Distribution and Finance Policy
Distribution and Finance Policy
The objective of this Distribution and Finance Policy is to maintain transparency, discipline and uniformity in all matters related to stockist appointment, orders, supplies, payments, claims, credit notes, stock movement and financial transactions.
This policy is applicable to all business associates, stockists, distributors, field personnel and concerned departments of Profess Health Products Pvt. Ltd.
Appointment of Stockist / Distributor
No stockist or distributor shall be appointed without approval from the authorized management.
The request for appointment must be submitted with complete details and necessary documents, including business profile, drug license, GST details, PAN, address proof and other documents required by the company.
The company reserves the right to approve, reject or hold any appointment request based on business requirement, market potential, compliance status and management decision.
Orders
All orders must be submitted in writing through the approved order format, official email, company system or any other authorized mode.
Orders should clearly mention product name, quantity, packing, billing details, delivery address and payment terms.
Telephonic orders may be considered only in urgent cases, but written confirmation is mandatory.
The company reserves the right to execute orders based on stock availability, payment status, credit limit and company policy.
Minimum Order Value
Minimum order value shall be applicable as per company policy and may vary for local, outstation, institutional or direct supply customers.
The company may revise minimum order value from time to time based on business conditions and operational requirements.
Sales Closing
Sales closing dates shall be followed as per company policy. Orders received after the closing date may be processed in the next billing cycle unless approved by the management in special cases.
No unauthorized supply or billing shall be made after the closing period without proper approval.
Payment Policy
Payments must be made as per approved company terms. The company may accept payment through bank transfer, cheque, demand draft or any other authorized payment mode.
In case of cheque payment, the cheque must be submitted as per the approved timeline. If any cheque is dishonoured or returned unpaid, the company reserves the right to recover bank charges, interest, pending amount and other applicable costs.
Further supplies may be stopped until payment is cleared.
Credit Policy
Credit facility, credit limit and credit period shall be decided by the company after reviewing the party profile, business volume, payment history and management approval.
No employee, field representative or business associate is authorized to extend credit beyond the approved limit.
Normal credit period, wherever applicable, shall be followed strictly. Any deviation must be approved in writing by the authorized management.
Direct Supplies
Direct supplies to doctors, hospitals, nursing homes, institutions or other parties shall be discouraged unless approved by the company.
In special cases, direct supply may be made after proper verification, written approval and completion of required documents.
All direct supply orders must be supported by signed and stamped order documents, proper party details and payment terms.
FOC / Promotional Goods
FOC goods, promotional support, special schemes or discounts shall be allowed only as per approved company policy.
No FOC, discount or promotional commitment shall be made without written approval from the authorized management.
Any misuse of FOC, scheme or promotional support shall be treated as a serious matter and may invite strict action.
Claims and Adjustments
All claims must be submitted with proper supporting documents within the prescribed timeline.
Claims must be supported by invoices, stock statements, sales reports, approval documents or any other record required by the company.
Verbal claims or unsupported claims shall not be entertained.
The company reserves the right to approve, reject, hold or adjust any claim based on verification.
Stock Movement Report
Stock movement report must be submitted as per company policy within the required timeline.
The report should clearly mention opening stock, received stock, sold stock, closing stock, expiry details, FOC details and any stock returned from the market.
The report must be verified, signed and stamped by the concerned stockist or authorized person wherever required.
Physical Stock Inventory
Physical stock verification may be required on a monthly, quarterly or need-based basis.
Stockists, distributors and field personnel must cooperate in physical stock verification and submit authenticated stock statements.
Any mismatch, manipulation or false reporting in stock statement shall be treated as a serious violation of company policy.
Expiry and Near-Expiry Stock
Stockists and distributors must monitor expiry and near-expiry stock regularly.
Any stock with short expiry must be reported to the company within the prescribed timeline.
The company shall not be responsible for losses arising from delayed reporting, poor stock rotation or negligence in stock management.
Transport and Delivery
Supplies shall be dispatched through company-approved transporters, courier services or logistics partners.
Any request for special transport arrangement shall be considered only with prior approval.
Delivery timelines may vary depending on location, stock availability, transport conditions and external factors beyond company control.
Outstanding and Recovery
All outstanding payments must be cleared within the approved credit period.
In case of non-payment, delayed payment or dispute, the company reserves the right to stop supplies, adjust claims, recover dues, charge interest or initiate legal action as per applicable law.
No Cash Discount Policy
Cash discount shall not be applicable unless specifically approved in writing by the company.
No employee, representative or associate is authorized to offer cash discount or financial benefit beyond approved company policy.
Deviation from Policy
Any deviation from this Distribution and Finance Policy shall require prior written approval from the authorized management.
Unauthorized commitments, verbal approvals or informal arrangements shall not be valid.
Final Authority
The management of Profess Health Products Pvt. Ltd. reserves the right to interpret, amend, update or revise this policy at any time in the interest of business, compliance and operational discipline.
All stockists, distributors, business associates and field personnel are expected to follow this policy in letter and spirit.