Pharmaceutical · Lyophilisation · Quality control
Batch traceability in a pharmaceutical environment :
a day under total control
Specialised lyophilisation production site. High quality requirements. Mandatory batch traceability. Systematic controls. Regular audits.
Here, a traceability error is not acceptable.
It can invalidate an entire production run.
GSE-Web for the pharmaceutical industry, at a glance
GSE-Web is an online stock management software that traces every batch, from quality control at receipt to its last withdrawal. It is designed for laboratories and production sites handling raw materials, active ingredients and components, and replaces spreadsheets, binders and paper forms. The complete history of a batch can be found in a few seconds.
- Quality control at receipt: each batch can be quarantined, released or rejected, and a blocked batch cannot be issued to production.
- Batches and expiry dates: an internal batch number is assigned at receipt, and withdrawals take the batch that expires first.
- Goods in and out in decimal quantities, to the gram, with each withdrawal linked to its batch and its reason.
- Permissions per user (more than 60, assigned by group) and an unalterable audit log from the ENTERPRISE plan.
- Labels with a barcode or QR code, and batch scanning on a smartphone or handheld terminal, even without a network.
- Pricing: from €199 excl. VAT per year for one user (PRO plan) and €500 excl. VAT per year for a team of 5 (TEAM plan); free online demo. See pricing.
Stock management software & compliant traceability
for regulated environments
This story is inspired by the real daily life of a pharmaceutical production site using GSE-Web. It illustrates how a stock management software with batch traceability secures every step, from QC to audit.
Strict quality
Systematic controls
Tracked batches
From A to Z
Managed statuses
Blocked / Released
Audit-ready
At all times
A day under regulatory constraint
Camille, quality manager, arrives on site. Her priority is not logistical — it is regulatory. In a pharmaceutical environment, the question is never 'how many units do we have?' but 'can we prove the conformity of each batch?'
« I must be able to prove, at any moment, where each batch comes from, whether it has been controlled, whether it is compliant, and where it has been used. »
Origin of each batch — supplier, receipt date
Fate — consumption, sampling, reintegration
Control — QC sampling, result, status
Compliance — released, blocked, pending
Use — by whom, when, for which production
The system is already structured: nothing is left to chance
In GSE-Web, everything is configured upstream. Each product has controlled behaviour, defined by its business characteristics :
Defined nature
ACC, ACL, CompC, CompL, MPC, MPL… each category has its rules
Storage type
Ambient, positive cold, negative cold — controlled conditions
Expiry status
Perishable or not — automatic alerts on expiry dates
QC requirement
The system knows which products require control before release
Reception of a new batch: traceability starts here
A new product enters stock. At reception, GSE-Web automatically generates a unique internal batch number. This batch immediately becomes traceable in the system.
Automatically generated batch
8:13 am — The batch enters the quality process
This product requires quality control. Part of the batch is sampled for analysis. This withdrawal is not informal — it is recorded, traced, historised.
QC result :
the batch changes status
The control result determines the fate of the batch. GSE-Web manages both scenarios with absolute rigour.
- The batch status changes to « Released »
- It becomes available for production
- The status change is historised
No ambiguity. The batch is usable in full compliance.
- The batch is blocked in the system
- Impossible to use in manufacturing
- Impossible to withdraw for production
The system secures the process. No non-compliant batch can be consumed.
Production: controlled use of validated batches
In production, operators use only validated, traced and available batches. Every withdrawal is recorded, linked to the source batch and historised. No 'invisible' consumption is possible.
11:19 am — Extreme precision
In pharmaceutical environments, quantities are not approximate. GSE-Web manages quantities with decimals — essential for per-gram tracking of raw materials and active pharmaceutical ingredients (APIs).
2:06 pm — Adjustments and reintegrations
An adjustment is needed? A portion is reintegrated into stock? Every movement is traced, history is preserved, stock consistency is maintained. Nothing disappears. Nothing is vague.
Movement traced
History preserved
Consistency maintained
Printing compliant labels: perfect alignment
The site uses a dedicated server, interfaced with a professional printing solution. Every label is generated with the correct batch information, correct statuses and correct storage constraints.
Batch information accurate and up to date
Compliance statuses reflected on the label
Storage constraints clearly identified
Perfect alignment between system and field. What the label says exactly matches what GSE-Web says. Zero discrepancy, zero risk of error.
« Can you retrace the complete history of this batch? »
An auditor asks the question. In GSE-Web, everything appears in a few seconds :
Complete history of batch LOT-2026-03-0847
Stock entry — Supplier receipt
Sampling for quality control — 12.5 g
QC result: COMPLIANT — Batch released
Production withdrawal — 147.35 g — Operator J. Martin
Partial reintegration — 23.10 g
Remaining stock: 863.25 g — Status: Released
Complete, structured, exploitable view. The system carries compliance.
« 4:45 pm — No stress, no searching. Before, it was multiple files, inconsistent data, human dependency. Today, the proof is already there. »
From fragile to irreproachable traceability
Before: fragile traceability
- ✕
Partial batch tracking
Unrecorded movements, informal samples, gaps between the system and reality.
- ✕
Risk of human error
Traceability depends on individuals, habits, post-its. The system does not protect against oversight.
- ✕
Difficulty proving
Reconstructing the history of a batch takes hours. Data is dispersed across files and spreadsheets.
- ✕
Potential non-conformities
A non-compliant batch can slip through the net. The consequences can be dramatic.
With GSE-Web: irreproachable traceability
- ✓
Complete batch traceability
Every movement is recorded automatically. The history is complete, from the first gram to the last.
- ✓
Blocked / released status management
The system forbids the use of a non-compliant batch. Safety is structural, not behavioural.
- ✓
QC tracking
Samples traced, results recorded, status changes historised. The QC process is integrated.
- ✓
Decimal quantity precision
Essential in pharma. Every gram is tracked, every adjustment is documented.
What the company has observed
After several years of daily use, the results speak for themselves.
Used daily
The system is adopted by all teams — production, quality, warehouse — without resistance.
Audits passed successfully
Quality audits are passed serenely. Evidence is available immediately, without preparation.
Certifications maintained
Without complicating the work of teams. Compliance is integrated into the process, not added on top.
« We know exactly where every batch is. »
— Storekeeper
« We find everything immediately. »
— Quality manager
« We are serene during audits. »
— Site director
« The system secures our processes. »
— Production manager
Frequently asked questions about pharmaceutical batch traceability
Which stock management software can trace batches at a pharmaceutical site?
GSE-Web is an online stock management software that follows every batch from receipt to its last withdrawal: quality control, blocked or released status, expiry date and decimal quantities. It is designed for laboratories and production sites that want to replace spreadsheets and binders with a single history, searchable in seconds.
How are quality control and batch release handled at receipt?
In GSE-Web, a received batch can be quarantined, released or rejected at receipt. A blocked batch cannot be issued to production, and every status change is recorded in the history. Samples taken for analysis are entered as withdrawals, with their quantity and reason.
How much does GSE-Web cost for 15 users with the audit log?
The audit log is included from the ENTERPRISE plan: €1,200 excl. VAT per year for 10 users, plus €120 excl. VAT per year for each additional user, i.e. €1,800 excl. VAT per year for 15 users. With dedicated hosting (CORPORATE plan: €2,400 excl. VAT per year for 10 users, plus €240 excl. VAT per year for each additional user), the total is €3,600 excl. VAT per year.
Can batches be scanned at receipt and in production with a smartphone?
Yes. The GSE-Web app for Android and iOS reads barcodes and QR codes with the camera of a smartphone or tablet, or with a handheld terminal. Goods in and out remain possible without a network: they are stored on the device and synchronised when the connection returns.
Who can change stock data, and how are changes traced?
Each GSE-Web user receives specific permissions (more than 60, assigned by group) and can be restricted to certain storerooms. Every movement records its author, date and quantity, and from the ENTERPRISE plan an unalterable audit log completes this history. This complete history makes it easier to prepare for an audit; data is hosted in France, by OVH.
And you? Can you today…
- → Trace a batch from A to Z in a few seconds?
- → Prove its compliance without searching?
- → Guarantee that no non-compliant batch is used?
If the answer is not 100% yes…
GSE-Web is built for that.
Demo reset every day · No commitment · French support
Stock management & batch traceability software for demanding environments — Reliability · Compliance · Traceability · Performance