Pharma Stock and Sales Statement Format (Free Excel) – Monthly Statement for Stockists and Distributors
By the Trumac Healthcare team, Panchkula · PCD pharma franchise company since 2007 · Updated 14 November 2026 · About us · WhatsApp +91 90416 77932
हिंदी में: स्टॉकिस्ट/डिस्ट्रीब्यूटर के लिए मासिक स्टॉक और सेल्स स्टेटमेंट का Excel फॉर्मेट – ओपनिंग, आवक, बिक्री, स्कीम, रिटर्न और अपने-आप क्लोज़िंग स्टॉक व वैल्यू।
What the statement contains
| Column | Meaning |
|---|---|
| Opening stock | Units in hand at the start of the month (last month’s closing) |
| Received this month | Units received from the company or supplier |
| Sales | Units sold to chemists, hospitals and others |
| Free / scheme issued | Units given free under schemes (10+1 etc.) |
| Returns | Expired, near-expiry or broken units sent back |
| Closing stock | Calculated: opening + received − sales − free − returns |
| Closing and sales value | Calculated at your purchase rate (PTS) |
| Near-expiry qty | Units expiring within three months – flag them early |
Using the statement well
- Fill it from your billing software at month-end and tally closing stock with a physical count.
- Use sales and closing stock to plan the next order – purchase order format.
- Move near-expiry stock early or return it under the supplier’s policy – expiry return format.
- Watch margins product by product – PTR, PTS and MRP.
Frequently asked questions
What is a stock and sales statement in pharma?
It is the monthly report a stockist or distributor sends to the company (or keeps for itself) showing, for each product, opening stock, receipts, sales, free goods, returns and closing stock, often with values. Companies use it to plan supplies and track secondary sales.
How is closing stock calculated?
Closing stock = opening stock + stock received − sales − free or scheme units − returns. Check the result against the physical stock in the godown.
At what rate is the stock valued?
Usually at the purchase rate – PTS for a stockist or the net rate for a PCD partner – before GST.
Why track near-expiry stock in the statement?
Flagging units that expire within about three months lets you push them through chemists or return them under the supplier’s policy before they become a loss.
Does a PCD partner need to send a stock statement?
It depends on the company. Even when not required, a monthly statement helps a PCD partner plan reorders and spot slow movers.
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