Quick bill, paid now or on credit, with the party's last rate
One 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.
PLANSEvery plan
The problem it solves
- The bill is written by hand, then typed again into the books at night.
- A regular party is charged a different rate from last month and calls to complain.
- Stock is reduced by someone else later, or never, so the stock figure is always wrong.
How it works
- Open Trade > Sales > Billing > Bills > New. The bill starts in your Entity's first shop; pick another shop if you bill for it.
- Pick the party, or the cash customer for a walk-in. Add items by search, scan or the quick-add box.
- Each line shows the Last Rate: the rate of this item on this party's last posted bill. Change the rate or the discount on the line if needed.
- Switch on Paid Now for cash, bank or UPI and choose how it was paid; the first cash journal is filled in for you. Leave it off for a credit bill.
- Press Confirm. The stock leaves the shop and, if paid now, the payment is recorded against the bill. A credit bill is sent to the party when message channels are set up.
- From Growth, a bill that breaks a credit or rate rule stays a draft, waits for approval and posts itself once approved.
Everything it does
The bill form
- A short version of the invoice form: party, shop, date, lines, Paid Now and Paid By; the accountant's journal items tab is hidden
- Shop is required on every bill and return
- Paid Now is shown on bills only, not on returns
- Paid By lists your cash and bank journals (UPI is kept as a bank journal)
- Last Rate on each line: read-only, from this party's last posted bill for that item
- A Stock Moves button opens the delivery the bill made
When you post
- The shop's stock of each stocked item goes out at once, on a delivery made and done for you
- Items tracked by batch or serial (Growth) get their delivery ready, and the storekeeper picks the batches; the bill says so in its history
- Paid Now records the payment on the bill's date in the chosen journal, and the bill shows as paid
- A bill to the cash customer must be paid now; the system stops a credit bill to the cash customer
- A posted bill cannot be reset to draft: make a return for it instead
On the phone
- Quick Bill in the app: party or cash customer, shop, search or scan (scanning again adds one more). Then quantity and rate, paid now or on credit, Save bill
- The app shows each item's stock in the shop and the party's last rate while you pick it
- After saving: the bill number, total, what is still due, or Waiting for approval when held. Share bill sends the PDF through WhatsApp or any app on the phone
Who uses it
Billing ClerkMakes bills at the counter or in the office, paid now or on credit, on the web or in the app.
Trade ManagerApproves held bills (Growth) and posts bills on a day already closed.
Trade AdministratorSets the cash customer, the shops and the cash and bank journals.
Where you use it
- Web: Trade > Sales > Billing > Bills
- The SmartMy Trade app: Quick Bill and Bills under Sales in the Menu. Billing staff open the app on Quick Bill. It is built and in testing, not in the app stores yet
- Not without signal: the app needs a connection to save a bill
- Not a till: for a cash drawer and receipt printer at a busy counter, SmartMy POS is a separate product
What you control
Settings
- Cash Customer: Settings > Trade > Billing; the app makes one named Cash Customer the first time it is needed
- Paid Now: off on a new web bill, on in the app's Quick Bill
- Paid By: the first cash journal of the Entity is filled in when Paid Now is switched on
Approvals
- Trade hold (Growth): some bills wait for the trade managers or the levels you set. That is a bill over the party's credit limit, with overdue bills, to a cash-only party, or below the minimum rate
Notifications
- Bill Sent: to the party when a credit bill is posted, with the amount, due date and a link to the bill. Not for paid-now bills or the cash customer; see Bill and payment messages
- Hold Decided (Growth): to the person who made a held bill, when it is approved or rejected
Questions
Does the last rate fill in by itself?
It is shown beside the rate, not copied into it. The rate comes from the party's price list or the item's rate. Repeat Last Bill copies the party's last bill with its rates, and the app's item search shows the last rate too.Can we bill without picking a party?
Yes, as the cash customer. Such a bill must be paid now. In the app, leaving the party empty bills the cash customer.What if the bill was wrong after posting?
A posted bill is not changed. Make a return (credit note) for it, which brings the stock back into the shop, then make a fresh bill.Is the e-invoice made with the bill?
In India, with the India pack, the bill can carry its e-invoice and e-way bill. They have not yet run on the live government connection, so we test them with you before go-live.Related features
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 STOCKReturns 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.BILLING AND STOCKFreight, 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.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.BILLING AND STOCKThe 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.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.
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.