INVOICE SYSTEM FLOW
The nature of the business is to create products from raw materials such as Allumumiun, fiber, steel etc. People send in their raw materials to the business in order to convert them to their desired product. Every time a raw material is sent it accompanies with a chalan and P.O. having the details of the raw materials and a chalan number (Receiving chalan), the PO ((Receiving PO)) contains the order details and PO number.
Menu 1 – Party Details
Once the material is received by business, admin will enter /add client details and what materials they have sent to develop it to which product, the fields required are mentioned below.
one client can send multiple raw materials with multiple chalan and PO so admin should be able to enter them accordingly and save it under same clinet.
Required Fields –
A ) Party Details
B ) Material Section
Received Chalan No.
Received PO No.
Menu 2 – Production
Once the client details and materials are assigned/entered into the system admin can now navigate to production tab from the menu and select the client name from a drop down which will show all the materials this client has and upon selecting one it will now display all the received chalan numbers linked to this client which are not marked as complete. Upon selecting a chalan number now admin can enter the product details what client has asked to make from the provided raw materials, Fields required and the calculation are as described below.
Production of Product -
Description – Free Text field
Material source – dropdown (Received or purchased)
Service code -Free number field
Rate per Piece –
Size per Piece –
***Calulation to this will be explained to you***
Once the production is done the remaining raw material will be saved to client’s quota for future use and if the client doesnot have sufficient raw materials under his name system will ask to add more, this can be done by adding more raw materials by going into Menu 1. Once this process is complete admin can now generate the invoice and chalan to send the product to client and be paid . The formats will be provided to you for Chalan and invoice.
Reports required are as follows –
1. Total stock of raw materials listed by Name, eg, steel, fiber etc /whatever is entered by the admin in party raw materials section. Option to filter by client name and all.
2. Total revenue earned, this is a total of all the generated invoices.
filter by date, client name, Anually, semi anually, monthly & date range.
Dashboard will also show the latest production saved as a draft, who’s raw materials are received but not processed yet, so admin can click the desired client name and proceed to production and generate invoice and chalan from there.
Invoice and challan
Formats will be provided, in invoice while adding party details if state code 19 is applied then GST will be shown as – CGST 9% SGST 9% and incase of Rest of India it will show as IGST 18%.
1. Be able to set chalan series number
2. Be able to set invoice series number
3. Change/rest/forget password
4. Change business information printed on invoice and chalan
5. Every invoice and chalan will be attached to the respective client as pdf for later view as records.
6. At the time of generating challan and invoice admin should be able to edit any information wrong/missing.
1. Every time a client sends raw material it must have a challan number, the time of entering party details and adding raw materials to the client admin must enter challan number, but if the raw materials is inhouse/purchased by business then admin will need to mark it as Purchased.
2. Received PO are of 2 types 1) Received a PO containg a PO number 2) Verbal – incase order was through phone.
3. Production - input field and calculation steps will be provided.
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