Pharmatica Distribution · Pharmaceutical Distribution Management System
For importers and wholesalers. Each customer’s catalogue, contract price and credit limit are applied when the order is placed.
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Built for Pharmaceutical Distribution
Importers, wholesalers and distributors
You deploy Pharmatica Distribution in phases. The first phase depends on how your business is built.
Import evidence, batch release and the stock ledger agree before customers order.
Several order channels, each customer on its own price and credit terms.
Each award sets the contract price and the quantity ceiling for every call-off.
Commitments tracked, rebates settled and reports kept for each principal.
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If you are keeping your ERP or accounting system, start with the B2B Customer Ordering Portal and CRM.
What changes
Pharmaceutical Distribution Management System
Four things distributors tell us slow them down, and what the system does instead.
Before: orders arrive by WhatsApp, email and spreadsheet, and are typed in again.
Customers order online or upload their usual spreadsheet. Each line is checked against their price list.
Before: credit is checked at invoicing, after the stock has shipped.
Credit is checked when the order is accepted. Stock is set aside only after it passes.
SO-24-11882Hospital H · RM 48,200
Over credit limitSO-24-11890Pharmacy group P-09
Credit passedBefore: contract and tender prices live in spreadsheets.
Contract prices and their dates are held in the system. Each order takes its price from the contract.
Recall · B24-04176 customers found
Before: a recall list is built by searching delivery orders by hand.
The system lists every customer that received the batch, with quantities.
How it works
Pharmaceutical Distribution Management System
Each stage is handled by a named system inside Pharmatica Distribution. Every stage posts to the same inventory and financial ledgers.
STAGE 01 / 08
Stage 01
Distribution rights, territories, minimum commitments and price notices are held against each principal. Commitment is measured on what you despatch.
Handled by Principal and Brand ManagementStage 02
Permits, shipments, customs documents, CoA and MAL records are attached to each batch. A batch without its full document set stays in quarantine.
Handled by Import and Regulatory ManagementStage 03
Stock is quarantined on arrival and released on inspection by a named person. Allocation then runs FEFO on every customer order.
Handled by Pharmaceutical Warehouse ManagementStage 04
Customers order their own catalogue at contract price, against their own credit. They can upload the spreadsheet they already send you.
Handled by B2B Customer Ordering PortalStage 05
Credit limit and exposure are checked before an order is accepted. Allocation runs only after the credit check has passed.
Handled by Credit and CollectionsStage 06
Route, driver, stop and delivery evidence are attached to the invoice and the batch. A failed delivery is recorded with its reason.
Handled by Transport Management and Electronic Proof of DeliveryStage 07
Ageing, reminders, promises to pay and disputes are worked from one receivables queue.
Handled by Credit and CollectionsStage 08
Each batch is traced from the principal to the exact customer that received it. The recall recipient list comes from this record.
Handled by Quality, Traceability and RecallFive roles work from the same record. Each one sees its own exceptions and acts on them.
SeesOrders, credit held and short lines for the day.
DoesReview commitments and margin by customer and principal.
SeesEach customer’s catalogue, price, credit and open orders.
DoesCapture orders on visits and resolve unmatched lines.
SeesExposure including shipped, not invoiced stock, and ageing.
DoesRelease or keep a held order, with the reason recorded.
SeesReleased batches, FEFO allocation and each route.
DoesPick against the allocation and record delivery evidence.
SeesLicences, MAL records and document sets by batch.
DoesRelease batches from quarantine and run a recall.
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WHO IT IS FOR
Pharmatica Distribution fits importers and wholesalers that run at least one warehouse. If it is not the right fit, we will say so on the first call.
What is included
Pharmaceutical Distribution Management System
Fourteen systems in five areas. Start with the ones you need.
| Customer | State |
|---|---|
| Klinik Harmoni Sdn Bhd | Active |
| Hospital Damai Berhad | Credit hold |
| Farmasi Indah Group | Active |
Start with the systems you need. Each addition is scoped and quoted in writing.
Explore the platformWHAT IS INCLUDED · WHERE YOUR TEAM USES IT
The same record reaches the order desk, the warehouse floor and the approver’s phone.
The order desk works the day’s queue: released, held at credit and short.
CUSTOMER
Klinik C-41Orders sent by WhatsApp are matched to catalogue lines before your order desk confirms them.
HELD ORDER
SO-24-11882A held order reaches the approver with exposure and ageing, and the reason is recorded.
GRN 4471
B24-0417Warehouse staff scan the batch and are directed to a bin.
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Rules
Pharmaceutical Distribution Management System
16
regulatory controls recorded as you work
Keeping your current till or accounting software? It connects, and each connection has one owner.
Getting started
Pharmaceutical Distribution Management System
Guided Deployment is our standard method for putting Pharmatica into a live business. Six phases, a defined scope, and a signed exit at each one.
What is in scope is agreed and signed before work starts, so the project does not drift. Every phase ends in a document you sign, and the next phase does not begin until you do.
Discovery comes first, because master-data defects surface late and cost the most to fix in month four. Data migration runs in three passes. Rollout goes by cohort, and nothing moves to the next cohort until the last one reconciles.
EXIT
A written scope and a stated success criterion
EXIT
Signed design, including what is out of scope
EXIT
Three passes; the third is the cutover pass
EXIT
Ten consecutive reconciled days, signed weekly
EXIT
Legacy retired only after that sign-off
EXIT
Support model and named owners agreed
Your team keeps working through go-live. Guided Deployment brings up the workflows the business runs on first.
See how Guided Deployment worksQuestions
Pharmaceutical Distribution Management System
Our six-step setup has a sign-off at the end of each step. The time for your business is written in your scope. Your old system is switched off only after ten days of matching figures.
Your data moves in three passes. The third is the switch-over pass. Your data owner signs each pass before the next one starts.
Yes. Invoices, payments and customer balances pass to the system you keep, and each connection has one owner. If you keep your ERP or accounting system, start with the customer ordering portal and customer accounts.
Production and backup regions are written in your agreement. Any service that handles data outside Malaysia is named, with its region and the data it handles.
See security and PDPAThe pilot starts from a written scope and a stated measure of success. It runs at the warehouse and the customer sites you choose. A strategy session takes 90 minutes and ends with a written scope for a pilot.
A strategy session takes 90 minutes. It ends with a written scope for a pilot.
