WebSoftOSPharma distribution ERP in India for batch and expiry stock, schemes and GST billing
Batch and expiry on every line, earliest-expiry-first picking, schemes and free goods, retailer credit limits and GST e-invoice — for the whole distribution business.
- Batch & expiry
- FEFO picking
- Schemes & free goods
- GST e-invoice
WebSoftOS Pharma Distribution ERP is a cloud ERP for pharma distributors, stockists, wholesalers and medical-products traders in India. It tracks every batch with its expiry, picks the earliest-expiring stock first, handles schemes and free goods, controls retailer credit, and bills with GST e-invoice and e-way bill from the same system. It is built on the open-source ERPNext platform and plans start at ₹999 per month.
What changes with Pharma Distribution ERP
Expiry dates live on boxes and in registers, so near-expiry stock is found late and ends up as a write-off instead of a return or a push sale.
Each batch carries its expiry date, near-expiry and expired batches have their own reports, and stock is picked earliest-expiry first, so short-dated stock is found while it can still be returned or pushed.
Salesmen give schemes and free goods that are not recorded the same way on every bill, so margin leaks quietly.
Pricing rules and promotional schemes apply the same slab discount and free goods on every bill, and the free quantity is posted to stock.
Retailers keep buying while their old bills are unpaid, because credit limits are checked by memory.
A credit limit sits on each retailer, and receivables ageing by party shows who is overdue before the next order is taken.
Billing, stock and accounts sit in separate tools, and GST e-invoice and e-way bills are typed again on the portal.
The GST invoice, e-invoice (IRN and QR) and e-way bill are generated from the same sales invoice, and stock and accounts post together.
Built for how Indian pharma distributors work
Batch-wise and expiry-wise stock with FEFO picking
Every receipt and sale carries a batch and an expiry, stock is picked earliest-expiry first, and near-expiry and expired batches have their own reports.
Schemes and free goods on the bill
Pricing rules and promotional schemes apply slab discounts and free goods automatically, with the free quantity posted to stock.
Expiry returns to suppliers
Short-dated and expired stock goes back to the supplier as a debit note against the right batch.
Retailer credit limits and outstanding
A credit limit per retailer is checked on every order, with receivables ageing by party and by salesman.
Everything in Pharma Distribution ERP
30 features across 6 modules — on top of accounting, GST, inventory and payroll.
Batch & expiry stock
Every batch with its expiry, and the earliest-expiring stock goes out first.
- Batch numbers with expiry date on every receipt and sale
- Shelf life per item with expiry calculated from manufacture date
- Stock picked by earliest expiry first (FEFO) instead of oldest-received
- Batch-wise balance across godowns
- Near-expiry and expired batch reports
Sales & schemes
Bill retailers with the right scheme and rate list, and take returns with the batch.
- Quotations, sales orders, delivery notes and GST invoices
- Multiple price lists per item, for example MRP, retailer and stockist rates
- Pricing rules and promotional schemes: slab discounts and free goods
- Sales returns and credit notes with the batch returned
- Salesman and territory-wise sales and commission
Purchase & returns
Receive stock with batch and expiry at the door, and send expiry returns back.
- Purchase orders and receipts with batch and expiry captured at the door
- Purchase invoices with HSN and GST input credit
- Expiry and damage returns to suppliers as debit notes
- Photo of a supplier bill turned into a draft purchase invoice by Hermes AI
- Reorder levels and an item shortage report
Credit & collections
Know who owes what, and stop orders from retailers over their limit.
- Credit limit per retailer, checked on every order
- Receivables ageing by party and by salesman
- Outstanding statements and payment follow-up
- Bank reconciliation
- Party-wise ledgers
Warehouse (Warehouse OS)
Godown bins, pick lists and cycle counts for a busy dispatch desk.
- Multiple godowns and bin locations
- Pick lists, pack tasks and pick waves for busy dispatch hours
- FEFO allocation setting in the warehouse picker
- Cycle counts and stock reconciliation
- Inbound shipments and put-away
GST & accounts
GST e-invoice, e-way bill and the books, from the same invoice.
- GST invoices with e-invoice (IRN and QR) and e-way bill
- GST sales and purchase registers and HSN-wise summaries
- GSTR-3B details from the books
- Full accounting with multi-company support
- Margin reports by item, party and salesman
How work flows in Pharma Distribution ERP
- 1
Receive
Goods arrive with a purchase receipt that captures batch number, expiry and quantity.
- 2
Store
Stock sits by godown and bin, with batch-wise balances visible at any time.
- 3
Sell
The order checks the retailer’s credit limit, applies the scheme and picks the earliest-expiring batch.
- 4
Bill
The GST invoice with e-invoice and e-way bill goes out with the batch and expiry printed.
- 5
Return and recover
Expiry returns go back to suppliers as debit notes, and retailer payments are matched to invoices.
Reports and registers, ready on day one
No spreadsheets to build — these come with the app and filter by company, branch and date.
Batch item expiry status
Which batches are near expiry or expired, by item.
Batch-wise balance history
Stock movement and balance for every batch.
Stock ageing
How long stock has been sitting, by item and godown.
Item shortage report
Items running short against orders and reorder levels.
Accounts receivable
Retailer outstanding by age, with party and salesman filters.
Sales person-wise transaction summary
Sales and collections by salesman.
Gross profit
Margin by item, party and invoice.
GST sales and purchase registers
GST figures ready for returns, with HSN-wise summaries.
Ask your Pharma Distribution ERP in plain language
Hermes AI agents read your live data, answer questions and prepare drafts. A person always reviews and submits.
Built on the WebSoftOS core
GST & e-invoicing
GST invoices, e-invoice and e-way bill generated from the same transaction.
Inventory & warehouses
Batches, expiry, multiple godowns and stock that always matches the books.
Statutory payroll
PF, ESI, professional tax and TDS calculated in one payroll run.
Hermes AI agents Add-on
Add-on for every app: agents answer questions on live data and draft routine entries for your approval.
Daily backups
Every site is backed up daily and served over HTTPS.
Your own domain
Run on a WebSoftOS subdomain or your own domain with role-based access.
Who it is for
- Pharma distributors, super-stockists and C&F agents handling many companies’ products
- Wholesalers and traders of medicines, surgical items and medical consumables, where every line carries a batch and an expiry
- Distribution businesses moving off Marg, Tally or Busy to cloud access across godowns and salesmen
- Owners who want near-expiry stock, retailer outstanding and margin visible without waiting for the accountant
Integrations
- GST e-invoice and e-way bill (India compliance)
- Accounts, purchase and inventory (ERPNext core) with Warehouse OS
- Hermes AI agents (add-on) for questions on live stock and receivables
- Marg, Tally, Busy or Excel data import during onboarding
Combine with other modules
Every WebSoftOS module runs on the same accounts and login, so you can add more as you grow.
Pharma Distribution ERP vs Tally Prime and Busy
| Tally Prime / Busy | WebSoftOS Pharma Distribution ERP | |
|---|---|---|
| Where it runs | Installed on an office PC or LAN; remote use needs remote access or third-party hosting | In the browser, fully hosted — nothing to install |
| Industry workflows | Not built in; needs add-ons (TDL) or Excel | Built in for your industry |
| GST e-invoice and e-way bill | Supported | Supported, from the same transaction |
| Backups | Your responsibility | Automatic daily backups |
| Pricing | Licence plus yearly renewal for updates | Monthly plans from ₹999, free trial |
Moving from desktop accounting? See the full Tally alternative and Busy alternative comparisons.
ERPNext for pharma distributors in India
WebSoftOS is built on ERPNext, the open-source ERP, and runs it for you as a managed service: hosting, daily backups, updates, India GST compliance and the Pharma Distribution modules are included, from ₹999 per month. You get ERPNext without running a server or paying for separate hosting, and your data can be exported at any time.
Pricing
Pharma Distribution ERP runs on the same WebSoftOS platform plans: a free trial, Standard at ₹999/month, Enterprise at ₹1,999/month and Business at ₹2,500/month (up to 10 users and 2 companies). Each plan is a fully hosted ERP site with daily backups, HTTPS and your own domain. See pricing for current inclusions.
Implementation
A typical distribution rollout takes 2–4 weeks: we import your item master, parties, ledgers and current stock with batch and expiry from Marg, Tally or Excel, set up price lists, schemes and credit limits, and train billing, godown and accounts staff in separate sessions. Drug licence numbers and similar details can be added as fields on the company, customer and supplier records and printed on the invoice during onboarding.
Frequently asked questions
What is the best ERP for pharma distributors in India?
Look for batch and expiry on every line, expiry-first stock picking, scheme handling, retailer credit control and GST e-invoice in one system. WebSoftOS Pharma Distribution ERP does this in the cloud from ₹999 per month, and imports your data from Marg, Tally or Excel.
Can it pick the earliest-expiring batch first?
Yes. Stock can be picked by earliest expiry (FEFO) instead of first-in-first-out, and the warehouse picker has its own FEFO setting. Expired batches show up in the expiry reports.
How are schemes and free goods handled?
Pricing rules and promotional schemes apply slab discounts and free goods automatically on the bill, so every salesman gives the same scheme and the free quantity is posted to stock.
Can I move from Marg?
Yes. Item masters, parties, ledgers, opening balances and current stock with batch and expiry are imported during onboarding. See the Marg alternative comparison.
Does it cover pharma manufacturing and GMP records?
Not today. The module covers distribution, wholesale and trading. ERPNext’s BOMs and work orders are available for simple production, but batch manufacturing records, QC lab workflows and other GMP documentation are not included.
Does it handle Schedule H and narcotics registers?
The Hospital module includes Schedule H1 and narcotic registers for hospital pharmacies. For a distribution business, drug licence details and any registers you must keep can be set up as fields and reports during onboarding; ask us to confirm your exact requirement.
Which is the best ERP for pharma distributors and stockists in India?
Pick one that tracks batch and expiry on every line, picks the earliest-expiring stock first, handles schemes and credit limits, and bills with GST e-invoice and e-way bill. WebSoftOS Pharma Distribution ERP does this on a cloud plan from ₹999 per month.
What is a good cloud alternative to Marg for a pharma distributor?
WebSoftOS imports your items, parties, ledgers and current stock with batch and expiry from Marg during onboarding, and adds browser access across godowns and salesmen, GST e-invoice and Hermes AI agents.
Related resources
GST Calculator
Free GST calculator: add GST to a price or extract GST from an inclusive amount at 5%, 18% or 40%, with CGST/SGST or IGST split.
Use calculator → Free toolProfit Margin Calculator
Free profit margin calculator: gross margin, net margin, markup and the selling price you need for a target margin.
Use calculator → GuideERP implementation guide for small and mid-size businesses
A practical ERP implementation guide for small and mid-size Indian businesses: scoping, data migration from Tally/Excel, configuration, training, parallel run and go-live.
Read guide → CompareA cloud alternative to Marg ERP
Compare Marg ERP with WebSoftOS: batch & expiry inventory, GST, distribution workflows, cloud access and migrating data from Marg.
Read comparison → CompareA cloud ERP alternative to Tally
Looking for a Tally alternative? Compare TallyPrime with WebSoftOS cloud ERP: accounting, GST, inventory, industry modules, remote access, and when Tally is still the better choice.
Read comparison → CompareA cloud alternative to Busy accounting software
Compare Busy accounting software with WebSoftOS cloud ERP: GST billing, inventory, multi-user access, industry modules and migration from Busy.
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