Table of Contents

  1. Purpose & Scope
  2. Roles and Responsibilities
  3. Vendor Product Submission Requirements
  4. Vendor Submission Workflow & Approval
  5. Pharmacy/Partner Catalog Listing
  6. Fulfillment Workflow Overview
  7. Inventory Updates, Shipping, Exceptions, Post-Fulfillment
  8. Compliance Checklist & Support

NAPSGEAR PARTNER OPERATIONS MANUAL

Official Brand: Napsgear
Website (Official): napsgear.us.com

Page 1 — Purpose & Scope

1. Purpose

This manual consolidates Napsgear platform guidance for:

  1. Vendor product submission (photos, descriptions, pricing, inventory, and compliance documentation),
  2. Pharmacy/catalog listing from existing catalogs, and
  3. Order confirmation, inventory updates, and shipment through the platform’s fulfillment workflow.

It is intended to support consistent storefront accuracy, minimize order issues, and ensure listings meet required standards.

2. Scope

This manual applies to Napsgear:

  • Vendors submitting product information for storefront listings,
  • Pharmacies/partners listing items from catalogs,
  • Fulfillment participants responsible for confirming orders, updating inventory, and shipping per workflow requirements.

3. Document Use

Partners must follow the steps described here to ensure compliance, data accuracy, and fulfillment reliability.

Page 2 — Roles & Responsibilities

4. Roles and Responsibilities

4.1 Vendors (Product Submission)

Vendors are responsible for:

  • submitting accurate product information,
  • providing compliant documentation,
  • maintaining up-to-date pricing and inventory availability,
  • ensuring products offered match submitted compliance details.

4.2 Pharmacies/Partners (Catalog Listing)

Pharmacies/partners are responsible for:

  • accurately importing or listing items from catalogs,
  • ensuring catalog data (product identifiers, strength, pack size, pricing, availability) is correct,
  • maintaining catalog updates in line with scheduled or agreed cadence.

4.3 Fulfillment Participants (Order Handling)

Fulfillment participants are responsible for:

  • confirming orders in the platform,
  • picking/packing items accurately,
  • decrementing inventory appropriately,
  • shipping items and updating tracking and delivery statuses as required.

Page 3 — Vendor Product Submission Requirements

5. Vendor Product Submission (System & Fields)

5.1 System Access

  1. Vendors will be provisioned by Napsgear.
  2. Access is provided via role-based permissions.
  3. Vendors must not share credentials with third parties.

5.2 Required Product Information Fields

For each product, vendors must provide:

A. Product Media

  • clear, accurate product image(s) (legible and front-facing as applicable)
  • any required packaging views requested during submission

B. Product Details

  • product name
  • brand/manufacturer
  • dosage form (e.g., tablet, capsule, liquid)
  • strength / size / pack count (as applicable)
  • product description (accurate and consistent)
  • intended use/indications (only as permitted by policy/compliance requirements)

C. Pricing

  • unit price
  • currency
  • price validity rules (if time-based pricing is supported)

D. Inventory & Availability

  • inventory count (on-hand)
  • availability classification (immediate fulfillment vs. other supported states)
  • restock lead time (if supported/required)

E. Compliance Documentation
Upload required product-level compliance documents requested during onboarding or during submission. These may include (depending on product and jurisdiction):

  • authorizations/permits where applicable
  • labeling or regulatory documentation
  • other product-level compliance files required for listing approval

Compliance Requirement: Do not submit listings without required compliance documentation. Incomplete compliance packages may delay approval or cause rejection.

Page 4 — Vendor Submission Workflow & Approval

6. Submission Process (Step-by-Step)

  1. Sign in to the vendor portal / storefront system.
  2. Select Add Product (or Import Catalog if supported).
  3. Enter product details, pricing, and inventory.
  4. Upload required media and compliance documents.
  5. Review and submit.
  6. Monitor listing status updates (e.g., Pending Review, Approved, Rejected, Needs Changes).

7. Approval Criteria

Listings may be approved when:

  • all mandatory fields are complete,
  • media accurately represents the product,
  • pricing and inventory are provided and consistent with requirements,
  • compliance documentation meets policy requirements,
  • product details align with documentation.

8. Rejection Handling

If a listing is rejected:

  • correct flagged items,
  • ensure consistency across description, dosage/strength, inventory, and compliance documentation,
  • resubmit through the portal.

Page 5 — Pharmacy/Partner Catalog Listing

9. Pharmacy/Partner Catalog Listing (From Catalogs)

9.1 Listing Methods

Catalog listing may be performed via:

  • manual listing (per product),
  • bulk upload/import (spreadsheet/file),
  • API/catalog sync (if offered).

9.2 Catalog Data Mapping Requirements

Catalog data must map correctly to storefront fields, including:

  • product identifiers (name, brand, strength, dosage form, pack size)
  • pricing and currency
  • inventory quantity and availability status
  • compliance documentation references/uploads (as applicable)
  • images and description fields

9.3 Ongoing Catalog Maintenance

  • update catalogs on the agreed cadence,
  • correct mismatched mappings quickly (e.g., incorrect strength or pack size),
  • verify that catalog changes reflect only compliant items.

Page 6 — Fulfillment Workflow Overview

10. Order Confirmation & Fulfillment Workflow

10.1 Overview

After a customer places an order, Napsgear fulfillment requires:

  • confirmation,
  • inventory update,
  • accurate picking/packing,
  • shipping per platform workflow.

10.2 Order Confirmation

  1. Fulfillment participant receives a new order notification.
  2. Validate before confirming:
    • product availability,
    • correct items and quantities,
    • pricing authorization as shown at order time (where applicable).
  3. Confirm the order within the platform’s required confirmation window.
  4. If you cannot fulfill, follow the platform cancellation/out-of-stock workflow.

Page 7 — Inventory Updates, Shipping, Exceptions, Post-Fulfillment

11. Inventory Updates (Per Order)

  • decrement inventory for fulfilled quantities,
  • ensure inventory reflects available stock immediately after confirmation or according to workflow timing requirements.

12. Picking, Packing, and Labeling

  • pick items that match the order exactly,
  • pack securely to prevent damage,
  • use correct shipping labels and required platform documentation.

13. Shipping & Dispatch

  1. Ship according to the platform workflow and any agreed carrier/process requirements (if applicable).
  2. Provide tracking information after dispatch.
  3. Confirm shipment status updates until delivery is recorded in the platform.

14. Shipping Exceptions

If shipping is delayed or cannot be completed:

  • update order status in the platform,
  • notify Napsgear support if required by the fulfillment agreement/workflow,
  • ensure customers receive accurate timelines when communication is part of the process.

15. Post-Fulfillment Reconciliation

  • reconcile fulfilled orders against inventory,
  • follow the platform’s returns/refunds workflow if applicable.

Page 8 — Compliance Checklist & Support

16. Compliance Checklist (Recommended)

Before submission or fulfillment confirmation, verify:

  • product media is accurate and legible,
  • description matches the product and compliance documentation,
  • dosage form/strength/pack size are correct,
  • pricing is accurate and valid per policy,
  • inventory quantity matches actual availability,
  • required compliance documents are uploaded and current.

17. Support

For assistance related to:

  • product submission errors,
  • compliance questions,
  • catalog import issues, or
  • fulfillment workflow problems,

use the support channels provided in your onboarding materials and partner portal.

Official Website: napsgear.us.com