Pharma & Healthcare Distributor Management Cloud System for Kenyan Business

The platform models tier-1 distributor, sub-distributor, pharmacy chain, independent chemist, hospital direct, and KEMSA tender accounts. Each tier holds its own pricing, schemes, credit terms, and territory. Orders route by mapped account, and tiers can be reorganised from the admin portal.

Every SKU tracks at batch, lot, and expiry. GRN captures details at receipt. FEFO allocation pushes near-expiry stock first. Bin-level views show batch location. Near-expiry alerts fire before writeoff. Lot traceability supports recall across the channel.

Vaccines, biologics, and insulin carry a cold-storage flag on the SKU master. The warehouse enforces cold-room rules. Dispatch checks packaging compliance. Cold chain returns route to a separate flow with temperature-break investigation. Audit logs retrievable per batch for PPB review.

Primary sales (distributor to chain or chemist) and secondary sales (chain to outlet) sit on one platform. Distributors update orders from the app or portal. MR field captures feed the same view. Brand teams see SKU off-take, returns, and demand patterns by county.

Schemes support volume slabs, value slabs in KES, bonus-stock variants, and category-specific support. The engine checks eligibility against tier and history, then auto-applies the qualifying scheme. Brand teams see ROI per chemist, county, or SKU to decide renewals.

Returns get raised by the chemist, distributor, or MR on visit. Reasons captured (damaged, expired, near-expiry pull, recall) along with original batch and lot. Multi-level approval flows through area manager and finance. Credit note generated against the original invoice and applied to the next order.

For any flagged batch and lot, the platform shows where every unit sits: distributor warehouse, sub-distributor, chemist or chain order, hospital, KEMSA, or sold-through. The workflow generates pull-back notices, tracks recovered stock, and produces a PPB and MOH audit-ready report.

Limits and terms set per account. The platform checks outstanding plus new order value at booking. Over-limit orders hold for approval. Ageing reports track by account in KES. M-Pesa and PesaLink receipts auto-allocate. Reminders go out before due dates.

Yes. REST APIs sync with SAP, Oracle, Microsoft Dynamics, Sage, and distributor systems. Orders, invoices, dispatch, GRN, returns, batch moves, and receipts flow both ways without rekey. SFTP handles bulk syncs of masters, stock, and ledger.

Distributors get a portal with orders, batch stock, schemes, ledger, and invoices. Brand teams see chemist secondary sales, off-take, scheme ROI, and near-expiry pressure. Sales leadership gets county and account rollups. Finance sees credit ageing and recall exposure in KES.