Batch and expiry on the invoice line when recorded, the earliest-expiring batch picked for lines where you have not chosen one and an unexpired batch with stock is on record, near-expiry stock flagged so you can return it to the principal, and a credit limit per chemist with their drug licence on the invoice.
What you set up
Pharmaceutical distribution businesses run on the Business plan, which turns on 38 modules:
- Invoices & clients
- Retail till & shops
- Reports & books
- AI assistant
- Investments & 80C
- Income tracking
- GST & returns
- TDS returns
- Bank reconciliation
- Recurring rules
- Projects
- Time tracking
- Loyalty programme
- Inventory & stock
- Online store
- Sales & purchase orders
- Couriers & parcels
- Manufacturing
- Fixed assets & depreciation
- Site visits
- Records
- Items catalog
- Forms & lead capture
- QR & tracking
- CRM & deals
- Email & sequences
- Consent & compliance
- Accounts & unified Inbox
- Cost centres
- Approvals & automation
- Developers & API
- Public API & webhooks
- Campaigns & UTM
- Landing pages
- Website chatbot
- Partner programs
- Commission ledger
- Commission statements
Turn any of these off if you don't need them - see setting Finocket up for your trade for the two decisions worth getting right on day one.
What you'll do day to day
Batch and expiry on the invoice line
Signed in as a staff member, open /invoices/new. Bill Shree Krishna Medical: a line with no batch chosen takes the earliest-expiring batch on record (FEFO); batch no. and expiry print on the invoice when recorded.
Return it before it expires
Signed in as the owner, open /inventory. Near-expiry and expired batches, batch by batch, in the Expiry & Returns cage; prepare a return claim for the principal.
Credit limits that hold
Signed in as a staff member, open /outstanding. Chemist-wise outstanding against limits; a chemist over the limit is warned, or held where your approval rule says so.
Cold chain is a separate location
Signed in as a staff member, open /inventory/bins. Insulin lives in the 2-8°C room; rack/bin codes in the main godown; stock by bin.
Interstate supply with e-way bill
Signed in as the owner, open /gst/returns. Dahod (Gujarat) invoice goes IGST, e-way bill on the invoice, reported in GSTR-1.
The rep's beat, offline
Signed in as a staff member, open /visits. Ujjain-Dewas beat visit logged by voice with no signal; syncs later with the order.
An Indore pharma distributor returning stock before it expires
Before: Batches picked by whoever was in the godown, near-expiry stock found at the audit, and chemists over their limits.
With Finocket: FEFO on every invoice line, a returns cage for near-expiry and expired lots, bins in the main godown, and credit limits per chemist.
(Sample business: Medilink Pharma Distributors, a demo pharmaceutical distribution workspace in Indore, Madhya Pradesh - not a real customer.)
Next
See how Finocket fits your trade for the same use cases with the case study in full, or bring your existing books across if you're switching from another system. Running this on a phone at the counter and a desktop at month-end? See what each device is best for.
Circulars to licensed trade
When the pharma distribution pack is switched on for your workspace, open Inventory and tap Pharma distribution. The Circulars to licensed trade section is where you tell chemists about a price change, a scheme or a near-expiry offer.
- Write one. Pick the Type (Price change or Scheme), an optional Valid until date, a Title and the Message, and tap Save draft. A draft cannot be edited afterwards, so check the wording before you save.
- Publish it. Tap Publish on a draft and confirm with Yes, publish. The circular is offered to the customers who have a licence recorded with a valid date, and the row then says how many licensed customers it was offered to. If no customer has a licence recorded, it cannot be published.
- Close it. Tap Close on a published circular when the offer ends.
- Draft an offer from the expiry list. In the expiry section above, Offer a batch to licensed trade lists batches with stock that expire within 90 days. Draft offer saves a near-expiry circular naming the product, batch, stock on hand and expiry date, valid until that expiry date. It states no price, and a draft cannot be edited yet, so a rate cannot be added to it. To offer a rate, save your own circular with the rate in its message.
Publishing does not send anything by itself today. Messages go out only when your journeys are live; until then, a published circular is a record of what you offered and to how many customers. Circulars also need a setup step on your workspace; until it is done, the section says circulars are not set up yet.
Load a manufacturer's rate list
On the Pharma distribution page, the Manufacturer rate list (PTR and PTS) section reads a CSV or Excel file with one row per item: its name or SKU, and columns called PTR and PTS. Choosing a file saves nothing. It shows how many rates are ready, and each row it could not use with the reason: no item with that SKU or name, more than one item with that name, no rate, or a rate that is not an amount. Tap Save these rates to write them to two price lists named PTR and PTS, created if you have none. Choosing the same file again sets the same rates again, so a row that failed can be retried.
Parts made for your trade
Each part below opens only where it is switched on for your workspace. Ask your administrator if one is missing.
- Buyer's drug licence on file
- Batch and expiry on every line
- Medicine master
- Licence numbers on the memo
- Dispatch details
- Customer type and credit days
- Stock tracked in boxes
- Godown and accounts roles