Pharma Distributor Billing Software with Batches, Expiry and Credit

On each purchase bill line, enter the batch number, expiry as MM/YY, MRP and any free (scheme) quantity. Each batch keeps its own stock and MRP. On the sale invoice the nearest-expiry batch is taken automatically when the bill is saved, or you pick a batch on the line — a chemist who wants a longer expiry gets it. Expired batches cannot be sold. Batch and expiry print under each item, with your drug licence numbers on the invoice.

• Batch, expiry, MRP and free quantity on purchase
• Nearest expiry first, or pick a batch
• Expired batches blocked
• Drug licence numbers on invoices

The near-expiry report lists batches expiring within your window — 90 days by default, change it to match the companies' return rules — with quantity and value. Return them to the supplier with a debit note while it still counts, rather than writing them off later. The expired-stock report shows what must come off the shelves.

• Near-expiry report with your window
• Expired-stock report
• Debit notes for purchase returns
• Batch stock report

Give each chemist a credit limit; a bill over it is stopped unless the owner overrides. Record payments in parts by cash, UPI, cheque or bank, against the bills they are for. Pick the salesman on each invoice and the Sale By Salesman report shows what each one sold, collected and still has outstanding; receivable ageing shows which retailers are 60 or 90 days late.

The statement link lets a chemist see their own ledger on the phone, so month-end disputes are settled from the same figures.

• Credit limit per retailer
• Part payments against bills
• Salesman sales and collections
• Receivable ageing and statements

Upload GSTR-2B from the portal each month and see which company invoices are matched, missing or different, before claiming input credit. E-way bill numbers you generate on the portal are recorded against invoices with the vehicle. GSTR-1, GSTR-3B and the HSN summary come from the same bills, and the books can go to your CA as a Tally XML.

Every bill posts to real double-entry books as you sell: sales, GST output tax, cash, bank and the customer ledger. Purchases do the same on the input side, so GSTR-1, GSTR-3B and the HSN summary are ready for any month and your accountant gets a trial balance that balances.

We would rather you know before you sign up:

• Separate PTR / PTS price lists — each item has one retail and one wholesale price
• Free (scheme) quantity on sales invoices to chemists — use a discount
• A credit note does not put returned quantity back into its batch automatically
• Expiry claims to companies as their own document — use a debit note