Full accounting with GST returns
Dealer invoices, van bills, collections, claim and return credit notes all post into the same books, with the depot on every line. Scale adds the full accounting screens and reports, from ledgers with drill-down to cash flow, and GSTR-1 and GSTR-3B worked out for Indian entities.
PLANSScale only
The problem it solves
- Dealer invoices are made in one system and retyped into the accounting package.
- Scheme claims and returns are settled on paper, so the dealer's ledger never matches.
- Nobody can say what each depot earns after its own costs.
- GST figures are pulled together at month end from three spreadsheets.
How it works
- Business posts itself: dealer orders are invoiced, van bills post at the shop, and collections become payments. Approved claims, returns and dealer points become credit notes.
- Each depot is a place of business with its own analytic account, so its income and costs can be read apart.
- Users with the accounting Administrator role see the full screens: journal entries, journal items, the chart of accounts and reconciliation.
- Open Accounting > Reporting > Financial Reports, pick a report, a period and the entities. Click an account line for its ledger, and an item for its entry and document.
- For an Indian entity, open GSTR-1 or GSTR-3B for the month, check it, and download Excel for the GST offline tool. Filing stays with your accountant.
Everything it does
What reaches the books from Distribution
- Invoices of dealer orders, at the dealer group's prices and with the schemes
- Van bills with their cash or UPI payment
- Salesmen's collections, booked as payments into the cash or bank journal
- Credit notes for approved claims, dealer returns and dealer points taken as credit
- The depot on every invoice and bill, with its analytic account; optional own invoice series per depot
Full accounting screens (Scale)
- Journal entries and items, the chart of accounts, and reconciliation of payments with invoices
- Given with the accounting Administrator role, with no developer mode
Financial Reports (Scale)
- Executive Summary against the previous period: sales, margin, profit, cash, receivables, payables, ratios
- Profit and Loss, Balance Sheet, Cash Flow, Trial Balance
- General Ledger and Partner Ledger with running balance; an item opens its entry and document
- Profit and Loss by Analytic Account: one column per depot
- Up to 12 earlier periods, and Budget and Variance columns
- Several entities side by side, or consolidated; PDF and Excel
Other reports
- Trial balance, profit and loss, balance sheet, day book, cash book and bank book (Scale)
- Receivable and payable ageing: not due, 1-30, 31-60, 61-90 and over 90 days (Scale)
- Place Summary per depot: opening and closing stock, purchases, transfers, sales, cost of sales, margin, expenses, net (from Growth)
GST returns (India, Scale)
- GSTR-1: B2B, B2CL, B2CS, exports and SEZ, credit and debit notes, HSN summary; an IRN column with e-invoicing
- GSTR-3B: 3.1 (a) to (d), input tax credit 4 (A) and net ITC 4 (C)
- Input tax credit bill by bill
- Excel with one sheet per section; the portal's JSON file is not made
Limits of what is built
- No filing with the GST portal; your accountant files
- No bank feeds or automatic matching of bank statement lines
- The ledgers show at most 50,000 journal items at a time
Who uses it
AccountantPosts and checks invoices, matches payments, and reads ledgers and GST returns.
Finance managerReads the executive summary, cash flow, profit by depot and budget against actual.
Owner or directorSees several entities side by side or consolidated.
Distribution ManagerApproves claims and returns whose credit notes post to the dealer's account.
Where you use it
- Web: Accounting > Reporting > Financial Reports, Accounting Reports, Budgets and Saved Report Settings
- Web: Accounting > Reporting > Management > Place Summary
- Dealer portal: the dealer's statement and invoices come from the same books
- Not in the phone app
What you control
Settings
- Each Entity's taxes, financial year and chart of accounts
- Who has the accounting roles; the Administrator role sees the full screens
- Per depot: its own sales and purchase journal, or the Entity's
- Saved report settings per person
Approvals
- Dealer claim and Dealer return: approved through their chains before the credit note posts
- Dealer points request: points taken as a credit note after approval
Notifications
- Dealer Claim Decided and Dealer Return Decided: to the dealer when the credit note posts or the request is rejected
Works with
SmartMy TradeDealers who run their business on SmartMy keep their own books in their own Entity, with their purchases from you and their bills to shops.
Questions
Does it file our GST returns?
No. It works out GSTR-1 and GSTR-3B from your books and gives you Excel for the GST offline tool. Your accountant checks the figures against the portal and files.Do we need Scale to invoice dealers?
No. Invoices, payments and credit notes work in every plan. Scale adds the full accounting screens, the financial reports and the GST returns.Can we see profit per depot?
Yes. Each depot has its own analytic account. Place Summary shows each depot's sales, margin and expenses, and on Scale the profit and loss has one column per depot.Can it make GST e-invoices?
Yes, from Growth: posting a B2B invoice registers the IRN and prints the QR. See the e-invoice and e-way bill page.Related features
GST (INDIA)E-invoice and e-way billFor Indian entities, posting a B2B invoice registers it on the government e-invoice system and prints the IRN and signed QR on it. E-way bills come from the invoice or the delivery. SmartMy talks to NIC itself, directly or through your GSP.DEALERSDealer status and ageingEvery dealer is Prospect, Active, On Hold or Closed, and the status decides whether its orders flow and whether its portal is open. Dealer Ageing shows what each dealer owes by how long it is overdue, by area, dealer and salesman.DEALERSDealer statement and online paymentDealers see their account on the portal for any period, with every bill, credit note and payment and a running balance. Each bill opens its own page to pay online, and invoices, credit notes and the statement download as PDF.SCHEMES AND DEALER SALESSchemes with budgets and approved claimsRun free goods, slab and value discount schemes by dealer group and area, with dates and a budget that stops them once spent. Dealers' claims are approved through your chain and credited by a credit note.DEALERSDealer returns with credit notesA dealer sends back damaged, expired or wrong goods against the order they came on, with photos, from its portal. Once approved, a return delivery and a credit note at the order's prices and taxes are made.RETAILERS AND FIELD SALESCollections and targets for salesmenSalesmen record cash, UPI and cheques collected at the shop; the office marks each one received and books it as a payment against the dealer. Monthly targets by value, for a salesman or a dealer, show what is achieved from confirmed orders.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.