Several godowns, racks and transfers between shops
Keep 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.
PLANSFrom Growth
The problem it solves
- Stock moves between the godown and the shop on a slip of paper, and the slip is lost.
- Goods sent are taken off one place but never added to the other, so both figures are wrong.
- Three cartons go missing on the way, and nobody records it.
- Staff search the whole godown because nobody knows which rack an item is on.
How it works
- Add each shop and godown under Trade > Configuration > Shops and Parties > Shops and Godowns, with its person in charge. Add racks and bins under Racks and Bins.
- To send stock, open Trade > Stock > Moving Goods > Shop Transfers > New: from, to, the items and quantities. The form shows how much of each item the sending place has.
- Press Send. The sending place gets a delivery; its storekeeper packs it and validates it, on the web or by scanning in the app.
- Once validated, the transfer is In Transit and the goods are held, at their value, in transit. The receiving place gets a receipt, and its person in charge gets a to-do.
- The receiving storekeeper validates the receipt with what arrived. Batches and serial numbers come along from the delivery.
- When no receipt is left open, the transfer is Received. Whatever was sent and never arrived is written off as short, with its value shown on the transfer.
Everything it does
Places
- Shops and godowns, each with a code, address and person in charge
- Racks and bins inside each place, as storage locations
- Moves Within a Shop: a one-step move between racks in the same place
- Billing and stock screens can show each place apart, or all together
Shop transfers
- Numbered by itself; date, from, to, items, quantity and unit, and a note
- States: Draft, To Dispatch, In Transit, Received, Cancelled
- Each line shows In Stock There, Sent, Received and Short
- A part sent later (a backorder of the delivery) gets its own receipt
- Cancel only before the goods leave; Reset to Draft a cancelled transfer
- Filters To Dispatch, In Transit and With Short; group by from, to or status
Short in transit
- Worked out per item and batch: sent less received
- Written off from transit to stock loss when the last receipt is closed
- Short Value at cost on the transfer, and a note in its history with each item short
- A receipt left with a backorder keeps the transfer open until the backorder is received or cancelled
India: e-way bill on transfers
- With the India pack, a transfer's delivery can carry an e-way bill as a delivery challan for own use. It goes from and to your own GST number, at cost, without tax
- Between two GST numbers (another state, another Entity), use the inter-company order instead (Scale)
- It has not yet run on the live government connection; we test it with you before go-live
Who uses it
StorekeeperMakes transfers, packs and validates deliveries, and receives goods sent to their place.
Person in charge of a shopGets a to-do when goods are on the way to their shop.
Trade ManagerFollows transfers in transit and checks what was written off as short.
Trade AdministratorAdds shops, godowns, racks and bins.
Where you use it
- Web: Trade > Stock > Moving Goods > Shop Transfers and Moves Within a Shop; Trade > Configuration > Shops and Parties > Shops and Godowns, Racks and Bins
- The SmartMy Trade app: Goods Out and Goods In for the deliveries and receipts of transfers, counted by scanning. The app is built and in testing, not in the app stores yet
- Not in the app: making a new shop transfer
What you control
Settings
- Kind and person in charge on each shop or godown
- Racks and bins: none until you add them
- In-transit location of the Entity: set up for you
Notifications
- A to-do for the receiving place's person in charge when goods leave
- No message to parties: transfers stay inside your business
Questions
Does each shop need its own GST number?
No. Shops and godowns under one GST number are places of the same business. A transfer between them can carry an e-way bill for own use where one is needed.Who approves the short written off?
Nobody, as built: what was sent and not received is written off when the receipt is closed. It shows on the transfer with its value, and the With Short filter lists them.Can the counter see stock in the other shops?
Yes. From Growth, each bill line shows the item's stock in the other shops and godowns, and you can ask another shop to send it.Is stock value kept per godown?
Goods in transit keep their value. Stock value by location is a Trade report (Growth).Related features
BILLING AND STOCKAsk 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.BILLING AND STOCKStock 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.BILLING AND STOCKBatches 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.CUSTOMERS, BROKERS AND REPORTSEach 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 APPROVALSE-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.CUSTOMERS, BROKERS AND REPORTSAccounting 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.
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.