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Finocket for Pharma Distribution

Use cases

How a working day runs, step by step.

Raise a wholesale memo for a chemist

A counter or phone order becomes a GST invoice with batch, expiry and MRP on each line, once the Pharmacy & medical store setup is applied on the items screen. Licence numbers are typed on the bill.

  1. Create an invoice for the chemist and add medicines from your item list
  2. Type the batch and expiry on each line; a line left blank takes the earliest-expiring batch with stock for your stock records
  3. The rate comes from the chemist's price list, and a warning shows if the bill takes them over their credit limit
  4. Type your drug licence number on the bill, and the chemist's in a second bill field you add once under Custom fields
  5. Save, then download the PDF in the pharmacy layout or share its link on WhatsApp from your phone

Know who owes you and for how long

Chase dues before the next order instead of at month end.

  1. Open Outstanding to see each chemist's dues in ageing buckets
  2. Record a post-dated cheque against the bill, or the several bills, it pays
  3. Tap the WhatsApp button on a bill to send a reminder from your own phone
  4. Move the cheque from pending to deposited and cleared in the post-dated cheque register
  5. Record cash, UPI or bank receipts against the bills they settle

Price for different buyers

Keep a retailer price list and a sub-stockist price list instead of editing rates on every bill.

  1. Create a price list for retail chemists and another for sub-stockists
  2. Set each item's rate on each list, or import the rates from a spreadsheet
  3. Pick the list and a pricing tier on each customer's account
  4. Add rules by item or category, tier and minimum quantity, as a set price or a percentage off
  5. Bill as usual; the rate comes from the customer's list and its rules

Take back expired or damaged stock

Record a return from a chemist against the bill it came on. Returning goods to the manufacturer is not built yet.

  1. Open the original invoice and choose Raise a credit note
  2. Keep only the returned lines and quantities on the draft
  3. Note the batch on each line and the reason in the notes
  4. Issue the credit note; the returned quantity comes back into stock
  5. Apply it against the chemist's open bills, so their balance and statement show it

Hand the month to your CA

Your CA works from the same records you bill from. Finocket prepares the returns; you or your CA file them.

  1. Invite your CA from Team with the accountant role
  2. Upload the GSTR-2B file from the GST portal and match it against your purchase bills
  3. Download the GSTR-1 files and the GSTR-3B summary prepared from your invoices and purchases
  4. Give your CA the month's reports and PDFs as one ZIP from Hand to your CA
  5. File on the GST portal yourself, or let your CA file

Enter opening stock by batch and expiry

When you start, put the stock in each godown in batch by batch, so expiry dates are on file and the earliest-expiry pick has stock to work from. Batch and expiry are not read from a purchase bill.

  1. On the inventory screen, choose Add / adjust stock on a medicine
  2. Add a new batch with its batch number, expiry and MRP
  3. Enter the quantity as an adjustment into stock, and pick the godown it sits in
  4. Repeat for each batch of that medicine you hold
  5. An invoice line left without a batch then takes the earliest-expiring of these that has stock

Watch near-expiry stock

A list on the inventory screen, not a notification. Expiry claims against the manufacturer are not built yet.

  1. Open the inventory screen
  2. The Expiring soon card lists each batch due to expire within ninety days, soonest first, with the quantity left
  3. Batches already past their expiry date are marked Expired at the top of the same list
  4. Bill the soonest batches first; an invoice line left without a batch takes the earliest-expiring one
  5. Items at or below their reorder level are listed on the same screen

Prepare the e-way bill for a dispatch

Finocket builds the e-way bill file from the invoice and you upload it on the NIC portal. It does not generate the e-way bill on the portal for you.

  1. Open the saved invoice and choose E-way bill (JSON)
  2. Enter the road distance and the vehicle number when asked
  3. If the consignment is under the value threshold, it tells you so instead of making a file
  4. Download the JSON and upload it on the NIC e-way bill portal
  5. Keep the e-way bill number on the invoice in a bill field you add once under Custom fields

Send a chemist a statement and a UPI pay link

The chemist sees open bills and a statement on a private link. Payment goes to your UPI ID from their own app; you record the receipt.

  1. Add your UPI ID to your business profile so the pay links can be made
  2. Open the chemist's ledger and download the statement as a PDF
  3. Share the chemist's portal link on WhatsApp from your phone
  4. The chemist sees open bills, a statement of account and a UPI pay link for each bill's balance
  5. Record the receipt when the money reaches your bank

Keep stock in more than one godown

Purchases and transfers are kept by godown. A sale is not tied to a godown from the invoice screen.

  1. Add each godown on the inventory screen and choose your default one
  2. Pick the godown a distributor's bill's stock goes into when you enter the bill
  3. Draft a transfer between godowns, send it, and receive it at the other end
  4. A transfer that is sent and not yet received shows as in transit
  5. See stock and its value for each godown in the stock by location report
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