Medicine Wholesale Software

Last updated: 23 October 2026

In the Hindi belt, a medicine wholesaler is the dawa ki thok dukaan that chemists from the town and nearby villages buy from. Some sit in medicine markets such as Govind Mitra Road in Patna or the wholesale markets of Lucknow, Kanpur and Varanasi. Others run from a godown in a district town. The work is much the same everywhere: a crowded counter, orders on the phone, deliveries by van, udhaar (credit) that has to be collected, and expiry dates that must not be missed. ValueSoft, from Kala Softech, is Windows software built for this trade. Our offices are in Rajouri Garden, New Delhi and on Bailey Road, Patna.

Who is this for?

What is medicine wholesale software?

Medicine wholesale software, also searched as wholesale pharmacy software, is billing and stock software for a firm that sells medicines in bulk to other licence holders: chemists, sub-dealers, doctors and hospitals. It is not the same as medical store software, which sells to patients, often in loose strips, against prescriptions. For a shop, see pharmacy billing software.

A medicine wholesaler needs software that can:

1. bill at trade rates such as PTR (price to retailer), with batch, expiry and MRP on every line;
2. keep every chemist's khata (ledger), with bill-wise udhaar and due dates;
3. show near-expiry stock early enough to sell it or send it back;
4. keep the records your wholesale drug licence asks for;
5. give your CA return-ready GST data without re-typing.

How fast is billing at a busy wholesale counter?

At a wholesale counter, speed and the right batch matter most. In ValueSoft:

• keyboard shortcuts and quick search keep the bill moving, and you can jump from one bill to the next with one keystroke;
• several bills can stay open together, one for each chemist waiting at the counter;
• the chemist's last deal and product history show on screen, so the same rate and discount are given as last time;
• a warning appears when a batch is close to expiry or the margin is too low, and the profit on each item is on screen;
• barcode scanners work for items that carry a barcode;
• every bill prints your drug licence number and the chemist's;
• bills print on dot-matrix, laser or inkjet printers, with your logo and signature.

Free quantity and more than one discount column go on the same bill line, and discounts can be fixed item-wise, party-wise or company-wise, so a regular chemist always gets the terms you agreed.

How do you stop losing money to expiry?

An expired box is money lost, and in a wholesale godown with many batches of the same medicine it is easy to miss one. Many wholesalers follow FEFO, short for "first expiry, first out": the batch that expires first is sold first. When you bill, ValueSoft offers the earliest-expiry batch first, so the counter follows FEFO without anyone checking dates by hand. A near-expiry warning while billing, and near-expiry reports for the next 30, 60 or 90+ days, for all items or company by company, cover the rest.

When chemists return expired or broken stock, ValueSoft records what you received from each party and shows what is settled and what is pending. You can give a slip or a credit note, and take your own expired stock out of the books with self-breakage. Claims with the company for breakage, expiry and schemes are tracked until they are settled. Each product's goods ledger and breakage ledger show bill, party and expiry details. More on batch and expiry tracking.

How do you keep track of udhaar from chemists?

Most chemists buy on credit and pay later, so collection decides your cash in hand. ValueSoft keeps a khata for each chemist:

• bill-wise outstanding, adjusted automatically or by hand;
• outstanding area-wise, so a collection round can cover one town or route at a time;
• a due-date report, and a credit limit and credit days for each chemist;
• each customer's average payment period, so you can see who pays late.

Ledgers and outstanding statements can be sent on WhatsApp, and SMS can confirm a payment received or remind a chemist about dues, one at a time or in bulk. When you pay your own suppliers, cheques print from the software.

How do purchase bills get in without typing?

Bills arrive every day from companies, C&F agents and distributors. Instead of typing them, ValueSoft imports supplier invoices from CSV, Excel or PDF with the same one-time mapping for each supplier's format, and you can map a new supplier yourself. Enter your margin and ValueSoft works out PTS and PTR. Short supply can be noted, several invoices can be merged into one, and the purchase history of each item is on file. See purchase import.

Can chemists order without calling you?

Yes. With the eRetail app, chemists place orders from their phones at any hour, check live stock and expiry, see their ledger and track their dues. Your salesmen can book orders on the CSR app. Orders come into ValueSoft without re-typing, and bills can be made from them. Then the dispatch flow tracks each order through printing, arranging goods, bill audit, packing and delivery.

The owner can follow it all on the eOwner app: stock and expiry, ledgers and dues, and sales, purchase and profit, from anywhere. The apps need internet, because they exchange data with ValueSoft through Kala Softech's server. eRetail plans start at ₹2,000 a year and eOwner at ₹4,000 a year, GST included.

Can your staff learn ValueSoft in Hindi?

Yes. Our team trains in Hindi on the phone or a video call, and at your premises in and around Patna. For online installation and remote help, our support app (on the downloads page) lets the team see your screen. Several of our video tutorials are in Hindi, including:

• sale billing (Sale Tutorial, Part 3);
• GSTR-1 filing with ValueSoft;
• GSTR-2A and GSTR-2B reconciliation;
• the party sale performance report;
• backup and restore.

Call or WhatsApp +91 6200826175, or email service@kalasoftech.com, for setup, data migration and training.

GST returns your CA can use

Every bill you make feeds the returns. ValueSoft files GSTR-1 and GSTR-3B from the software, or exports GSTR-1 as Excel, CSV or JSON. It matches your purchases with GSTR-2A and GSTR-2B, checks supplier GSTINs in an internal audit, keeps input and output GST in separate ledgers, and exports accounting data to Tally if your CA uses it. When your turnover needs them, e-Invoices (IRN and QR code) and E-Way Bills are made from the bill. These GST features come in the Mini, Lite, Plus and Max plans.

Which rules apply to a medicine wholesaler?

In brief, as of 23 October 2026. This is not legal advice; confirm with your CA and your State drug control office. Official sources are at the end.

Drug licence records

Under Rule 65(5) of the Drugs Rules, 1945, each wholesale sale needs a cash or credit memo with your name, address and licence number. The memo must show the date, the buyer's name, address and sale licence number (for a doctor, hospital or government buyer, the name and address), the name of the drug, quantity, batch number, manufacturer, and the signature of the competent person. Keep copies for three years. Your purchase records must show the date, the seller's name, address and licence number, the drug, quantity, batch and manufacturer.

Schedule H, H1 and X drugs can be supplied to doctors, hospitals, dispensaries and nursing homes only against a signed written order, which you keep for two years (Rule 65(9)(b)). Schedule H1 was created by notification G.S.R. 588(E) of 30 August 2013. If you also sell on prescription, each Schedule H1 supply goes in a separate register with the prescriber's name and address, the patient's name, the drug and the quantity, kept for three years (Rule 65(3)). ValueSoft prints your licence number and the buyer's on every bill, as Rule 65(5) asks. Its Schedule H1 report records the prescriber's and the patient's name and address with batch and expiry, so it serves as the separate H1 register Rule 65(3)(h) asks for; Schedule H and narcotics reports are there too.

GST

• Rate. Since 22 September 2025, the GST rate on drugs and medicines is 5%, apart from those notified at nil rate.
• E-Way Bill. Needed before goods worth more than ₹50,000 move (Rule 138 of the CGST Rules), so check your bigger deliveries.
• e-Invoice. Needed for B2B invoices, credit notes and debit notes once your aggregate turnover was above ₹5 crore in any financial year from 2017-18 onwards (from 1 August 2023). At ₹10 crore or more, report each one to the IRP within 30 days (from 1 April 2025).
• Input tax credit. Claim ITC only on invoices your supplier has reported and that appear in your GSTR-2B (Rule 36(4)).

ValueSoft vs manual registers vs a generic billing app

Which plan fits a medicine wholesaler?

Compare every feature on the pricing page.

Prices are one-time and include GST. The first year of updates and support is free; from the second year there is a yearly AMC (annual maintenance contract) of ₹3,500 per user. Mini suits a small wholesaler billing up to ₹2.5 lakh and 450 bills a month. Plus goes up to ₹7.5 lakh and 800 bills. Max has no limit and every feature. All three include GST reports, accounting, outstanding, e-Invoice and E-Way Bill. Lite (₹7,300) and Basic (₹9,500) are on the pricing page.

Changing over from another software

If you bill in Marg, Tally or Busy today, our team moves all your master data and your bills into ValueSoft, and migration assistance is free. Our pages on switching from Marg, Tally and Busy explain more.

Sources

• CDSCO: The Drugs Rules, 1945 (compiled) (Rule 65(3), 65(5) and 65(9))
• CDSCO: note on Schedule H1 (introduced by G.S.R. 588(E), 30 August 2013)
• GST Council: FAQs on the 56th GST Council meeting (medicines at 5% from 22 September 2025)
• CBIC: E-Way Bill rules (Rule 138, CGST Rules)
• GST Council: Notification 10/2023-Central Tax (e-Invoice above ₹5 crore)
• GSTN advisory: 30-day time limit for reporting e-Invoices, AATO ₹10 crore and above (from 1 April 2025)
• CBIC: Rule 36, CGST Rules (ITC and GSTR-2B)