Inter Branch Issue

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Branch Issue” preparation options.
 
Before we begin, let us understand about the need of Branch Issue Entry and the relevance of this particular activity.
 
If you are handling multiple locations and/or warehouses, there may be a scenario where one location / warehouse is running short of an item where as there is plenty of stock at other location / warehouse. In this scenario you would prefer to transfer such excess stock from one location/warehouse to other location/warehouse. The location/warehouse issuing the material will need to reflect such transfer in their Inventory as well as financial books and also will need to generate a document for movement of stock. You can do so using this option of AlignBooks.
 
In Simple terms, branch issue is an Invoice raised on the Branch/Location/warehouse to which to material is transferred.
 
This module will be available only if you have configured “Multi Location – ON” or you have configured, Warehouse – “ON” in your Company setup options.
 
You can create Branch Issue under Inventory Module of AlignBooks.
 
The key functions of Branch Issue Module are:
  • Creation of a New Branch Issue,
  • Modification of an existing Branch Issue;
  • Deletion of an existing Branch Issue.
     

Configuration

AlignBooks provide you the facility to configure your Branch Issue documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on button to configure this document. Click here  “How to Configure a Document”,  to know more about this utility. 
 
Inter Branch Issue
 
 
Let’s now understand how to create a New Branch Issue in simple steps.
 
You have three ways to prepare a Branch Issue Memo;
  • Enter fresh data for the first time;
  • Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
  • If you have data in an Excel Format, Import data and make the required changes.
 
Let’s enter the fresh set of data for the first time;
 
1

Location / Branch

1. Location / Branch: Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights. 
If your desired Location does not exist in the menu, you can create a New Location by clicking on  option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on  . You can delete it by click on . 
2

To Location / Branch

2. To Location / Branch: Select the location from the drop down menu to which the material is being sent.
3

Category

3. Category: If you are want to classify your document in different categories, select the applicable category from the drop down menu.
This field is available only if you have configured Document Classification – "ON” in Inventory Setup. 
You can Add, Edit or Delete a Category by following the process described under Location Tab.
4

Warehouse

4. Warehouse: If you have Multi warehouses, select the required ware house from the drop down menu.
This field is available only if you have configured Manage Warehouse : “ON” in Inventory Setup.
5

To Warehouse

5. To Warehouse: Select the Warehouse from the drop down menu to which the material is being sent.
6

Issue Date

6. Issue Date: Enter the Branch Issue date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
7

Issue Number

7. Issue Number : System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix :  While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on   Icon or  option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number:  While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
8

Tax Type

8. Tax Type: Select “Inclusive” from the drop down menu, if rates are inclusive of taxes else select “Exclusive”.
This field is available only if you have configured Tax Applicable in Sales / Purchase : "ON” in General Setup.
9

Posting GL

9. Posting GL: System will fill the Ledger from default GL (Inter-Branch Issue) set under Finance Setup, if you wish you can select different ledger from the drop down menu.
10

Scan / Lookup

10. Scan / Lookup : This option will work like a Bar Code. If you enter an item Code, the system will pick-up the relevant details automatically.
11

Pull From Document

11. Pull From Document : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display.
If there is no parent document linked, this option will not be “visible”.
12

Item with Balance

12. Item with Balance : This option will work like a Pick and Pack, Click on this button to show panel with List of Item with Stock Balance, HSN and Item Group. User can filter the Group and select Multiple Items when you click on OK button, all selected items will fill automatically to Item Grid at once.  
 
So far we have entered the relevant details to clearly identify the Branch Issue Voucher.
 
13

Item Detail Table

We will now enter the specific Item or Product details to generate a Branch Issue Voucher;
 
: Click here to add a Row to the table
: Click here to delete a row from the table.
 
Group Name: Select an Item Group from the drop down list. The Item code list will display the items mapped under the selected group.
This field will be available when the Item Selection : "GroupLevel" in Inventory Setup.
Item Code: Select an Item code from the drop down list. Click on  to add a new Item.
Description: System will fill the description details automatically from Item Master.
Unit: System will fill the unit details automatically from Item Master.
Quantity: Enter the Item Quantity here.
Rate: System will auto calculate and pick the rate of item based on your stock valuation method.
Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Remark :  If you wish to put any remark against an Item, enter here.
Item Balance :  System will display the Stock in hand of this particular item.
 
         
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
 
The columns which will appear based on Configuration in Company Setup are:
Column Name
Field Description
(Condition for Applicable / Appear)
Pack Unit
If Separate Pack Unit property enabled in selected Item, System will auto pull the Pack Unit from Item Master. If you wish to change the same then select unit from the drop down list. Click on  to add a new Unit (Not recommended if registered under GST as UQC are predefined under GST).
(Inventory – Separate Packing Unit – “ON”)
Pack Quantity
Enter the quantity of Pack unit and system will calculate the quantity of Stock unit automatically based on the StockvsPack mentioned in Item Master. Only if this field is empty then pack quantity will auto populate if directly quantity is entered in Stock Unit.
(Inventory – Separate Packing Unit – “ON”)
Print Description
System will auto pull the Purchase Description from Item Master. If you wish to change the same, enter the new description.
(Inventory – Separate Print Description – “ON”)
Item Serial No.
If Serial Tracking property enabled in selected Item, Click on the Icon to open a new window to enter the details of Serial Number / IMEI, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
(Inventory – Item Serial No Tracking– “ON”)
Batch No.
If Batch Wise Inventory property enabled in selected Item, Click on the Icon to open a new window to enter the details of Batch detail, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Batch to know more about this utility.
(Inventory – Batch wise Inventory -–“ON”)
 
User Defined
Attributes 1-5
 
(Inventory  – Item Attributes)
 
User Defined
Item Custom Fields (1-5)
 
(Inventory - Item Master Custom Fields - Ask In Doc) (Item Master  - Ask In Document)
 
14

Attribute Panel

14. Attribute Panel In Inventory Setup if Print Description / Item Document Attribute / Item Custom Fields are enabled , System will open a new Input Panel to enter the details of applicable fields Or Click on the Icon to open the Input Panel, the input of all fields will be transferred to Item Grid Table. This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.
15

Bundle Item Panel

15. Bundle Item Panel If selected Item is Bundle Item and Show Bundle Detail on Billing is enabled, System will auto populate the Item details based on the child items Or Click on the Icon to open the Input Panel to change Child Item details, the total quantity and average rate of the input will fill in quantity of Stock Unit and rate field. Click here Input Panel - Bundle to know more about this utility.
16

Serial Panel

16. Serial Panel If Serial Tracking property enabled in selected Item, System will open a new Input Panel to enter the details of Serial Number / IMEI Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
17

Dimension Panel

17. Dimension Panel If Input Dimension property enabled in selected Item, System will open a new Input Panel to enter the details of Dimensions Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
18

Batch Panel

18. Batch Panel If Batch Wise Inventory property enabled in selected Item, System will open a new Input Panel to enter the details of Batch Details Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Batch to know more about this utility.
19

Add New Row to Table

19. Add New Row to Table Click this button to add new row.
20

Magnify Row

20. Magnify Row: Click on the button to Magnify the Item Grid Table for better accessibility for voucher entry. A new pop up window will open which will have the same Item table but with better visibility of Item Details as only Item Table is present on this window.
21

Remarks

21. Remarks: Input here any remark pertaining to the document.
22

Attachment

22. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on “X” to remove the attachment.
23

Inventory User Defined Fields 1-5

During the Inventory Setup if you have selected user defined fields (Inventory Custom Fields), these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
 

Logistic Details :

System will ask for this information only if you have configured Logistic Details : “ON” in Sales Setup.
 
24

Destination

24. Destination: Enter the Destination Name
25

Shipping Mode

25. Shipping Mode: Select the Shipping mode from drop down list. Options to select are : Road, By Air, By Sea, Post, Train.
26

Transporter / Shipping Company

26. Transporter / Shipping Company: System will fill the Transporter Name from the Customer Master. If you want to change then select the Shipping Company from the drop down list.
27

Shipping Tracking Number

27. Shipping Tracking Number: Enter the Shipping Tracking number issued by Transporter / Shipping Company.
28

Shipping Tracking Date

28. Shipping Tracking Date: Here you may enter the Shipping Date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
29

Shipping Charges

29. Shipping Charges: Enter the Shipping Charges to be paid to Transporter / Shipping Company.
30

Vehicle / Vessel Number

30. Vehicle / Vessel Number: Enter the Vehicle / Vessel No. by which goods are moving.
31

Charge Type

31. Charge Type: Select from drop down whether shipment charges are paid / Payable / To be Billed etc.
32

Document Through

32. Document Through: Enter the how Shipment Documents are forwarded.
33

No of Packets

33. No of Packets: Enter total Number of packets dispatch under this Document.
34

Weight

34. Weight: Enter the Total weight of the consignment.
35

Distance

35. Distance: Input the approximate distance between two Locations or two warehouses.
36

E Way Invoice Number

36. E Way Invoice Number: Here Enter the eWay Invoice Number. The system will fill the eWay Invoice Number automatically when you raise a request to generate an eWay Invoice from Alignbooks when confirmation is received from eway portal for eWay Invoice is generated.
37

E Way Invoice Date

37. E Way Invoice Date: Here Enter the eWay Invoice Date.
38

IRN Number (e-Invoice)

38. IRN Number (e-Invoice): Here Enter the IRN (e-Invoice) Number. The system will fill the IRN (e-Invoice) Number automatically when you raise a request to generate an IRN (e-Invoice) from Alignbooks when confirmation is received from eway portal for IRN (e-Invoice) is generated.
39

IRN Cancel Date

39. IRN Cancel Date: Here Enter the IRN (e-Invoice) Cancel Date.
40

IRN Cancel Reason

40. IRN Cancel Reason: Here Enter the IRN (e-Invoice) Cancel reason.
 

Attributes :

This field is available only if you have selected to use Attributes in Finance Setup
 
41

Attribute

This field is available only if you have selected to use Attributes in Finance Setup and the a GL where attribute is linked is effected by this Invoice. For Example if you have allocated an attribute with GL “Delivery Charges” and an amount is going to be debited / credited by creation of this Invoice, the system will ask to select an attribute to be linked with Delivery Charges.
42

Save Voucher

42. Save Voucher : Click on the button to save the document prepared by you.
43

Print Voucher

43. Print Voucher : Click on this button to save voucher and Print the document prepared by you. Click here  “Print Utility”, to know more about this utility.
 
 
You have completed creation of New Branch Issue. 
 
44

Clear Detail

44. Clear Detail : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
45

Mail / SMS

45. Mail / SMS : Click on this Button, If you want to send a Email (with Attachment). Click on  beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
46

Schedule Document

46. Schedule Document : If you want to create a schedule for this document, click on . Click here  “Schedule a Document”,  to know more about this utility.
47

Document History

47. Document History : Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
48

Import Voucher (Excel File)

48. Import Voucher (Excel File) : Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
49

Open Document

49. Open Document : Click here to open an existing Branch Issue Voucher. Click here  “Open a Document”,  to know more about this utility.
50

Delete Document

50. Delete Document : If you wish to delete any existing Branch Issue Voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
51

Copy Document

51. Copy Document : Click here to copy the values from an existing Branch Issue Voucher. Click here “Copy from a Document”,  to know more about this utility.
52

Cancel Document

52. Cancel Document : If you wish to cancel any existing Voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here   to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
53

Restore Document

53. Restore Document : If you wish to restore any existing Voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
 
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!
 
 
 
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