Apart from the fact that product master data has not been uploaded to the European Medicines Verification System – EMVS or that the product pack data has not been uploaded to EMVS, another root cause for the Alerts is represented by: Scanner Configuration Issues.

Scanner Issues

As a rule, what is encoded must be perfectly decoded, otherwise the person scanning the barcode will get different information from that which is encoded.

Any change, or attempt to interpret, the expiry date format may lead to the creation of an alert in the relevant NMVS. One major root cause of this issue is the interpretation contained in the Data Matrix Code. For example, at present some software and scanners being used by End-Users convert the expiry date e.g. ‘210600’ wrongly into other dates e.g. ‘210531’ or ‘210631’ etc. instead of sending the data as encoded in the Data Matrix Code (‘210600’) without alteration or change.

The most frequent issues caused by incorrect scanner/software set-up are:

– Character substitution – is usually the result of this type of scanner: the keyboard wedge; keyboard formats differ from country to country and therefore a keyboard wedge scanner set up for country A may pass different characters from a scanner set up for country B (characters are located in different locations on the keyboard, e.g.: switch between “z” and “y”).
Configuration and testing are vital to ensure that scanners are set up correctly especially where a keyboard method is used. All GS1 characters should be tested to ensure they decode correctly.
– Case sensitivity – if the scanner or software is not configured correctly it may change the character case of the letters, which may trigger an alert.
Scanners and software must not alter the case of the data.
– Data encoding order – order of data in the 2D Data Matrix Barcode is given by so called Application Identifiers (AI) which tell the scanning equipment what piece of data comes next.
– Negative Data Matrix barcodes – most modern scanners can be configured to read both positive and negative type of codes, even if they are set on a specific default when they are new.

If the scanner does not work (technical fault), the pack can be dispensed by entering its product code (PC) and serial number (SN) manually.

All End-Users using scanners should make sure the scanners are set up correctly and tested before use!