A pharma distributor does not move one thing, but four: the chemists and principals you deal with, what each chemist still owes you, your product master, and your stock with its batch numbers and expiry dates. This guide gives the order that keeps each of those right. The steps to export from your old software are in the guide for that software; this page is what to do with a stockist's data on the way.
Which export to start from
- Tally: the Masters file, then the Day Book. See Move from Tally.
- Marg or Busy: see Bring your books across from Busy or Marg. Bring the batch-wise current stock report as Excel as well; the Tally-format export carries a batch's name only, not its manufacturing or expiry date.
- A spreadsheet: one file for parties and one for items works. Bring your data in from a spreadsheet.
The order
- Parties first. Chemists, hospitals, sub-stockists and the manufacturers you buy from. Bring each chemist's opening balance so what they owe you carries over exactly; check the total against your old outstanding list before you go on.
- Items next. One row per product, with its HSN, GST rate and MRP.
- Stock last, batch by batch. Bring the batch-wise stock so each batch keeps its number and expiry date. Without the expiry date a batch cannot appear in the expiry reports, so a stock file with no expiry column is worth fixing before you import it.
- Check, then undo or go on. The dry run shows what would be created before anything is written, and the reconcile screen sets your old figures beside Finocket's.
What you add by hand afterwards
- Each chemist's drug licence numbers are not carried by the import. Type them on the chemist's account once it is there.
- Scheme masters, rate lists and print formats stay behind. Rebuild any dealer-tier or volume pricing as price-list rules.
If you would rather see the screens first, the dashboard offers a sample medicine-distributor workspace where it is switched on. Every sample row is marked, and you can remove them all in one go. The mechanics every import shares, including undo and re-imports, are in Import your data.