Bizzilo One · Procurement
Pharmacy purchase management software from the distributor's order to the debit note.
Bizzilo Procurement is pharmacy purchase management software for medical stores and chemist chains. It drafts purchase orders to your distributors when a medicine reaches its reorder level, receives each delivery with its batch number and expiry date, records the supplier's bill against what arrived, and sends short-dated or damaged stock back with a debit note.
- 30-day free trial
- No credit card required
- Purchase approvals on every plan
| Item | Ordered | Received | Amount |
|---|---|---|---|
| Cetirizine 10 mg, box of 10 strips | 20 boxes | 20 boxes | ₹3,600 |
| Paracetamol 650 mg, box of 10 strips | 30 boxes | 30 boxes | ₹7,200 |
| Glucometer test strips, 50 | 12 boxes | 10 boxes | ₹6,400 |
2 boxes of test strips short: back order BO-00088 raised against PO-0412
| Distributor | Price | Updated |
|---|---|---|
| Velan Pharma | ₹180 | 18 Sep |
| Sri Murugan Medical Agencies | ₹186 | 2 Sep |
| Coastal Pharma | ₹183 | 24 Aug |
New purchase orders to Velan Pharma use ₹180 a box
Buying from distributors
Where a pharmacy's buying goes wrong. And how Bizzilo Procurement handles it.
The problem
The shortage list on a scrap of paper
Staff note what ran out on the back of a bill book, and the evening call to the distributor misses half of it. The customer who asked for it goes to the next chemist.
With Bizzilo procurement
Set a reorder level for each medicine at each store. When stock falls to it, Bizzilo One drafts the purchase order to the distributor at their listed price, ready for you to review and approve.
The problem
Three distributors, three prices
The same strip comes from several distributors at different rates, and orders go to whoever called last rather than whoever is cheapest.
With Bizzilo procurement
Keep a price list for each distributor and compare their prices for a medicine before you raise the order. When a distributor revises a rate, update it once and every new order uses it.
The problem
Deliveries that do not match the order
Boxes arrive short, a bottle is broken or the wrong pack is sent, and nobody notices until a customer asks for it.
With Bizzilo procurement
Receive each delivery against its purchase order with a quantity and quality check. Accepted stock is ready to sell at once, rejected stock is set aside, and anything short stays open as a back order.
The problem
Batch details typed in later, or never
When batch numbers are not entered at receipt, stock cannot be traced to its batch, and the oldest strips sit at the back of the shelf until they expire.
With Bizzilo procurement
Record the batch number and expiry date on each line of the goods receipt. From then on stock is counted batch by batch, and batches close to expiry are flagged in the stock ledger.
Batch tracking is part of the Accelerate and Scale plans.
The problem
Short-dated stock that goes back too late
Near-expiry and damaged stock has to go back to the distributor with the right paperwork, or the credit is disputed and the stock is written off.
With Bizzilo procurement
Raise a purchase return against the original goods receipt. Stock comes down, a debit note is issued for the value, and the distributor's balance is corrected before your next payment.
The problem
Paying bills you cannot check
Distributor bills are paid from a pile at month end, without checking them against what was accepted or taking off what was returned.
With Bizzilo procurement
Record each bill against the goods receipt, so you pay for what you accepted. Debit notes are set off against the distributor's balance, and payment reminders tell you what falls due and when.
Purchase orders
Orders that draft themselves. At the distributor's price, for you to approve.
Add your distributors and the medicines each one supplies, with the price you agreed. Set a minimum and maximum level for each medicine at each store and at the storeroom. When stock falls to the minimum, Bizzilo One drafts the purchase order to the distributor with the quantity that brings it back up.
Because units are linked, the order goes out in boxes while the counter sells strips: one box of ten strips, one carton of twenty boxes. Nobody has to divide the shelf count by ten before ordering.
With purchase approvals, an order waits for the owner or the pharmacist in charge before it goes out. Each order then shows its status, from draft to fully received, so nobody chases a delivery that has already arrived.
Reorder levels
Per medicine and per location, drafting the order for you.
Distributor price lists
Each order starts from the rate you agreed.
Purchase approvals
Orders wait for sign-off before they go out, on every plan.
Goods received
Every box checked in with its batch. Against the purchase order.
When the distributor's delivery arrives, raise the goods receipt note (GRN) against the purchase order. For each line, record what arrived, its batch number and its expiry date, and run the quantity and quality check before anything reaches the shelf.
Accepted boxes become sellable stock straight away, counted in strips at the counter. A broken bottle or a crushed box is recorded as a rejection and set aside for return. If the distributor sent fewer boxes than ordered, the rest stays open as a back order.
From the first day, stock is counted batch by batch, so the stock ledger shows which strips are oldest and flags the batches close to expiry, in time to sell them first or send them back.
GRN against the order
Receive in full or in part; the rest becomes a back order.
Batch and expiry on receipt
Recorded line by line as the stock arrives.
Quantity and quality check
Accepted stock is sellable, rejected stock is set aside.
Batch tracking is part of the Accelerate and Scale plans.
| Item | Batch | Expiry | Accepted |
|---|---|---|---|
| Cetirizine 10 mg | C-2409 | Aug 2028 | 20 boxes |
| Paracetamol 650 mg | B-2412 | Nov 2028 | 30 boxes |
| Test strips, 50 | GT-131 | Jan 2028 | 10 boxes |
20 boxes of 10 received: cetirizine stock shows 200 more strips
Supplier bills and returns
Pay for what arrived. And send back what should not stay.
Record the distributor's bill against the goods receipt, so the amount you owe matches the boxes you accepted. Each distributor's account shows bills, returns, payments and what is due, and payment reminders keep you on time with the suppliers you depend on.
Return near-expiry, damaged or wrongly supplied stock against the goods receipt it came in on. Stock comes down batch by batch, a debit note is issued for the value, and it is set off against the distributor's next bill. Debit note approvals let the owner check returns before they leave the store.
Rent, freight and other running costs are recorded as bills too, and every bill, return and payment posts to your books as it happens.
Bills against receipts
The bill is checked against the goods you accepted.
Purchase returns
Against the goods receipt, with stock updated at once.
Debit notes
Issued for returns and set off against the distributor's balance.
| Document | Date | Amount |
|---|---|---|
| Bill VB-2291 | 24 Sep | ₹18,060 |
| Debit note DN-00020 | 25 Sep | −₹1,440 |
| Bill VB-2317 | 26 Sep | ₹5,660 |
| Payment VP-00512 | 26 Sep | −₹10,000 |
DN-00020 for a short-dated batch · ₹12,280 due on 10 Oct
Getting started
Set up buying for your pharmacy. Distributors and reorder levels first.
Our team in Chennai helps with each step, including moving your distributor and medicine lists across from the software you use today.
Add your distributors
Enter each distributor and the medicines they supply, with the price you agreed with them.
Link your units
Set the units you buy in and the units you sell in: boxes, strips, bottles.
Set reorder levels
Choose a minimum and maximum for the medicines you never want to run out of, store by store.
Switch on batches and approvals
Turn on batch tracking for medicines with expiry dates, and decide who approves purchase orders and returns.
Receive the first delivery
Raise the goods receipt against the order and check it in, box by box, with batch and expiry.
Works with the rest of Bizzilo One
Buying is one part of the pharmacy. The counter, stock and accounts run on the same ledger.
- Sell at the counter
Pharmacy billing software
Counter billing by the strip, with the batch on every line, from the stock your goods receipts bring in.
See pharmacy billing software - Stock and warehouses
Pharmacy inventory software
Stock counted batch by batch across your stores and storeroom, with near-expiry flags and write-offs by reason.
See pharmacy inventory software - Accounts and tax
Bizzilo Accounting
Supplier bills, debit notes and payments post to your books as they happen, ready for GST filing.
See Bizzilo Accounting
Purchase records in India
What a chemist's purchase records must show. And what Bizzilo One keeps for you.
- Rule 65 of the Drugs and Cosmetics Rules
- Under Rule 65(4) of the Drugs and Cosmetics Rules, 1945, a retail licensee's purchase records must show the date of purchase, the supplier's name, address and licence number, the name of the drug, its quantity and batch number, and the manufacturer's name. Purchase bills are numbered serially and kept in date order.
- What each goods receipt holds
- In Bizzilo One every goods receipt and bill carries its own number and date, the distributor, each medicine, the quantity and, with batch tracking, the batch number. Keep the distributor's bills filed with them, and ask us in a demo how to record the licence number and manufacturer.
- Expiry is your own control
- The rule's list for purchase records does not include the expiry date. Recording it on the goods receipt is what lets you sell the oldest batch first and return short-dated stock in time. GST on each bill is recorded line by line, and GSTR-3B is prepared from your purchases and sales.
Rule text checked on 26 September 2026 in the CDSCO consolidated Drugs and Cosmetics Rules. Confirm your record-keeping with your drug inspector or consultant.
| Date · distributor | Medicine · batch | Qty |
|---|---|---|
| 24 Sep · Velan Pharma | Cetirizine 10 mg · C-2409 | 20 boxes |
| 24 Sep · Velan Pharma | Paracetamol 650 mg · B-2412 | 30 boxes |
| 26 Sep · Coastal Pharma | Cough syrup 100 ml · CS-884 | 24 bottles |
Filed with each distributor's bill, in date order
Frequently asked
Questions buyers ask. If yours isn't here, we'll answer it on the demo call.
Pharmacy purchase management software handles how a medical store buys: distributors and their prices, purchase orders, receiving stock with batch details, supplier bills, payments and returns. Bizzilo Procurement does this on the same stock count and ledger as your counter.
It drafts the order for you. Set a reorder level for each medicine at each store; when stock falls to it, Bizzilo One drafts a purchase order to the distributor at their listed price for you to review and approve.
Raise the goods receipt against the purchase order and enter the batch number and expiry date on each line. Stock is then counted batch by batch. Batch tracking is part of the Accelerate and Scale plans.
Create a purchase return against the goods receipt the stock came in on. Stock comes down, a debit note is issued for the value and set off against the distributor's balance. Debit notes can require approval before they go out.
Yes. Each distributor has its own price list, so you can see each one's price for a medicine before you raise the order. Updated rates apply to every new purchase order.
In India, Rule 65(4) of the Drugs and Cosmetics Rules, 1945 asks for the date of purchase, the supplier's name, address and licence number, the drug's name, quantity and batch number, and the manufacturer. It does not list the expiry date. Bizzilo One records the date, distributor, medicine, quantity and batch on each goods receipt.
Free quantity and scheme lines are not covered on this page. Bring a distributor bill with a scheme on it to a demo and we will walk through exactly how it fits.
In India, plans start at ₹999 a month plus GST. They allow from 50 suppliers and 50 purchase orders and bills a month on Start to 2,000 suppliers and 1,000 a month on Scale, with packs to add more. Batch tracking needs the Accelerate or Scale plan.
Bizzilo Procurement for pharmacies