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For suppliers

Orders, shipments and recalls, in one supplier portal

Facilities on DawaTrack send you purchase orders. You confirm, ship, see each receiver confirm what arrived, and see where each of your batches went.

Apply as a supplier Supplier sign in

Example data.

  • Licensed pharmaceutical wholesalers
  • Authorized distributors
  • Pharmaceutical manufacturers
  • Licensed importers

Two ways to connect

Work in the portal, or from your own system

The supplier portal

In a browser, for your sales and finance team

Confirm orders, ship and declare deliveries, follow returns, trace batches and run recalls. Nothing to install.

Apply as a supplier

The Partner API

From your ERP or warehouse system

Receive new orders in your own system by webhook. Report batches and events, read a batch's distribution tree, run recalls and export EPCIS 2.0.

Read the API docs Get sandbox credentials

Order to delivery

From a facility's order to a confirmed delivery

  1. Order arrives

    A facility sends a purchase order. It appears on your list without a reload.

  2. Accept or reject

    Accept it, or reject it with a reason. The facility sees the outcome.

  3. Declare delivery

    Quantities per line, a delivery date, and the carrier and tracking reference.

  4. Facility receives

    Its goods received note records your batches, and your batch trace grows.

  5. Receipt confirmed

    Each line answered: received, short, damaged or refused, as GS1 receiving advice.

  6. On the trace

    Your batch trace shows who holds the stock, so a recall reaches them.

Each of these steps can also reach your own system as a webhook. See the webhook events.

Webhooks

Receive orders in your own system

DawaTrack can send each order to your ERP or order system the moment a facility sends it, with every line. Confirmations, deliveries, receipts, returns and recalls follow the same way, and so does each receiver's confirmation of a shipment you sent.

Orders

  • order.created
  • order.confirmed
  • order.rejected
  • order.cancelled
  • order.delivery_declared
  • order.received

Returns

  • return.shipped
  • return.confirmed

Shipments

  • consignment.received
  • consignment.not_confirmed

Recalls

  • recall.issued
  • recall.escalated
  • recall.acknowledged
  • hold.lifted
POST https://your-erp.example.com/dawatrack-webhooks
X-Dawatrack-Event-Type: order.created
X-Dawatrack-Event-Id: 3f2b8c1e-…
X-Dawatrack-Timestamp: 1794067200
X-Dawatrack-Signature: sha256=5c0e…

{
  "po_number": "PO-000317",
  "pharmacy_name": "Pharmacy A",
  "status": "SENT",
  "expected_delivery": "2026-10-14",
  "total_amount": "75000.00",
  "currency": "KES",
  "items": [
    { "medicine_name": "Amoxicillin 500 mg capsules",
      "supplier_sku": "AMX500",
      "quantity_ordered": 3000, "unit_price": "15.00" },
    { "medicine_name": "Paracetamol 500 mg tablets",
      "supplier_sku": "PCM500",
      "quantity_ordered": 2000, "unit_price": "15.00" }
  ]
}

Example data, shortened. The API docs list every field.

  1. 1We link your API credentials to your supplier account, so only your own orders reach you.
  2. 2Register your URL and the events you want with POST /webhooks/.
  3. 3Send yourself a test event with POST /webhooks/{id}/test/.
  4. 4Check each signature with your secret. A delivery that fails is tried up to five times over about 15 hours, and every attempt shows in the delivery log.
Webhook docs

What you get

Every feature in the supplier portal

Purchase orders

Orders from facilities that buy from you on DawaTrack.

  • The order list refreshes every 15 seconds, with a notice for each new order
  • Each order in full, line by line
  • Accept an order, or reject it with an optional reason
  • Declare delivery: confirmed quantities, delivery date, carrier and tracking reference
  • Your confirmation shows on the facility's own order
  • Each new order, and every change to it, can be sent to your own system by webhook

Returns

Stock a facility sends back to you.

  • Each return in full, with its batch and quantities
  • Confirm receipt with your credit note reference, and the facility's record updates

Catalogue

What you sell, and at what price. Facilities search it when they build an order.

  • Browse the shared medicine list by category, and price many items at once
  • CSV import with your SKU, unit price, pack size and minimum order
  • Add a medicine that is not on the shared list yet
  • Mark items available or unavailable, edit them, or delete several at once

Batch trace

Where a batch you supplied went.

  • Every facility that received the batch from you
  • Facilities further along, reached through wholesale resale
  • Sold and on-hand figures for each facility, refreshed in place
  • Start a recall straight from the trace

Recalls

Each step is shown in the recall timeline below.

  • Class I, II and III recalls, and Caution in Use alerts
  • One recall can cover several batch numbers
  • Acknowledgements and recovered quantities from each facility
  • PPB defect notification, progress report and reconciliation documents

Facility map

Where facilities on DawaTrack are.

  • A map of the active facilities on the platform
  • Helps you decide which areas to serve next

Partner API

For manufacturers and distributors connecting their own systems.

  • OAuth2 client credentials, with access limited by scope
  • Products, batches, single and bulk events, and serialized units
  • Packing units into cases by SSCC, and unpacking them
  • Authorize a contract packer to pack your units
  • Recalls, recall drills, affected facilities and recall reports
  • EPCIS 2.0 export of a batch's events
  • Signed webhooks for new and cancelled orders, deliveries and receipts, returns and recalls, with a test event and a delivery log
  • A sandbox with demo data, issued without review

Recalls

A recall, step by step, after the PPB guidelines

Each step follows the Pharmacy and Poisons Board guidelines for recall and withdrawal of health products. DawaTrack prepares the documents. You send them to PPB through the channel PPB accepts.

See public recalls

  1. See the reach first

    From the batch trace, the recall form lists every facility it will reach, including those reached through resale.

  2. Issue it with a severity class

    Class I, II or III, or Caution in Use. Facilities holding the batch are notified, and the batch is quarantined at each one, except for Caution in Use.

  3. Follow up until acknowledged

    Facilities that have not acknowledged are notified again, sooner for more severe classes.

  4. Tell PPB

    Download the defect notification as a PDF, mark PPB as notified, and record PPB's reference number when it is assigned.

  5. Progress report

    The guidelines ask for a report within 2 weeks of the recall. DawaTrack compiles it from the recall's own records.

  6. Reconciliation

    Supplied against recovered quantities for every notified facility, due within 4 weeks of the recall.

  7. Close the recall

    Attach any closing documents, such as the investigation report, corrective action plan or destruction certificate.

Partner API

Read where a batch went, from your own system

The distribution tree in the portal is also available over the API, with sold and on-hand figures for each facility.

batches:read events:write recalls:write webhooks:manage
Read the API docs 
GET /partner-api/v1/batches/06164004321562/BTH-2026-041/tree/
Authorization: Bearer <access token>

200 OK
[{
  "notice": {
    "pharmacy_name": "Pharmacy C", "hop": 1,
    "quantity": 2600,
    "quantity_sold": 2200, "quantity_on_hand": 400
  },
  "children": [{
    "notice": {
      "pharmacy_name": "Wholesaler D", "hop": 2,
      "quantity": 1800,
      "quantity_sold": 1200, "quantity_on_hand": 600
    },
    "children": [ … ]
  }]
}]

Example data, shortened. Pharmacy C sold 2,200, including 1,800 resold to Wholesaler D. The docs list every field.

Getting listed

Apply, get reviewed, start receiving orders

  1. 1

    Apply

    Your company details, licence numbers and documents. Entering your PPB licence number fills in details from the PPB register where it can.

  2. 2

    Review

    The DawaTrack team checks your application and documents. Until it is approved, you see a holding page.

  3. 3

    Go live

    Add your catalogue. Facilities can then find you and send you purchase orders.

What the application asks for

  • PPB licence or certificate
  • KRA PIN certificate
  • KRA tax compliance certificate
  • Certificate of incorporation or business registration

It also asks for your business type, address, PPB licence number, KRA PIN, registration number, GS1 company prefix length, and a contact person.

Sell to facilities on DawaTrack

For licensed wholesalers, distributors, manufacturers and importers.

Apply as a supplier Supplier sign in