Pharma Stockist & Super Stockist Software

Last updated: 23 October 2026

Between the pharma company and the chemist's shelf there are often two or three hands. The stockist is the one in the middle: buying from the company or its C&F agent, selling to sub-stockists and chemists, collecting money from all of them, and claiming returns and schemes back from the company. ValueSoft is Windows software that does this billing, stock, accounting and GST work in one place. This page is for stockists, super stockists and sub-stockists who want to know what it does for them.

Who are stockists, super stockists and sub-stockists?

The names change from company to company, but the chain usually looks like this:

• Company and C&F agent. The company sends goods to its C&F agent in the state. (See C&F agent software.)
• Super stockist. Buys from the company or its C&F agent and supplies sub-stockists across a district or region.
• Stockist. Buys from the company, its C&F agent or a super stockist and supplies chemists, hospitals and nursing homes in a town.
• Sub-stockist. Buys from a super stockist or stockist and supplies retailers in smaller towns and villages.

So stockist software has to bill two kinds of buyers at two kinds of rates, pass company schemes along the chain, keep track of credit given to many parties, and settle returns in both directions.

Who is this software for?

How do you bill sub-stockists and chemists from the same stock?

Each item in ValueSoft carries two sale rates: PTS (price to stockist) and PTR (price to retailer). The sale rate can be worked out from the margin you enter. So the same batch can go to a sub-stockist at one rate and to a chemist at another, without anyone editing the rate by hand. On top of the rate, discounts can be set item-wise, party-wise or company-wise.

Every bill line carries the batch, expiry and MRP, and ValueSoft offers the batch that expires first when you add an item, which is FEFO (first expiry, first out). Each bill also prints your drug licence number and the buyer's. While billing, your staff see the party's last deal and product history, the last 30 days' sales and profit per product, and a warning if an item is going out at a low margin or close to its expiry date. Several bills can be open at once, which helps when a sub-stockist's big order and a chemist's small one arrive together.

How do company schemes pass through to your buyers?

A company scheme usually reaches a stockist as free quantity or an extra discount, and you decide how much of it to pass on. In ValueSoft, each bill line takes free or deal quantity and more than one discount column. A "10+1" deal and a cash discount can sit on the same line, and the bill shows what the buyer really pays. The low-margin warning tells you when passing on a scheme cuts too deep into your own margin.

Whatever the company owes you back under a scheme is tracked as a scheme claim with that company until it is settled. More on the scheme management page.

How do you see outstanding party by party?

A super stockist gives credit to many sub-stockists, and a stockist to many chemists. ValueSoft keeps it in order:

• Bill-by-bill outstanding for every sub-stockist, chemist and hospital, adjusted automatically or by hand.
• Outstanding area-wise and salesman-wise, and a due-date report.
• A credit limit and credit days for each party, and each customer's average payment period.
• Supplier outstanding, so you also know what you owe each company.

Ledgers and outstanding statements go out on WhatsApp, and bulk SMS can remind parties about dues. Retailers who use the eRetail app can check their own dues on their phones.

How does stock transfer to sub-stockists or branches work?

Stock transfers to sub-stockists, and between your own branches and godowns, are recorded in ValueSoft. Each godown shows its own stock and value, so before a salesman promises a delivery you can see whether the goods are in the main godown or at the branch. Transfer records also give you the trail you need when you reconcile stock with a sub-stockist at the end of the month.

If a transfer is worth more than ₹50,000, an E-Way Bill is needed even when it is not a sale (see the rules section below). Ask your CA which GST document each kind of transfer needs. See also multi-godown software.

How are returns and claims with the company settled?

A stockist sits in the middle of every return. Chemists and sub-stockists send expired and broken stock back to you, and you claim it from the company. ValueSoft handles both sides:

• From your buyers: damage received from each party, with settled and pending reports. Issue a slip or a credit note, merge several memos, and tag one party to another when a firm changes its name.
• With the company: breakage, expiry and scheme claims are tracked until the company settles them.
• Your own stock: company-wise near-expiry reports for 30, 60 or 90+ days, so you can sell or return goods in time, and self-breakage to take expired stock out of the books.

Goods and breakage ledgers for each product show the bill, party and expiry behind every entry. See batch and expiry tracking.

Can you order from the company based on what is selling?

Yes. ValueSoft prepares the order to a supplier from your sales, current stock or reorder level, with a suggested quantity and the last purchase valuation. It can prepare orders for every company at once and email each one to the company and its senior staff in one click.

Companies also ask stockists for reports. ValueSoft gives stock and sales statements for the company's sales representatives, purchase-invoice-wise sale tracking, and company-wise or division-wise stock with batch, MRP and expiry. Every report exports to Excel, PDF or image.

How do salesmen and retailers send orders?

Your salesmen can book orders on the CSR app, with scheme and discount, live stock, batch and expiry, and the party's outstanding on screen. Retailers can order on the eRetail app at any hour. Orders come into ValueSoft without re-typing, and bills can be made from them automatically. The apps exchange data with ValueSoft through Kala Softech's server and need internet.

From there, the dispatch flow tracks each order through printing, arranging goods, bill audit, packing and delivery.

What GST work does a stockist do in ValueSoft?

GSTR-1 and GSTR-3B can be filed from the software, or GSTR-1 exported as Excel, CSV or JSON. Purchases are reconciled with GSTR-2A and GSTR-2B for one month or several. e-Invoices (IRN and QR code) and E-Way Bills are made from the bill. Input and output GST sit in separate ledgers, and accounting data can be exported to Tally for your CA. These GST features are in the Mini, Lite, Plus and Max plans.

Which rules should a stockist keep in mind?

A short summary as of 23 October 2026. It is not legal advice; confirm details with your CA. Official sources are at the end of the page.

• GST rate. From 22 September 2025, drugs and medicines carry 5% GST, except those notified at nil rate. Make sure your item rates were updated.
• E-Way Bill. Needed before goods worth more than ₹50,000 move, for a sale or for reasons other than a sale (Rule 138 of the CGST Rules). Goods moved without a sale can travel on a delivery challan (Rule 55).
• e-Invoice. Required for B2B invoices, credit notes and debit notes if 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 document to the IRP within 30 days (from 1 April 2025).
• Input tax credit. Under Rule 36(4), you can claim ITC only on invoices your supplier has reported and that appear in your GSTR-2B. Reconcile every month before you file. See GSTR-2B reconciliation.
• Drug licence. Rule 65(5) of the Drugs Rules, 1945: every wholesale sale memo must show the buyer's name, address and sale licence number, the drug, quantity, batch number and manufacturer, and carry your own name, address and licence number. Keep memo copies for three years. ValueSoft prints your licence number and the buyer's on every bill, so keep each sub-stockist's and chemist's licence number up to date in ValueSoft.

ValueSoft vs manual registers vs a generic billing app

Which plan does a stockist need?

Compare every feature on the pricing page.

All prices are one-time and include GST. Updates and support are free in the first year; from the second year a yearly AMC (annual maintenance contract) of ₹3,500 per user applies. Lite allows ₹5 lakh of billing and 600 bills a month; Plus allows ₹7.5 lakh and 800 bills. Max has no limit and includes GST reports, accounting, outstanding reports, e-Invoice and E-Way Bill. A super stockist billing beyond the Plus limit will need Max. Mini (₹5,600) and Basic (₹9,500) are on the pricing page; Basic is unlimited but has no GST reports, accounting or E-Way Bill.

Already using other software?

Stockists moving from Marg, Tally or Busy don't start from zero. Our team carries all your master data and your old bills across into ValueSoft, and the migration help costs nothing. We then help with setup and train your staff. You can download the setup from the downloads page and try it before you buy.

Sources

• 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)
• CBIC: Rule 55, CGST Rules (delivery challan)
• 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)
• CDSCO: The Drugs Rules, 1945 (compiled) (Rule 65)