Scheme Management Software for Distributors

Last updated: 23 October 2026

What problem does scheme software solve?

Ask a distributor what goes wrong with schemes and you usually hear three things:

• "A new scheme comes every month, and my billing staff forget it." One bill gets the free quantity, the next one doesn't, and the retailer calls to complain.
• "I passed the scheme on to the shops, but I can't prove it to the company." The details are spread over bills, registers and WhatsApp messages, so the claim with the principal (the company whose goods you sell) gets stuck.
• "My salesman promises one discount in the market and the office bills another." The order and the bill don't match, and someone has to sort it out on the phone.

Scheme management in ValueSoft deals with all three. You set discounts and free items in advance and ValueSoft applies them while billing. Salesmen see the same schemes on their phone, and the claim with the company is tracked in the same software.

Which schemes can ValueSoft handle?

These are the scheme and discount options that ValueSoft's product pages describe. If one of your companies runs a scheme that isn't on this list, show it to us in the demo and we'll tell you plainly whether it fits.

Pharma distributors usually work with two sale rates: PTS (price to stockist) and PTR (price to retailer). ValueSoft keeps both and can work them out from your margin, so a scheme is always applied on the right rate.

How does scheme management work in ValueSoft?

1. 1

   Set your standing discounts

   Decide which discounts are fixed: item-wise for a product, party-wise for a customer, or company-wise for a whole principal. ValueSoft applies them while billing, so your staff don't have to remember them.

2. 2

   Record the company's discounts on the purchase

   When goods arrive with extra discount from the company, enter it on the supplier-wise purchase screen, which has multiple discount columns. You can also import the supplier's invoice from CSV or Excel instead of typing it.

3. 3

   Set sale rates with your margin

   ValueSoft calculates the sale rate from the purchase rate and your margin. Pharma distributors can auto-calculate PTS and PTR. Use the PTR/PTS calculator to check the numbers first.

4. 4

   Bill with the scheme

   On the sale bill, give the free or deal quantity and the discounts the scheme allows. FMCG distributors can also use scheme %, QPS and product-wise schemes, and bill in cases and pieces.

5. 5

   Let the warning catch mistakes

   If a discount or free item pushes a sale into a loss or a low margin, ValueSoft warns you while billing. The bill screen also shows the last deal, purchase history and item-wise profit.

6. 6

   Give salesmen the same scheme

   In the CSR App, salesmen check stock and schemes and book party-wise orders with scheme and discount. The order reaches ValueSoft through Kala Softech's server, so nobody re-types it.

7. 7

   See what the scheme cost you

   Bill-wise, party-wise and company-wise profit reports show where your margin went. You can also see scheme-wise and company-wise reports.

8. 8

   Claim it back from the principal

   Scheme claims are tracked and settled with the company in the same software as breakage and expiry claims. Breakage received from parties has its own settled and pending reports.

How do common trade schemes fit into ValueSoft?

Companies word their schemes in many ways, but most of them come down to a few patterns. This table shows where each one goes.

Which ValueSoft plans include scheme management?

Our plan table does not list schemes as a separate line, so we won't guess which plan has which scheme option. Here is what the table does show:

• Sale and purchase invoices, the Breakage & Expiry System and stock reports are in all five plans.
• Credit and debit notes, outstanding reports, accounting entries and GST reports are in Mini, Lite, Plus and Max, but not in Basic. If your scheme claims end in a credit or debit note, pick a plan that has them.
• Mini, Lite and Plus have monthly billing limits of ₹2.5 lakh, ₹5 lakh and ₹7.5 lakh. Basic and Max have no billing limit.
• Plan prices are one-time. Updates and support are free for the first year; from the second year there is a yearly AMC (annual maintenance contract) of ₹3,500 per user.

Compare every feature on the pricing page.

The CSR App for salesmen is not on the pricing page. Ask for its price when you book a demo.

How does GST treat free goods and scheme discounts?

This is a short guide to the rules, not tax advice. Your CA should confirm how they apply to your schemes.

• Discount shown on the bill. A discount given before or at the time of sale, and recorded on the invoice, is not part of the taxable value (section 15(3)(a) of the CGST Act). CBIC gives slab discounts printed on the invoice, such as "buy more, save more", as an example.
• Buy one, get one free. CBIC says this is not a free supply. It is two goods sold for one price, and the supplier can keep its ITC (input tax credit, the GST paid on purchases that you set off against GST on sales) for them.
• Free samples. Samples given without any payment are generally not a "supply" under GST. But ITC is not available on goods given away as free samples or gifts. CBIC's own example is pharma companies giving drug samples to stockists, dealers and doctors.
• Discounts settled later. Volume discounts and other discounts passed on after the sale, usually through a credit note, have extra conditions under section 15(3)(b) and section 34 of the CGST Act. Check the current position with your CA before you settle a large scheme claim.

Sources

• CBIC Circular No. 92/11/2019-GST (7 March 2019): sales promotion schemes under GST
• CGST Act, 2017, CBIC consolidated text: sections 15 and 34