Run your licensed TallyPrime on a private Windows server in India, and let head office, every godown and your accounts team post into one live company. Batch-wise stock with expiry dates stays current across towns, Schedule H1 records sit in one backed-up place, and you check stock or outstanding from your phone. Counter billing can stay on a local PC.
Tally for pharma distributors works best on a private cloud server: your licensed TallyPrime runs on a Windows server in India, every godown posts batch-wise stock with expiry dates into one live company, and head office sees near-expiry stock at once. Schedule H1 records stay in one backed-up place, the owner checks stock by phone, and counter billing stays local.
Pharma distribution has two very different kinds of work. Head-office and godown work (purchases from principals, batch-wise stock, transfers between godowns, GST, expiry claims) needs one shared company that is always on and always current. Counter work at a retail chemist needs speed, a scanner, a receipt printer and a sale that never waits for the internet.
So we put each where it works best. This page is written for distributors, stockists, super-stockists and C&F agents whose books live in TallyPrime. If your group also runs chemist outlets, keep their counter software on a local PC and bring their purchases and sales into head-office books, rather than billing patients over a remote connection.
Much of what follows also applies to any distribution business: godown-wise stock, salesmen checking outstanding on their phones, e-way bills at volume. Our guide to Tally for distributors covers those in depth; this page sticks to what is different about medicines.
| Work | On the cloud server | Stays local |
|---|---|---|
| Accounts, GST, e-invoices, e-way bills | One live company | Nothing |
| Batch-wise stock and godown transfers | Every godown posts live | Nothing |
| Expiry and breakage claims | Built from one batch list | Nothing |
| Owner checking stock and outstanding | Phone or iPad | Nothing |
| Invoice printing at a godown | The session | The printer, on a Windows PC |
| Retail counter billing | Outlet totals only | Pharmacy software on a local PC |
Connected GST, e-invoice and e-way bill features need an active TSS, per Tally's TSS FAQ. Phones and tablets can't redirect printers, per Microsoft's Windows App feature table.
Expired stock is money you can't get back unless you spot it in time. TallyPrime already tracks every batch with its expiry date; the cloud makes sure every godown's batches are in the same company, the same minute.
Option and report names from Tally's batch-wise inventory help and godowns FAQ.
When a branch godown keeps its own copy of the books and sends data to head office at month-end, a batch that is 25 days from expiry on the 1st is a write-off by the time anyone sees it. On a cloud server there is no copy to send: the branch bills from the same company head office reads, so near-expiry stock shows up while there is still time to sell it, move it or return it.
Tally's own guide to godown and batch tracking describes batch tracking as essential for pharmaceutical businesses and recommends selling the batch closest to expiry first. The heat map below shows what that looks like across four godowns.
Made-up stock for a small distributor with four godowns. Stronger colour means more stock in that cell. Move the date forward to see batches turn critical, then tap a cell to see its batches and what to do with them.
| Godown | Expired | ≤30d | 31–90d | 91–180d | 180d+ |
|---|---|---|---|---|---|
| HO godownBilling & dispatch | |||||
| Branch godownTown stock | |||||
| Cold room2–8 °C items | |||||
| Expiry & breakageAwaiting claims |
As of today
Expired batches still sitting in selling godowns are the first thing to fix.
A simulation with made-up batches, quantities and rates: not a TallyPrime screen and not anyone's real stock. In TallyPrime, the same numbers come from the Batch Summary (with expiry dates and days to expiry shown) and the Godown Summary. A combined view like this is a custom report a Tally partner can build in TDL, or a pivot table from an Excel export.
Schedule H1 was added to the Drugs and Cosmetics Rules, 1945 in 2013 to curb the indiscriminate use of certain antibiotics, anti-TB drugs and habit-forming drugs. Its packs carry a warning in a red-bordered box.
Every supply of a Schedule H1 drug must be recorded, at the time of supply, in a separate register giving the prescriber's name and address, the patient's name, the name of the drug and the quantity supplied. The records are kept for three years and must be open to inspection. GKToday's summary of Schedules H, H1 and X is a quick read, and NHSRC publishes a sample register format.
Because the register needs a prescriber and a patient, it is kept wherever the drug is supplied against a prescription, normally a retail or hospital pharmacy counter. Wholesale licensees have their own record-keeping conditions under Rule 65 for purchases and sales. If your group runs both, confirm exactly which records each licence needs with your drugs inspector or regulatory consultant.
| Date, bill | Prescriber | Patient | Drug, batch, expiry | Qty |
|---|---|---|---|---|
| 02 Oct S-1184 | Dr P. Rao, Station Road clinic | K. Das | H1 antibiotic 200 mg AB20K17 · 08/27 | 10 tabs |
| 02 Oct S-1191 | Dr N. Iyer, Civil Lines | S. Khan | H1 anti-TB tablets TB45C03 · 03/27 | 1 strip |
We host the register; we don't write or certify it. Your Tally partner builds the TDL and your consultant confirms the format. We load it on your server, check it opens for every user and keep it with your data.
These are the parts of Tally for pharma distribution that trip people up. None of them needs special hosting, but all of them work better when every godown uses the same company.
Your wholesale drug licence numbers usually print on every invoice, and you need each chemist's licence number and validity on file. TallyPrime 7.1 added personalised invoice print templates with custom headers and footers (release notes), and a Tally partner can add licence number and expiry fields to party masters, with a warning when a chemist's licence has lapsed.
A principal's 10+1 scheme works with TallyPrime's separate actual and billed quantity columns, so stock moves by 11 while the bill charges for 10. Free goods of a different item go in as zero-valued entries, and price levels hold separate rates for chemists, hospitals and sub-stockists. Tally's guide to price lists and dealer schemes has the settings.
Keep a separate godown for expired and damaged returns. Stock journals move batches into it, credit notes record each chemist's return, and the principal's claim comes from one batch-wise list instead of a file of paper slips.
A C&F agent holds a principal's stock and dispatches to distributors in its area, often for more than one principal. A separate TallyPrime company per principal on one server means staff switch companies, not PCs.
Tally's TVU FAQ allows Remote Desktop access to one licence only for users of the same company. Your staff log in; a principal's area team gets stock and sales statements as PDF or Excel.
Some distributors bill in pharmacy-focused software such as Marg and keep accounts, GST and the CA's work in TallyPrime. Both are Windows programs, so both can live on the same private server: one login, one set of backups and no pen drives in between.
The other software we run, from TDL add-ons to bank utilities, is listed on our Tally cloud server page.
TallyoCloud is an independent host, not affiliated with Tally Solutions or with Marg's publisher, and we don't speak for either. We provide the server, logins, backups and connection support. Marg's features, updates and licence stay between you and your Marg dealer; TallyPrime licences, TSS and virtual-user packs are bought from Tally or an authorised partner.
Try it with your own data first. On the trial server, bill a day's worth of sample orders in Marg, move them into TallyPrime the way you do today, and print from your godown PC. If any step doesn't work as it does now, you find out before you pay, not after.
An illustration, not a customer story: a distributor with a head-office godown, a branch godown and a cold room, sized the way we would size it.
| Who | Where | Device | Uses a Tally Virtual User? |
|---|---|---|---|
| Owner | Anywhere | Phone or iPad with Microsoft's free Windows App | Yes, while TallyPrime is open |
| Two billing staff | HO godown | Windows PCs with the invoice printer | Yes, one each |
| Godown in-charge | Branch godown | Windows PC with a local printer | Yes |
| Accountant | Office or home | Windows laptop or MacBook | Yes |
| Your CA | CA's office | Tally's Remote Access or a backup file | No login on your server |
Five people working at once is beyond Silver's single virtual user, so this distributor needs TallyPrime Gold, which includes ten concurrent virtual users. Gold costs ₹67,500 once or ₹2,250 a month on rental, before GST, bought from Tally or a partner. Every open TallyPrime window uses one virtual user, so ask staff to switch companies with F3 rather than open a second window. Our Tally Virtual User guide has the full arithmetic.
Five named server users (the owner, two billing staff, the godown in-charge and the accountant) fit our Multi-user plan: 5 × ₹799, or ₹3,995 a month before GST. Add Marg and we size the server up. Every plan and what's included are on our Tally on Cloud pricing page, and how several people share one live company is on Tally on Cloud multi-user.
Your server runs in Mumbai, in a secure data centre in India, and backup copies stay in India too. Nothing is synced to staff phones.
No shared godown password. When a billing clerk leaves, you disable one login. Every control is on our Tally on Cloud security page.
Full TallyPrime, not a cut-down app, for checking a batch or a chemist's outstanding in seconds. See Tally on mobile for what works on a phone.
Most of the work is in the first step: knowing your godowns, your people and your add-ons.
We list every godown, who bills from it, the TDLs you use (such as an H1 register) and whether Marg comes along.
Usually ready within one business day, with your TallyPrime release, your TDLs and, if needed, your Marg version installed alongside.
Your backups are restored and older Tally.ERP 9 data is migrated, with the originals kept. See how Tally data migration works.
Printers mapped at each godown and the owner's phone set up. Support 7 days a week on WhatsApp and phone.
Yes. TallyPrime's batch features work the same on a cloud server: switch on batches and expiry dates in F11, set each medicine to be maintained in batches, and record the batch number, manufacturing date and expiry date on every purchase. Because all godowns post into one live company, head office sees near-expiry stock straight away and can plan dispatches, transfers and expiry claims with principal companies.
Yes, with a customisation. Under the Drugs and Cosmetics Rules, each supply of a Schedule H1 drug goes into a separate register with the prescriber's name and address, the patient's name, the drug and the quantity, kept for three years and open to inspection. Tally partners usually add this as a TDL that captures those details at billing. On a cloud server the TDL loads once for every user and the records are backed up with your books.
Often, yes, on a private server rather than a shared one. Before you move, we check that your Marg and TallyPrime versions run on our Windows Server build, that you have confirmed with your Marg dealer that its licence allows a hosted server, and that the server has enough memory for both. You then try your own billing, printing and data transfer on a trial server before anything goes live.
Usually not. Counter billing needs a barcode scanner, a receipt printer and a sale that never waits for the internet, so it is better kept on a local PC with your pharmacy software. What moves well is the back office: head-office accounts, GST, purchases, godown stock and reports for the owner and the CA. That is why this page is written for distributors, stockists and C&F agents.
Not on your licence. Tally's TVU FAQ says Remote Desktop access to one licence is fine for users of the same company but a violation when the users belong to different companies. Share stock and sales statements with principals as PDF or Excel files instead, which TallyPrime can e-mail directly. Your own staff, godowns and branches can log in, within your licence's virtual-user limit.
Count the people using TallyPrime at the same time, not your total staff. A Silver licence includes one Tally Virtual User, so it suits a single person. Gold includes ten concurrent virtual users, and every open TallyPrime window uses one. An owner, two billing staff, a branch godown and an accountant usually means Gold. Our hosting is a flat ₹799 a month per named user.
Printers attached to a Windows PC or a Mac can be redirected into the cloud session, so godown invoices print on the printer beside you. iPhone, iPad and Android cannot redirect printers, so export a PDF there instead. Scanners that type like a keyboard generally work in a Remote Desktop session, but models differ, so we check your exact scanner and printer during the free trial, before you pay.
Godown-wise stock, salesmen on phones, e-way bills and scheme settlements.
For distributorsWhat you rent: a private Windows server, its specs, and the software it can run.
See the serverLogins, the gateway, backups and logs, control by control.
See the security pageGodown printers, PDF on phones and a local print station for busy billing.
Read the printing guideSilver's one, Gold's ten, extra packs and the same-company rule.
Read the TVU guideCA firms, distributors, manufacturers and pharma, side by side.
All industriesBuy your Tally RDP server and we migrate your company data, set up your users and walk everyone through their first login. Want to test first? Try it free for 7 days.