The most important difference of the Product Verification Web Service from the others is that it never gives ‘00000’ in other words a successful result as an answer. Instead an error code or warning message gas been identified for each product status.

For our stakeholders to receive these error codes and warning messages instantly the Error Codes Reference Service has been published. With this service our stakeholders are provided with every error code and the explanation for every error code. These explanations include information like which operations can be done when a warning message is received.

The purpose of this article is to explain how the Product Verification Web Service and Error Codes Reference Service should be used, explain what should be done when error codes and warning messages are received and provide a more functional use of these services by our stakeholders.

• Product Status and Stakeholder Relationship,
• Product Verification Service,
• Warning Codes,
• Error Codes That Can Be Received in the Verification Service,
• Product Verification With Examples

have been explained in detail.

1.   Product Status and Stakeholder Relationship

There are four main factors affecting the suitability of a product to the operation in the system. These factors are the ownership information of the product, the status information of the product, the recall status of the products and its expiration date. Different factors play role in each notification type.

The ownership of a product is gained through a production notification, product purchase notification or dispatch/turnover cancellation notification. Only the stakeholder which is the owner of the product can make dispatch, product return, consumption, exportation or deactivation notifications on this product. After the product return, turnover and dispatch operations the ownership of the product is lost and the product is considered according to its phase information. Phase 1 products are taken into the unclaimed product pool after dispatch, turnover and product return notifications. All stakeholders can make product purchase, dispatch, and turnover or consumption notifications for the products in the unclaimed product pool. Phase 2 products on the other hand are considered to be between two stakeholders after their product dispatch, turnoer and product return notifications. After the dispatch notification the stakeholder which has dispatched the product is called as the “previous owner” and the transferee stakeholder is called the “last owner”. In this status only these two stakeholders can make actions on the product however the product is not owned by any of them. The last owner of the product can only make a product purchase notification while the previous owner can only make a dispatch cancellation notification on the product. After either of these situations the stakeholder which makes the action gains the ownership of the product.

The product statuses are determined according to the last action made on the product and are divided into two groups. The first groups is the status in which the product continues to be processed in the market and the second group is the status in which the product status is determined according to the last stakeholder which makes an action on the product. For example the status of a product whose purchase notification is made with the pharmacy product purchase service will be changed to “At the pharmacy”. In the other product statuses on the other hand, the product processes in the market are blocked. After a deactivation notification the product status changes to “Deactive”, after an exportation notification the product status changes to “Exported” and after a consumption notification the product status changes to “Consumed”. No actions can be made on the products in the system which, are at these statuses. The statuses of the products whose dispatch notifications are made by the pharmacies are changed to “Sold” and only the pharmacy which has done the dispatch notification can make a dispatch cancellation notification on this product.

No product purchase, dispatch/turnover, consumption or exportation notification can be made for products which take place in a batch which have been recalled or have expired. Only product return, dispatch/turnover cancellation and deactivation notifications can be made for these products.

2. Product Verification Service

The Product Verification service is a web service which can be used for the purpose of query by all stakeholders for product control. Controls like whether the product exists in the system, whether the DataMatrix information is consistent or not and whether the product has expired or not can be made using the Product Verification Web Service.

The dispatch, dispatch cancellation, product purchase, product return, product turnover and product turnover cancellation services make the verification within themselves and in cases when the product is not appropriate to the action it sends error or warning messages. Making verification before every service in client software does not provide enough information related to the appropriateness of the product to the action, in addition it will also decrease the performance of the client software. Therefore verification before the transfer actions should not be made in client software.

Using the product verification service one cannot access product information like the last owner, its status, and its manufacturer. Our stakeholders can inquire such information form the “Online Services” in the ITS Portal.

3. Warning Codes

Warning Codes (WC), are the codes which are only in the product verification service and whose first two digits are ’40’. Differing from the product and error codes, the warning codes give tips on which operations can be done to a product by a stakeholder. When warning codes are received the message of the warning code and its explanation must be taken into account. These messages and explanations can be accessed from the ITS Portal Online Services or Error Codes Reference Services.

For example the message of the ‘40001’ warning code is given as ‘This product is registered on you’ and its explanation is given as ‘Product return, dispatch, turnover, consumption and deactivation notifications can be made for these products’. When one of the product return, dispatch, turnover and deactivation notifications are made for a product which receives a 40001 message from the product verification service, this operation will be successful.

In all services verification is made before the operation takes place and an error message is sent in case this operation is not appropriate. Therefore invoking the product verification service before every operation is not necessary.

There are no warning messages in the dispatch, dispatch cancellation, product purchase, product turnover, product turnover cancellation, product return, exportation, deactivation, consumption and production notifications, they are only received in the product verification service.

With the warning codes it has been aimed that the stakeholder distinguishes the products on which it can make operations on and which it cannot, and to determine which operations can be made on the operable products.  

3.1. 40001 – ‘This product is registered on you.’: The owner of this product is the stakeholder. The product has not experienced any operation which has turned it into a non-operable product in the system. The ownership of the product has been obtained by a stakeholder through a production notification, product purchase notification, dispatch cancellation or a turnover cancellation. Dispatch, turnover, product return, consumption, deactivation and exportation notifications can be made to products which receive this warning message.

3.2. 40002 – ‘This product is not registered on you.’: The product is between one stakeholder and another. The product has not experienced any operation which has turned it into a non-operable product in the system. The product has also not been recalled or it has not expired. The product has been returned from one stakeholder to another, or it has been sold or turned over from one stakeholder to a stakeholder which has done verification. The stakeholder can only make a product purchase notification to this product.

3.3. 40003 – ‘This product is not registered on you.’:  The product is between one stakeholder and another. The product has not experienced any operation which has turned it into a non-operable product in the system. The product has also not been recalled or it has not expired. The product has been returned from one stakeholder to another, or it has been sold or turned over from one stakeholder to a stakeholder which has done verification. Only dispatch cancellation and turnover cancellation notifications can be made on this product.

3.4. 40004 – ‘This product has been dispatched by you.’: This warning code returns only when the stakeholder which makes the verification is a pharmacy and if the product has been dispatched by the pharmacy which has done the verification. When this warning code has been received one can only make a dispatch cancellation notification for this product.

3.5. 40005 – ‘This product has been recalled.’: The recalled product has either been dispatched by the stakeholder or it has been returned to the stakeholder and its dispatch cancellation or turnover cancellation notification has not been made. Since the recall operation is in the level of all the stakeholders or on the level of the stakeholder which has done the verification, the stakeholder can only make a dispatch cancellation or a product turnover cancellation notification for this product.

3.6. 40006 – ‘This product has expired.’: The product has expired so the stakeholder can only make product return, dispatch cancellation, turnover cancellation or deactivation notifications for this product.

3.7. 40007 – ‘The product which is registered on you has been recalled.’: The product which is registered on the stakeholder has been recalled from all the stakeholder levels or from the level of the stakeholder which the verification has been made. The stakeholder can only make product return or deactivation notifications for this product.

3.8. 40008 – ‘The product has been recalled on another stakeholder level.’: The product is between the stakeholder which is making the verification and another stakeholder and the product has been recalled from another stakeholder level. If the product has been sold to the stakeholder the stakeholder can only make a product purchase notification, if the product has been sold by the stakeholder the stakeholder can only make a dispatch cancellation notification. Differing from the recalls on the the stakeholder level, the stakeholder can make forward operations on the product. However, if the stakeholder is in the level in which the product has been recalled, then the stakeholder cannot make a product purchase notification.

3.9. 40009 – ‘The product which is registered on you has been recalled on another stakeholder level.’: The product is registered on the stakeholder which is making the product verification, however the product has been recalled on another level than the stakeholder making the product verification. Dispatch, deactivation, exportation, consumption, turnover or product return notifications can be done on this product. Differing from the recalls on the the stakeholder level, the stakeholder can make forward operations on the product. However, if the stakeholder is in the level in which the product has been recalled, then the stakeholder cannot make a product purchase notification.

4. Error Codes That Can Be Received By the Verification Service

4.1 Structural and Syntactic Errors

4.1.1. 11021 – <DT> Notification Type is Wrong.’: The DT Notification Type must be ‘V’ in the Product Verification Service. Otherwise the 11021 error will be received. In this case the DT Notification Type should be corrected.

4.1.2. 11018 – ‘<FR> Sender GLN Information Absent or Invalid.’: The GLN value of the stakeholder sent in the FR field must be a value of 13 characters and only consist of numbers. For GLN values which include letters or full stops or are not 13 characters this error code is returned. When this error code is received the FR field must be corrected.

4.1.3. 11020 – ‘The <PRODUCT> Information Has Not Been Entered in the <PRODUCTS>.’: In order to use the Product Verification Service, there should be at least one PRODUCT entered in the PRODUCTS field. Otherwise the 11020 error will be received.

4.1.4. 11039 – ‘The First 13 Digits of the Username Must be the Same as Your GLN.’: The username has been identified as the GLN + 4 digit user code, thus the sender GLN in the FR field must be the same as the first 13 digits of the username. Otherwise the 11039 error will be received.

4.1.5. 11013 – ‘<GTIN> Product Barcode Information Absent or Invalid.’: The GTIN’s of the products must be a value that consist of 14 characters and numbers only. GTIN values which include letters or full stops or are not 14 characters long will receive the 11013 error code.

4.1.6. 11036 – ‘The Batch Number (BN) of the Product is not Compatible.’: The BN values of the product must be between 1 to 20 characters long,  consist only of upper case letters and numbers. This error will be returned for BN values which are longer than 20 characters, consist of lower case letters or punctuation marks.

4.1.7. 11032 – ‘The Sequence Number Format is Invalid.’: The SN values of the product must be between 1 to 20 characters long,  consist only of upper case letters and numbers. This error will be returned for SN values which are longer than 20 characters, consist of lower case letters or punctuation marks.

4.1.8. 11001 – ‘This User Cannot Make Notifications for this Company.’: The user is deactivated. Deactivated users cannot use the product verification service.

4.1.9. 11901 – ‘This User is not Authenticated to Use this Service.’: The user is not authenticated to use this service by the main user. Therefore the user cannot use this service.

4.2 Errors Related To the Product

4.2.1. 10201 – ‘The Indicated Product is not Registered in Our System.’: The product does not exist in the system. The sent GTIN or SN number may be incorrect or the product may not have been manufactured yet. Another possibility is that the DataMatrix printed on the product may be wrong.

4.2.2. 10202 – ‘The Product Has Expired.’:  The product has expired. Product purchase, dispatch, consumption or exportation notifications cannot be made for products which have expired. The stakeholder cannot make any notifications related to the product when the 10202 error code is received. In cases when the product has expired, one can return a product, cancel a dispatch or cancel a turnover only if the 40006 warning code is received.

4.2.3. 10205 – ‘It is Banned to Dispatch this Product.’: The product is either deactivated or recalled. The stakeholder cannot make any operations on this product once this error message has been received.

4.2.4. 10207 – ‘This Product Has Been Exported Before.’: An exportation notification has been made for this product before. No operations can be done for products whose exportation notifications have been done.

4.2.5. 10224 – ‘This Product Has Been Dispatched by a Pharmacy.’: The product has been dispatched by a pharmacy other than the stakeholder making the product verification. The stakeholder making the verification cannot make any operations on this product. For the stakeholder to make any operations on this product, the pharmacy which has dispatched the product must make a dispatch cancellation notification and the stakeholder making the verification must either make a product return or turnover notification.

4.2.6. 10230 – ‘This Product Has Been Consumed.’: The product has been consumed by a hospital other than the stakeholder making the verification. No notifications can be done for the products whose consumption notifications have been done.

4.2.7. 10231 – ‘This Product Has Been Consumed by You.’: The product has been consumed by the stakeholder making the verification. No notifications can be done for the products whose consumption notifications have been done.

4.2.8. 10305 – ‘The Indicated Product is Registered on Another Stakeholder.’: The product is registered on a stakeholder other than the stakeholder making the verification. The stakeholder making the verification cannot make any operations on this product. For the stakeholder to make operations on this product, the stakeholder who owns the product must make a dispatch/turnover or product return notification to the stakeholder making the notification.

4.2.9. 10306 – ‘The Indicated Product is Registered on Another Manufacturer Company.’: The product is registered on another manufacturer company other than the stakeholder making the notification. The stakeholder making the verification cannot make any operations on this product. For the stakeholder to make operations on this product, the manufacturer company who owns the product must make a dispatch/turnover or product return notification to the stakeholder making the notification.

4.2.10. 10307 – ‘The Indicated Product is Registered on Another Pharmaceutical Wholesaler.’: The product is registered on another pharmaceutical wholesaler other than the stakeholder making the notification. The stakeholder making the verification cannot make any operations on this product. For the stakeholder to make operations on this product, the pharmaceutical wholesaler who owns the product must make a dispatch/turnover or product return notification to the stakeholder making the notification.

4.2.11. 10308 – ‘The Indicated Product is Registered on Another Pharmacy.’: The product is registered on another pharmacy other than the stakeholder making the notification. The stakeholder making the verification cannot make any operations on this product. For the stakeholder to make operations on this product, the pharmacy who owns the product must make a dispatch/turnover or product return notification to the stakeholder making the notification.

4.2.12. 10309 – ‘The Indicated Product is Registered on Another Hospital.’: The product is registered on another hospital other than the stakeholder making the notification. The stakeholder making the verification cannot make any operations on this product. For the stakeholder to make operations on this product, the hospital who owns the product must make a dispatch/turnover or product return notification to the stakeholder making the notification.

5. Product Verification With Examples

Let’s examine the steps that a Phase 2 product goes through from its production to consumption and the warning messages that a pharmaceutical wholesaler A will receive in every step.

Beginning with the moment that the product has been manufactured by the manufacturer company, the pharmaceutical wholesaler A will receive the 10306 error code. In this case the pharmaceutical wholesaler A will not be able to make any operations on the product.

When the manufacturer company sells the product to the pharmaceutical wholesaler A, the pharmaceutical wholesaler A will start receiving the 40002 warning code. In this case the pharmaceutical wholesaler A can only make product purchase notifications for this product. The pharmaceutical wholesaler A will have to make a product purchase notification before it can make dispatch, turnover, consumption or exportation notifications.

When the pharmaceutical wholesaler A makes a product purchase notification for this product it will receive the 40001 warning message. In this case the product is registered on the pharmaceutical wholesaler A. The pharmaceutical wholesaler A can make dispatch and exportation notifications for this product.

After the pharmaceutical wholesaler A sells the product to a pharmacy it will receive the 40003 warning message. In this case the pharmaceutical wholesaler A can only make a dispatch cancellation notification. In order to sell this product to another stakeholder it must make a dispatch cancellation notification first.

When the product is purchased by the pharmacy with a product purchase notification, the pharmaceutical wholesaler A will receive the 10308 error message. In this case the pharmaceutical wholesaler A cannot make any operations for this product. For the pharmaceutical wholesaler A to be able to make operations on this product, the product must be returned to the pharmaceutical wholesaler A by the pharmacy.

When the pharmacy returns the product to the pharmaceutical wholesaler A with a product return notification, the pharmaceutical wholesaler A will receive the 40003 warning message. In this case the pharmaceutical wholesaler A can only make a dispatch cancellation notification. In order to sell this product to another stakeholder it must make a dispatch cancellation notification first.

When the pharmaceutical wholesaler A makes a dispatch cancellation notification for a product it will receive the 40001 warning message. In this case the product is registered on the pharmaceutical wholesaler A. The pharmaceutical wholesaler A can make dispatch and exportation notifications for this product.

When the pharmaceutical wholesaler A sells the product to a hospital, it will receive the 40003 warning message again. In this case the pharmaceutical wholesaler A can only make a dispatch cancellation notification. In order to sell this product to another stakeholder it must make a dispatch cancellation notification first.

When the hospital makes a product purchase notification for the product, the pharmaceutical wholesaler A will receive the 10309 error code. For the pharmaceutical wholesaler A to be able to make notifications for this product, the product must be returned to the pharmaceutical wholesaler A by the hospital.

Let’s say assume that the product has been recalled from all levels. The hospital will return the product to the pharmaceutical wholesaler A since it will not be able to consume it. Before the hospital makes a product return notification, the pharmaceutical wholesaler A will receive the 10205 error. After the hospital makes the product return notification on the other hand, it will start to receive the 40005 error message. After the pharmaceutical wholesaler A makes a dispatch cancellation notification, it will continue to receive the 40005 error message as the product has been recalled. Only product return and dispatch cancellation operations can be made in case the 40005 warning message has been received. The pharmaceutical wholesaler A cannot sell the product to another pharmacy.  

After the pharmaceutical wholesaler A makes a product return notification to a manufacturer company it will receive the 10205 error code. This is because no product purchase notifications can be made for this product anymore. After this operation, the pharmaceutical wholesaler A cannot make any operations on this product.

After the manufacturer company deactivates the product, the pharmaceutical wholesaler A will receive the 10205 error code. Since the product has been deactivated, no stakeholder can make any operations on this product.