Collaborate on Jewellery Bill Book Format for Inventory with Ease Using airSlate SignNow

Jewellery bill book format for Inventory

hello friends today we are going to see a demo of max erp for jewellery wholesale businesses so we'll just start with the demo let's start with the masters first in the masters we can create a couple of customers we can get a few suppliers we can maintain complete end-to-end uh financial accounting with gst filing in max erp for jewellery wholesale businesses along with that inventory and accounts management with all the calculations and the difficulties involved in managing the inventory so we'll start the customers first uh let's say we create a customer saying shanti dwellers so you can again subgroup your customers like premium clients or outstation clients or friends relatives kind of thing and based on that you can generate your outstanding reports or your profit reports your sales report so each of this customer can have n number of billing shipping addresses you can even search the customer by their mobile number or buy that gst number and we can just quickly save this for now similarly we'll create one more customer saying let's say nil controls once we have created a customer will create a couple of suppliers to our vendors so let's say mahalakshmi [Music] after creating vendors will create uh general lecture hits so anything which is other than your customers and suppliers that will get uh added into the general edges so basically your sunday datas and credits apart from those all the accounting heads will come under the general ledger so here we have all the other accounting groups wherein we have bank accounts cash account capital accounts loans and advances partner capital accounts everything which is required for complete financial accounting all the accounting heads are available here so let's say we just create couple of accounting it's uh saying which office expenses so you can just mention under the account group expenses indirect same way we can create our bank account let's say it's dfc bank you can link it into the bank account here similarly rentals capital account whatever is uh being used in your business those sites can be created here and you can manage the complete financial accounting from here after this we can create different sales person who are involved in our business operations so this sales person can be used by billing and you can generate some commission reports based on the sales made by each of the sales person so let's say we just create a couple of sales for something sp1 then we can create products here so we just have some predefined products created here for the demo so we can just see those so here we have a product called frames and gift pack these are general products doesn't have anything related to weight so they come in numbers and they go in numbers so we have just created frames and we have grouped them under others the stock one for their them is also other stock account and they come in numbers and we just define some selling rate here they can even define minimum quantity to avoid under stocking as well as you can define maximum quantity to avoid overstocking you get automatic alerts if the stock goes below the minimum quantity your stock goes beyond the maximum quantity and you can define your reorder level quantity also here along with the lead time lead time is something wherein once you place the order it takes that many days for the goods to arrive at your store and you can save this so likewise frames we have the similar product called gift pack then we have product for gold necklace so under gold necklace uh we have defined the print name as cold necklace the group name under gold ornaments the stock i found that we have mentioned here is gold stock if you have both silver and gold invented together you're dealing with both gold and silver business then you have to make sure that you define the correct stock account for the gold products separately and the silver products separately so the unit name is grams and we have an option of defining the default touch that will be used for billing for this product so whenever you choose gold necklace the default touch will be 90 that as per the defender masters you even have an option to fetch the weight from weighing skill while billing so if you take this it will ask for the weight instead of uh allowing you to type the weight it will start fetching the weight from the weighing scale while you do the billing and the rest of the information we have not enabled the gst taxes here in this demo so we are not getting the gst in the hsn code details otherwise we have end to end gst related compliances uh in building the software after gold necklace we can have we have a product called hallmark so just like a making charger so we're just maintaining this as a making charge other stock account we have take something do not maintain inventory for this product here so there won't be any inventory management it is just for your making charges purposes which can be used while billing and we have mentioned a default sales rate of 100 for this uh pure gold and pure silver are some default products which are there in the software so these are fixed and cannot be removed and then we have silver rings so silver rings we have grouped under silver environments and stock account we have defined as silver staff account with a default touch of 80. so this is how we create all the products here if you have all your customers vendors and products in an excel format we can quickly import all the data in the software using this data import module which is available in macs so after creating products uh we will start with the next menu we can create different price list in the software for example prices for premium clients wholesale clients or your dealers or corporates and define different touch or making charges per piece or quantity as required let's say we just create a premium price list here and we can define this that this pricing is for products and we can just display all the products here so for this products what should be the default uh selling rate or the charges involved you can just define all this here so it's about the gold necklace for premium clients in the masters we have to find a touch of 90 let's have a premium class it should be 100 and for your silver rings it should be again 85 you can just define as 95 making charges can be per gram or pearl piece or can be on the rounded amount let's say we define the per piece making itself 100 rupees here let's say 150 200 for gold and 100 for silver and we can save this so once we save the premium prices we can even link this pricing directly to the customer masters so once we select a customer let's say neil can dwell so we can just edit and pre-link it in the master level itself to a specific customer so here we have selected the premium places for this customer and we save this so whenever we build nail gun automatically the prices of premium will get associated and the billing will happen as for the touch and the wastage uh and the making just that are defined in the premium price list so after the masters uh we can go with other menus so all the menus are pretty simple here we have sales right from sales order we have a approval option available here so if you're giving goods on approval basis you can send an approval challenge you can directly create sales invoice or you can take a sales return in case if we are giving an approval and if partial goods are coming back you can even have an option of written challan option available here so all the menus have first half is of the menu is transactions and second half of the menu is reports same is the case with purchase the first half is of for transaction second half is for reporting in the masters we are not defining anything with the opening stock or opening balances so you can enter the opening balances in the accounts menu here where we can define uh customer wise opening amount balance and the metal gold and silver balances for individual customers that to build wise similarly in the inventory we can define the opening stock available here with us or we can even import all this opening balances and opening stock from excel so for this demo now we will quickly start with the purchase option and purchase we can have right from purchase order we can either take a purchase on approval basis also and you can always have a track of pending purchase orders of pending purchase challenge but for now we'll just uh enter a purchase quickly so here we'll just enter the supplier invoice number the date of entry the actual invoice date whether it's a cash purchase or a credit purchase is asking the invoice amount as per the suppliers bill at the beginning so let's say we have an invoice about 10 000 and it is even asking the pure weight that is there in the bill so let's say a pure weight of 2000 grams or two kgs and let's say you're buying it from mahalakshmi jewelers so it says there's a mobile and email missing for this vendor and the current outstanding of the vendor will be shown here all gold silver as well as mountain balance will be displayed you're outstanding so we'll take a product called gold necklace first how many pieces let's say you're buying 20 pieces of 2500 grams with a touch of 80 and if you're doing any rate cut you can define the rate cut here uh customer y i mean supplier wise product wise pu supply rate history is also being shown here the current old balance of the vendor and the old gold and the old silver balance plus the current bill totals will keep getting loaded at the bottom dynamically so let's say we are not doing any rate cut and we are putting a making charges per piece of program however you want or you can even put a direct making charge amount of ten thousand here if you mention it per piece it's 100 rupees and it brings up to 2000 yen similarly we can buy other on products here and once we are done with this if there are any expenses that has to be configured we can even configure the expenses and the discount on the purchase voucher now here is a summary of the bill where if you want any gold rounding also you have an option of gold pure balance sounding silver grounding also is available so in the current bill the gold pure gold is 2 000 and that is what is the total bill total is also 2 000 amount so gold total as well as build total so you can even have we can just change it here for so we have it uh 3000 as the amount and if you have any other remarks you can mention the remarks against the bill and you can save it so once we try to save it says amount does not match with the supplies invoice amount so here we have mentioned the amount is ten thousand but our bill amount value is only three thousand so we understand this temporarily so this way if even there's a single making charges missed or any product is missed in the bill or any expenses has been missed out or any weight or quantity has been mismatched or wrongly entered all these cases will get uh blocked here and you will not be able to save the voucher unless it's accurate so this way you'll have 100 accuracy during purchase let's say you just save this okay after saving we have an option for adjustments which we will see during sales even while purchasing if you are giving some old gold to the supplier even those adjustments can be done using this pop-up but we'll see this adjustment details in the sales screen so once you have done this purchase you can directly go to inventory and you can go to stock summary and you can just click show it says we have a gold necklace of grass weight of 2500 net weight is again 2000 and fine weight is also 2 000. we'll take one more purchase from for silver ornaments let's say lakshmi jealous silver wings let's say 100 pieces a wing around [Music] 1kg and save this so here the pure weight has to be 750 and amount is 5000 so once this purchase is saved uh we come back to stock report again and we can see that under gold or numbers we have this stock and on the silver ornaments we have this one single product here so both the gross and the net weight can be seen on a single screen uh post to this we can even drill into the reports and we can just press enter and see from where it has come in what at what rate or what is the detail you can just press enter again and get into transaction details after the purchase and inventory will just go to the sales part of it so either you can give details i mean you can take in sales orders or you can even provide estimates using this performer invoice or you can give the goods on approval basis first we'll see an example of a direct sales and then we'll see an example of what's being given on an approval basis so let's say we go for sales invoice credit sales to nil so once we select nil controllers the premium price list comes automatically on screen here we have three options here whether we are selling product or we are just billing and making charges like hallmark charges or something and third we have an option of written bar metal so in case if any adjusting any uh written against the bill we can as a line item itself we can enter this for now we'll just take a product and we'll select uh silver rings let's say 264 things are being given a weight of 200 grams any less you want to mention any stone charges so you can define like 10 grams of stones less and then a touch of 95 which is there for premium clients for silver rings is got loaded automatically as well as the making charges of 100 rupees got loaded automatically so any rate cut if you want to do you can do and you can even select a gold necklace let's say five pieces for 500 grams with a touch of 100 as per the premium price list you can alter the touch if you want and 200 rupees also making charge and once we are done with this we can directly uh if you have any other expenses or discount if you want to provide you can provide cash discount percentage the summary of the bill of gold and the silver is being shown here and the total amount of the bill is being shown here you are even able to see the summary on the screen at the bottom the old balance of the vendor as a customer and the current bill adjustments so we can just go for the adjustment option here or we can directly save the transaction once we go to adjustment uh it says the old amount old golden old silver the current will amount due the gold due and the silver tube the adjustments that we are making here right now and the balance left so we will see the parallel effect of this in the accounting part of of the customer on the accounting ledgers of the customer so let's say we are first receiving an amount or let's say if cash is in four thousand and we just save this let me save the transaction here once we click print uh it will even generate a preview for the voucher so the preview print can be either in a4 full size format or a4 or a4 quarter format with the clear details on what has been less and what is the touch making charges and the rate for the so you can have the pure weight of the bill the total gross weight and the amount value at the bottom this can be sent over whatsapp this can be sent over sms as a pdf link you can even email it to the customers directly and you need to export in different formats so we'll go back to the previous bill again and parallelly we will just open the accounts ledger reports and we'll just select the customer neil conjures so it says opening balance was nil and then as on this date we have bill number one with the amount of three thousand rupees gold debit is 500 grams and silver is 18.50 comes so you have a very clear picture of amount balance gold and silver segregation across all the screens now you can even see your accounts and you can go to outstanding and bills receivable and you can still see that you have all the bills receivable and payable coming here so neil congress we have an amount balance of 2000 and gold balance of 500 and silver balance of 180 500 so we'll we have received cash of thousand rupees against the same bill so we have the current outstanding amount is 2000 gold and silver balance remains as such so we will see the other adjustment options that we have here we'll just edit the bill again and we go to adjustments let's say we are doing a gold rate cut so when we do a gold rate cut let's say we're doing a rate cut of out of 500 grams of gold that we have new year we are using 200 grams for rate cut with a rate of let's say 4 000 rupees so this becomes this accident value of 8 lakh rupees to the amount on the bill so 200 grams of the gold has been adjusted 300 is left and same way amount of 8 lakh has been added and we had this 8 lakh always thousand has been already adjusted the total due is eight lakh two thousand now in case of the we are receiving another payment of you can okay we'll just save this save this transaction again and see the effect on the ledger so we have got 8 lakh rupees added in the amount outstanding total amount due is 8 lakh 2000 again a gold credit has been adjusted so 200 grams of gold has been reduced no effect on the silver still we'll again go back to the same bill and do other adjustment options we can even have a gold rate cut again with a different rate that's another 100 grams being detected at uh 4200 so this gets added another value is getting added for the volt rate cut and the build value outside increases same ways we can even have a silver multiple silver rate cut also so out of 180.5 grams let's say 80.5 is being adjusted at a rate of 400 rupees so let's say 500 rupees and we can save this transaction again the effect of this will be shown in the ledges so another gold rate cut off for like 20 000 rupees 100 grams of gold i've got detected so we've done a rate cut at two different trades and the description is clearly mentioned here hundred uh grams at hundred touch at four thousand eight hundred rupees has been adjusted same is the case for the silver rate cut now silver outstanding is hundred grams and gold out and outside is 200 grams now if we are receiving any old gold from the customer even that option is available wherein we can just mention gold recept and we can mention pure gold or kachar and let's say we are seeing a gold for 50 grams with touch of 80 and if we are mentioning the rate here it will be considered as a purchase and if you don't mention the rate here it will just have an impact on the gold stock either case it will have impact on the gold stock but [Music] you can see the effect here with both of this example so now a gold of another 40 grams have been adjusted we have received the gold and 160 gram of gold is outstanding this will directly have an impact on the stock somebody also wearing pure gold of 50 grams of gross weight and the net is 40 grams that have been adjusted added to the stock value now coming back to the same bill again we'll take another gold receipt of pure gold of another let's say 50 grams that's 100 with a rate of let's say 4100 now as we have mentioned the rate this time so it says two thousand two lakh five thousand is the amount payable it's kind of a gold purchase that we have made there's no adjustment in the gold stock value if you see the stock remains as such but amount has been added and the stock would have got added in your inventories so 100 grams of grass weight and 90 grams of gold pure weight is there so in the bill itself it would it's kind of like a purchase that we have made from the customer if you mention the rate it's going to it will be considered as a purchase if you don't mention the rate then we are just assuming the old code to the stock same way we have an option of old silver receipt so we can just mention any silver receipt that you have you'll say 40 grams of silver saved at 80 and we just save this so now coming to the lecture again we have 32 grams of silver being received silver outstanding being 868 grams and gold outstanding being 160 grams so the single transaction itself all the adjustments can be done while sales and we can get all these adjustments detail printed on the customer's bill in a very clear way for them to understand it easily as well as the ledgers are a very detailed way so it can show the complete transaction details very clearly to all your clients let's say we take another sales for chanti jewelry let's say we just buy okay we're selling silver rings 10 numbers 100 grams since there's no prices selected so default touch of product master have got loaded here let's say we just save this with this details so now customer has a thousand rupees of uh amount value when you see the ledger of let's say it says there's a amount value of thousand by outstanding and silver balance of 80. that's a debit outstanding coming back to your bills uh report bill sociable it says shanti jealous one bill due for this much amount is the balance and the gold and the silver balance is being shown your gold balance is nil silver we have a balance of 80 grams we will see an example of uh goods on approval also so let's say you put a delivery on here first okay so once we select super mangal jars here we can directly mention the goods that we are giving on uh upload basis let's say 20 pieces of this have been given weight of 200 grams with touch of this making charges per piece let's say 100 rupees and we hold necklace five pieces of 500 grams and you can just save so once this is saved it will directly have an impact on your inventory wherein your gold necklace stock would have got reduced your silver ring stock would have got reduced you can even see the detail stock somewhere here which will show you opening inward outward and closing so there was no opening you can see this for a particular day train like for this week or this month or any specific date range custom day trains that you want the total inward that has happened and total output that has happened and the closing stock available you can press enter and check the details so even the sales challenge gels have also been shown here that you have given the goods for gold necklace for finder comes with 90 touch you can always track your pending challenge here so we have an option of pending challenge and this can show you with product details so for some angle dwells we have two products even with the weight details 200 grams and fine exams has only been given as a grass rate and the complete amount is complete product is spending so in case if there's any partial written you can just go for this written challenge and you can just select swimming calls so all the products given on approval basis will get loaded here so you can just mention how many uh how much weight is being written back the silver ring of around let's say 120 grams is being written and gold of 300 grams is being written so you can just save this one again coming back to your pending challan report now so it will show you pending you have 80 grams on this and 200 grams of this is yet to be built the written challenge weight would have got added to your stock again so if you see your gold necklace thousand five grams here now and after the adjustment it will be two thousand eight hundred grams is available again once you press enter it says uh challan was given and the return has happened for the sale salon you gotta return back on the same day now you can convert your sale challan to invoice directly and you open the challenge you just click make invoice here it will automatically convert the challenge to invoice with the pending quantity only so it automatically brings the quantity of 80 and 200 which is yet to be built alternatively you even have an option of converting multiple channels to a single sales invoice so if you're given multiple votes on approval and you want it to be converted to a single invoice then you can just select the customer name here it will load all the pending challenge on a single pop-up and here you can select multiple challan products in for to be imported and build in a single invoice let's say we just build it 80 and 200 years and we are importing and saving this now coming to your sales register you can always see the total sales report and you can see bill wise uh total amount gross weight net weight for individual products segregated so gold stock is being shown separately and the silver stock is being shown separately so this will be easy for you to reconcile your day and operations and the pure balance and the charge weight for the each bill is being shown here you have a lot of summary options here wherein you can just see your group summary of total sales of different ornaments with quantity your gross and the net weight can also be shown together or just the amount also can be seen so you have multiple reporting options here and you can just check your taxes you can see columnar product group by sales each bill what was the gold ornament by sales and all the details can be seen here on the accounts part now we have seen the bills disabled and payable so all the bills receive pending bills will be shown in the single screen lakshmi joules marx manuela's your customers all are being displayed here with their amount and the current gold and silver outstanding balances you can go to uh you can see the trial balance or the data's list in the creditors list separately once you see trial balance also you have three columns for amount debit credit gold dividend grade silver debit card so you have a very clear trial balance here for each of your accounts now for your customers when you're receiving the payments so you can just go to accounts and select receipts so reset buy cash or if you have the same by bank you can just select the bank account here whether you're saving a direct amount or you're saving gold or you are receiving an amount to gold we have three options available here let's say we will see all three examples here so amount balance will just select for nil controllers so there's a more balance of 10 lakh thousand two pretty outstanding and let's say the customer says uh he's paying fifty seven thousand right right now with the two two discount expected during receipt so you can just mention fifty seven thousand here and again switch bill it is being adjusted we can select the bill we own an option of discount column available here so you can just mention two rupees as a discount and you can save this any remarks if you want to write against the recipe you can just mention the remarks and sales so again coming back to the ledger of uh neil can joules [Applause] when you see the ledger of nil converse is showing you the milliliters and then we have a caster shift of 57 000 so the amount was on 10 lakh 250 with no effect on gold and silver balances same way we had a trade discount of 250 rupees so current outstanding is 10 lakhs rounded now we will see another example of uh gold received from new controllers so again coming back to gold outstanding is 160 grams so what gold are we how much let's say we are saying 60 grams of gold at 100 touch so again so which bill it is being adjusted is also being so we are adjusting the gold balance all the metal related balances bills will be shown here so you can adjust it against the respective bill so we are adjusted against this bill if we are doing a rate cut we can just mention the weight value here and if it's just a metal receipt we can just directly press enter and save it so we have received the gold now and we can again go back to the ledgers of new controllers and see the effect so we have received a gold stock of 60 grams on the receipt number two and gold have got affected 100 grams of gold is outstanding silver is 68 grams pending and this would have even got back added to your stock also so 16 grams of gold would have got added to your inventory right now we will see another example of uh gold rate cut while receipt so let's say another 40 grams of gold at 100 touch is being adjusted against the same bill and uh at a rate of let's say 4200 i would say 4500 so the amount value is one lakh eighty thousand rupees and out of this 180 if the customer pays just eighty thousand for now so you can just mention the after rate cut the value is one like eighty thousand due and customers paying eighty thousand for now and we are just saving the seconds so this amount balance is also being adjusted this is basically additional amount so it's not adjusted against the bill it is additional gold balance which is getting added sorry amount balance which is getting added to your customers outstanding again coming back to the ledger of nil countries so we have a recept number of three with one like 80 000 amount getting added and a 40 grams of gold which is happened due to rate cut so 40 gram of gold is getting detected no effect on the silver balance and then we have received a cash of 80 000 from this one lakh 80 000. so total outstanding is 11 lakhs similarly we have other adjustment options here wherein if the customer pays an amount and asks us to convert that much amount worth to gold and adjust the gold balance we have this option of amount to gold similarly we have an option for a silver rate a silver receipt or a silver rate cut along plus amount to silver options or we can have that adjustment pop-up coming with we wherein we can do any kind of adjustments during the receipt bar payment too similarly while we go to accounts and make the payment we have an option of making the payment via cash uh whether we're paying a more paying gold we're paying amount to gold again similar for the silver so let's say we are paying for office expenses so all the even expenses can be tracked let's say a 500 rupees towards the coffee expenses that can be entered you can make a payment to the vendor saying mahalakshmi jealous the current outstanding is three thousand rupees we're just settling the complete amount until it's getting adjusted so your vendor and customer buildable transactions are being tracked and when when you see the ledger of mahalakshmi julius it's also opening verse nil as on this date we have purchased and a gold value of 2000 grand spending with a 3 000 rupees amount pending we have made a payment of the amount right now gold is still pending same way you can just go to gold again select maharaj mutual fuel gold of 500 grams is being paid at touch of lecture 90 so we are adjusting this [Music] and then coming back to malek majorless have adjusted a gold pure gold payment of 450 grams the current outstanding is one five five zero so all this directly has an impact on inventory as well as accounts in parallel after lectures we can even see a couple of useful reports that we have here so under accounts we have an option of miscellaneous metal day book so this will show us the complete uh transactions where the conversions have happened so under gold we have a receipt of 40 grams with rate cut so and there's no nothing on the debit side so this way we can always have a track of the total difference of stocks where we had rate cut being done at the end of the day so this way you can reconcile your day and plan on the refilling of the stock at the end of the day seeing the differences that we have other than this we have a special report called daily activities so this report will show us a complete transaction of the day where in the total gold ornaments purchase and sales and the stock left basically we have the received weight and the issued weight silver ornaments details here the boolean conversions that have happened for the day it will come in the boolean book you have the cash book at the bottom you can even uh filter the specific book and you can just see the details on the boolean book we have different transactions that has happened at different rates apart from this we even have an option of uh jobber issue and java receipts in case if you have this acharya based uh smith-based work wherein you are issuing gold for any kind of designs and receiving it back so along with we have option for multi-branch data sync of options so that you can even scale up your business across multiple branches and with a lot of add-ons for whatsapp and sms and mobile apps too so thanks a lot for watching this video i hope you like this video and stay tuned great day