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Busy e invoice for Support

foreign welcome to the busy webinar session so as today we are going to taken a topic of error free invoicing and e-way Bill on busy uh the topic was very interested and very required topic it is so as you know that uh many of the cases we are getting the errors many of the time we are getting the errors while generating invoicing and available on busy so that time uh we are kind of where uh calling to our customer support sometime the problem was get resolved sometime not resolved so lot of problem we're facing Beyond on the subject so today we have taken a subject of error free GST invoice and error fee invoicing and available on busy so this will help you a lot to for your upcoming invoicing and available generation generally today we are taken very few of the error errors and uh it was continuous actually if in future we are in next we will take some of the other errors also so let us start the session and the first part of the presentation we will see what are the major error and the common error that will uh comes while generating the available and invoicing and next we will see the solutions finally we have the Q a session so generally if you have any queries or anything if you have uh let me let me discuss in a q a session we'll discuss that in a q a session anyway we will start the session and the topic it is e-way Bill and invoicing errors and solutions so what is the errors and what is the solutions kindly make the solutions from your side so we will uh give the solutions for the errors so kindly make a note of that foreign so before going for the first error we will brief something about how to generate the e-way bill and invoicing from busy so previous webinars we uh discussed about we shown you about what is invoicing and what is the concept of invoicing how it is work how to do the invoicing and available generation from our busy software what is the applicability what is the benefits everything we will discuss for previous webinars that recorded session it's already available with us with our YouTube channel you can just go through that so basically that invoicing provision and you know icing generation it is applicable for more than 20 crore turnover Which business entities they have the turnover more than 20 crores they need to generate the invoic and Eva bill who whom they have the uh sorry uh any of the transaction if they did more than 50 000 value transaction then they have to generate the you know eBay bill but uh the eBay will threshold limit it was different for different states for example Delhi they have the term number of uh the transaction threshold limit of 1 lakh rupees okay that's all you know so I'm not going to that uh particular topic invoicing generation in busy we have the Dual GSP registration concept so that uh you know that in configuration feature and option menu we have the GST and vat in that evil and invoicing configuration will have we have the validation as well so recently that our previous uh release 6.5 we have given the GSP user ID credential validation feature so directly you can validate the things here after did your certain configuration of the GST uh in busy so next what you have to do you have to generate the e-way bill and DNC direct invoicing directly from the busy software layer so let me uh enter one uh transaction for the party that uh party name is Global Marketing Limited and invoicing is applicable for B2B export invoices scz debit note credited only only b2c customers the invoicing will not affect will not uh applicable so let me enter one e-wave and as well as invoicing here so eBay eBay means the transaction value if exceeds 55 50 000 above then evil will required so here in busy we have the option of e-way Bill generation as well as invoicing generation I can enable both the things so then I can save the voucher here it is asking that do you want to generate e-way bill select automatic uable generation so check the possible errors know any errors generate evil generate the eBay bill here once again I am going to generate the evil let me select the location as main store 55 000 so here you can see there is no error so directly you can press the proceed with generation so now the invoicing is generating internet connection please wait invoicing is generating foreign there will be a backend error so you just ignore the backend error that backend error will be troubleshooted by our r d Department but uh that we cannot do anything so now the invoicing will be generated successfully so in this way we can generate uh eBay bill as well as invoicing directly from the busy software that you know very well so while generating the e-way bill and invoicing directly from the busy we will get lot of error messages so that we will going to discuss now we will see what are the errors commonly found by the while generation the generating the invoicing and e-way Bill one by one we will discuss come to the presentation that is PPT the first error is invalid data invoice could not be generated reason the field product description must be a string with a minimum length of 3 and a maximum length of 300. this type of error pop-up error message will be pop up in your busy while generating invoicing so why this error will become that I am going to show you now first of all this error message you can read clearly this is saying that product description so product description is nothing but product name must be string with a minimum length If the product name is minimum three characters and maximum 300 characters then this error will not come if the product name is below 3 characters then the error will come or above 300 characters then the error will come so let me show you the things in practically so come to the software sorry here I'm making one you know a new invoice transaction invoice for the name of Global Marketing then I select the product this one you can see the product here the only two descript two field will be there s a this is the product name right specify the sold quantity and specify the value then you generate the E invoicing do you want to generate invoice yes automatic then you check the possible error here it is showing that product description should be minimum three characters ignore the error and try to generate the invoicing then this message window will appear it is showing that the field of product description must be a string with the minimum length of 3 and maximum length of 300. so I think the error why it is coming so you can note the point so this is comes 5 because the item name is below three characters or more than 300 characters this is the solution for the error hope the error and solution is clear for you let us go for the next next error that is error number two e invoice could not be generated reason invalid e invoice bill from address one so this error message will come some of the sometime so he can read the message carefully e invoice bill from Bill from not a bill to it is saying that bill from address one okay so this is comes y because if we mention the if we specify the company address Company address invalid that is minimum two characters okay sometime uh the address we have not specified that time this error will comes so let me show you by practice practically you can see this is my company where the company modification key is available there is a caption is available yeah that is available in Company menu go to the Company menu and edit company here I specified the address 1 address to address three address four let me remove these things and I specify here the address as sometime number one two I specified like this okay then I save the information saved my information after this you can you can come to the transaction sale voucher entry here select the series and select the party name then you save the invoice in this case if you try to generate the invoicing then this error will comes View and generate so now it is going to generate it Company address so I can go back edit company here I remove the things configuration here GST and what okay Global Marketing specify the price to replace okay invoicing automatic so now you can see you will get invalid data invoicing could not be generated reason invalid invoice bill from address one this error will comes if who is not specify the company address information in the company Master is it clear kindly note of this error message error and solution this error message if we received no need to worry about that directly you can go to the company Master there you should specify the valid address information this is the solution for this error so hope this was clear next error is error number three invalid data invoicing could not be generated a reason the field address 2 must be a string with a minimum length of 3 and maximum length of 100. how the first error we will see uh see the solution it's the same thing will be here itself that one first error was product error but here it is a address field error the field address 2 must be a string with a minimum length of 3 and maximum length of hundred okay so the message only giving the solution for your error is it clear so let me show you how the Practical solution we have to do in our busy software come to the software in that you can add first one voucher that is let me post one voucher first for the party this one Global Marketing a this is the customer and you select the item say save the invoice automatic we went generate here you can see the error is showing that e okay first thing uh what I have to do I have to correct my company Master address okay address one so previously uh I I was changed my company address so I'm again I'm going to modify the company Master first then I can post one voucher here the company Master have been saved again come back to transaction let me post one voucher for the Global Marketing a so now do you want to generate invoice yes we went generate you can see here e-invoice could not be generated reason the field address 2 must be a string with a minimum length of 3 and maximum length of 100 it is coming why it is coming because in in this uh Global Marketing this one uh party is there now so this party Master the address field you can see address field number two okay this is the address field one this is the address field two so here only two characters we have been specified so that is why that error message is coming instead of two suppose I specif here I mentioned uh more than two two letters for example Bengaluru I specif I I entered Bengaluru now the error message it is not it won't come okay let me post one more transaction voucher here for the Global Marketing a now you can see automatic event generate so now the envoicing will be generated so hope the solution was clear for all of you so this is a very common uh error you will get but the solution is just you need to check the party address properly is it clear so now we will move next error message so this one is clear next error is invoice could not be generated reason invalid invoicing build to address one previously we've seen that what is e-invoice Bill from address one but this error you will get Bill to address one error clear so let me come to the busy software here the error is showing build to address one error suppose some of the cases there may be chances we have to uh get the blank customer address that is so let me take one customer name here Global Marketing B okay here you can see for this party we have not specified or not entered any address information in busy that scenario we will get that error message okay so I am complete one Watcher first let me enter one voucher first so then I can show you here generating invoicing automatic we went generate so you can see here invoice could not be generated reason invalid invoicing Bill to address one most probably this error message if it comes only when the proper address information not available in our customer master so directly you go to the customer Master fill the address then the this error message will be rectified this error will be rectified is it clear hope the thing was clear uh for you kindly note for this so let us go for next error message that is invoicing could not be generated reason gstn number is invalid the message is clearly saying that GST number is invalid no need to worry about that we have the gstn validation tool for the busy tool in the busy you can validate the gstr number once then the error will be rectified okay so this error will come only if the gstn number is invalid is it clear so I'll I'll show you once so I'll post one transaction voucher here you can see so this error messages comes because I specify the wrong gstn number once you go to the party master and modify Party Master here uh you can check the dstn number and modify the gstr number and resave it then you generate it okay so then the error will be resolved clear hope the thing was clear for you clear all of you next we will move another error message that is invoicing could not be generated reason invalid e invoice build to location invalid invoice built to location suppose we have multiple godons or multiple warehouses we are uh moving the goods from that Gordon Building shifting details will be there uh we are building from one address and uh moving the goods to some other location that is called godon so that time properly we need to uh enter our location address okay so if the location address is invalid then you will get we will get this message clear so we will see or station you can say it as a station not a location okay I will enter one sales transaction now for the party of Global Marketing here in the global Global Marketing you can see uh the station is blank right the station is blank we went generate so this type of error messages comes invalid invoice built to location how to rectify this let me show you once again I'll take same customer Global Marketing this one D okay here I specify uh here I mention my station name that is uh KR puram this is a station then you save the master come back uh uh then you take the product specify the quantity generate the invoicing once again okay event generate you can see here now the invoicing will be generated clear the solution is you have to mention your Station address properly in the Party Master if the station is blank station name is blank then you will get this error message hope this is clear for you right so kindly note of the solution of the errors so it will help you lot in future okay so our next error message is e invoicing cannot be generated for b2c transaction so I know you know that uh for invoicing it is applicable only for B2B scz export credit node debit note not for b2c transaction some of the cases uh we uh tried to generate invoicing for b2c any of the b2c customers then this error message will give you for the software so we will see it practically come to the software okay then we will enter one transaction so this customer they don't have GST number so Global Marketing once you once we check it out so you can see here this parties belongs to unregistered dealer they don't don't have a gstr number correct so he was a unregistered customer for this customer so if we if we entered a transaction then we try to generate invoicing invoicing then this error message will comes you can see here invoicing cannot be generated for b2c transaction okay and apart from this the invoicing required caption it won't change it will be fixed actually so it will highlight it in red color I cannot able to uh modify the thing here if we press yes here then you will get we will get this message invoicing cannot be generated uh this is the error message and uh this is the reason for the error hope the subject hope the error message and solution uh reason it was clear for you so next error is as e invoice for this voucher has been generated it is recommended not to delete this voucher do you want to continue so this message will comes in front of you sometime if you are trying to delete the voucher uh envoicing generated voucher clear so that time this message will comes in front of you so no need to worry about that you can press or you can click yes button and go ahead okay the deletion will takes place there is no any problem so I'll show you it practically so you can uh note down the invoice number that is 873 or else I can generate one new invoice for the 873 okay so this is the 873 invoice number I am raising on new e-invoicing there is no any error and Vivan generate we can see here invoicing generated 873 is the voucher number right so after generation come back go for modification and uh 873 number you can select open the voucher here we have the delete option as well as cancel option so cancel means you can click cancel then you press the yes button and specify the appropriate reason valid reason why it is canceling so order cancel like that so delete option will be there so now the now the topic topic is delete so you can press the delete option next it is asking you to do you want to delete this voucher press yes after this we will get this message saying that as invoicing for this voucher has been generated it is recommended not to delete this voucher do you want to continue so no need to worry about that just you can press yes button then the voucher will be deleted so if the Beyond on that if the you know icing will be generated on the invoice invoice then also the voucher will be delete clear so this is the error message and this is the reason for the error is it clear anybody if you are having a doubt kindly put a messaging question and answer so that I can take it up finally okay so we will move next error next error message is e-invoice could not be generated reason ship details pin code 798522 does not exist the message it was very clear the PIN code is not correct correct so this is the clear picture of this error we will see why it is come okay so let me go for uh busy software now here I I'll post one sale voucher for the party of Global Marketing select the item here we have one transporter detail window in that by mistakely uh if I given this pin code AS this one seven nine eight five double two seven nine eight five double two this one I am given by mistakely then we will get that error message so we'll see now okay we can you can see invoicing could not be generated reason shift details pin code 798522 does not exist okay uh so knowingly or unknowingly uh if we specify the wrong PIN code number while generating the invoicing then that time this type of error message will shows by The Busy software is it clear so this is the reason for this error hope this is clear for all of you let us go for next error message that is invalid data invoice could not be generated reason pin code 781337 of buyer does not belong to his her state 29. some of the cases uh we will uh given wrong PIN code value that is a wrong PIN code value in Party Master that PIN code is not matching with our party state code that time this error message will come clear so first thing what we have to do completely we have to read the error message what is it so there only you will get the solution finally the error message is little bit complicated so somebody sometimes it is uh uh not uh acceptable that error so that time you should come uh call with our customer support otherwise that only you will get the solution clear so now I will show you why this error comes and what is the reason for that okay so customer address let me select this one Global Marketing or I can select this customer okay here so sorry here pin code this is the PIN code right so shall if I specify the PIN code AS 79 something wrong PIN code assume that it's a wrong PIN code then if we try to generate invoicing so that error will come so save the voucher generate invoicing so let me take one more address this one and three six Ctrl X we went generate see the error message invoice could not be generated reason buyer detail buyer detail pin code does not exist clear so this is the error message we will get sometime and sometime uh the buyer does not belongs to his or state this is also comes okay so you can uh note down the error message why it is comes in that error comes means United you need to check the pin code value of the Party Master as well as transporter detail window both okay so let us go for some other error messages so hope this is clear for you this is the PIN code related error next error is e-way Bill could not be generated reason the distance between the PIN codes given is too high this is comes while generating the e-way bill so many of the times this error will come so the address is correct pin code is correct gstn number will be correct everything will be correct station we have mentioned vehicle number we have mentioned UKC code is correct everything will be correct but also we are getting the error what we do so now we need to do one small setting so very simple just go for the generation here enable this evil required specify the vehicle number and necessary details foreign so next here check distance validation will be there suppose the distance is 13 kilometer the distance was correct but also not generating so what we have to do we have to remove the distance and specify the distance 0 kilometers that's it very simple solution here specify the distance in kilometer as 0 then you try to generate e-way bill it will generate is it clear solution is clear fine so this is the solution for this error message kindly make a note of this so the next error message is document number cannot start with 0. this error message comes in our check possible error side so I attach the screenshot of our possible errors utility okay so this error message why it is comes in our busy software if we are using the manual numbering setting then before the number we have given 0 for example bill number is thousand one in that I given the number as 0 1 0 0 1 0 1 0 0 1 this is the bill number I have given or sometime the bill number will sometimes the bill number will be 200 so that I can given the number 0 to 0 0. so that time you will get this message we will get this message so any any of the bill number if the con uh if uh that bill number contains 0 the first value is 0 then you will get this message okay so we will see that see it is in practically so I'll use my another voucher series test because this is the manual numbering series here voucher number will be zero 555 this is the voucher number select the party generate e-invoicing check possible error so you can see here document number cannot be start with 0 this error message will come come here so how to solve this so there is any no proper uh settings or proper uh setup we need to uh okay we won't want to don't want to do anything so just ignore the error that's it there is no any proper solution here you can ignore the error so busy software will automatically trim the zero value so this solution will do the software automatically for our end no need to do anything just ignore the error then you try to generate the invoicing it will generate it will generate okay so now the invoicing is generating so this is invoice could not be generated isn't duplicate ir and number why because this 555 IR number already generated so that is why uh I'll get that message I'll try some other number no issue for example this is the invoice number zero eight five two three generate invoicing so we will get this error we want generate we we went generate it will generate okay invoice number invoice will be generated but after this once we go to check the details in modify mode 8523 okay so busy give the warning or error message but no need to uh worry about that envoicing will generate kindly ignore the error okay this is the solution for this message this error so I think this error and solution it was clear for you let us go for other error that is ship to State cannot be blank so while doing the Expo transaction we will get ship to State cannot be blank error messages uh only for the export invoices so we will see the solution for the for that we will enter one export invoices transaction here you should select the sale type igst export select the party name then select the product and this window will comes export shipping shipping Bill details here I am not specify any shipping bill number Port code Etc I skipping the stack skipping the entry and then you specify the address for example area name or place name specify the PIN code then you can generate the voucher save the voucher generate the invoicing check the possible error there is no any error try to generate key invoicing so this type of error message will will get okay so this is the different error message we are getting because the parties belongs to India that is why I'm doing the export transaction but the parties belongs to India so that is why the different error message is getting so let me uh change the party name as export here I am say taking the party name export once again I'll post one voucher foreign problem so one thing here is what we have to do for this error let me tell you before Generation of e-way Bill just we have to specify the port address for example this is the customer right so this port code compulsory we have to specify then that error will not come so that port address you can get by this window you can see here port code address one address to place pin code Etc sometime the port code not available then that error will come so here you can get the port code in blr5 complete information we have to fill out here so next here also we can specify the port code in blr5 then you save the port code after that post save the voucher generate the invoice so this error it is coming why because I am generating the invoice for India customer that is why so but the solution of this error message is you have to fix the port code properly that's it okay so next error we will move the another error message that is e-invoicing could not be generated reason unit quantity that is uqc is not passed the error code is very simple here uqc everyone knows uqc so while creation of the master unit Master we will get uqc right so that uqc code comes under the master menu under this unit we have various units that is box dungeon grams kgs Etc suppose if you are creating new new units for example the unit name is box correct or bag that time here you can see uqc4 GST e-written uqc for eBay bill uqc for invoice that three uqc code you have to compulsory specify otherwise we will get that error message is it clear so back you have to specify back pieces you have to specify pieces boxes you have to specify box but compulsory we need to fill out here so now I created one unit master then while creation of Master I'm taking this back and I modify the uqc suppose assume that here I am not given any uqc I'm giving it blank next you post one transaction voucher Global Marketing here you select the select chalk s cannot be applied you can see here uqc for invoice cannot be blank this will comes for while you are generate the invoicing is it clear why it is coming because in unit Master we have not mentioned the uqc code this is the solution for this error so hope this error and solution was clear for you let us go for other errors that is invoice could not be generated reason HSN code 12345 is invalid so this is a very common error nowadays so many of the times we are getting HSN uqc gstn related errors so no need to worry we have the HSN validation facility in busy using that we will rectify the error clear so let me show you here I can take any of the product for example midi mix that one I can take so this product is comes under the groove soaps right but here I have mentioned the HSN code one two three four five six so this is the invalid HSN code I have mentioned in my item Master but this time 100 I will get the error message so save the transaction generate the invoicing so it will give the error message saying that one two three four five six is invalid so what we do next no need to worry just go to the item master so select the product here I'll here only you can press alt M alt M for modification click the validate button search the HSN code we have two types of searching one is HSN code number by searching another is name why searching let me select the name soap here the soap HSN code is 3401 kindly specify the three four zero one soap HSN code save the master come back put the quantity regenerate the invoice that's it now the invoice will generate so once again global Medi mix all time okay so now the analyzing generator successfully so clear so if you get this kind of message then you need to do this HSN validation another error is invoice could not be generated reason the HSN 4420 does not belongs to service this one will come why it is come let me explain you some of the times we have wrongly tagged the tax category assume that so this is the tax category called GST five percent textile this is the service type right but I am doing the sales sales Business course business but here I have selected services this is wrong so in this scenario we will get that error message so here Global Marketing so then you select the midi mix only here ready mix soap I changed I I have to change I will change the tax category called this one then I can save the master select the quantity price then you save the voucher generated invoicing we went generate you can see here now it is generated because Global that one that one is not saved I think okay let me do once again okay all time okay here now it is Services only generate so this type of error will come invoice could not be generated reason the hsn3401 does not belongs to Services the solution is very simple you we need to create one new tax type master or tax category Master then tag that tax category into the product sometime if we uh wrongly tagged any of the tax category to the master you need to check for that clear so this is the error and solution for this type of invalid data messages so thank you all of you thank you everybody uh this is the small uh informative webinar informative webinar we have conducted regarding the invoicing errors and e-way Bill errors most probably eBay Bill error it will not come uh many of the times we are facing the error in E invoicing itself because evil generally we will get uh the error when we are not specify the proper vehicle number distance pin code distance Etc that time only but invoicing majorly we will get error uh this is a small upper to uh educate him to troubleshoot the errors from self so I think this was uh helpful to you all of you next we will conduct this type of webinar in future also so that in some other type of error okay so this is the common error we will see next some of the error if you found in a market or if you received from the partner side then we will conduct the webinar on that particular error wise so today's subject if we have any kind of query kindly put the message in q a session so that I can resolve your query so I'm not received any kind of messages or anything from your site so further if you yeah uh I have missed the beginning of this webinar so we will share the recording uh we will upload the recording video in our YouTube channel busy infotech private Limited uh you can go through that sir take care so thank you very much for your valuable time so we will request you to watch our YouTube channel so that you will get more informative videos also further if you have any queries kindly contact our busy expert helpline that is busy help desk 8282-8282825 times it's a very simple number and 24 into 7 customer care we are providing apart from this we have a emails email support that is you can write a mail to us support at the rate busy.in okay so these are Time to Say Goodbye we will meet some more interactive webinar sessions for upcoming days thank you bye bye have a nice day