This document describes some key differences in requirements for pharmaceutical C&F agencies compared to regular C&F agencies. Specifically it discusses: 1) Additional details required for tracking outgoing shipments like order details, transport requests, and dispatch details. 2) Cheque management processes for tracking advance cheques from stockists and managing cheque due dates. 3) Processes for handling return of sellable and non-sellable goods from stockists and generating credit notes.

3. Pharma Specific Changes
Pharma C and F have some requirements that are different from
Regular C and F agencies. They are:
1) Outgoing flow
2) Cheque management
3) Sellable/ Non Sellable returns
4) No labor charges
5) Incoming goods – Loss/excess management
6) Courier letter management

4. Outgoing material flow
Order received Entry done in the register with details
• Sr. No.
• Date
• Name Of Stockist
• Place
• Order reference number
• Order date
• Time
• Medium
• Cheque number (If required)
Entry is made by the computer operator
Order entry The data entry person enters details on the Principals
software. After that he generates a pick list. This pick
list is then handed out to the warehouse labour
Vehicle request sent to
transport team
The warehouse personal with the previously provided
details sends a request for a vehicle. The details he adds
to the existing are
• Invoice date
• Invoice number
• Destination
• Number of cases
• Mode of transport
Transport team Transport team gets requests from all the warehouses.
They decide the best vehicle to be called for. System will
also reflect if there are any special conditions for
transport depending on type of material and principal.
Accordingly an appropriate vehicle is allocated.Dispatching The warehouse employees load the material on the
vehicle and fill the details on the system for
1) Transporter name
2) LR no.
3) LR date
The system generates Lr. No. for owned or attached
vehicles. In case of transport booking the operator can
leave the LR no. and Date field blank. This is filled when
it is received from transporter.
Entire process
The details capture by system generate various reports
and entries. For example
1) Freight bills for transporter, owned and attached
vehicle is recorded as per Principal , warehouse and
location
2) Cheque number is extracted from the party name as
the associated cheques will be linked with the party.
3) Day end we can see how many orders came, how
much time taken for dispatching, for how many
dispatches were ready but no vehicle is allocated

5. Cheque management
Cheque register entry Some Principal companies have a policy for all
outstation stockist to send cheques in advance
The cheques when received from the stockist the entry
is done on the system.
Order request
When an order is received from a stockist and added to
the system. The system will identify if the Cheque
association is compulsory or not
LR. date
Depending on the LR date the due date for the Cheque
is ascertained
Due date alert
User receives an alert from the system asking to deposit
the cheque of the stockist on the due date
Auto Email alert
An alert can be sent to the customer for suggesting him
the due date of the cheque. Giving him time to check
the balance in his account.
Local clients
For local customers cheques are collected after the
goods are received by the customer. The received
cheque can then be entered on the system and due
date is managed accordingly

6. Sellable/ non sellable good management
Goods sent from stockist
The stockist sends back the goods to the C and F agency
with a claim letter.
Retrieving goods The goods are retrieved from the transport by sending a
vehicle. The cost of this trip is reimbursable and recorded
in the system accordingly
Tally the goods
The goods received from stockist are tallied and verified.
Accordingly a system generated letter is sent to the
stockist.
Principal policy
Depending on the principals policy the goods will be sent
back to HO or sent for disposal. A total bill is made for
this and sent to the principal. Transport cost if additional
is added here.
Sent to principal In case goods are sent to the principal. The re verification
is done at the principals end and then letter is sent from
principal to C and F and from C and F to the stockist
Generate CN A credit note is created on the Principals ERP in favor of
the customer.

8. Data Entry
Simple entry for
all transactions
and expenses
Smart Engine
Recognizes types of
Expenses and allocates
as per agreement
Automatically recognizes
Principle wise Reimbursable
and Claimable expenses
Vouchers that are
C and F agency expenses
Are ready for taxation
Deliverables
How does CAFERAA Differentiate between
reimbursable expenses and C and F agency expenses?

10. Freight Settlement and
Transport management
Most of the C and F agents use a combination of
their own vehicle, attached vehicle, hired vehicles
and transport booking for the movement of the
material. This makes it difficult for them to track
expenses and make payments.
OfficeBOX CAFERAA helps C and F agents to :-
Reconcile bills of external transporter
• Check each entry
• Assure no extra charges are paid
• Better negotiation on bills
PreConfigure – Transportation charges
• Product Category wise
• Kilometre wise
• As per weight
• As per cases
• Town wise
Manage your own vehicle fleet
• Fuel management vehicle wise
• Average consumption of fuel
• Repairs and maintenance
• Maintain trip sheets
• Record kilometre run
Record and generate bills
• Transporter wise bills
• Principal wise bills
• Warehouse location wise

12. Module - HR and Payroll
– Employee management
– Payroll processing
– Leave management
– PT, PF, ESIC and other
statutory compliances
– On-contract/On-payroll
Labour records and its
management Wages/ Payments
Contract payments etc

13. Module – Business Alerts
• Notification templates
– Incoming material alert
– Dispatch alerts
– Internal and external notifications
with personalized text
• Business Alerts
– Rent overdue
– Agreement renewal
– Birthdays/Festival wishes
– Insurance renewals
Service Agreement