Pharma distribution software built around batches, expiry and party licences
Medical distribution is an inventory problem wearing an accounting problem's clothes. The margins are thin, the SKUs are many, and the details that matter — which batch, expiring when, at what MRP, sold to a party holding which licence — are exactly the ones a general ledger was never designed to hold.
Medical wholesalers and distributors
This page is for the business between the manufacturer and the chemist: buying in bulk, breaking it down, selling on credit to a long list of parties, and carrying the consequences when a batch is missed or a licence has lapsed.
- Medical and pharma wholesalers supplying chemists, clinics and hospitals
- Distributors holding the same item in several batches at several MRPs
- Businesses with stock in more than one godown or branch
- Companies where goods often leave before the supplier's bill has been entered
- Owners who want the expiry exposure visible now, not at stock-take
The details this business actually turns on
Everything below is part of Easyy Accounting ERP rather than a pharma edition of it. They are the features that matter most to distribution, and they are what a medical wholesaler tends to switch on first.
Batch and expiry on stock
Stock is held by batch, and every batch carries its expiry date. When a salesman picks a batch, the screen puts quantity, expiry and MRP in front of them, and anything already expired is flagged.
MRP on items
MRP is held on the item and visible where it is needed rather than looked up on the carton.
Batch entered at sale
Where goods are sold before the purchase bill has been entered, batch and expiry can be keyed manually at the time of sale rather than holding the dispatch.
Party licence numbers
Customers and suppliers carry Drug Licence and Food Licence numbers with their expiry dates, held on the party ledger.
Expired licence blocks invoicing
If a party's licence has expired, new invoices to that party are blocked rather than raised and regretted.
Narcotic item flag
An item can be flagged as narcotic on the Item Master. A narcotic item cannot be sold to a party without both a GST number and a valid Drug Licence.
Negative stock control
Each branch chooses its own rule — Allow, Ask and Continue, or Block — so a godown can be strict without making the counter unworkable.
Last five transactions
On purchase and sales entry, the last five transactions for the same party and item are shown with MRP and rate, so an unusual price is visible as it is typed.
Multi-branch, multi-godown
Each branch carries its own registration and stock, with reporting per branch and consolidated.
A batch through the business
It arrives
Goods are received against a GRN or purchase, with batch, expiry and MRP recorded at that point. Where AI Bill Scan is enabled, the supplier's bill is read and drafted for review rather than typed.
It sits somewhere
Stock is held per warehouse, so what a branch can sell is what that branch holds, not a company-wide total.
It gets sold
The batch-wise picker shows available quantity, expiry and MRP. Expired batches are flagged, and the party's licence status is checked before the invoice is raised.
It shows up in the books
The same document that moves the stock creates the receivable, so the stock ledger and the financial ledger cannot disagree.
The honest boundary
Easyy Accounting ERP does not produce Schedule H or H1 registers, drug-schedule reports, or any regulatory filing, and it is not a pharma compliance module. What it does is hold the data those obligations depend on — batch, expiry, MRP, party licence numbers and their expiry dates — as structured fields with rules attached, rather than as notes in a remarks column.
That distinction matters when you are comparing options. Plenty of software will store a licence number. The useful question is whether anything happens when it expires.
Questions we get asked
Does it track batch numbers and expiry dates?
Yes. Stock is held by batch, batches carry expiry dates, and the batch-wise picker on sales shows available quantity, expiry and MRP together. Expired batches are flagged.
What happens if a customer's drug licence has expired?
New invoices to that party are blocked. Drug Licence and Food Licence numbers are held on the party with their expiry dates.
How are narcotic items handled?
An item can be flagged as narcotic on the Item Master. A narcotic item cannot be sold to a party without both a GST number and a valid Drug Licence.
Can we sell goods before the purchase bill is entered?
Yes. Batch and expiry can be entered manually at the time of sale, so a dispatch is not held up waiting for the supplier's paperwork.
Does it produce Schedule H registers or drug-schedule reports?
No. It holds batch, expiry, MRP and party licence data as structured fields, but it does not produce statutory drug registers or handle regulatory filing.
Can different godowns have different negative-stock rules?
Yes — the rule belongs to the branch, and each one is set to Allow, to Ask and Continue, or to Block outright.
See it with your own batches
Bring a supplier bill and a party with a licence date, and we will walk through the checks on the demo call.
Book a demo