Items with alias, brand and MRP, parties in groups, and shops
Keep 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.
PLANSEvery plan
The problem it solves
- The counter boy asks for "Parle small" and the system knows it only as "Parle-G Biscuit 56 g", so the bill waits while someone searches.
- Every new wholesale party is set up by hand, and half of them get the wrong credit days or no price list.
- MRP is written on a sheet next to the computer, not on the item.
How it works
- Your Trade Administrator opens Trade > Configuration > Items and Prices > Items and gives each item its code, barcode, rate, tax and unit. Then come the Trade fields: Brand, Alias and MRP.
- Aliases are the short names and old codes the item is also known by, separated by commas. Searching an item anywhere in billing finds it by name, code, barcode or any of its aliases.
- Under Party Groups you keep groups such as Retail, Wholesale and Export. Each has the credit limit, credit days and price list a new party of that group should get.
- Billing staff add customers and suppliers under Trade > Parties. Picking a party group fills the party's credit limit, credit days and price list; you can still change them for that party.
- Under Shops and Godowns each place is marked Shop or Godown, with its person in charge. Bills, orders and transfers then carry the shop they belong to.
Everything it does
Items
- Trade fields on every item: Brand, Alias (several, separated by commas) and MRP
- The usual item fields: code, barcode, sales rate, cost, tax, unit and pack sizes (packagings, used by quick add: 12c is 12 cartons)
- Items are found by name, code, barcode or alias in every item search, and by alias in the quick-add box
- A new item from the Trade menu is stocked, for sale and for purchase to start with
- Search and group items by brand
- From Growth: substitutes offered when an item is out of stock, minimum rates and batch tracking (their own pages)
Brands
- A list of brands under Trade > Configuration > Items and Prices > Brands, each for one Entity or for all
- A brand name is used once per Entity
Parties and party groups
- One party can be a customer, a supplier or both, with one ledger
- Each party has a party group and its own credit days (0 means cash only)
- A party group has a code and a kind (Retail, Wholesale, Export or Other). It also has Defaults for a New Party: credit limit, credit days and price list
- Three groups come ready: Retail (RET), Wholesale (WHL, 30 credit days) and Export (EXP)
- A party takes its group's defaults when it is made or its group is changed. A credit limit above 0 switches the party's credit limit on
- The Parties button on a group lists its parties; customers and suppliers can be grouped by party group
- Groups can be kept for one Entity or shared by all
Shops and godowns
- Each shop or godown is a stock place with its own name, code and address
- Kind: Shop (sells over the counter) or Godown (only stores and dispatches); Shop to start with
- In Charge: the user who runs it; their sales orders start from that shop, and they get the to-dos for transfers coming in
- A new bill starts from the first shop of the Entity; staff can pick another
- Each shop's own cash book for the day close is set here
Who uses it
Trade AdministratorKeeps items, brands, party groups, shops and godowns, and the Trade settings.
Billing ClerkAdds and edits customers and suppliers, and finds items by alias while billing.
Trade ManagerChanges a party's credit limit or credit days when a group's default does not fit.
Where you use it
- Web: Trade > Configuration > Items and Prices > Items, Brands, Party Groups, Shops and Godowns, and Settings
- Web: Trade > Parties > Customers and Suppliers
- The SmartMy Trade app: items found by name, code, barcode or alias with their MRP and brand. Parties show with their group, credit limit and credit days. The app is built and in testing, not in the app stores yet
- Not in the app: making or editing items, groups or shops; that is done on the web
What you control
Settings
- What the Entity Does: Wholesale on, Counter Sales on, Import / Export off (Import / Export shows the LUT field of export invoices, Scale)
- Party groups: Retail, Wholesale (30 credit days) and Export to start with; add your own
- Defaults for a New Party on each group: credit limit and credit days 0, no price list, until you set them
- Shop or Godown on each place: Shop to start with
- Cash Customer for walk-in bills: Settings > Trade > Billing
Questions
Can one item have several other names?
Yes. Type them in Alias separated by commas, for example "parle small, PG56, glucose 5". Any of them finds the item when you bill or search.Can a party be both customer and supplier?
Yes. It is one party with one ledger, showing what they owe you and what you owe them.Is the MRP printed on the bill?
MRP is kept on the item and shown in the app's item search. It is not printed on the bill as built. From Growth each batch can also keep its own MRP.Can we bring our item and party list from our old software?
SmartMy Trade has no import screen of its own as built. Tell us before you start, and we plan with you how your items, parties and opening balances come in.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 STOCKFast 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.BILLING AND STOCKParty 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.BILLING AND STOCKSeveral 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.ORDERS, PURCHASE AND CREDITPrice 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.ORDERS, PURCHASE AND CREDITCredit 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.
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.