Discover the Best Free Billing Software in Excel for Administration

Free billing software in excel for Administration

[Music] Hello friends welcome back my name is PK in this video we will demonstrate our newly launched product GST bling software version 1.0 we have created this in Excel and vva so after downloading this file from our website first thing you need to unzip this just right click and click on extract all and extract so this is available in new folder you can see and then you just need to right click here go to the properties and just unblock this file and apply okay now this file is ready to use just double click to open this so this is the login page and as you open this file you need to input the username and the password so the default username is admin 1 and the password is AB CD in a small case now just hit the enter or click on login so we have logged in successfully and this is the homepage of the GST Billing System version 1.0 here we have given the various buttons the first box is for the Masters we have created the master for product Master supplier Master customer master and some others so first first thing we have to create before starting this we have to input the form information that is applicable for admin only if you are an admin you can just input The Firm information so just go to this button and just click on the firm information here we have just filled some dummy information but you can update this just click on update record and just change this information whatever you want let's say here I'm putting address I have changed and uh then you can input the GST number everything and just submit that information will be updated okay and just go to the home and as you click on the home you will come back to the homepage now the second thing we will update the supplier master so just click on this button supplier master and we have just created two sample supplier you can add more supplier as you want so you can just click on the add new record and here you can input the supplier name let's say I'm just giving one dummy mobile number I'm just putting some Dy number email ID also then you can input some dummy GST number and the address also remarks if you want to input some remarks and just submit as you click on submit that new supplier is created you can see here okay if you want to update the information for any existing supplier just select the ID of that supplier and click on update record and that information will be prefilled you can change the information whatever you want and then you can just submit that will be updated okay and to delete the record of that supplier you can just click on the ID and just click on delete record as you click are you sure to delete this record ID if you say yes that will be deleted you can see okay so that is how you can maintain the supply records go to the home again now we will start creating the products so just click on the product master so this is the product Master Seat and here we have barcode product name description category unit small unit or the secondary unit then unit conversion this will be used in case of the secondary unit and then here we have the uh purchase price MRP wholesale price discount and the GST information we we have also given the primary uh supplyer name then this is the rack number which you can use for the internal purpose like where you are placing in your Warehouse or in your showroom this is the reorder label the marks and then we have the abilil stock also so you can quickly check how many stocks are available okay now I will show you how you can add a new product so let's add a new product here and you can just input the barcode if you are using the barcode scanner then you can use the barcode so let me show you how you can add a barcode so you can just scan the barcode of the product as you scan immediately you will get the barcode here and now you can input the product name so let's say I'm putting here herbal shampoo 400 ml okay this is some example name you can put the description also but I'm keeping it blank the category of the product we have added lot of categories but you can add new category using this plus button and just input your new category here let's say I'm just giving as test and just click on ADD done and then you can just click on this refresh button after adding this now it will appear in the list so whatever you will add that will appear in the list okay for this particular one I'm putting in health and beauty then the primary unit let's say I'm taking ml or you can take pieces also because we will sell it in the pieces there will not be any secondary unit because we will not uh sell this in the lose so unit conversion and the secondary unit is not important the price let's say I'm putting here purchase price 200 MRP I'm putting here 280 the wholesale price I'm putting 250 then if you are providing any discount you can put here or you can just leave it if you don't provide any discount default discount so let's say I'm putting here 5% then the GST let's say I'm saying GST will be 18% this is sample then the primary supplier name so you can just select the supplyer name so whatever supplier you have added will appear here but if you think that supper is not appearing immediately you can just add it from here also that supplier Master form will be opened and you can just input the information and you can add the supplier then the rec number you can just say I'm putting here 45 the reorder label I'm putting here 100 the remarks if you want to input any remarks you can put that and you can add the image also this is not mandatory but you can add if you want so just click on ADD image so I'm selecting this image just click on open so you can see that image is appearing here now just submit this okay so we have missed the supplier name just select the supplier name this is mandatory field you can see that asri sign now submit this so we have added the product similarly you can add more products and you can see that product name is appearing here Al if you want to make any changes in this product in future you can just select the product ID and just click on update record immediately all information will be filled whatever you have selected earlier and you can change the information and submit again okay so that will be updated to delete any product you can just uh select the ID and click on delete record button the product will be deleted so that is how you can maintain the product Master let's go to the home again and let me show you the customer Master also if you are selling in the wholesale also or there are some big customer who need the invoice with the name name so you can use the customer Master also you can simply add new record just input the customer name the mobile number I'm just putting some random number and the email ID the GST number of the customer the customer has the GST then you can input the GST number address and remarks if there is any remarks and just submit that so that customer is created and you can create the other customers also now we have the others list also we have given here the unit list and the product category expenses then and then whole list you can see here if you want to add anything in any list just click on this plus button and select the name of the list uh let's say I want to add the person name you can see here we have given some dummy person name for the bank deposit person U purpose and then you can just input the new name here and just click on ADD so that new name will appear here okay and that will appear here also all right now let's go to the home again then I will show you the transactions also we want to sell some product but before selling that because we are using from the scratch this tool so we have to update the purchase information otherwise there will not be any stock okay so we have to maintain the stock first so just do the purchase information whatever products you have available in your stock just input that as a purchase entry okay so just click on add new this is the purchase form automatically it will take the purchase invoice number just select the supply name and you can again add from here also if you want but we are selecting one supplier from here GST number will appear automatically you can just input the supplier invoice number I'm just giving some random number and now the product which you want to purchase you can use the barcode scanner or you can select from here also and uh let's say I want to purchase 100 quantity and just add so we can see the 100 quantity is added here and we can see the other information also then let's uh add some more and here I want to purchase 50 or 30 quantity okay just add so that is appearing here okay so we have purchase these two from this supplier and then we can just generate the bill also so here we can put the payment we are paying to the supplier if you are not paying right now just keep it blank or you can let's say I'm saying uh we have paid 8,000 using the UPI payment and I have used the PTM and just submit you can use the submit and print also if you want to print out the invoice just submit for now okay so that information is submitted now we can close this so we have purchased you can see the purchase information here okay so first you need to create the purchase entry for every product then only that product will show in the stock and until the product is not in the stock you can't make any sale for that product okay so let's go to the home and we will make the sale entry now so just click on the sale and add a new record so this sale form is loaded and automatically it will take the sale invoice number and the customer name is Cash you can select the customer name if it is wholesale otherwise you can make it cash okay now here you can just input the barcode scanner here you can just use the barcode scanner to input the barcode or so we can quickly generate the invoice we will quickly create the sales information using the barcode so I'm just going to use the barcode scanner now so as I clicked automatically you can see we have created one record now I'm going to use the another product the another one and if you click again it will increase the quantity okay so you can see it here alternatively if you are not using the barcode scanner or you don't have the barcodes you can use the product list also just select it from here and just add so that will be added okay and you can search from this search form also just click here we have searched this or you can just make it blank and search if you have a long list if you click here automatically you can see the image will appear okay and for this product we don't have any available quantity because we didn't make any purchase entry of this if I'll try to add this just double click and I'm putting here one quantity just add it will show available quantity for this product is zero only so you can't sell this okay first you need to make the purchase entry of this product now after adding this uh then you can collect the payment let's say you have collected the payment in cash so you can just input here uh 526 6.5 and just submit and print or submit if you click on submit and print the print out will come in your thermal printer so for now I'm just putting this submit so this sale entry is done similarly you can start adding for the new customer you can see the new invoice number is here just put here your cursor you start using the bar code all right now I will show you how you can update the entry you can just select the record and you can update the entry the whole information will be filled automatically and uh then you can delete the record using this button and if there is any return on a particular invoice number you can just select that ID and just create a return invoice so just click on the return automatically every information will be in negative and uh you can just submit or if you want to delete any record from here you can just select and delete using this button and then submit this or submit and print whatever you want so now this record this return is completed and the information will be updated and we will see one new record that is the invoice that is the return invoice you can see the invoice number also and the other information will appear here this is the type is sales return and this is sales and here we we are showing the balance also okay now just click on this home button this was the sale now now if you want to make the payment so just click here and add new record and we can select the supplyer to whom we want to make the payment and if there is any PO number just input that one also and if any supplier invoice number you can input that one also against which invoice number you want to make so let's say I I'm making the payment through the cash so I'm just putting here some cash amount remarks you can input here and just submit this so we have made this Supply payment so we can see that information is here similarly you can update and delete this is the same process that's update or delete the record now here we have the expense and you can add your expenses just click on add new record and expense type you can select here we have added more but if you want to add new record if you want to add new expense type just click on this plus icon and add a new expense type let's say I'm putting test just to show you and just close this and here the test should appear you can see or if it is not then you can refresh and again it should appear so test we have added twice okay then the amount whatever you want to input and the remarks and just submit then you can see that expense is updated you can update and delete the record ingly now coming to the report part before that I will show you some other entries also if you you are an admin you can create the users also so just use the user management and here you can add a new user using this button so let's say I'm using a new user as Ras and I'm making him user or admin whatever you want and the password I'm just putting 1 2 3 4 and just submit so that new user is created and we can see that here and if you want to update this just click on update now I'm saying I want to make him user not admin just submit so this is user now okay and if you want to delete this you can select and delete so the difference in the user and admin is admin can create more users but user cannot create the other user now the bank deposit part if you have collected the cash in your shop and you want to deposit into the bank you can use you can track the records here just click on add new record the date will appear automatically you can use this calendar also to change the date and then select the bank name so you can provide the bank name details here using this plus button you can just enter your bank names here okay in which bank you want to deposit the amount for now I'm just selecting this one then the person or your employee or your staff to whom you want to give that cash to submit in the to deposit in the bank you can select the name from here you can maintain these names from here okay so let's say I'm selecting this one the amount I'm putting here 50,000 you can input some remarks also just submit that so we can see that record is created again you can maintain This Record using the update record and the delete record now coming to the reporting part the first one is the daybook report for which day you want to get the daybook so you can select the date by default it will take the yesterday just click on get report okay so we are seeing the records for sales purchase and payment but everything is blank because we don't have any information but if we will take it for today then definitely we'll get some information so let's change the date and see just click on daybook and then select the date for today get report okay so we can see we have made one payment and we have the purchase also today and we have done two sales one is the sales return and the sales okay so this report is generated you can save it anywhere and you can use it for the further analysis then go to the home again and let me show you the sales and return also and if you want to generate the report for the sales and return you can generate that you can select the date range so let's say I want to generate from the 1 November till today and generate the report so this is the sales report only for the selected date range so let's close this one also similarly you can generate for the purchase also so just click here so it will take for the purchase so this is the purchase report for that duration now the last is the inventory if you click here it will show the available inventory for the different products you can see that is here and uh we have these all products name and the description in the last you can see this product is out of stock we don't have any stock and for other products they are avilable okay so you can see the current status also ingly you can order that all right friends so that's it in this tool you can use it for your shop or for your retail business friends I hope you have enjoyed this video If you like this video please hit the like button and please subscribe my channel to get the regular update of my videos thank you so much for the watching