Batch & expiry control
Every unit is tracked by batch and expiry from purchase to sale.
- Nearest-expiry batch picked first
- Near-expiry lists by company
- Block sale of expired stock
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Pharma distribution software that keeps batches, schemes and licences in check
Ship the right batch to the right chemist, apply company schemes without a calculator, stop billing when a customer’s drug licence has expired, and settle expiry returns in a few clicks. Milaan ERP is built for the way Indian pharma stockists work.
- No credit card needed
- Free data import
- E-invoice & e-way bill ready
To: Shree Medical Store
Invoice #PD-2231 · DL valid till 03/2028 · 30 days credit
Tax invoice
| Item | Qty | Amount |
|---|---|---|
| Paracetamol 650 mg (10×15)Batch PX2231 · Exp 08/27Scheme 10+1 · 2 free | 20 + 2 | ₹3,648.00 |
| Amoxicillin 500 mg (10×10)Batch AM0912 · Exp 01/27 | 10 | ₹4,050.00 |
| ORS sachets (case of 50)Batch OR5520 · Exp 11/26Short expiry · oldest batch first | 5 | ₹3,100.00 |
Taxable value₹10,798.00
CGST 2.5%₹269.95
SGST 2.5%₹269.95
Total₹11,337.90
Licence checked
E-invoice IRN
Sent on WhatsApp
Why we built it
Pharma wholesale runs on batches, schemes and trust
A pharma stockist handles thousands of products from dozens of companies. Every strip has a batch and an expiry. Every company has its own schemes. Every chemist you supply needs a valid drug licence. And every month, expired stock comes back from the market and has to be settled with someone.
Many distributors still manage this with old desktop software and a lot of manual checking. Expired stock is found late. Schemes are worked out on paper. A licence that expired last month goes unnoticed until there is a problem.
Milaan ERP handles the details so your team can focus on service. It picks the batch closest to expiry when you bill, applies the right scheme, warns you when a customer’s licence is due, and turns expiry returns into credit notes that are easy to claim back from the company.
Your salesmen can book orders on their phone while visiting chemists, and the office sees them straight away.
Day-to-day headaches
Where pharma distributors lose money, and how we fix it
These are the problems stockists bring up most often when they first call us.
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Stock expires in the godown
Old batches sit behind new ones, and you only notice when it is too late to sell or return them.
Nearest expiry goes first
Billing picks the batch closest to expiry. Near-expiry lists by company tell you what to push or return.
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Billing a chemist with an expired licence
Nobody checks the licence date on every bill, and it becomes a problem during an inspection.
Licence check on every bill
Save each customer’s drug licence numbers and dates. You get a warning before billing if one has expired.
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Scheme maths on paper
Free quantity and half-scheme offers are calculated by hand and often go wrong.
Schemes applied for you
Set the company scheme once. Free quantity is added on the bill and you can see what to claim from the company.
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Expiry returns pile up
Bags of returned stock wait for months, and nobody knows what credit to give or what to claim.
Returns settled cleanly
Record returns batch-wise, give credit notes to chemists and track what is due back from each company.
Features
Everything a pharma distributor needs, in one place
Billing, stock, compliance and collections in one software.
Drug licence checks
Keep every customer’s licence details and get warned before they lapse.
- Retail and wholesale licence numbers
- Expiry warnings
- Licence printed on invoice
Company schemes
Handle free quantity and discount schemes without manual maths.
- Scheme by product or company
- Free quantity on the bill
- Scheme claim reports
Expiry & breakage returns
Settle returns from chemists and claim them from companies.
- Batch-wise sales returns
- Credit notes to customers
- Returns due from each company
Salesman order app
Salesmen book orders on their phone while visiting chemists.
- Live stock while ordering
- Customer outstanding on screen
- Orders reach the office instantly
Credit & collections
Know who owes you what and follow up before it gets late.
- Credit limit and credit days
- Bill-wise outstanding
- Reminders on WhatsApp
How it fits your day
A normal day at a pharma agency, with Milaan ERP
From the morning orders to the evening collection report.
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Morning orders 9:00 am
Orders booked by salesmen last evening are waiting in the system. Billing staff check stock, apply schemes and print invoices with the right batches.
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Dispatch 11:30 am
Invoices go out with the delivery boys. E-invoice and e-way bill details are ready for the bigger orders, without typing anything twice.
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Company stock arrives 2:00 pm
Enter the company’s invoice with batch, expiry and scheme. Stock and the company’s account update together.
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Evening review 7:30 pm
See today’s sales, collections and overdue bills by salesman. Near-expiry stock for each company is listed so you can plan returns.
GST & compliance
E-invoices, e-way bills and correct GST
Since the GST changes of September 2025, most medicines are taxed at 5%, a few life-saving drugs are exempt, and other items you supply can sit in different slabs. If your turnover is above ₹5 crore, every B2B invoice also needs an e-invoice number (IRN), and consignments above ₹50,000 need an e-way bill.
Milaan ERP keeps the HSN code and rate on every product, so each invoice is correct. E-invoice and e-way bill details come straight from the invoice, and your GSTR-1 and GSTR-3B figures are ready for your CA every month.
Tip: During setup we can load HSN codes for common medicines, so your team only needs to check them.
- Correct GST on every lineHSN and rate set once per product.
- E-invoice (IRN)For businesses that need it, straight from the invoice.
- E-way billsDetails ready for consignments over ₹50,000.
- Drug licence on invoicesYours and your customer’s printed automatically.
- GSTR-1 and GSTR-3B summariesExport the month in one click.
Pricing
Two simple ways to get started
Most distributors choose cloud so the office, godown and salesmen work on the same live data. Offline suits a single-office setup with patchy internet.
Offline desktop
from ₹9,999 one-time + GST extra
Installed on your office computer. Works without internet.
- Four plans, single PC to unlimited LAN users
- Data stays on your PC
- Optional yearly support & updates
Online cloud
from ₹12,999 per year
Office, godown and field staff on the same data. Updates and backups included.
- Three plans, from 2 to 10 users
- Mobile app and daily cloud backup
- 7-day free trial
Prices are before 18% GST. Barcode billing, batch tracking, e-invoicing and multi-location features are in the higher plans. Need several users, a salesman app or more godowns? Ask us for a quote. Compare all plans.
FAQ
Questions pharma distributors ask, answered.
Can’t find your question here? Message us and a real person will reply.
Talk to our distribution team
We’ll show you batch control, schemes and returns on a call, using your own companies and products.
Does Milaan ERP warn me about expired drug licences?
Yes. Save each customer’s drug licence numbers and validity dates. The software warns you before billing a customer whose licence has expired, and lists licences that will expire soon.
Does it pick the nearest-expiry batch automatically?
Yes. When you bill, the batch closest to expiry is picked first. You can still choose a different batch if a customer asks for it.
Can I generate e-invoices and e-way bills?
Yes. If your business needs e-invoicing, the IRN details come from the invoice itself. E-way bill details are ready for consignments above ₹50,000, so nothing is typed twice.
How are expiry returns from chemists handled?
Record the return batch-wise against the customer and issue a credit note. The software keeps track of returns you need to claim from each company.
Can salesmen book orders on their phones?
Yes. Salesmen see live stock and the chemist’s outstanding while booking. Orders reach the office instantly for billing.
Can I set credit limits for each chemist?
Yes. Set a credit limit and credit days per customer. You get a warning before billing a customer who is over the limit or has overdue bills.
How much does it cost?
The offline desktop plan starts at ₹9,999 as a one-time payment and online cloud plans start at ₹12,999 per year, both before 18% GST. Features such as barcode billing, batch tracking, e-invoicing and multi-location are in the higher plans, so tell us what you need and we’ll suggest the right one.
Can you move my data from my old software?
Usually yes. If your old software can export items, parties and opening balances to Excel, our team will import them for you, so you start with your real stock and outstanding.
Related solutions
More for healthcare businesses
Right batch, right scheme, right customer
Try Milaan ERP at your agency for 7 days. We’ll import your products, parties and opening stock, free of charge.