İTS Order Picking in Warehouse Management Systems (WMS)

In pharmaceutical and medical product logistics, order picking operations require a higher level of precision than traditional warehouse processes. This is because errors not only generate costs but also directly impact patient safety, regulatory compliance, recall management, and institutional reputation. In Turkey, within the scope of the Pharmaceutical Tracking System (İTS), which ensures the traceability of pharmaceuticals on a batch basis, the identity, movement, and matching order line of each product leaving the warehouse must be managed correctly. Therefore, İTS Order Picking is handled within the WMS using "special rules" and "special validations".

İTS order picking encompasses the entire process, starting from the order's entry into the WMS, including appropriate lot/serial/expiration date (FEFO) selection, product serial number verification, box/packaging unit relationships, post-picking inspection, serial-based registration at shipment, and traceability when necessary. You can access Centra's relevant solution page here: İTS Order Picking (Centra WMS).

Why is İTS Order Picking with WMS Critical?

1) What is İTS Order Picking? How does it differ from classic picking?

In traditional warehouses, order picking primarily focuses on "correct SKU + correct quantity" accuracy. In warehouses using the Pharmaceutical Track and Trace System (İTS), this accuracy is enhanced to "correct SKU + correct quantity + correct serial number." Since İTS requires each sales unit (box) to be tracked with a unique serial number, reading, verifying, and linking the serial number of each box to the order line becomes critical during picking.

The main objectives of İTS picking.

• 100% accuracy and traceability on a serial basis.
• Lot and expiry date management in accordance with FEFO/FIFO rules.
• Validation layers that instantly prevent errors during the collection process.
• Fast trail tracking during recall and audits
• Compliance with cold chain and special storage conditions.

Operational result

İTS-compliant picking, when properly designed, doesn't result in "slower" progress in the warehouse, but rather "more controlled and faster" progress. This is because error correction and return costs are prevented from the outset thanks to systemic verifications.

2) Risk Areas Affected by Picking in İTS Compliance

The most critical risk in İTS (Pharmaceutical Track and Trace System) processes is serial number errors: incorrect serial numbers, unreadable serial numbers, duplicate serial numbers, or serial numbers that do not match the order line… This situation leads to both regulatory non-compliance and acceptance problems on the customer side. Furthermore, serial number verification becomes a security layer in the operation in combating the risk of counterfeit/smuggled products.

The consequences of improper series management.

• The product shipped was not accepted by the recipient.
• Increased return and reshipment costs
• Errors in İTS notifications and operational penalties.
• The question "which series went where?" is often answered late during recall processes.

Cold chain and sensitive products

For products such as vaccines, biotechnology products, or heat-sensitive drugs, product safety can be compromised when picking times are extended. WMS optimizes this time by scheduling and prioritizing such orders in separate waves.

3) İTS Order Picking Process: End-to-End Flow

İTS-compliant order picking begins when the order is received by the WMS, continues with serial number verification, and concludes with serial number-based records at the dispatch stage. Since every step of the process is recorded, an audit trail is created, making the operation controllable.

Example process flow

• The order is placed in a pool and prioritized based on SLA/product type.
• Allocation: Appropriate lot/expiration date (FEFO) and stock allocation is performed.
• A picking task is created (zone/batch/discrete strategy)
• The operator collects the items by scanning the location, product, and serial number barcodes.
• Post-assembly check: serial list, line match, missing/excess verification.
• Packaging/packaging: serial number association with parcel ID
• Staging and dispatch: dispatch documents + serial-based record closure

Serialization logic

In İTS picking, the answer to the question "which boxes were selected?" is given by the serial list. WMS links this list to the order lines, facilitating subsequent tracking and recall processes.

4) FEFO, Lot and Expiration Date Management: Rule Sets Working with İTS

While the Pharmaceutical Tracking System (PTS) provides traceability on a batch basis, shelf life and lot management are also natural components of pharmaceutical logistics. Therefore, WMS must apply the FEFO (First Expired, First Out) rule during picking, remove products with approaching expiration dates first, and comply with the customer's acceptance criteria.

Good practices in SKT management

• Customer-based minimum shelf life rule (e.g., at least 6 months remaining until expiration date)
• Warnings and campaigns/prioritization for products with approaching expiration dates.
• Lot-based blocking: preventing inappropriate lots from being collected.
• Lot-serial match record for recall scenario

Effect on collection speed

If FEFO is not properly configured, operators will be scattered across different locations, increasing picking time. Therefore, the FEFO rule should be optimized in conjunction with warehouse slotting and location management.

5) Barcode Verification: Location + Product + Serial Triple Check

The fundamental mechanism that reduces errors in İTS order picking is three-factor authentication: the operator first scans the location barcode, then the product barcode, and finally the serial number barcode. The system matches these three pieces of data; it stops the process if there is an incorrect location, incorrect product, or incorrect serial number. Thus, the error is detected "at the time of picking," not "at the shipping gate."

Verification layers

• Location verification: correct shelf/compartment selection.
• Product verification: correct SKU/GTIN match
• Serial verification: unique serial number, no duplication, and order line consistency.

Operational recommendation

To reduce the burden of serial scanning in high-volume picking, using serial "batch reading" (where applicable) at the carton/pallet level and ergonomic handheld terminals increases efficiency.

Centra WMS İTS Order Picking: Functions, KPIs, and Implementation Guide

6) Task-Based Picking: Zone, Batch, and Precise Product Waveforms

İTS picking becomes congested in the field if it is not structured on a task-based approach. WMS divides orders into jobs using strategies such as zone/batch/discrete. Planning cold chain, controlled substance, or high-value products in separate waves increases both coordination and speed.

A brief guide to choosing a strategy.

• Discrete: low volume, highest accuracy.
• Batch: Picking multiple orders from the same locations reduces walking distance.
• Zone: The warehouse is divided into zones, balancing the workload.
• Cold chain surge: time-windowed planning to shorten transit times.

Exception management

For situations such as "serial unreadable," "serial barcode damaged," and "product not found," an exception flow should be defined in the WMS: decisions such as alternative serial/lot selection, quality inspection, backordering, or partial shipment should be systematized.

7) Packaging and Parcel Association: Serial-Parcel Linking and Shipping Integrity

In İTS (Pharmaceutical Track and Trace System) processes, not only serial-order matching but also serial-package relationships become important. Especially in B2B shipments, the recipient may want to know which serial numbers are in which package without opening the package. WMS (Warehouse Management System) identifies the package at the packing station and links the serial numbers inside to the package. This strengthens shipment integrity and reduces the risk of loss and mix-up.

Critical checks at the packaging station.

• Production of parcel labels (parcel number, order number, customer)
• Combining the series into the package (scan-pack-verify)
• Missing/excess row check
• Custom transport icons and warning labels.

Consolidation (multiple parcel orders)

If an order is to be shipped in multiple boxes, each box must be tracked within the order's integrity (e.g., 1/4, 2/4). WMS can define rules in the staging area that will not allow shipment until all boxes are complete.

8) Traceability and Audit Trail: Preparing for Recall Scenarios

İTS compliance refers not only to daily operations but also to the ability to manage extraordinary situations. In cases such as recalls or suspected counterfeit products, it is necessary to quickly determine which customer received which batch/lot on what date. WMS records reduce this process to minutes by providing batch-based movement history and transaction logs.

Record samples requested during audit

• Input and output movements on a serial basis
• Order-line-serial matching reports
• User, date, time, and device-based transaction logs.
• Quarantine/rejected/returned serial records

Operational benefit

This transparency strengthens regulatory compliance and builds trust with both clients and institutional authorities.

9) Integration Logic: Order, Shipment and İTS Notifications

İTS processes are generally not limited to in-warehouse operations; certain movements need to be reported to external systems. Therefore, it is critical that WMS manages order and shipment records in a way that is consistent with serial lists and shipping documents. On the integration side, the goal is for the system to "report what the field operation did."

Critical points for integration.

• Correct GTIN/SKU match of order lines
• Keeping the series pool up-to-date and free of duplication.
• Closing of the serial list upon dispatch (full agreement)
• Tracking reverse actions in exceptional circumstances (returns, cancellations)

Recommendation in terms of quality.

To reduce integration errors, performing end-to-end testing in a scenario-based environment (normal shipment, partial shipment, cancellation, return, damage) increases deployment success.

10) KPIs and Continuous Improvement: Managing İTS Picking Performance

If İTS order picking processes are not measured, bottlenecks in the field remain invisible. Metrics such as serial verification errors, picking cycle time, FEFO compliance rate, and return rates can be monitored via WMS. These KPIs are used to improve both operational efficiency and compliance quality.

Example KPI set

KPI Definition What does it show?

Serial Verification Error Rate Error rate due to incorrect/unreadable/duplicate serial numbers. Label quality and process discipline

Picking Cycle Time The time from task initiation to collection completion Operational efficiency

FEFO Compliance Rate According to SKT, the correct batch collection rate. Shelf life management success

Referral Acceptance/Rejection Rate The rate of shipments rejected by the customer due to serial/document issues. Compatibility and matching quality

Recall Preparation Time Time to extract the movement history of a specific series. Traceability maturity

Quick start plan for the application.

• Clarify the product groups and serial/lot/expiration date requirements within the scope of the Turkish Tracking System (İTS).
• Define FEFO (Featured Forever) and customer minimum shelf-life guidelines.
• Make three-factor authentication (location + product + serial number) mandatory during aggregation.
• Establish a serial-package linking standard at the packing station.
• Design exception flows (unreadable batches, damaged labels, partial shipments).
• Select your KPI set and start a weekly improvement cycle.

Order picking (IDS) is one of the most disciplined areas of WMS; when properly designed, it simultaneously increases both regulatory compliance and operational efficiency. To learn more about the Centra approach: Centra WMS İTS Order Picking.