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Kirana store bill format for Accounting

hello everyone good afternoon a warm welcome to the today's webinar session I hope you all are fine today the topic is streamline your kirana store building and inventory with byy so how to manage this uh Kiran store industry using the buy software that we are going to discuss in this today's webinar in between if you had any questions or queries feel free to ask the questions in the chat box invest India is the survey report saying that there are over 13 million of kirana stores in India so kirana stores are registered in India and he was uh Mr Deepak and Deepak was running one kirana store and he was facing many challenges in this kirana store and he was doing manual buildings manual inventory managements and he was facing certain challenges in this kirana stores the few challenges are noted here that is my building process is taking too long because of this manual method credit sales and outstanding balance management so this is uh he can't able to do it properly because of this manual me me even he can't able to share the details also Daily collection cash and UPI he can't able to track it settlement mode they have received so they can't able to capture it because of this manual mechanism so then after the Deepak G was facing some other problems that is how to do inventory tracking as per the MRP the maximum retail price wise inventory tracking it's difficult to in this manual method so he was facing this problem similarly keep track of the expiry date of the items sometimes he can't able to know that which item is going to expire shortly and which item was already expired these details he can't able to get it by their end and remember the old price of the items so the old price he can't able to remember it always because earlier the customer has visited in their shop and he has given best offer for them next time if they again come to the shop they don't know that what price he was built earlier so but in uh byy software if they're using byy can have this provision to manage those things apart from these challenges we have noted down some of other challenges of the Mr Deepak G Deepak G is saying that I don't know my best selling products so this is one of the challenge for them other than this I don't know my lowest selling products which is the lowest selling product I don't know my actual profit what will be the profit for the day what will be the profit for the month and all calculations are manual it will take lots of time even he can't able to concentrate on their businesses and to attend the customers and also he was faing facing some challenges like I cannot hand over my shop to my family because the family members he can't understand the manual entries and all those things because the Deepak G only he will be doing the manual entries everything but the family members he can't do the that manal entries because this kirana Industries most of them are doing family business so employees is not that even the family business type of business in that point of time that Mr D G if they are entering these manual entries on their hand he was not available then he can't able to hand over to someone he only do this one and the next point is I cannot keep track of expenses this is very headache for them because uh daily some expenses he was paying some amount to the expenses so he can't able to uh enter or capture those expenses by the side it's a difficult task for them are you also facing these problems in running a kirana store like deep if yes means don't worry we have a most powerful solution for you in e software so in this webinar I'm going to tell you one by one points regarding this Kiran store industry the very best solution for the Kiran store management was maintain a least of supplier or credit customers maintain a list of items manage multiple units for items either you can C alternate unit or you can kep packaging unit so in one box how many pieces you have you can specify it then after you can able to get the report track MRP wise inventory that is one item if it contains multi mrps you should manage those things using this multi mrrb Inventory management provision in buy keep track of the manufacturer and expiry dates of items through this features feature you can manage the expiry of the item if any item is expired that report you can get keep track of all the expired items in that and recording of purchase transactions the purchase transactions entry when you are doing so in that point of time you can easily capture all the item information such as rate quantity even you can calculate the sale price while you entering the purchase so apart from this there are Live status of available inventory stocks you can get into the reporting site so now let us see how these things will be available in buy we have created one company name called as byy kirana store by kirana store this should be the company profile and here you can see the item list where we have created here all items you can select so these are the item names these all are the items you can see the item name Alias name alias means it's a barcode value either you can search the items by name or by the Alias names parent groups ATA opening stock no opening stop and the unit will be packaging unit if you need to add the tax category column then the tax category also get comes into this report so you can see the tax category names these are the items if you need to filter that item names by the brand name you can use brand option and select relevant Brands this should be the brand wise item list if any point of time if he wants to export these item list you can press alt plus e shortcut you can export in different types of formats Excel Google sheet PDF HTML CSV Etc account list here group of accounts creditors if he was a suppliers these all are the suppliers you should get the name like this if any opening balances gstn numbers that informations if you needed means that could be available in this same report and even you can see the customers also gr of accounts send debors these all are the regular customers not not b2c customers b2c customers we never create any kind of Ledger in buy because we are using the cash sales directly we never capture the customer Ledger for b2c clients so these are the Masters then after we will see this multiple units MRP wise inventory Etc so multiple units you can enable by here feature and options inventory tab in that you can see the packaging unit alternate unit packaging unit you can enable alternate you can you can enable here these things you can enable after that when we creating any of the item in that point of time example so you can see that the primary unit is cup Nestle G mango yogurt this is the item and the primary unit will be cup it will be packet so on the basis of that you can mention the packaging unit then how much cup will be there in one packet if it is four cups in one pack you can specify the conversion factor four so this is how we can manage the multiple units the next item let me show you the another item you can see that the primary unit is cup the packaging unit is uh six six cup per pack this is how we can enable the packaging unit option to manage these type of Arrangements in byy next we will see the MRP wise arrangement in B you should enable the feature and option inventory in that enable this feature MRP if you enable this feature then for one single item you can manage multi mrps you can see the first item ashirvad ATA 1 kg the first MRP it was 74 then updated MRP was 80 RUP both stock currently if you have means can can get this type of window while while we entering the sale voucher entry at that point of time here you can enter the party mobile number and select the item you should get this type of pick item MRP screen if you're selling 74 rupees item you can select 74 otherwise 80 rupees like that the MRP wise billing is possible and then after manufacturing expiry batch management that we will see to do that you can enable the batch management feature that is comes under entry tab just you can press F3 and you can search the keyword batch this one you can enable if you need some other configurations related to b means you can go to configuration Buton and enable the expired date entry provision and maintain MRP provision if anything if you needed means you can enable this checkbox after that when you creating any of the item in busy then you can enable this batch information let me show you that this will be the item mango greo mango yogurt 100 G you should enable this batchwise details after that you can enable the expiry manufacturing date is required mention the expiry days for example the expiry days should be 10 days the yogurt expiry date days will be 10 days if you specify the expiry days here then while we purchasing the goods automatically expired date should be get calculated and it should be saved okay now we will save this master and after while we purchasing the item spy the bill number here purchase bill number there you can mention the batch number BT 001 this is the batch number expiry date automatically get calculated 114 2024 if it needs to change the expiry you can change it 12th of 4 2024 means you can change the expiry date then we can save this voucher this is how we can enter the batch numbers expiry date while we purchasing the goods on the basis of that the batch report can be generated batch report will become like this batchwise reports here we should get that in which item what will be the badge number and when it is going to expiry this way we can manage the expiry things and recording the purchase transactions now we will see how to enter the purchase transactions transactions purchase add option specify the bill number is purchase invoice number Select the relevant purchase type local or Central select the party name and you select the item you should get this MRP input window this item MRP 65 this comes automatically because in item Master we have specified earlier 65 rupees that is why it is coming automatically if he wants to change it you can change like this 70 rupees or 75 rupes like that specify the quantity how much that you have purchased the rate is calculating automatically 2 into 234 is equal to 468 again you can select next item specify the quantity if any item it contains the batch numbers then this batch window should be appear if this batch is there so then only this window will appear the batch feature you can enable in item Master this item having the batch feature you can see then the batch window get appeared otherwise it won't appear similarly MRP feature if the MRP feature is enabled for this item item Master this here you can see this feature is get enabled means the MRP insert window put window will be appear otherwise it won't appear likewise you can enter the inward outward quantity apply the GST any additional charges or additional discount given by the vendor you can select the relevant Sentry Pride charges Etc enter the discount percentage you should save this while who saving the invoice the bill by Bill adjustment window can be appeared the due date also you can specify sometime you are purchasing the goods from the vendor he has given some credit days credit days how many days they have given what will be the due date you should mention here so end of the day come to know that going to due this is how we can manage the purchase transaction any point of time if you need to change any kind of information in the purchase invoice you should go directly to the modify you can enter the bill number and open it then you can correct it otherwise if you need to check all the purchase information by one single view you should go for list option option here the date range then you report report is come like this the quantity and unit is coming but value is not coming suppose you are disabled this value of item option then it is not come wise if you need some batch details also you can enable batch you can enable goon you can enable some other options means that should be comes into this report this is the standard uh report that is for used for the list of purchase voucher view if you needs to add any colums in buy you should use this custom column option custom column feature is available you can insert your own column then it should be visible in the report this is how we can manage the purchase Next Live status of Entry is very important thing stocks currently we have with us so that should be checked by ourself that reason you can go for this stock status report available in display menu that there are three modes are available balance only view detailed view columnar view I can show you the balance only view very first balance only view you can have a different types of filters group of items one item Etc let me take this group of items you should select one specific group called deodorant then you can see the report currently the deodrant there is no stocks available other group we can select even we have a brand wise filtering option the brand don't want the brand you can use the none option also there is no stocks what I can do I can go for the all items option if any stocks is not available means that that report can't show you should be blank in this report you can see that the stock status report will become like this the final quantity how much that you have with you that quantity and unit should become like this this is the stock status report easily you can manage check the inventory stocks of your go on wants to check MRP wise stock quantity you should go for this MRP wise closing stock report here you should get get this report like this for examp batchwise report also there here you can see the batchwise inventory stocks get to know that this is uh this item is going to expire by this date and this item I have this much of quantity the report like this next is uh easy and fast billing with barcode scanning apply the schemes and discounts automatically round off the final amount these are the some other Solutions the kirana store management this easy and fast bilding with barcode scanning apply the schemes and discounts out automatically round off the final amount record the customer payment mode cash UPI Etc automatic calculation of cash to be returned generate UPI QR code for full display and configurable Bill printing format 3in paper in the voucher SE configuration here the fast building screen is already get enabled POS screen the POS configuration in busy in that barcode feature you can enable it should be available barcodes feature you enable this one then when we the barcode value of the product automatically that item can be get identified and it should be comes into the busy Sals name wise searching is also there otherwise you can scan with the barcode down the Aliyah's name the barcode value is entered in the Alias field if you read the barcode value then it should become like this 0034 k s 00 see here the item G comes into the grid similarly bkss s 0056 item is active will lemon Jasmine detergent in this way the barcode will work KS 0089 space pack gold 50 g this is how the barcode reading will work need the barcode reading you can go for the barod reading otherwise you can search the items by keyword you can do the buildings and how to apply the schemes and discounts apply the schemes you can create the scheme Master scheme Master creation will be like you can see the scheme Master buy one get one it is one example purpose we have created this offer and you can specify the starting date ending date of the scheme and then after you can see that daber alband hair oil if you bought if anybody bought 250 ml daber almond hair oil one bottle the daber amla hair oil 25 ml is free it's a different item now let us see how the scheme is going to apply by the customers any customers was visiting in the shop so you can first very first thing is you has to specify their mobile number on the tracking purpose mobile number was this one who entering the mobile number earlier if they visited our shop then automatically their name will come here if you first time customer then his name has to be entered by ourself otherwise if he was existing customer b2c customer then no need to enter their name here on one more feature is that if you needs to track the customer you can use the alt Q shortcut directly by here you can search their mobile number by here can search the mobile number if you was a b2c client you can search the mobile number then you can able to know that when they was visited earlier what is the bill number of the uh that earlier sales that you should get by here this is called tracking okay this you can go for the items item selection in that let me Select daber Hair Oil then automatically that scheme is getting applied this is the this is how the scheme is applied by the bill uh the discount also you can apply here you can see the discount column if any additional discount that you want to give you should use this option discount option directly you can enter the discount percentage it should calculate the value then it is going to apply by the bill next thing here in our invoice customer we paying some amount after the invoice entry for example the invoice value is 21 if suppose he was paying through the cash you can enter the cash value or if they have given 500 rupes currency then how much amount to be returned cash return value also get comes into the software 299 Rupees is the return value if they not paid cash you can use this option UPI if they paid through the UPI you can enter the UPI transaction 21 rupees here then after that you can save it so then you can send the UPI QR code to them so if full display is connected full display is a customer display most of the supermarkets or most of the shops will have the full display if here you send the QR code in the PO display this image will be shown in the fold display the customer he can scan this QR code and he will be make the payment so this is a configurable QR code so you can design the QR Code by like this INB otherwise if you don't have a cold display means you can print this QR code in the invoice directly next you can send a invoice copy directly to the customer WhatsApp number otherwise you can take the print out and give it to them the preview of this invoice copy will be come like this you can see the preview here company logo company name company address item informations billing informations and in that below you can see that cash tender details name shop Mobile number support number as well as the terms and conditions Etc will be printed this is configurable invoice so you can design your own invoice as per your needed now after this the automatic calculation of cash to be written is I have shown you OPI QR codee generation and along with po display view that also I can shown you next configurable bill printing format the configuration I said that it is configurable you can design your own 3in invoice designs by going for here uh invoice and document printing at Advance here the 3in default format is also there otherwise you can design your own design by using this Advance method next is return item when creating a sale voucher sometime any previous sale if you sold any item then customer will come back and he said that I don't want this item I need some other item so in that point of time in new bill itself you can take and back this old product and you can raise a new invoice inventry menu just you can search the keyword return allow sales return in sale voucher you should enable this option then while we taken back the product you can mention the mathematical symbol minus minus one -2 like that this sold item this return return item minus one enter like this value you should enter minus one then you can save it so in this way we can takeen back the product product send Bill to customer through the WhatsApp so after invoice entry you should print the 3in invoice design otherwise directly send the WhatsApp copy on the customer mobile phone like this press enter button if the mobile number is already entered in our invoice then it should comes automatic I Ally otherwise directly enter here then you send the WhatsApp now the WhatsApp will send to the customer like this so now you can see that the WhatsApp will went like this so here the link is also there if the customer will click on this link then the invoice will be downloaded the this one you can enable credit limit if you enable this option then you should able to manage the credit limit for the clients if any B2B customers are doing business with you so you are giving some credit limit to them you should a able to see the details over here outstanding analysis in that amount receivables amount receivables or you can see this aging receivables different types of party ledgers are there you can select the relevant party name and you can see the report like this 0 to 30 30 31 to 60 61 to 90 and manage credit sales and outstanding balances I already said that this report is available in display section in that outstanding analysis you should able to gather this report amount receiver able Bill receivable aging receivables Etc the next is send payment reminders to the customers this is very recent feature given by The Bu bus software that is you can use this busy agent utility one of the internal utility of software if we installing the software you can U also get this busy agent internally so in this busy agent we have provided this payment reminder provision you can specify the payment reminders as per your uh requirement weekly forn nightly monthly likewise and you should mention that exact time what time that reminder should be when customer email ID ID and the reminder is related to balance amount or the pending Bills or the due bills there are three Provisions made by now so you should take the relevant requirement of yours that is balance or pending or due then the reminder will be sent to the outstanding customer email IDs hold the transaction most of the time the crowd is there in the kirana shops the customers are on Q somebody there saying that sir I have only one single item can you do this bill first then we never stop the earlier customers earlier customers is be billing is already going on if somebody they're asking that sir I need only one item billing you can you do that the request basis so we will do that using this hold voucher provision let me show you suppose for if you're doing the billing like this so in that point of time you can use this hold voucher and hold it then you can do new customer bill new customer bill then save it send the invoice copy to their WhatsApp number or take the print out then after again come to the previous screen again you can press the hold voucher hold and it is asking you to restore the voucher you should click on the restore voucher then you restore it where you left the same thing will become come again and here you can continue the building process this is how the thing will work in busy hold voucher it's a very required feature for the industry and the manage access and short age for example the minimum stock maximum stock and reorder level you should capture by using this method that is report is comes into here that is inventory summary in that item critical level should able to check that what is the minimum level what is the maximum level what is the reorder level how much is the shortage suppose the minimum level you kept for 10 quantity but the shortage you have 10 current stock is zero in that point of time easily you can able to know that how much is the shortage the same thing same thing is work for the maximum level also the maximum level report it can show you that this will be the maximum level quantity current stock you have this much and the excess of quantity you have 139 so in this way you can able to capture this excess and shortage quantities now we will see some of the powerful reports for the kirana stores the first is stock status report balance and detailed under the display section there are many reports are available let me show you few of of that that is one is balance only report you can see this report like this how many balances are there for this item closing stock balances even you can see the value also if you enable this value of the items then Value Plus quantity both should be came into this report you can arrange the columns like this and even you can take the print also print out also so this is the stock status report and the next report is daily collection payment mode wise payment details how much cash is collected how much UPI payment has been collected card is how much collected that details you can be able to get here there are two types of settlement details report are there one is here another one is here you can see that the cash is collected this much UPI is collected this much card is this much credit sale is this much amount total amount is this much best selling and least selling items you should able to know that what will be the best selling and least selling item the dashboard creation is also provided the the operator or the owner he can able to gather all the information in one single screen using this dashboard the dashboard tell us how much is the cash balance how much is Sal is done what will be the daily sales value amount receivable is how much for today profit how much you have earned today the transaction of parties how much that is 73 cash transaction has been done one credit sale transaction has been done so how much cash is collected by a bank how much is for outstanding sorry party credit sale how much is the cash sale similarly you can see the top item transactions these will be the top item transactions top item amount wise table daily purchase all the things will comes into the one single screen they should be very helpful for them to analyze the daily transactions and daily activities multiple profitability report also provided in the miscellaneous Mis report Mis report inest the profitability report has been given different types of profitability Bill wise party wise goon wise item wise batch wise Etc let me show you Bill wise profit in this bill wise profit report you can specify the date range then you can check the profit by here so sale sale amount cost amount profit and loss value profit percentage so it should become like this even you can see the graphical analysis also which is our next Point sales analysis report that is available here sales analysis report so either you can see the monthly quarterly by sales analysis by one item selected item all item group of item Etc the sales analysis report will come like this here you can see the item name month everything in which month this item is sold more so the quantity also get visible even even you can see the graphical representation so like this so in which month the sale is more in which month sale is very less so the this is graphical representation okay the brand wise inventory report is also there in B so these are the very important reports in B apart from these reports there are several reports also there so as per your need as per your requirement you can able to check that report GST reports pending order report inventory summary report inventory books inventory register sale purchase registers stock status related reports outstanding related account summary related there are huge reports are there but these are the some important reports that is required for the kirana industries if you have any further assistance related to your kirana business industry you can feel free to call to our 24 bar7 help list number so our number has given in the display 88282 8282 or else if you have any questions you can write a mail to us support at the buy.in thank you so much for joining this today's 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