Job work: challans out, goods back valued, process loss and bills
Send 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.
PLANSEvery plan
The problem it solves
- Material goes to the plater or the machinist on a handwritten challan, and the balance is worked out once a year.
- Goods come back short, and nobody knows whether the loss is normal for that process.
- Material at job workers drops out of your stock value, so the books and the stock never agree.
- The job worker's bill arrives with quantities nobody can check.
How it works
- Mark the contact as Job Worker. They get a stock location of their own: your material there stays your stock.
- Open Manufacturing > Job Work > Challans > New. Pick the job worker, the process (plating, machining, dyeing) and the plant. List the material sent and what comes back with its job charge per unit.
- Press Send Material. The material moves from the plant to the job worker in one transfer. It is done at once when the stock is there and needs no lot. The value sent is kept.
- When goods come back, press Receive: what came back (with the lot if needed), what was used, returned unused and lost. Used fills itself from what came back; change it if needed.
- What came back is made at the job worker and valued with the material and the job charge. Loss above the process's allowed % is flagged.
- Press Make Bill for what came back and is not billed yet. Close the challan when everything is back, or close it by hand to write the balance off as loss.
Everything it does
Job workers and processes
- Job Worker on the contact; Our Stock There is made for them
- Process: name, Billed As (a service item; empty puts a line with the process name), Usual Rate per unit back, Allowed Loss (%)
- A process with no Entity is shared by every Entity
The challan
- Numbered JW/2026/00001 and on
- Job Worker, Process, Sent On (today to start with), Expected Back, Plant (the Entity's first to start with), Send From
- Tabs: Material Sent, Comes Back As, Receipts, Money, Instructions
- States: Draft, At Job Worker, Partly Back, Closed, Cancelled
- Value Sent (at cost when sent), Job Charges and Billed on the Money tab
- Buttons for its transfers, production records and bills
Receiving and loss
- Received On, Their Challan No., lot / batch for tracked items
- Per material: Used, Returned Unused, Lost, Still There, Loss (%), Loss Above Allowed
- Unused material moves back to the plant; loss is scrapped as process loss
- Refused when used, returned and lost come to more than what is still at the job worker
- Items with serial numbers are received through a production order
Bills and reports
- Make Bill: a draft supplier bill at the challan's rates for what came back and is not billed
- The bill names the challan's plant, so job charges count for that plant
- Material at Job Workers: balance per job worker and material
- Stock by Stage shows your material at job workers as its own stage
Who uses it
SupervisorMakes challans, sends material, receives goods back and makes the bill.
Production ManagerWatches balances and loss, closes challans and can delete them.
Manufacturing AdministratorSets up processes with their rate and allowed loss.
AccountsChecks and posts the job worker's bill.
Where you use it
- Web: Manufacturing > Job Work (Challans, Material at Job Workers, Job Workers, Processes)
- Web: the Job Work dashboard
- Not in the SmartMy Manufacturing app; not on a portal for job workers
What you control
Settings
- Allowed Loss (%) per process: 0 to start with
- Job Work Late and Job Work Sent: on, channels chosen per Entity in the notification hub
Notifications
- Job Work Late: every day, for each challan still out after its Expected Back date, to who raised it. In the app inbox and by email (app push built in, not switched on yet)
- Job Work Sent: when material is sent, to the job worker, with the challan number, the process and what to return by when. By WhatsApp, else SMS, else email. WhatsApp and SMS need a provider, an approved template and message credits
- These cannot be switched off as events; each person can switch off email for themselves
Questions
Is material at the job worker still in our stock value?
Yes. It sits in a stock location of its own for that job worker and is valued as your stock. Stock by Stage shows it as At Job Workers.How is the item that comes back valued?
It is made at the job worker from the material used, at its cost, plus the job charge per unit on the challan.What if the job worker returns less than expected?
Record what was lost on the receipt. If the loss is above the process's allowed %, the line is flagged Loss Above Allowed. Closing a challan by hand writes off what is still there as loss.Can we print the job work challan?
Not yet. The challan has no printed form of its own; print the transfer's delivery slip. Outsourced steps (Scale) have a printed delivery challan for job work. An ITC-04 return is not built.Can the challan go with an e-way bill?
With Scale, for Indian entities, goods sent to or back from a job worker can get an e-way bill. It is tested with you before go-live.Related features
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.PRODUCTION AND JOB WORKOutsourced steps with a challan and a service orderSome steps are done outside, such as plating, heat treatment or painting. For these, the production order makes the challan and the vendor's service order by itself. Send the pieces, receive them back, and the step finishes with the pieces that returned.TEXTILE AND GARMENTSProcessing at job workers with shrinkage, shade and weightSend grey fabric or yarn to a dyeing, printing or washing house on a job work challan, naming the roll. Each roll that comes back carries its shade and kg, and the challan shows the shrinkage and any loss above what the process allows.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.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.ACROSS SMARTMY MANUFACTURINGNotificationsThe right people hear when a machine calls for help, a breakdown is raised or a quality check fails. They also hear when a job work challan is overdue or a request waits for their approval. Job workers get the challan details when material leaves. Email and the in-app inbox need no set-up.
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.