Outsourced steps with a challan and a service order
Some 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.
PLANSScale only
The problem it solves
- Parts go out for plating in the middle of an order, and the order shows them as still on the shop floor.
- The plater's purchase order is raised by hand, late or not at all.
- Nobody can say how many pieces are at the heat treater today.
- Pieces the vendor spoiled are argued about when the bill comes.
How it works
- Add a machine / station of the kind Outside (Vendor) for each outside process. On its Vendor tab give the vendor, the Service Billed (a service item) and the Price per Piece.
- Put that station on the step of the bill of materials, as you would any machine.
- Confirm the production order. Each outside step gets an outsource challan for the order's quantity, and a draft service purchase order at pieces times the price.
- Open Manufacturing > Job Work > Outsourced Steps. Check the pieces and press Send to Vendor; print the Delivery Challan for Job Work. The step starts.
- When the pieces return, type Pieces Back and Rejected by Vendor and press Received Back. The step finishes with the pieces back, the service order is confirmed and counts them as received, ready for the vendor's bill.
Everything it does
The outside station
- Kind: Outside (Vendor)
- Vendor, Service Billed (a service item) and Price per Piece
- Without a Service Billed, the challan is made but no service order
The outsource challan
- Numbered OS/2026/00001 and on
- Job (the step of the production order), Production Order, Item, Vendor, Work
- Pieces Sent (the order's quantity to start with), Sent On, Expected Back, Pieces Back, Rejected by Vendor, Back On
- Service Order (the purchase order), Instructions
- States: Draft, At Vendor, Back, Cancelled
- One challan per outside step; confirming again does not make a second
Rules
- Send to Vendor needs pieces above zero; it starts the step
- Received Back needs pieces back or rejected; it finishes the step with the pieces back as its good quantity
- Cancel cancels a draft service order; a challan whose pieces came back cannot be cancelled
- The Delivery Challan for Job Work PDF: to, challan number, date, our order, item, work to do, pieces and expected back. It says the goods are for job work, to be returned, not for sale
Who uses it
SupervisorSends pieces to the vendor, prints the challan and receives them back.
Purchase officerChecks the service order and records the vendor's bill.
Manufacturing AdministratorSets up outside stations with their vendor, service and price.
Where you use it
- Web: Manufacturing > Job Work > Outsourced Steps; outside stations under Configuration > Work Centers
- Not in the SmartMy Manufacturing app
What you control
Settings
- Per outside station: Vendor, Service Billed, Price per Piece
- Kind of station: Machine to start with; set Outside (Vendor) for outside work
Questions
How is this different from job work?
Job work sends your material on a challan and receives a different item back, made and valued at the job worker. An outsourced step is one step of a production order done outside: the pieces go and come back on the same order.Does the stock move when pieces go out?
No. The pieces stay on the production order; the challan records how many went and came back. Use job work when you want the stock at the vendor's place in your books.What happens to pieces the vendor rejected?
They are recorded on the challan as Rejected by Vendor; only the pieces back finish the step and are billed. Scrap or rework the rejected ones on the order.Can the service order be approved before it goes?
Purchase orders have no approval chain today. The service order is a draft until the pieces come back, when it is confirmed.Related features
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 WORKBills of materials, production orders and work ordersKeep each item's bill of materials with its components and the steps on your machines. A production order reserves the material, lays out the work orders step by step and puts the finished goods into stock at cost.SHOP FLOORRework orders from rejects or from stockPieces rejected for rework go through the extra steps you choose, on the same production order, so the time lands on its cost. A lot found bad later is reworked by its own order. Either way you record how many came good again and how many were scrapped.PRODUCTION AND JOB WORKSales, purchase and CRM: from lead to goods receivedFollow enquiries through your pipeline, send quotations, take sales orders and invoice them, raise purchase orders and receive the goods into your plant. Every invoice and bill names its plant.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.
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.