Cloud DMS for Pharma, Devices & Healthcare Distribution across South Africa

Manufacturers and importers, national and regional wholesalers, buying-group and independent pharmacies, dispensing doctors, private hospital and day-clinic stores, and public-sector accounts each sit at their own level of the map. Every tier holds its own rand price list, its credit window, its scheme logic and its territory, so an order routes by the account it came from and over-loading surfaces while there is still a month left to correct it.

The SKU record holds a SAHPRA registration number alongside the batch and the expiry date. Goods receipt captures batch and manufacture detail as the consignment is booked in at the depot, so nothing enters stock unidentified. Dispatch works FEFO and releases the nearest-dated lot first. Near-expiry alerts land weeks out, early enough for a brand team to move or discount stock rather than write it off, and a recall search runs on batch or lot number right across the channel.

Vaccines, biologics and insulin are marked as cold-storage lines on the SKU master. The warehouse enforces cold-room rules and dispatch inspects the packing before a load leaves. Long runs down the N1, N2 and N3 and the handovers along the way are where a chain usually breaks, so a break is logged against the batch at the point it happened. Temperature-break returns then move into their own investigation flow, with an audit trail complete enough for a SAHPRA review.

Primary movement from distributor to wholesaler or pharmacy and secondary movement from wholesaler through to the dispensary or hospital storeroom run on one platform. Reps record orders and shelf stock in an offline-first app, so a route through a rural district or a township pocket with almost no signal still comes back with complete data once the phone reconnects. Brand teams then read off-take, returns and demand by province and territory.

Schemes run on rand value slabs, volume slabs and bonus-stock variants, and can be narrowed to a single category such as chronic ranges, antibiotics, OTC or consumer health. Eligibility is tested against the account's tier and its order history, then the qualifying scheme is applied on the rep or wholesaler screen with nobody working it out by hand. Brand teams review ROI by outlet, province or SKU against month-to-date targets before renewing.

The pharmacy, the wholesaler, the hospital buyer or the rep on the call raises the return with a photograph, the invoice reference, the original batch and lot, and a reason: damaged, expired, a near-expiry pull, or a recall. Approval passes through the area manager and then finance. A credit note is issued against the original invoice and set off against the next order. Controlled and cold-chain lines carry tighter return caps and a fuller audit trail.

Flag a batch and lot and the platform shows every place those units are sitting: the manufacturer or importer store, the wholesaler warehouse, a pharmacy or hospital order, a dispensing doctor's holding, or already sold through. Pull-back notices are generated from that list, recovered quantities are tracked as they come back in, and the closing report carries enough evidence for a SAHPRA review instead of an estimate.

A limit and its terms are held per account and tested at booking against the outstanding balance plus the new order value; anything above it holds for approval. Ageing runs by account in rand. Settlement across the channel now arrives largely by card, instant EFT and PayShap, so receipts reconcile straight against invoices and leakage is far easier to see. Reminders go out ahead of the due date rather than after it.

Yes. REST APIs connect to SAP, Oracle, Microsoft Dynamics, Sage and distributor systems built in-house. Orders, invoices, dispatch, goods receipts, returns, batch movements and card or EFT receipts pass in both directions with no rekeying. Where a bulk sync is simpler, SFTP feeds move the SKU master, stock positions and the ledger between the two systems.

A distributor logs into a portal carrying orders, batch stock, schemes, ledger and invoices. Brand teams watch pharmacy and hospital sell-out, off-take, scheme ROI and near-expiry exposure. Sales leadership reads province and territory rollups across Gauteng, KwaZulu-Natal, the Western Cape, the Eastern Cape and Limpopo. Finance sees credit ageing, card and EFT reconciliation, and recall exposure in rand, with a drill-down to batch-level transactions.