Bi-directional interface to material management systems - Cypro

The program for the preparation of cytostatic drugs. 

Bi-directional interface to material management 

systems 

In the Cypro drug manager and the integrated inventory management, information of active 

substances needs for preparation and material management data is stored, e.g. name of active 

substances, starches, trade name, batch names, stability of batches, stability of application ready 

solutions, characteristic data of active substances and trade names or batch stock amounts. 

Cypro can receive stock data from a external material management system using an existing 

bi-directional interface. 

First stock data of articles from the material management system is sent to Cypro. In return Cypro 

can send back used quantities in mg or parts of vials, manually or automatically. 

Data exchange from the material management and Cypro takes place with a configurable text file. 

Interface for sending the stock from the material 

management system to Cypro 

The material management system can send stock to Cypro. This will be automatically entered in 

the Cypro drug manager. 

For inserting stock and batch data, Cypro needs the following information: 

Needed Data Format in Format in 

Text-File Cypro- Database 

Trade name Varchar (70) Varchar (70) optional 

Article number Varchar (20) Varchar (20) obligatory 

Drug Code for trade Varchar (15) Varchar (15) A drug code number to optional 

name 

clearly identify drugs with 

starch and package, equivalent 

to the German DIN 

Starch Varchar (16) Numeric (15,4) optional 

Unit of starch Varchar (60) Varchar (60) optional 

Batch name Varchar (20) Varchar (20) obligatory 

Stock in single units of Varchar (9) 

a package 

Integer obligatory 

Stability Varchar (8) Date Value can be sent in format obligatory 

ddmmyyyy or yyyymmdd 

Price of single unit Varchar (16) Numeric (15,2) optional 

CIS healthcare Deutschland GmbH � Große Gänseweide 22 � 21423 Winsen (Luhe) � Germany 

Managing Director Norbert Beins, Clive Richardson � n.beins@cypro.de � www.cypro.de/EN 

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Interface for sending the stock from the 

material management system to Cypro 

The „Varchar”-datatype in Cypro is the same as the „Varchar2”-datatype in Oracle, „Numeric 

(precision, scale)” in Cypro is equivalent to „Number (precision, scale)” in Oracle, „Integer” in 

Cypro is equivalent to „Number (10)” in Oracle. 

Numbers in the text-file must be written with maximum of 4 places after the comma and a point as 

decimal separator. The starch or the stock can either be right- or left-aligned. 

The fields can either be written with fixed length (filled with configurable filling signs) or with variable 

length (separated with configurable field separators). The column „Format in Text-File” in the 

table above shows the maximum length of the fields. If fields with fixed width are used then the 

width can be reduced. 

Cypro don't stores completely new trade names, which are not already inserted in the Cypro drug 

manager, with active substance, starch, stability, etc. . Only batch and stock data of existing trade 

names in Cypro will be stored in the Cypro drug manager using this interface. Cypro needs for the 

correct preparation additional information like stability of application ready solutions in dependency 

of additional drugs, carrier solution, container material, storage conditions or medicament's characteristic 

data as additions or densities. As these information are not contained in material management 

systems, Cypro can't use data of articles that are not already existing in the Cypro drug 

manager. 

To clearly identify the trade names, Cypro uses the article number. Cypro assumes an article number 

is present only once in the system (inserting of double article number in the Cypro drug manager 

is however permitted). If this should not be the case the stock, which is sent, cannot be automatically 

inserted in Cypro. Cypro indicates an „Error list” and the pharmacists must insert the 

shown article manually. 

If the article number is not unique then also the drug code should be sent, as Cypro then uses 

both information to identify the right trade name. Cypro never uses the name of the trade name itself 

for identifying a data record. Additional data as named above can also be sent. Cypro uses 

this data for the pharmacist only for viewing, if a product is not already stored in the Cypro drug 

manager and must be inserted manually. 

Please consider that the drug code in the table above is unique for the combination of active substance, 

starch, trade name and package size. 

Double reading of the stock using the interface file is no problem as already read batches will be 

updated in the Cypro drug manager and not not inserted again. 





Examples for sending stock data to Cypro 

In the following exemplary stock data as they are being expected by Cypro is shown. All data is 

transmitted, also the optional data. The starch and package size are left-aligned, stock amount 

and price of single unit are right-aligned. As date format, „ddmmyyyy” is used. 

Numbers are written with a point as decimal separator. 

The following fields are transmitted: 

Data Field length Value 

Trade name 30 Ribofluor Ribosepharm 

Article number 20 AF5000 

Drug Code for trade name 7 6333547 

Starch 16 5000 

Unit of starch 4 mg 

Batch name 20 NC01 

Stock in single units of a package 9 17 

Stability 8 1072009 

Price of single unit 16 19,21 

Interface for sending the stock from the 

material management system to Cypro 

The data are expected line by line with or as line separator. Please consider that 

the value in column „Field length” can be modified in the Cypro options 





Interface for sending used quantities from 

Cypro to the material management system 

Cypro does not only note used quantities for each preparation, but also booking amounts for the 

material-management. The quantity of a vial, which can be booked, never exceeds the vial starch, 

entered in the drug manager, thus is independent of bottle over filling. 

Through it's mass orientated preparation type Cypro considers during preparation an over and 

under filling of the vials. But it can never be booked more, than in the vial is to be. 

Residues, which are rejected during preparation, are assigned to this preparation automatically. 

Manually rejected remainder vials are totally assigned to the last preparation, in which the vial was 

used. The booking amount of these remainders is totally added for the booking amount of the 

preparation. 

Prepared drugs can be booked in mg or in parts of vials, infusion containers and pumps will be 

booked in pieces. 

The booked quantities can be sent automatically on a specified time or can be sent by manually 

executing a „Send data”-command. To exclude specified prescriptions (e.g. for clinical trials) these 

one can be marked in Cypro's therapy manager. These prescription can then booked manually by 

using a printable booking report. 

Using Cypro's interface the data exchange takes place with a configurable text file. 

Configuring the booking file 



For sending booked amounts Cypro uses the from Baxter-ATC-Host for SAP-MM used interface. 

The data exchanged takes place with a text file with the following data fields: 

Field name Field length Real datatype Description 

Patient-ID 12 - 30 Varchar(30) Patient-ID from HIS 

Name, First name 20 - 62 2 concatenated Patient name and patient first 

fields with Varchar 

(30) 

name, separated by a comma 

Birth day 8 Date Format is ddmmyyyy or yyyymmdd 

Article number 1 - 20 Varchar (20) Article number of the trade name 

Booked amount 16 Numeric (15,4) Booked amount 

Fill field unlimited size Varchar Not used 



Cost centre number 10 - 20 Varchar (20) Cost centre number 







Field name Field length Real datatype Description 


Date of booking 8 Date Current date in format ddmmyyyy 

or yyyymmdd 

Preparation date 8 Date Format is ddmmyyyy or yyyymmdd 


As this is a text file all data is shown as varchar datatype. In column „Real datatype” the datatype 

in the Cypro database is shown. The „Varchar”-datatype in Cypro is the same as the „Varchar2”datatype 

in Oracle, „Numeric (precision, scale)” in Cypro is equivalent to „Number (precision, 

scale)” in Oracle. 

The booked amount must be written with maximum of 4 places after the comma and a point as 

decimal separator. It can either be right- or left-aligned. The patient ID and the cost centre number 

can contain alphanumerical signs not only numbers. 

The fields can either be written with fixed length (filled with configurable filling signs) or with variable 

length (separated with configurable field separators). The column „Field length” in the table 

above shows the length range of the fields. If fields with fixed width are used then the width can be 

reduced. 

The rows in blue colour contains obligatory data and must be included in the interface file. The 

rows with white colour includes optional data and can therefore excluded from the text file. Fields 

that are part of the Baxter-ATC-Host interface and are not used by Cypro are signed with „Fill 

field”. 

All data is grouped by patient (patient-ID, name, first name, birthday), cost centre number, article 

number and date of booking. 

All numeric fields can be right- or left-aligned. The patient ID and the cost centre number can 

contain alphanumerical signs, not only numbers. 





Examples for sending booking data 

In the following exemplary booking data as they are being sent by Cypro is shown. All data, except 

of the „Fill fields” is transmitted, also the optional data. The booking amount is right-aligned. As 

date format, „ddmmyyyy” is used. 

Numbers are written with a point as decimal separator. 

The following fields are transmitted: 

Data Field length Value 

Patient-ID 12 12345 

Name, First name 20 Test, Peter 

Birth day 8 17121958 

Article number 18 300686 

Booked amount 16 835.2641 

Cost centre number 10 9314400 

Date of booking 8 13082007 

Preparation date 8 18072007 



The data are expected line by line with or as line separator. Please consider that 

the value in column „Field length” can be modified. It's used for sending data with fixed field 

length. 

For variable field length with „I” as field separator, Cypro expects the following in the interface-file: 

12345|Test, Peter|17121958|300686|835.2641|9314400|13082007|18072007| 

For fixed field length with „X” as fill sign, Cypro sends the following in the interface-file: 

12345XXXXXXX|Test, PeterXXXXX|17121958|300686XXXXXXXXXXXX|XXXXXXXX 

835.2641|9314400XXX|13082007|18072007|

Bi-directional interface to material management systems - Cypro

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