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Full accounting with GST returns

Customer invoices, supplier bills, job workers' bills and payments post into your books on every plan, with the plant on each line. Scale adds the full accounting screens and Financial Reports, from ledgers to cash flow and consolidation, with GSTR-1 and GSTR-3B for India.

PLANSScale only

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The problem it solves

Invoices are made in one program and typed again into the accounts package at month end.
A job worker's bill is checked by hand against the challans, and paid for pieces that never came back.
Nobody can say what each plant earns after its own expenses.
GST figures are pulled together from spreadsheets the day before the return is due.

How it works

Your team works as usual: sales orders become invoices, purchase orders become supplier bills, and payments are recorded against them. Each posts its own entry.
Goods back from a job worker are billed from the job work itself. Bill makes the job worker's bill for what came back and is not billed yet.
Each plant gets its own analytic account, made for you, and can have its own invoice number series. Every invoice and bill of a plant carries it on its income and expense lines.
Manufacturing > Reporting > Plant Summary covers a period. It shows each plant's stock at the start and end, purchases, sales, cost of sales, margin, expenses and net.
In Scale, give your accountant the accounting Administrator role. They see journal entries, journal items, the chart of accounts and reconciliation, with no developer mode.
They open Accounting (Invoicing) > Reporting > Financial Reports, pick a report, a period and the Entities. Any line opens its entry and the document behind it.
For an Indian Entity, they 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 (every plan)

Customer invoices from sales orders, supplier bills from purchase orders, credit notes and payments
Job workers' bills made from the job work: only what came back and is not billed yet. The line has the process's service item or the process name
The job work shows its bills and the amount billed
Each plant's analytic account on every posted income and expense line, and its own sales and purchase journal when it has one

Plant Summary (every plan)

For a period, one line per plant: stock at the start and the end, goods purchased, goods sent to and received from other plants. Then sales, cost of sales, margin, expenses and net
Goods in transit and entries with no plant on lines of their own
Under Manufacturing > Reporting, for users with invoicing rights

Accounting reports (Scale)

Accounting Reports: trial balance, profit and loss, balance sheet, day book, cash book and bank book, as PDF or Excel
Receivable and payable ageing: not due, 1-30, 31-60, 61-90 and over 90 days
Filtered by Entity and by analytic account, so by plant

Full screens and Financial Reports (Scale)

Journal entries and items, the chart of accounts and reconciliation, for the accounting Administrator role
Executive Summary, Profit and Loss, Balance Sheet, Cash Flow (indirect), Trial Balance
General Ledger and Partner Ledger with running balance. A line opens its entry and the document behind it, such as a stock transfer or a purchase order
Profit and Loss by Analytic Account: one column per plant or cost centre
1 to 12 earlier periods, and Budget and Variance columns
Several Entities together, one column each, or Consolidated with inter-company amounts apart
Saved settings per person; PDF and Excel of every report

GST returns (India, Scale)

GSTR-1: B2B, B2CL, B2CS, exports and SEZ, credit and debit notes, HSN summary
GSTR-3B: 3.1 (a) to (d), input tax credit 4 (A) and net ITC 4 (C), and the credit bill by bill
Excel, one sheet per section; no portal JSON file
Needs the India pack; one set of tables per Entity, each with its own GSTIN

Limits of what is built

No filing with the GST portal: your accountant checks the figures and files
No bank feeds: bank statements are not fetched from the bank
The ledgers show at most 50,000 journal items at a time
Starter and Growth have invoices, bills, payments and the Plant Summary, but not the trial balance or the other accounting reports

Who uses it

AccountantChecks entries, reconciles payments, reads the ledgers and prepares the GST returns.

OwnerReads profit by plant, the executive summary and the Entities consolidated.

Production ManagerBills job workers from the job work and reads the Plant Summary.

Purchase and sales staffTurn purchase orders into supplier bills and sales orders into invoices.

Where you use it

Web: Invoicing for invoices, bills and payments (every plan); Manufacturing > Reporting > Plant Summary
Web: the job work's Bill button and its Bills
Web: Accounting (Invoicing) > Reporting > Financial Reports, Accounting Reports, Budgets and Saved Report Settings (Scale)
Not in the SmartMy Manufacturing app: the app is for the floor, not the books

What you control

Settings

Each Entity's chart of accounts, taxes and financial year
Per plant: its own sales and purchase journal (its own number series), or the Entity's
Per job work process: the service item used on the job worker's bill

Questions

Can we see profit per plant?

Yes. Each plant has its own analytic account. The Plant Summary shows each plant's margin, expenses and net on every plan; in Scale the profit and loss has one column per plant.

Do we need Scale to keep books?

No. Invoices, supplier bills, job workers' bills and payments post to the books on every plan. Scale adds the trial balance and other reports, the full accounting screens and Financial Reports.

How are job workers billed?

From the job work. Bill makes the job worker's bill for what came back and is not billed yet, so a piece is never billed twice.

Does it file our GST returns?

No. GSTR-1 and GSTR-3B are worked out from the books for your accountant to check. Excel loads into the GST offline tool; the filing stays with your accountant.

Can we see two companies together?

Yes, in Scale, when you have more than one Entity. Financial Reports show them side by side or consolidated, with inter-company amounts kept apart.

Related features

PRODUCTION AND JOB WORKPlants on every bill, and the plant summaryRun two or more plants under one GST number and still read each plant's own figures. Every invoice, bill and entry names its plant, and the Plant Summary shows each plant's stock, purchases, sales, margin, expenses and net for a period.PRODUCTION AND JOB WORKJob work: challans out, goods back valued, process loss and billsSend your material to a job worker on a challan and it stays your stock, valued, at their place. What comes back is valued with the job charge. The loss is checked against what the process allows, and the job worker's bill is made from what came back.PRODUCTION AND JOB WORKStock value by stage: raw, made, at job workers, on hold, rejectedSee what your stock is worth as on any date, split by stage. The stages are raw material, made items, material at job workers, quality hold and rejects, and with Growth work in progress. Per plant, item by item, with each item's costing method.GST (INDIA)E-invoice and e-way billFor Indian Entities on Scale, 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, filled from the document, on SmartMy's own connection to NIC or through your GSP.ASSETSFixed assets: register, depreciation, tax book and work in progressEvery machine, compressor, forklift, die and computer your factory owns sits in one register with its cost, depreciation and book value. A machine can depreciate by the hours it ran in production. Income-tax depreciation is worked out by block beside the books. A new shed gathers its cost until it becomes an asset.ACROSS SMARTMY MANUFACTURINGSeveral entities in one accountRun the firms of your group, such as a machining unit and a separate assembly firm, in one SmartMy Manufacturing account. Each Entity keeps its own plants, orders, job work, settings and books. Your staff switch between the Entities they are allowed in, and the owner sees them together.

See your shop floor on it.

Tell us what you make, how many machines and people you run, and how production is recorded today. We will set up a line with you and run a job on the terminal.

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