Schemes & claims
Every free strip earned, given and claimed back.
Schemes are applied at billing, free goods are tracked in their own pool, and every claim against the company — or credit to a customer — is raised as a proper document, not a spreadsheet line.
The problem
Where scheme money goes missing
- Schemes applied by memory at the billing counter
- Free goods received from the company never reconciled against free goods given
- Rate differences and price drops absorbed instead of claimed
- Credit notes issued with no reason, so nobody can audit them
How PharmIT handles it
4 steps, one system.
Define
Schemes by product and party — quantity, discount, rate, target or combo.
Apply
Applied automatically at billing; special schemes go for approval from the billing screen.
Pool
Free goods received and given are tracked in a scheme stock pool.
Claim
Claims and notes are raised against the company, supplier or customer — and settled.
A scheme engine that applies itself
Schemes are defined once and applied at billing. When a company changes terms, rates are revised in bulk; a special scheme requested at the counter goes for approval.
Scheme Master
Defines qty, discount, rate, target and combo schemes by product and party.
Scheme Rate Updation
Bulk-revises scheme rates when a company changes terms.
Override Approvals
Approves a special scheme requested from the billing screen.
Scheme Claims
Raises and tracks claims against the company for scheme cost.
Scheme Guide
In-product explanation of how the scheme engine behaves.
PTR Contracts (SS)
Agreed super-stockist price contracts enforced at billing.
Free goods, reconciled
Free goods received are held in their own pool, replacements owed back are tracked, and period-end adjustment reconciles what was given against what was earned.
Scheme Stock Pool
Holds free goods received and tracks how they are given out.
Scheme Replacements
Tracks free goods owed back as physical replacement.
Offer Adjustment
Reconciles free goods given against free goods earned, period by period.
FRC Claims
Free replacement claims for damaged or expired goods.
Expiry Claim Wizard
Collects near-expiry stock and raises the claim to the company.
Principal Settlement Run
Settles commission and claims with a principal for a period.
Credit notes with a reason
Each credit note type carries its reason — returns, rate differences, missed schemes, damage with photo proof, hospital rate claims settled in bulk — so every credit can be audited.
Sales Return CN
Credit note raised automatically against returned goods.
Rate Difference CN
Credits a customer when the billed rate is later revised.
Hospital Rate-Diff Claims
Settles agreed hospital price differences in bulk.
Scheme Adjustment CN
Passes on a scheme benefit that was missed at billing.
Damage/Quality CN
Credits damaged or quality-rejected goods, with photo proof.
Goodwill CN
Discretionary credit issued outside the standard reasons.
Debit notes that recover what you’re owed
Claim back overcharges, short supplies, transit damage, scheme incentives, price protection and settlement discounts from suppliers and principals.
Purchase Return DN
Debit note to a supplier for goods returned.
Rate Difference DN
Claims back an overcharge from a supplier.
Short Supply DN
Claims for quantities invoiced but never received.
Damage / Breakage Claim DN
Claims for stock damaged in transit.
Scheme / Incentive DN
Claims a scheme or incentive due from the principal.
Price Protection DN
Recovers value lost when a supplier drops the price.
Delivered by
Questions buyers ask
Which scheme types are supported?
Quantity, discount, rate, target and combo schemes, defined by product and party in the scheme master.
How are free goods tracked?
Free goods received are held in the scheme stock pool, replacements owed back are tracked separately, and offer adjustment reconciles free goods given against free goods earned, period by period.
Which credit and debit note types are there?
Six credit note types — sales return, rate difference, hospital rate-difference claims, scheme adjustment, damage/quality and goodwill — plus sales debit notes, and eight supplier debit note types including rate difference, short supply, damage, scheme incentive, price protection and settlement discount.
Talk to us about schemes, claims & notes.
Tell us how you bill, sell and pay today. We will walk you through the same work in PharmIT — your products, your schemes, your field structure.