Industry
Batch and expiry are not an add-on here. They are how the stock is held. Netolyst DMS keeps every lot with its own batch number, its own expiry date and its own cost, keeps the medical store’s khata behind it, and keeps the books underneath. Some things a pharma distributor needs are not in it. Those are on this page too.
Everything on this page is part of Netolyst DMS — the same system that takes your booker’s order, makes the bill, keeps the medical store’s khata and writes your accounts. Batch and expiry are not a pharma add-on bolted onto it. They are how stock is held for every distributor who uses it, which is why this page can be honest about where the fit ends.
If you want to see the whole business and not only the pharma part, start with the full list of what it does and come back here.
Read this first
A pharma distributor should know the shape of this software before anybody books a meeting. So both halves are on the page, side by side, in plain words.
What fits
This is the part of the trade the product was actually built to hold: the lot, the date, the cost, and the money behind them.
What does not
These six are not hidden in a limits section at the bottom. If one of them is a requirement you cannot move on, stop here.
If any one of those six is a requirement you cannot move on, this is not the right software for you today, and we would rather say that here than at the end of a meeting. If what breaks your week is the khata, the aging, the expiry you found too late and the cost you cannot trust — read on.
The problem
A pharma distribution house in Pakistan runs on the same four disconnected books as any other distribution house, with one extra weight on top: every carton is on a clock.
The booker walks his round of medical stores with a diary. Orders come by phone and on WhatsApp. Somebody types the bill. By Thursday the copies disagree, and nobody can say which one is right.
What each medical store owes is in a book kept by hand. When the seth asks what the market owes him, the answer takes two days to build and is old by the time it arrives.
The godown total is a memory of the last counting. So the counter promises medicine you do not have, and holds back medicine you do have.
The batch number and the expiry are written on the carton, not in the system. The lot is found when it is worth nothing, and usually after the claim window on it has closed.
A store hands a strip back and nobody can say which lot it came from. The return to the company then becomes an argument.
He arrives, inspects the expiry room, and asks for his stock and sale statement and his outstanding in the market. Somebody builds both from the bill book by hand.
The batch is the stock
Stock sits per lot, per godown and per condition. Each lot carries its batch number, its expiry date, what it cost you and what it sells at. The same medicine received twice is two lots. They are never merged and never averaged.
How goods are received, moved between godowns, counted and valued is the same machinery every distributor uses. It has a page of its own. It is explained in full under batches and cost, and the near-expiry report sits with the rest of the stock reports.
The bill
The bill line names the real batch and the real expiry of the goods in the bag. Nothing is rounded up to a product name, and nothing is left for the counter man to remember.
The bill is cut at the office. There is no van sales or delivery module, so what your supplyman collects at the door is recorded when the bill is entered, not by an app in his hand. How a line is built, what the tax columns do and why a wrong bill is voided rather than edited are all on the invoicing page.
Returns
Returns are where a pharma distributor loses money quietly. Both directions are documents here, and both name the batch instead of guessing at it.
The return from the store is a sales document and is explained under sales returns. The return to the company hangs off the goods receipt it arrived on, which is covered under receiving goods.
Recovery
A pharma distributor sells almost everything on credit. So the khata behind the medical store matters as much as the stock in front of it.
The aging ladder, cheques, statements and the opening balances from your paper khata all have a page of their own. Start with the aging ladder, then the credit rules behind each store.
Example
A worked example using documents that really exist in the product. Nothing is typed twice, and every step leaves the record the next step reads.
Quantities, the company rate, your own selling rate, the tax columns printed on the paper and the bilty are entered as they read. The lot is created with its batch number and its expiry date.
The freight is spread across the lines, so the cost on this lot is what the carton actually cost to land in your godown. The margin you see afterwards is the margin you earned.
He books it on a phone with no signal. The order holds no stock and carries no price — it is a request. It waits on the phone until he taps Send.
Accepting the order picks the godown and reserves the stock at that moment, using the same check the counter uses. A phone that has been offline for four hours cannot know what is on the shelf, so it is never allowed to.
Twenty strips come off two lots, so the bill carries two lines with two batch numbers, two expiry dates and two rates. That is what goes in the bag.
It is spread across his open bills oldest first. Where he withheld the sales tax to deposit himself, that comes off what he hands over without changing what the bill is worth.
A sales return credits the store’s khata against the same bill and the same lot, and the goods land in the expiry room instead of on the saleable shelf.
A purchase return goes against the posted goods receipt and its exact batch, valued at the company’s own price. The company account moves with it.
The profit page, the aging ladder and each company’s stock and sale statement all come from the records these eight steps created.
The carton counted off the truck in step one is the same carton on the bill in step five, the same rupees on the khata in step six, and the same line on the company’s statement at the end. Nobody enters it a second time, so nobody can enter it wrong.
Control
In a trade where the cost is the argument and the credit is the risk, the keys matter as much as the screens.
Why a document is corrected rather than edited is a decision we have written down. It is on our principles page, and the bill side of it is under posting a bill.
Connected
Batch and expiry are only half of a pharma distributor’s week. These are the other parts, and they all read the same records.
Your booker carries his medical stores in walking order on an Android phone, with what each one owes, what each one bought last time, and the catalogue. It works with the data off. Orders wait on the phone until he taps Send, and every figure on his screen shows how old it is.
Batch-wise lines, the bill taxes, discounts that stay visible, free goods told apart from paid goods, and a void instead of an edit. Bills print on A4 under your own firm’s letters.
A running account, round-figure payments spread over the open bills oldest first, cheques, statements, and the aging ladder your recovery staff work from.
Every money document writes its own double-entry accounting as it posts. Nobody types a voucher and nothing is exported to a second program. Profit, the balance sheet and the cash flow read the same transactions.
47 reports over one date range, ticked by whoever is reading and leaving together as one Excel workbook and one print sheet. The per-company stock and sale statement, in units and in rupees, is one of them.
Each of those has a page of its own: the round and the order, the stock held lot by lot, the bill the medical store is handed, the khata it debits, and the books it writes into.
If you hold several companies’ agencies and most of your week is per-principal reporting, the FMCG distribution page goes into that. If expiry is your main worry and you also move food lines, the food distribution page goes deeper on warning windows and the damage room.
Limits
These were at the top of the page and they are here again in full, because a page that only says them once has half-said them.
Pricing and the 14-day free trial are the same for every part of the product. They are explained on the Netolyst DMS pricing page.
Terms
These are the words used above, in the meaning the product gives them.
It is the software a medicine distribution house runs its selling on: the stock in the godown held lot by lot with a batch number and an expiry date, the bill to each medical store, the credit account behind that store, and the books underneath. It covers what happens after goods leave the pharmaceutical company and before they reach the shelf of a retail pharmacy. In Pakistan that also means the booker’s round, the running khata, and the per-company statement the principal’s representative asks for on a visit.
Yes. Stock is held per lot, so a line carries the batch number and the expiry date of the actual goods going out. Where a quantity comes off two lots, it becomes two lines, each with its own batch, its own date and its own rate, because that is what the medical store is physically handed.
No. Once a lot is past its date the selling side refuses it. It stays counted and visible in your stock, and it is still worth arguing with the company about, but it cannot go on a bill at any counter.
No. It is FIFO, oldest received first. FIFO means the lot that arrived first goes out first; FEFO means the lot that expires first goes out first. This is the most important limitation on this page and it is deliberate, because it matches Pakistani trade practice. Expiry is still tracked on every lot and expired stock still cannot be sold, but where the arrival order and the expiry order differ, the near-expiry report is what tells you and a person decides. If your operation requires nearest-expiry-first picking, this software does not do it today.
There is no recall workflow. You can find which bills carried a batch through the reports, but the software will not build a recall list or work it for you.
No, none of the three. There is no regulatory layer in this product at all: no filing, no licence register, no unit-level codes, and no scanning a pack back to a manufacturer’s serial number. A pharma distributor should raise this before a demo rather than after one.
No. There is no temperature log, no cold-chain record and no device reading anywhere in the product. If you carry cold-chain lines and need those records kept in the same system, this is not the right software for you today.
Against the original bill and its exact lots, into the godown and condition you choose, with the store’s account credited the same way a payment would credit it. Goods going back to the company work the same way, against the company’s own posted goods receipt and its exact batches, valued at the company’s own price rather than at your cost.
Where a registered buyer keeps back the sales tax and deposits it himself, that comes off what he actually pays you without changing what the bill is worth. It is treated as what it is rather than as a discount, so what you sold and what he still owes both stay correct.
Each store carries a credit limit, a credit-days figure and a cap on how many bills may stay open, and a store can be marked cash-only until somebody with the right permission changes that with a reason. The receivables ladder runs not due, 1 to 30, 31 to 60, 61 to 90 and over 90 days, and it is built from what is left on each bill rather than from party totals, so a part-paid bill ages only its remainder. Overdue is worked out the moment you look at it.
Yes. The catalogue is partitioned by company, so the same medicine held under two agencies is two separate items with two separate stock positions. Goods can sit together in one godown physically while reporting separately, and each company can be handed its own stock and sale statement in units and in rupees, plus its own list of what is still outstanding in the market on bills that carried its goods.
No. The khata is in the product, and the accounting writes itself as each document posts. Nobody types a voucher and nothing is exported to a second program, so profit, the balance sheet and the cash flow all read the same transactions your bills and receipts created.
Only the people you give those keys to. Cost, margin and the owner’s own withdrawals are three separate permissions and none of them comes with seniority, so a counter clerk can bill all day without ever seeing what a strip cost. There are 53 named permissions across six roles with per-person exceptions on top, nobody can hand out a key they do not hold themselves, and there is an append-only record of who changed what that is never edited and never deleted.
No price is published, because none is set. The shape is decided: one product with everything in it, priced in Pakistani rupees for a term you choose, with no tiers and no feature gating. A 14-day free trial exists and you can start it yourself. For a figure, talk to us.
Talk to us
We have written down what this software does not do for pharma because we would rather lose the meeting than lose it later. If batch, expiry, the khata and the aging are what you need, you will hear back from the people who built it.
Built for a distribution house in Pakistan billing in rupees. Not suitable today for an operation that requires nearest-expiry-first picking, serialisation, track-and-trace, a recall workflow, a controlled-drug register or cold-chain records.