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Fast entry: quick add, usual items, repeat and paste

Four 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.

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Why it matters

A wholesale order is rarely one or two lines. A corner shop sends forty lines on WhatsApp. The billing clerk types each one again, item by item, with mistakes in the rates and the packs. In SmartMy Trade the clerk pastes that message into the bill. Every line that matches an item by code, alias or name is added with its quantity. The lines that do not match are listed, so nothing is lost silently. For the party that orders the same things every week, Usual Items shows what they buy most with the last quantity, rate and date. Repeat Last Bill copies the last bill. Packs are typed the way staff speak: "BR25 12c" is twelve cartons. A bill that took fifteen minutes takes a few.

The problem it solves

A party sends a forty-line order on WhatsApp and the clerk types every line again.
Regular parties order the same items every week, but each bill starts from an empty page.
Staff think in cartons and boxes, while the software wants units, so quantities are worked out on a calculator.
A long order typed by hand comes out with a missing line nobody notices until the party calls.

How it works

Open a bill and pick the party. A Quick add box sits above the lines, with Usual Items, Repeat Last Bill and Paste a List beside it.
In Quick add, type the code, an alias or part of the name, a space and the quantity. Then press Enter: "BR25 12" adds 12 units. Add a pack letter for packs: "BR25 12c" adds 12 of the pack whose name starts with C, such as Carton. A barcode alone adds one.
Usual Items opens the items this party bought most, with the last quantity, rate and date and how many times. Tick the ones wanted, change quantities, and press Add Ticked Items.
Repeat Last Bill copies every line of the party's last posted bill, with its quantities and rates, into this bill.
Paste a List takes rows copied from WhatsApp, Excel or an email: code or name, quantity and a rate if wanted. Press Read the List; matched rows come ticked, and rows not found are listed under Not Found.
Check the lines, fix anything listed as not found, and post the bill as usual.

Everything it does

Quick add box

Reads "code quantity", for example BR25 12 or BR25 12.5
A pack letter after the quantity uses the item's pack sizes (packagings): 12c is 12 cartons, 3b is 3 boxes, worked out into units
Finds the item by exact barcode or code first, then by name or alias. If more than one item matches, it says so and adds nothing
A barcode or code alone adds 1
An item already on the bill adds to its line, unless the Entity turns that off; then each entry makes a new line
Clears itself after each entry, ready for the next
A clear warning when nothing matches or the item has no pack with that letter

Usual Items

Up to 30 items this party bought most often, from their last 500 bill lines
Each with the last quantity, last rate, last date and the number of times bought
Tick, change the quantity, and add; a rate left empty takes the usual rate (price list or item rate)
Shown only once a party is picked

Repeat Last Bill

Copies the lines of the party's last posted bill: item, quantity, unit and rate
Added to what is already on the bill, so you can repeat and then add more
Shown only once a party is picked

Paste a List

One item a row: code or name, then quantity, then a rate if wanted
Cells may be separated by tabs (from Excel), commas, semicolons or spaces
Quantities can carry a pack letter, as in Quick add
Read the List shows the matched rows ticked, with quantity and rate, and every unmatched row in Not Found
Add Ticked Items adds them; the bill is not saved until you save or post it

Also on orders (Growth)

The same Quick add, Usual Items, Repeat Last Order and Paste a List on quotations and sales orders
On purchase orders: Quick add, the supplier's usual items, paste, and Add from Shortage (items under their reorder minimum)

Who uses it

Billing ClerkFills bills by code and quantity, from the party's usual items, by repeating or by pasting an order.

Purchase OfficerFills purchase orders the same way, and from shortage (Growth).

Trade AdministratorKeeps item codes, aliases, barcodes and pack sizes so entries match.

Where you use it

Web: on every bill under Trade > Sales > Billing > Bills, above the lines, while the bill is a draft
Web (Growth): on quotations, sales orders and purchase orders
The SmartMy Trade app: search or scan to add items (scanning again adds one more). Usual Items, Repeat and Paste are on the web only. The app is built and in testing, not in the app stores yet

What you control

Settings

Same Item Adds to Its Line: on for each Entity to start with; off makes a new line for each entry. As built it has no screen of its own, so ask us to change it
Pack sizes: the packagings on each item (Carton, Box), whose first letter is used in Quick add
Aliases and barcodes on each item

Questions

What happens to a pasted line that is not found?

It is listed under Not Found in the same window, exactly as pasted. Nothing is added for it, so you can fix the code or add the item by hand.

Does Usual Items use last time's rate?

It shows last time's rate. If you leave the rate empty, the line takes the usual rate from the party's price list or the item. Type the rate to use the old one, or use Repeat Last Bill, which copies the rates.

Can we type quantities in cartons?

Yes. Give the item its packs (for example Carton of 24). Typing BR25 2c then adds 48 units.

Does a barcode scanner work?

Yes. A USB or Bluetooth scanner that types into the Quick add box adds one of the item per scan. In the app, the phone's camera scans.

Which plan has it?

Fast entry on bills is in every plan. The same tools on quotations, sales orders and purchase orders come with Growth.

Related features

BILLING AND STOCKQuick 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.BILLING AND STOCKItems 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.ORDERS, PURCHASE AND CREDITSales 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.ORDERS, PURCHASE AND CREDITReorder 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.ORDERS, PURCHASE AND CREDITPurchase 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.

See your shop on it.

Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.

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