Batch control that holds from purchase to return
Every movement in Busy can carry batch number, manufacture date and expiry date: purchase, sale, transfer, return and adjustment. Because the batch travels with the transaction, tracing a particular lot from supplier to customer is a report, not an investigation.
Selling is set to FEFO so the earliest-expiring batch is offered first, with the operator able to override only where you allow it. That single behaviour prevents most of the expiry losses distributors accept as normal.
Each batch carries its own MRP and purchase rate, so margin is computed correctly when the same product exists on the shelf at two printed prices.
- Batch number, manufacture and expiry date on every movement
- FEFO issue with controlled override
- Batch-wise MRP, purchase rate and margin
- Rack, shelf and box location for fast picking
- Full batch traceability from supplier to customer
Expiry management before it becomes a write-off
The report that matters most is near-expiry stock at 30, 60, 90 and 120 days, with value and supplier, because your ability to return goods depends on the supplier's window.
We configure the alert period around each principal's return policy so the list you see is the list you can still act on, and the value column tells you what is at stake if you do not.
Expired stock is moved to a separate godown so it cannot be billed by accident, and the write-off, when it happens, is recorded as a cost line you can measure year on year.
Breakage, expiry and market returns
Returns run in both directions in pharma. Retailers return near-expiry and damaged goods to you, and you return to the stockist or company. Busy handles both with batch-linked credit notes, so quantities and values reconcile instead of being estimated.
Claims for expiry and breakage against the principal are accumulated with invoice and batch-level backing, and the claimed, received and pending balance per company is visible as a running account.
Damaged and returned stock is segregated into its own godown so saleable stock stays clean and the physical count matches the system.
- Sales return and purchase return linked to the original batch
- Expiry and breakage claim accumulation per company
- Claim raised, received and pending status
- Separate godown for damaged, expired and returnable stock
Invoicing that satisfies inspection
Pharma invoice formats carry more than a normal bill: drug licence numbers of both parties, batch and expiry per line, MRP, pack size, scheme quantity, and where applicable FSSAI number and schedule details.
We design the print format so all of this appears correctly in the layout your customers and inspectors expect, on the stationery you already use.
E-invoice and e-way bill generate from the same screen where applicable, with IRN and QR printed on the document.
Schemes, rate structures and margins
Pharma trade runs on schemes — 10+1, 9+1, value discounts, company promotions — and on separate PTR and PTS structures. Busy handles free quantity as scheme stock with its own batch, so the free goods are tracked and valued rather than vanishing from stock records.
Rate structures are set up so that PTR, PTS and MRP relationships hold automatically, and margin reporting shows what you really earned after scheme and discount, per company and per product group.
Where a company revises rates, price-difference claims are calculated on stock held at the moment of revision.
Retailer credit and collection
Chemist credit is extended in the field and controlled from the office. Busy applies credit limit and credit days per retailer with a warning or block at billing, tracks bill-by-bill outstanding, and produces ageing by beat and by salesman.
Cheque and PDC registers, bounced-cheque handling and automated reminders over WhatsApp and email keep collection routine rather than reactive.
- Credit limit and days per retailer with warn or block
- Bill-by-bill ageing by retailer, beat and salesman
- PDC and bounced-cheque tracking
- Automated reminders and collection follow-up lists
GST and reconciliation in pharma
Pharma purchase volumes make GSTR-2B reconciliation a genuine workload. Busy matches your purchase register with the portal download and lists missing, mismatched and differently-dated supplier invoices, so credit is not lost.
GSTR-1 and 3B come off the same books, with correct treatment for scheme quantities, credit notes and returns, which are the entries that most often distort a pharma return when handled manually.
How we implement for pharma
The critical step is batch-wise opening stock. We plan a cut-off, help you count by rack with batch and expiry captured, and load it accurately, because a batch system started with approximate data never recovers.
After that we configure schemes, PTR and PTS structures, claim heads, invoice formats with licence details, credit rules and return handling, then train billing, godown and accounts staff separately. Support continues by phone, remote and on site around Pune and Maharashtra.
Pharma requirements and Busy handling| Requirement | Busy handling | Benefit |
|---|
| Sell oldest stock first | FEFO issue with controlled override | Expiry losses cut sharply |
| Know what expires in 90 days | Near-expiry report by value and supplier | Returns made inside the window |
| 10+1 style schemes | Free quantity as scheme stock with batch | Free goods tracked and valued |
| Licence details on bill | Custom pharma invoice format | Inspection-ready documents |
| Company claims | Claim accumulation with batch detail | Nothing unclaimed or disputed |
