FEATURES
Every feature, with its own page.
53 features of SmartMy Trade, grouped by area, each with the plans that have it. Open one to see what it does, who uses it and how it works.
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Highlights
The parts of SmartMy Trade people notice first.01Fast entry: quick add, usual items, repeat and pastePaste the order a party sent on WhatsApp into the bill: matched lines are added, the rest are listed.How it works →02Day close with cash count and day lockEach shop counts its cash at night, explains any difference, and the closed day is locked.How it works →03Stock write-offs with a reason and a photoEvery write-off carries a reason and a photo, and stock leaves only when a manager approves.How it works →04Rates below the minimum held for approvalA rate below your minimum waits for a manager before the bill posts.How it works →05Revisions of quotations, orders and POs, comparedEvery change to an order kept as a numbered version you can compare.How it works →06Quality control of goods received and sentGoods are checked at the door, and a failed lot cannot be sold.How it works →07Your companies trading with each otherOne firm's sale becomes your other firm's purchase, receipt and bill.How it works →
ON THIS PAGE
01Billing and stock02Orders, purchase and credit03Customers, brokers and reports04GST and approvals05Import, export and groups06Accounting07Assets08With other SmartMy products09Across SmartMy TradeBilling and stock
15 featuresItems with alias, brand and MRP, parties in groups, and shopsKeep each item with the other names your staff call it, its brand and its MRP. Keep your customers and suppliers in party groups that give them their credit and price list. Keep each shop and godown with the person in charge.Quick bill, paid now or on credit, with the party's last rateOne short bill form for the counter and the office. Pick the party or the cash customer, add items, see the rate you gave this party last time, and post. The stock leaves the shop and, when paid now, the payment is recorded in the same step.Returns and receipts against billsGoods coming back are a return on the bill: the stock goes back into the shop and the party's balance comes down. Money coming in is a receipt, set against the party's bills, and the party gets a thank-you with what is still due.Fast entry: quick add, usual items, repeat and pasteFour ways to fill a long bill without picking items one by one. Type a code and quantity and press Enter, or tick from the items this party buys most. Or repeat the party's last bill, or paste the order a party sent on WhatsApp or in Excel.Party ledger and statementEvery party's account in one place: opening balance, each bill, return and payment with a running balance, and the closing balance, for any period. Show it on screen, print a Statement of Account to send, or open it on the phone.Stock on hand, goods in and out, and stock countsStock moves by itself when you bill, return, receive or dispatch, so the stock on hand is the real figure. Storekeepers receive and dispatch goods by scanning on the phone, and a count started on the floor is applied by a manager.Day close with cash count and day lockAt the end of each day every shop counts its cash against what the books say it should have. A difference needs a reason, and the cash is marked as handed over, banked or kept. The closed day is locked so its bills cannot be changed afterwards.Freight, packing and transport charges on billsFreight, packing, loading and cartage go on the bill as lines of their own. The transporter, vehicle number and lorry receipt (LR) are kept on the bill and printed on it. So the party knows what was charged and how the goods travel.The SmartMy Trade appOne phone app for the whole shop. The owner sees today's figures, billing staff make and share bills, and anyone with credit work sees a party's ledger and takes payments. Storekeepers receive, dispatch and count by scanning, and managers approve held bills. Each person opens on the screen their work starts from.Bill sent and payment received messages to partiesWhen a credit bill is posted, the party is told the amount and the due date, with a link to the bill. When their payment is recorded, they get a thank-you with what is still due. Messages go by WhatsApp, SMS or email, whichever is set up first.The owner's daily summaryEvery evening the owner and the Trade Managers get one short message for each Entity. It has today's sales by shop, returns, money collected, purchases and what parties owe you. During the day, the Today screen in the app shows the same figures live.Several godowns, racks and transfers between shopsKeep stock in as many shops and godowns as you have, down to the rack and bin. Stock sent from one place to another leaves on a delivery, stays in transit at its value, and arrives on a receipt. What never arrives is written off as short on the transfer.Batches and expiry with batch MRPTrack items by batch or serial number, with the expiry date and the MRP printed on each batch. See what expires in the next 30 days and what has expired, and pick the earliest expiry first when goods go out.Ask another shop for stockWhile billing, each line shows how much of the item your other shops and godowns have, and a substitute when this shop has none. Ask another shop for it, and a transfer is made ready for that shop's person in charge to send.Stock write-offs with a reason and a photoDamaged, expired, lost or sample stock is written off on a slip with the item, place, batch, quantity, the reason and a photo. Every write-off waits for a manager's approval, and only then does the stock leave the books at its cost.
Orders, purchase and credit
11 featuresSales orders and delivery challans with transportTake a quotation or order, and send the goods on a delivery challan with the transporter, vehicle and LR. Bill what was sent, and tell the party when the order is confirmed and when the goods leave.Purchase indents with approval and requests for quotationA shop or godown asks for what it needs on an indent. A manager approves it, or rejects it with a reason, through your approval chain. The approved indent makes requests for quotation, one for each supplier, delivered to the place that asked.Purchase orders, goods receipts and supplier billsOrder from a supplier, count what arrives against the order with the supplier's bill number and any damage, and book the supplier's bill. A purchase order over your limit waits for a manager's approval first.Reorder from what is shortGive each item a minimum and a maximum per shop or godown. The Reorder list shows what has fallen below its minimum and how much to buy. A purchase order pulls in a supplier's short items in one step.Credit limit, overdue and cash-only holdsSome credit bills and sales orders wait for a manager's approval. That is when over the party's credit limit, to a cash-only party, or to a party with overdue bills. Approved, it posts or confirms by itself.Rates below the minimum held for approvalGive each item a minimum rate and each party group a largest discount. A bill or sales order with a line below the minimum, or a discount above the limit, waits for a manager. Approved, it goes through by itself.Schemes: free goods and slab discountsRun free goods (buy 10, get 1) and quantity slab discounts by item, category, brand and party group, between two dates. They are put on the bill or sales order by themselves, marked with the scheme.Price lists, margins and bulk price changesKeep a price list per party group with quantity slabs, and a margin per category that suggests each item's price from cost. Change the prices of a whole brand, category or supplier at once, now or from a date.Cheque register: post-dated cheques and bounce chargesEvery cheque you receive or issue in one register. Post-dated cheques wait for their date, and a cleared cheque becomes the payment in your bank. A bounced cheque undoes it and bills the charges to the party.Payment reminders and payments dueParties are reminded a few days before a bill falls due, and every week once it is overdue, with a link to the bill. On the other side, Payments Due lists the supplier bills you have to pay.Supplier claims followed until the credit noteEvery amount a supplier owes you back is a claim with the date you expect it. That covers scheme free goods, turnover discounts, rate differences, expiry and breakage returns. It stays open until you pick the supplier's credit note or write it off with a reason.
Customers, brokers and reports
6 featuresRevisions of quotations, orders and POs, comparedChange a sent quotation, a confirmed sales order or a purchase order and keep every earlier version. The order keeps its number with Rev 1, Rev 2. Any version can be compared with the order as it is now, line by line.Customer portal: bills, statement and paying onlineYour credit parties log in to see what they owe, what is overdue, every bill and return, and their statement for any period. A bill opens its own page, where the party pays online.Credit parties pay later at SmartMy POSWith SmartMy POS at the counter and SmartMy Trade in the office, credit parties buy on their account at the till. Trade's credit checks run first, and the sale lands on the party's ledger as an invoice.Brokers, deals (sauda) and brokerage statementMark a party as a broker with its brokerage rule, put it on orders and bills, and record deals (sauda) delivered in lots. The brokerage statement works out what each broker earned in a period and makes the broker's bill.Accounting reports, stock value by location and pending listsTrial balance, profit and loss, balance sheet, day book, cash and bank books and ageing. Stock value per shop and godown, and a summary of each shop's sales, margin and net. And the lists of what is still to deliver and receive.Each shop's staff see their own shopGive each user the shops and godowns they work in. Their list of bills and returns, and the goods coming in and going out, then show only those places. Trade Managers, and users given no shop, see every shop.
GST and approvals
4 featuresE-invoice and e-way billFor Indian entities, posting a B2B bill registers it on the government e-invoice system and prints the IRN and signed QR on it. E-way bills come from the bill, the delivery challan or a shop transfer, with the transporter, vehicle and LR already filled in.GSTR-1 and GSTR-3B data, GSTR-2B match and bill of supplyFor Indian entities: a month's GSTR-1 sheets and GSTR-3B summary as one Excel workbook for your accountant. Match the GSTR-2B against your supplier bills, and print bills of supply as a composition dealer.Supplier bills made from their e-invoiceWhen a supplier sends the JSON file of its GST e-invoice, upload it and SmartMy Trade makes the supplier bill. The supplier is found by GSTIN, with the bill number and date. Each line is matched to your item by name or HSN. Lines it cannot match are listed for you to fix before you post.Approvals in the appA sale held for credit or rate, a big purchase order or a write-off waits for you on your phone. Open Approvals in the SmartMy Trade app, read why it was held and the amount, and approve or reject with a reason. The bill or order goes through at once, and the person who asked is told.
Import, export and groups
6 featuresImport shipments, bill of entry and landed costFollow each import from booking to the godown: its purchase orders, containers, BL, dates and bill of entry. Customs duty, freight, insurance and clearing charges are estimated first, entered as actual later, and spread into the cost of the goods received.Export invoices under LUT or IGST, with incentives and packing listsAn invoice to a buyer abroad is marked as an export by itself, under your LUT or with IGST paid. It carries the port, the shipping bill and later the e-BRC, and keeps RoDTEP and drawback in view until they are received. Deliveries print a packing list with packages and weights.Letters of creditKeep every letter of credit you open for an import or receive for an export. Keep the bank, amount, tolerance, expiry and last shipment dates, the documents checklist and each amendment. You get a to-do 15 days before the dates, and a revised purchase order flags the LC for amendment.Quality control of goods received and sentCheck goods as they come in from a supplier and before they go out to a buyer. Each check has a sheet and a sample size worked out from the lot. A failed check holds the transfer and the lot, raises a non-conformance whose decision is approved, and can lead to a corrective action. SPC charts, gauge calibration and certificates of analysis are included.Your companies trading with each otherWhen one of your Entities buys from another, its purchase order makes the seller's sales order. The delivery fills the buyer's goods receipt, and the invoice makes the buyer's bill with the same number, date and lines. Each document shows its twin, and a list shows the twins not yet posted.Commission agents' account sales (patti)When you sell goods for a farmer, a mill or another principal as a commission agent, mark the bill lines with the principal. The account sale (patti) gathers those sales and takes off your commission, market fee, hamali and weighing. It makes the principal's bill for the net, so their ledger shows what you owe.
Assets
3 featuresFixed assets: register, depreciation, tax book and work in progressEvery delivery van, forklift, rack and computer your business owns sits in one register with its cost, depreciation and book value. Depreciation posts each month, income-tax depreciation is worked out by block beside it, and a new godown gathers its cost until it becomes an asset.Asset care, and assets issued and returnedKeep the warranty, maintenance contract (AMC) and insurance of your vans, forklifts and computers, and be told 30 days before each ends. Give an asset to a staff member, a customer or a shop, on the web or the phone. A staff member confirms it before it moves to them. When it comes back, record its condition and any damage charge.Physical verification of assetsCount the assets in each shop and godown by scanning their QR tags with the phone or a barcode scanner. Each asset is marked found, found elsewhere, missing or not in the register. Those found elsewhere move to where they were found in one step.
With other SmartMy products
2 featuresBooks in Tally with the SmartMy Tally connectorBill, collect and keep stock in SmartMy Trade while your accountant keeps the books in TallyPrime. Every posted bill, credit note, supplier bill, receipt and payment goes to the Tally company by itself, through SmartMyTally on your office PC. Each party lands on its own ledger, the way your books keep them.Dealers of a SmartMy Distribution brand billing from TradeIf a brand you deal for runs SmartMy Distribution, it can set you up with SmartMy Trade in your own Entity in its account. You bill your retailers, keep stock and your party ledger there. Your purchase order to the brand becomes its sales order, and its invoice your bill. Your sales of its items reach it without a monthly report.
Across SmartMy Trade
5 featuresApproval chainsHeld sales, big purchase orders, write-offs and indents go to the right people in order before they go through. With no set-up the Trade Managers approve; you add levels, such as the owner for credit above an amount, without code.NotificationsParties hear when a credit bill is made, a payment comes in, or an order is confirmed or dispatched. They also hear when a bill falls due or a cheque bounces. The owner gets the day's summary each evening. Email and the in-app inbox need no set-up; WhatsApp and SMS use your message credits.Security: sign-in log, password rules and two-factor sign-inSee every sign-in try, set password rules, ask for a second factor or a passkey, and limit sign-ins by network, device and hours. Settings can differ per Entity, and every part comes with every plan.DashboardsSmartMy Trade opens on a ready dashboard: sales, what customers owe, supplier bills overdue and shop days not closed. It shows sales by day and your top customers. The owner's phone opens on Today: each shop's sales, collections, dues and low stock.Several entities in one accountRun the firms of your trading group, such as a wholesale firm, a retail firm and an import firm, in one SmartMy Trade account. Each Entity keeps its own GSTIN, shops, bills, settings and books. Your staff switch between the Entities they are allowed in, and the owner sees them together.
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