Number search field.
        • Serial Number – Only transactions including products with this serial number return in the results table.
  3. Select the Search button.

    The results display in the table.

Create a Transaction History Report

Watch the video!

  1. Select View Transaction Histories from the Go To drop-down in the top-right.

    The View Transaction Histories screen displays.

  2. Select the Create and Download Reports button.

    The Download Reports screen displays.

  3. Select the Create Report button.

    The Create Report screen displays.

  4. Select the company whose Transaction Histories are included in the report from the Service Publisher drop-down.
  5. Select the Transaction Type to include in the report (optional):
    • All (default)
    • Receipt – The user's company received the shipment.

    • Shipment – The user's company created and sent the shipment.

  6. Select the date range for the Transaction Histories included in the report in the Date On or After and Date On or Before fields (optional).
  7. Enter the Sender company in the type-ahead field (optional).
  8. Enter the Recipient company in the type-ahead field (optional).
  9. Select the Document Status to include in the report (optional):
    • Active – (default) The Transaction History is valid and can be sent to downstream supply chain partners.
    • Adjusted-Quantity Decremented –The quantity of the Transaction History decreased.
    • Adjusted-Quantity Incremented – The quantity of the Transaction History increased.
    • Void – The Transaction History has been voided.

    The Adjusted - Quantity Decremented and Adjusted - Quantity Incremented states return Transaction Histories that have undergone adjustments performed by using the new quantity adjustment model. The new quantity adjustment model requires activation in Company Administration> Applications > Edit Application for the US Product Track app.

  10. Select an Advanced Option from the radio buttons (optional):
    • NDC and Keywords (default)
      1. Enter an NDC to include Transaction Histories for products with that item code in the report (optional).
      2. Enter any Keywords found in the Delivery Number, Lot Number, Transaction ID (e.g. PO, ASN, RMA Number), Sender Name, Sender ID, Recipient Name, or Recipient ID fields of the Transaction History (optional).
        • The Keywords field is case sensitive.
        • Use an asterisk (*) to expand single-word search results.
        • "AND" is implied between multiple keywords.
        • Use "OR" to include either of multiple keywords.
    • Serial Number
      • Enter a Serial Number to include Transaction Histories involving a specific serial number in the report.
  11. Select the Report Format from the radio buttons:
    • PDF - Each Transaction History in results set is presented in a format optimized for printing.
    • CSV - All data in result set presented in a format included in file optimized for importing into other software programs.
  12. Select the Submit button.

    When TraceLink finishes generating the report, it can be downloaded from the Download Reports screen.

Create a Transaction History for a Paper Receipt

Watch the video!

  1. Select View Transaction Histories from the Go To drop-down in the top-right.

    The View Transaction Histories screen displays.

  2. Select the Create Transaction History for Received Paper button.

    The Create Transaction History for Received Paper screen appears.

  3. In the "Transaction Information" section:
    1. Dispensers only: Specify the type of purchase:
      • Direct Purchase: One or more products received in a direct purchase (from a manufacturer, repackager, or exclusive distributor) – Products purchased directly from a Pharmaceutical Manufacturer, Repackager, or Exclusive Distributor.
      • Indirect Purchase: A product received in an indirect purchase (not from a manufacturer, repackager, or exclusive distributor) – A product purchased indirectly from a Wholesale Distributor. Products received indirectly must be entered one at a time. If selected, the Prior History section appears at the bottom of the screen.
    2. Enter the unique Delivery Number for the shipment. Valid characters are numbers, letters, and special characters (i.e. –, /, ., _, # only).
    3. Select the Receiving Location that physically received the product and paper Transaction History. Options are:
      • For users belonging to the Owner's company:
        • If the app does not have any Partner locations:
          • [Owner Name] (default)
        • If the app has only one Partner location:
          • [Partner Location Name] (default)
        • If the app has more than one Partner location:
          • Select One... (default)
          • [Partner Location names] (in alphabetical order)
      • For users belonging to only one Partner location: 
        • [Partner Location Name] (default)

      • For users belong to more than one Partner location:

        • Select One... (default)
        • [Partner Location names] (in alphabetical order)
    4. Enter the company that shipped the product in the Transfer From type-ahead field.
    5. Enter the company that received the product in the Transfer To type-ahead field.
    6. Enter the Transaction Date to specify the date that the products are sold or transferred.
    7. Select the Drop Shipment checkbox if the shipment is delivered to a third-party location on behalf of the Transfer To company (optional).
      • Enter the company that purchased the product in the Sold To type-ahead field (required if the Drop Shipment checkbox is selected).
    8. Enter the date that the product shipped from its original location in the Shipment Date field (optional).

      Defaults to the Transaction Date if left blank.

    9. Pharmaceutical Manufacturers and Wholesale Distributors only: Enter the company's Transaction Statement that verifies the company sending the Transaction History complies with federal regulation surrounding product movement, with a maximum of 264 characters.
    10. Select the Choose File button to upload a scanned copy of the original paper Transaction History (optional).
  4. In the "Product Information" section:
    1. Enter an NDC item code for a product included in the Transaction History.
    2. Enter a Lot Number associated with the product.
    3. Enter the product's Expiration Date (optional).
    4. Enter the Quantity of individual units of the product in the transaction.
    5. Enter a Reference ID to identify the product at a more granular level than the lot number, e.g. a physical location within the inventory (optional).
    6. If the transaction is an Indirect Purchase:
      1. Enter a Direct Purchase Statement Type from the drop-down:
        • If " " (blank) is selected, at least 2 prior histories must be entered.
        • Direct Purchase – The user's company bought the product directly from the Manufacturer or Exclusive Distributor.
        • Seller received a direct purchase statement from the supplier, as required by FDCA Sec. 582(c)(1)(A)(iv). – The user's company received a direct purchase statement from the sender of the shipment.
      2. Enter a Direct Purchase Statement in the text field below.

  5. If the transaction is an Indirect Purchase, the "Prior History" section appears at the bottom of the screen.

    1. In the "Transfer From" column:
      1. Enter the Company Name from where the transfer is initiated.
      2. Select a Business Role from the drop-down:
        • Select One... (default)
        • Exclusive Distributor – The sole distributor of the product.
        • Indirect Supplier – A secondary distributor of the product.
        • Manufacturer – The manufacturer of the product.
        • Repackager – A third-party contracted to package the product.
      3. Enter a Street 1 in the text field.
      4. Enter a Street 2 in the text field.
      5. Enter a City in the text field.
      6. Enter a State/Region in the text field.
      7. Enter the Country in the type-ahead field.
    2. In the "Transfer To" column:
      1. Enter the Company Name to where the product is being transferred.

      2. Enter a Street 1 in the text field.

      3. Enter a Street 2 in the text field.
      4. Enter a City in the text field.
      5. Enter a State/Region in the text field.
      6. Enter the Country in the type-ahead field.
    3. In the "Transaction Information" column:
      1. Select an ID type from the drop-down, and enter the value in the text field to the right.
        • ID – A unique identifier used to trace the transaction for audit purposes. The type of paper Transaction History received.
          • Bill of Lading – The number of the bill of lading, or receipt, for the shipment.
          • Carrier Reference – The number that the carrier uses to reference the shipment.
          • Delivery Document – The delivery number.
          • External Delivery – The number for the external delivery shipped by a third-party trade partner.
          • Goods Receipt Issue – The number of the receipt from the Pharmaceutical Manufacturer documenting the product.
          • Master BoL – The number of the bill of lading that summarizes the contents of the entire shipment, not just the individual items in the shipment.
          • Seal Number – The number of the container seal for the shipment.
          • Shipment Number – The internal number identifying the shipment.
          • Tracking Number – The number assigned to the shipment by the carrier.
      2. Select a Date from the date picker.
  6. Select or deselect the After submitting create another Transaction History with same Transaction Information checkbox.

    Dispensers do not see this field.

  7. Select the Submit button.
    • If the After submitting create another Transaction History with same Transaction Information checkbox is selected, the screen reloads for the user to create a new Transaction History.
    • If the After submitting create another Transaction History with same Transaction Information checkbox is not selected, the View Transaction Histories screen displays.

Annotate Product

Only Owners configured as Dispensers in Company Administration can annotate product information.

  1. Select View Transaction Histories from the Go To drop-down in the top-right.

    The View Transaction Histories screen displays.

  2. Search for the Transaction History to annotate.

    If the Search Fields are not visible, select the blue arrow to the left of Search Criteria section.

  3. Select the Annotate Product icon ().

    The Annotate Product Information screen displays.

  4. Enter an Annotated Lot Number in the text field.
  5. Select an Annotated Expiration Date from the date picker.
  6. Select the Submit button.

    The View Transaction History Details screen displays, and the confirmation message "TraceLink is processing the annotated information." displays at the top.

    Dispensers configured to Resell Product can resell product with a Transaction History that contains annotations, but the resulting Transaction History does not display the annotations and cannot be annotated itself.

  • Users can also annotate a Transaction History by selecting the Annotate button in the top right of the View Transaction History Details screen.
  • An Info icon () displays next to the Lot Number field on the View Transaction Histories screen for annotated Transaction Histories.
    • Hover over the Info icon () to display the annotated values.

Resell Product

Watch the video!

  1. Select View Transaction Histories from the Go To drop-down in the top-right.

    The View Transaction Histories screen displays.

  2. Search for the Transaction History to resell.
  3. Select the Resell Product icon () in the Actions column.

    The Resell Product screen displays, populated with information from the existing Transaction History.

  4. Under "Product":
    1. Select where the recipient purchased the product from the Product Origin drop-down (required if the user's company did not receive the product within TraceLink or did not specify the Product Origin during the receiving process).
      • Direct Purchase from Manufacturer – The recipient purchased the product directly from the Pharmaceutical Manufacturer.
      • Direct Purchase from Repackager – The recipient purchased the product from the Repackager.
      • Direct Purchase from Exclusive Distributor – The recipient purchased the product from the Exclusive Distributor.
      • Indirect Purchase – The recipient purchased the product from a Wholesale Distributor.
    2. Enter a Lot Number associated with the product (required if the user's company did not receive the product within TraceLink or did not specify the Lot Number during the receiving process).
    3. Enter the Transaction Quantity to specify the number of individual units of product being sold, using integers only.
    4. Enter the Number of Doses Transferred if reselling less than a full saleable unit, using decimals if necessary (optional).
    5. Enter any Comments (optional).
  5. Under "Delivery Information":
    1. Enter a Delivery Number.

      The Transfer From field auto-populates with the company's information.

    2. Enter the Transaction Date to specify the date that the products are sold or transferred.
    3. Enter a Shipment Date to specify the date that the Transfer From location ships the product.
    4. Enter information to identify the company receiving ownership of the product by doing one of the following:
      • Enter a Transfer To entity in the type-ahead field.

        or

      • Manually enter the Transfer To information:
        1. Enter the Company Name receiving the product.
        2. Enter the street address for the location receiving the product in the Street1 field.
        3. Enter any additional address information in the Street2 field.
        4. Enter the City for the location receiving the product.
        5. Enter the State for the location receiving the product.
        6. Enter the Zip Code for the location receiving the product.
        7. Enter the Country for the location receiving the product.
  6. Select the Submit button.

    If the company did not receive the product in the system before reselling it, TraceLink receives the shipment.

    The View Transaction History Details screen displays for this shipment, and the message "The Transaction History for the resold product is shown below. To see a print friendly copy of this screen select the print icon to the right." displays at the top.

    TraceLink does not automatically send an ASN to the Transfer To company for resold product. In order to send the recipient the Transaction History, print or save the View Transaction History Details screen as a PDF.

Search Transaction Exchanges

Watch the video!

  1. Select View Transaction Exchanges from the Go To drop-down in the top-right.

    The View Transaction Exchanges screen displays.

  2. Fill in one or more of the following search fields:

    If the Search Fields are not visible, select the blue arrow to the left of Search Criteria section.

    • Service Publisher – Only transaction exchanges from the app owned by the company selected return in the results table.

      If the user selects an Owner other than the user's company, only transaction exchanges that the user's company sends or receives return in the results table.

    • Date On Or After – Only transaction exchanges that occurred on or after this date return in the results table. Defaults to the current GMT date.

    • Date On Or Before – Only transaction exchanges that occurred on or before this date return in the results table. Defaults to the current GMT date.

    • Sender – Only transaction exchanges that originate from the company or location specified return in the results table.
    • Recipient – Only transaction exchanges received by the company or location specified return in the results table.
    • Transaction Type – Only the transaction type selected returns in the results table.
      • All (default)
      • Shipment – Only shipment transactions return in the results table. The drop-down filters shipment exchanges by:
        •   Message Status/AckStatus – The drop-down filters shipment exchanges by the status of the Advanced Shipment Notice (ASN) and the status of the Functional Acknowledgment (FA).
          • All (default)
          • Sent/Accepted – The ASN sent, and the receiver of the shipment accepted the message, confirming with a FA.
          • Sent/Rejected – The ASN sent, but the receiver of the shipment did not accept it, and rejected the ASN with an FA.
          • Partner Uses Portal – The Partner does not receive ASNs and can only access the Transaction Histories for the transaction exchanges through the TraceLink Network.
          • Sent/Accepted with Errors – The ASN sent, and the receiver of the shipment accepted the message with errors, confirming with an FA.
          • Sent/Accepted Partially – The ASN sent, and the receiver of the shipment partially accepted the message, confirming with an FA.
          • Sent/Not Received – The ASN sent, but the receiver of the shipment did not receive the message.
      • Receipt – Only receipt transactions return in the results table. The drop-down filters receipt exchanges by:
        •   Message Status/Ack Status – The drop-down filters receipt exchanges by the status of the Shipment Receipt message and the status of the Functional Acknowledgment (FA).
          • All (default)
          • Received/Accepted – The Shipment Receipt sent, and the sender of the shipment accepted the message, confirming with an FA.
          • Received/Acknowledgment Not Required – The Shipment Receipt sent, and the receiver of the shipment did not require an FA in response.
          • Received/Processing – The Shipment Receipt sent, and the sender of the shipment is awaiting confirmation of the receipt from the receiver of the shipment.
          • Received/Undeliverable – The Shipment Receipt sent, but the sender of the shipment could not receive the message.
    • Serialized Exchange Type – The drop-down filters transaction exchanges by the type of information they contain and the degree to which they are confirmed.
      • All – (default) All transaction exchanges.
      • Confirmed - ASN – Only transaction exchanges created via ASN that have a corresponding submitted Serialized Operations Manager Receipt return in the results table.
      • Serialized - EPICS – Only transaction exchanges created via EPICS message return in the results table.
      • Unconfirmed - ASN – Only transaction exchanges created via ASN that do not have a corresponding submitted Serialized Operations Manager Receipt return in the results table.
    • Advanced Options – Refine the results by searching for an NDC, keywords, or a serial number.
      • NDC and Keywords – (default) This radio button reveals the NDC and Keywords search fields.
        • NDC – Only transaction exchanges including products with this NDC return in the results table.
        • Keywords – Only transactions including keywords found in the Delivery Number, Lot Number, Transaction ID (e.g. PO, ASN, RMA Number), Sender Name, Sender ID, Recipient Name, or Recipient ID fields display.
          • The Keywords field is case sensitive.
          • Use an asterisk (*) to expand single-word search results.
          • "AND" is implied between multiple keywords.
          • Use "OR" to include either of multiple keywords.
      • Serial Number – This radio button reveals the Serial Number search field.
        • Serial Number – Only transactions including products with this serial number return in the results table.
  3. Select the Search button.

    The results display in the table.

  • In the Actions column:
    • A lot-level compliance Transaction History has a View Transaction Exchange for ASN icon () and a Transaction Histories icon ().
    • A serialized Transaction History only has a View Transaction Exchange for Serialized Shipment icon ().
    • If both lot-level compliance data and serialization data are sent with the shipment, 2 rows display: one for each Transaction History.
  • Select the View Transaction Exchange for ASN icon () in the Actions column to access the View Transaction Exchange Details screen and view the transaction's serial numbers for Confirmed ASNs.

    Hover over the View icon () to see whether the row represents the ASN or the Serialized Shipment.

  • Select the View Transaction Exchange for Serialized Shipment icon () in the Actions column to access the View Transaction Exchange Details (Serialized) screen and view the transaction's serial numbers.

    Hover over the View icon () to see whether the row represents the ASN or the Serialized Shipment.

  • Select the Transaction Histories icon () in the Actions column to access the View Transaction Histories screen, with the Delivery Number of the transaction exchange entered into the Keywords search field.

    The corresponding Transaction Histories display in the results table.