Returns and receipts against bills
Goods 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.
PLANSEvery plan
The problem it solves
- A party sends back five cartons and nobody knows whether their account was reduced.
- Returned goods sit in a corner and never come back into stock.
- A payment is received but not set against any bill, so the same bill is chased again.
- Bills are edited after posting to hide a return, and the books stop matching the stock.
How it works
- For goods coming back, open the posted bill and press Credit Note. Or go to Trade > Sales > Billing > Returns > New and pick the party and shop.
- Keep the lines and quantities that came back, then Confirm. The stock comes back into that shop and the party owes that much less.
- For money coming in, go to Trade > Sales > Billing > Receipts > New: party, amount and the cash or bank journal, then Confirm.
- Set the receipt against the party's open bills, so each bill shows as paid or part paid.
- In the app, open the party under Parties, press Receive payment, type the amount and pick how it was received. It is set against the oldest bills first, by due date.
Everything it does
Returns
- A return is a credit note made from the Trade bill screen, listed under Trade > Sales > Billing > Returns
- Shop is required on a return; the stock comes back into that shop's stock when the return is posted
- Items tracked by batch or serial (Growth) get their receipt ready for the storekeeper to place the batches
- A posted bill is never reset to draft: every correction is a return
- Returns of a day are shown separately in the owner's daily summary
- Returns follow the day lock: once a shop's day is closed, only a manager can post one dated that day or earlier
Receipts on the web
- Trade > Sales > Billing > Receipts: the party, amount, date, journal (cash, bank or UPI kept as a bank journal) and a memo
- Set it against the bills you choose; what is not set stays as an advance on the party's ledger
- A bill paid at the counter with Paid Now needs no separate receipt
Receipts in the app
- Parties > the party: what they owe, their credit limit and credit days, the ledger and unpaid bills
- Receive payment: amount and Received by (your cash and bank journals)
- The amount is set against the party's unpaid bills, oldest due date first, until it runs out
- The app shows what is still due after the receipt
Messages
- Payment Received goes to the party for each receipt posted, with the amount and what is still due
- Not sent for the cash customer
Who uses it
Billing ClerkMakes returns at the counter and records receipts on the web or in the app.
AccountsSets receipts against bills, checks advances and follows what is still due.
Trade ManagerPosts returns or bills dated on a day already closed.
StorekeeperPlaces returned batches or serial numbers back on the shelf.
Where you use it
- Web: Trade > Sales > Billing > Returns and Trade > Sales > Billing > Receipts; Credit Note on a posted bill
- The SmartMy Trade app: Receive payment on a party under Parties (built and in testing, not in the app stores yet)
- Not in the app: returns; make them on the web
What you control
Settings
- Cash and bank journals: the journals offered under Paid By and Received by
- Payment Received message: on for each Entity, its channels chosen in Notifications
Notifications
- Payment Received: to the party for each customer receipt posted, with the amount and what is still due. It goes by WhatsApp, else SMS, else email: the first one that is set up and has the party's number or address. WhatsApp and SMS use message credits
- Each party can switch off a channel, such as SMS, for themselves; the event itself stays on
Questions
Does a return put the goods back in stock?
Yes. Posting the return brings the items back into the shop named on it. Batch or serial items wait for the storekeeper to place the batches.Can a payment be split across several bills?
Yes. On the web you set it against the bills you choose. In the app it is set against the oldest bills first until the amount runs out.What if a party pays more than they owe?
The extra stays as an advance on their ledger and is set against their next bill.Can we make a return from the phone?
Not yet. The app records bills and receipts; returns are made on the web.Is the party told when we receive money?
Yes, when a message channel is set up. Payment Received tells them the amount and what is still due.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 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 STOCKBill 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.BILLING AND STOCKDay 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.ORDERS, PURCHASE AND CREDITCheque 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.ORDERS, PURCHASE AND CREDITPayment 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.
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.