Pharma & Healthcare Distributor Management System for Malaysian Business

The platform supports multi-tier distribution: manufacturer to CFA to super-stockist to stockist to retail chemist. Each tier carries its own pricing, scheme entitlement, credit terms, and territory mapping. Orders route to the right tier automatically based on the chemist's mapped stockist. The hierarchy can be reorganised through the admin portal without code changes when distributor restructuring happens.

Every SKU tracks at batch and expiry level. GRN captures batch numbers and expiry dates at receipt. Allocation uses FEFO so near-expiry batches go out first. Multi-warehouse stock with bin-level visibility tells operations where each batch sits. Near-expiry alerts trigger before stock becomes a writeoff. Lot traceability supports product recall across the supply chain.

Cold chain SKUs (vaccines, biologicals, insulin, certain biologic injectables) carry a cold-storage attribute on the SKU master. The warehouse module enforces cold-storage location rules. Dispatch protocols require cold-chain packaging compliance check. Returns of cold chain stock route through a separate workflow with temperature break investigation. The audit trail is retrievable per batch for regulatory review.

Stockist primary sales (manufacturer to stockist) and stockist secondary sales (stockist to chemist) sit on the same platform. Stockists update chemist orders through the mobile app or portal. MR field captures also feed secondary sales view. Brand teams see chemist-wise SKU off-take, near-expiry returns, and brand-wise demand patterns across the country.

Trade schemes for chemists support volume slabs, value slabs, bonus-stock (free-goods) variants, and category-specific support. When a chemist order is created, the engine checks eligibility against the chemist tier and purchase history, then applies the qualifying scheme automatically. Brand teams see scheme ROI per chemist, region, or SKU to decide which schemes to renew.

Returns are initiated by the chemist, the stockist, or the MR during a visit. The reason captures (damaged, expired, near-expiry pull, recall) along with the original batch and lot. Multi-level approval routes through the area manager and finance. Approved returns generate a credit note linked to the original invoice, with full audit trail. The credit balance adjusts in the next chemist order.

When a recall is initiated for a specific batch and lot, the platform shows where every unit of that lot sits across the supply chain: in CFA warehouse, with super-stockist, with stockist, dispatched to specific chemist orders, or sold-through. The recall workflow generates pull-back notices, tracks recovered stock, and produces an audit-ready report for NPRA and MOH compliance review.

Credit limits and payment terms set per stockist and chemist account. The platform checks outstanding balance plus new order value at order creation. Over-limit orders hold for approval. Ageing reports track outstanding by account. Pharma's longer credit cycles for stockist accounts run alongside shorter cycles for chemists on one platform. Automated reminders go out before due dates.

Yes. REST APIs support bidirectional sync with SAP, Oracle, Microsoft Dynamics, Tally, and existing stockist or CFA systems. Sales orders, invoices, dispatch notes, GRN, returns, batch movements, and payment records flow between the DMS and the ERP without manual rekeying. SFTP file feeds support bulk daily syncs of master data, stock balances, and ledger postings.

Stockists get a self-service portal with order history, batch-wise stock balances, scheme catalogues, ledger view, and downloadable invoices. Brand managers see chemist-wise secondary sales, brand-wise off-take, scheme ROI, and near-expiry stock pressure. Sales leadership sees territory-wise and stockist-wise rollups with drill-downs to chemist level. Finance sees credit ageing, trade investment ledger, and recall-related cost exposure.