Pharma & Healthcare Distributor Management Cloud Software for Vietnam

The model covers every layer: manufacturer or importer at the top, then lead distributor, sub-distributor, and wholesaler, ending at pharmacies and hospitals that hold direct accounts. A separate VND price list, credit window, scheme logic, and territory apply to each layer across the North, Centre, and South. That separation is what lets an order find its correct account on its own and lets channel loading surface early, well before month-end closes it out.

Every SKU keeps a batch and expiry date on file, plus a DAV or VFA registration reference wherever the category calls for one. GRN logs batch and manufacture details as soon as a consignment reaches goods-in, regardless of whether it arrived by import or came from local production. Dispatch then works strictly FEFO, clearing the nearest-expiry lot first, while alerts warn distributor and sub-distributor teams weeks in advance so ageing stock can be moved or discounted rather than written off.

The SKU master flags vaccines, biologics, and insulin for cold storage from the outset. Cold-room rules apply automatically once stock reaches the warehouse, and packaging gets inspected before dispatch lets anything leave the depot. Vietnam's heat and humidity turn a temperature break into a routine risk, not an occasional one, so each incident is logged against its batch and sent down a separate investigation path, with every step recorded for review.

Batch-level ageing rolls up into near-expiry dashboards from every sub-distributor and wholesaler account, not just the lead distributor's own store. That gives brand and distributor teams a clear read on which lots are closing in on their cut-off date and exactly where each one sits in the channel, so there is time to redirect, discount, or pull stock back before it quietly expires on a shelf nobody is watching.

Once a batch and lot get flagged, the platform pinpoints exactly where every unit sits: the manufacturer or importer store, the lead distributor, the sub-distributor, the wholesaler, and finally the specific pharmacy or hospital account that received it. From there, pull-back notices generate on their own, recovered stock is tracked, and the workflow closes with an audit-ready recall report. Since every dispatch traces back to a verified batch moving through a mapped, authorised account, any stock outside that registered channel becomes visible rather than hidden, which is the real defence against counterfeit and grey-market medicine as a channel-integrity risk.

The engine supports value slabs in VND, volume slabs, and bonus-stock variants, each carrying category rules that differ across prescription, OTC, and consumer-health lines. It checks an order's tier and history first, then the matching scheme applies itself automatically wherever the order was placed, rep visit or wholesaler counter alike. Before any renewal decision, brand teams pull scheme ROI split by outlet, region, or SKU and measured against the current month.

A return can originate from the pharmacy, the hospital, a wholesaler, or a field rep out on a visit, and each one comes with supporting evidence attached: a photo, the invoice it ties back to, the batch and lot involved, and a stated reason, damaged, expired, a near-expiry pull, or recall. Approval then runs in stages, first past the area manager, then finance, and only once that clears does a credit note post against the invoice and carry forward into the next order. Prescription and cold-chain items face stricter caps on what can be returned, and the full trail is kept on record.

Each account carries its own limit and terms, checked at the moment of booking against outstanding balance plus new order value; anything over the limit holds for approval. Exposure by account tracks through ageing reports in VND. On the collections side, cash, cash on delivery, VietQR transfers, and e-wallet settlement all reconcile against invoices, which makes leakage easier to catch, and reminders go out ahead of due dates. Every settled invoice also aligns with Vietnam's e-invoicing regime, mandatory nationwide since 1 July 2022.

It does. REST APIs connect to whatever distributor system is already running, SAP, Oracle, Microsoft Dynamics, Sage, or otherwise, keeping both sides current. Data moves in both directions without duplicate entry, covering orders, invoices, dispatch, GRN, returns, batch moves, and VietQR or bank-transfer receipts, while SFTP feeds carry the bulk syncs for stock, ledger, and the SKU master.

Distributors log into a portal covering orders, batch stock, schemes, invoices, and their ledger. Brand teams work from a different view built around secondary sales into pharmacies and hospitals, off-take, scheme ROI, and near-expiry pressure, all broken down lot by lot. Sales leadership rolls the North, Centre, and South up into regional numbers, drilling down to individual cities from Hanoi and Ho Chi Minh City through Da Nang, Hai Phong, and Can Tho. Finance works in VND, tracking credit ageing and reconciling VietQR and bank-transfer activity, with recall exposure visible right down to the transaction.