Job Work Inward invoice

Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Job Work Inward Invoice preparation options.

Before we begin, let us understand about the need of Job Work Inward Invoice and the relevance of this particular activity.

Job Work Inward Invoice is used to claim the consideration for the services provided. System will generate various kinds of MIS reports related to Job Work invoices; like, ageing analysis, time lapsed in collections etc.

Job Work Inward Invoice is created in Job Work Inward Menu under Inventory Module in AlignBooks.

The key functions of Job Work Inward Invoice Module are:

· Creation of a New Job Work Inward Invoice,

· Modification of an existing Job Work Inward Invoice;

· Deletion of an existing Job Work Inward Invoice.

Configuration

AlignBooks provide you the facility to configure your Job Work Inward Invoice 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.

Let’s now understand how to create a new Job Work Inward Invoice in simple steps

You have three ways to prepare a Job Work Inward Invoice;

· 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;

GST Type

If you are registered in GST and select the relevant option from the drop down list. Options for Selection are :

Tax Invoice - > In this type of Sales it includes all Interstate and Intrastate Supplies to either Register / Un-Registered Person except Export / Bill of Supply / Supplies to SEZ / Ecommerce Supplies.

Export Bonded - > Export Sales which are supplies made to Overseas Party / SEZ Entity without Payment of Tax as Export under Bond / LUT. In this case the Tax rate is zero and no posting for tax is made.

Export Non-Bonded - > Export Sales which are supplies made to Overseas Party / SEZ Entity with Payment of Tax. In this case the Tax rate is as applicable, and tax is calculated but tax is not added to Bill Amount. Separate Tax posting of Output Tax Payable and GST Recoverable Account is created.

eCommerce Supply - > All Supplies made to Ecommerce Traders should be entered through E-Commerce Supply. Additional information is captured as Buyers GSTIN so automatically if supplies made to Registered persons will be considered as B2B invoice otherwise the transactions are considered in B2C Type and Ecommerce GSTIN will be displayed In GSTR1.

Bill of Supply -> In This Type, Supplies made are not liable to charge tax from the customer, this type should be used by Dealer under Composition scheme. As Composition dealer is not liable to collect Tax.

Branch Transfer-> Branch Transfer Sales is for the Material transfer from one Branch to Another Branch when both branches are not in same state i.e. interstate transaction.

This field is available only if you have configured Tax Applicable in Sales Purchase - "GST” in General Setup.

Type : Cash / Credit

Select from the drop down whether the invoice is related to Cash Sales or Credit Sales. If it is a Cash Sales, the system will automatically update your cash book for the amount received, and in case of credit sales the system will debit the relevant customer’s ledger.

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

Customer

Under this field, Select a customer from the drop down list for whom you are preparing invoice.

You can Add, Edit or Delete a Customer by following the process described under Location Tab.

Email

System will auto pull the email Id from customer master. If you wish to change the same, you can do that here.

If you have configured enabled to send Email in Document Configuration and this field is blank then system will not Email to customer.

Currency

If you are preparing Invoice in a foreign currency, select a Currency from the drop down menu.

This field is available only if you have configured Multi Currency : "ON” in General Setup. If your desired currency does not exist in the menu, you can add a new currency by clicking on

Icon or

option within the dropdown menu.

Conversion Rate

Under this field, System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here.

Cash / Bank Ledger

: Select a Cash / Bank account wherefrom the payment for sales return amount is made. This field is available only when Return Type selected above is “Cash”. If the required Cash/Bank account does not exist in the menu, you can create a new by clicking on

Icon or

option within the dropdown menu.

Process

Select an Process from the drop down list for which you want to perform the job work . Click on

to add a new Process if not exists.

Invoice Date

: Enter the 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

Invoice No

: 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.

Reference No

: Here you may enter the customer or previous document number, if any.

Reference Date

: Here you may enter the reference document’s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.

Agent / Broker

: System will auto pull the Agent name from customer master. If you wish to change the same, you can do that here.

If the required agent does not exist in the menu, you can create a new by clicking on

Icon or

option within the dropdown menu.

This field is available only if you have configured Agent wise Billing : "ON” in Sales Setup.

Sales Executive

: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. If the required Salesman does not exist in the menu, you can create a new by clicking on

Icon or

option within the dropdown menu.

This field is available only if you have configured Salesman wise Billing : "ON” in Sales Setup.

Tax Type

: Under Sales Setup, If you have configured Tax in Rates to "Inclusive" / "Exclusive" then System will fix the type and change will be not allowed at the time of entry. System will calculate taxable value and taxes based on the configured Type .

This field will be active only if you have configured Tax in Rates : "Document Based” in Sales Setup. System will auto pull the Tax Type from customer master. Also in this case, You can change the type and select “Inclusive” from the drop down menu, if rates are inclusive of taxes otherwise select “Exclusive”.

This field is available only if you have configured Tax Applicable in Sales / Purchase : "ON” in General Setup.

Billing Information

: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master.

Address

System will fill the complete Billing Address (Address, City, State PIN, Country) automatically from the customer master. You can make changes during this stage as well.

GSTIN

System will fill the GST Number automatically from the customer master.

Contact Person

Here System will fill the Contact Person Name from the customer master. You can make changes during this stage as well.

Place of Supply

Place of Supply has special relevance in the calculation of GST Tax, if the Place of Supply state is the same as the Business State then it will be considered as Intra-State Supplies (where CGST and SGST Tax are Applicable) otherwise it will be considered as Inter-State supplies (where IGST Tax is Applicable).

Shipping Information :

System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well.

Select Address from List

System will display a list of previous entered Shipping address, you can select the delivery/shipping address as desired.

Address

System will fill the complete Shipping Address (Address, City, State PIN, Country) automatically from the customer master. You can make changes during this stage as well.

Payment Terms

System will trace and auto fill the Payment Terms from the customer master. You can make changes during this stage. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on

Icon or

option within the dropdown menu.

Due Date

Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here.

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.

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”.

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 customer and the invoice.

Item Detail Table

Here We will now enter the specific item or product details to generate a Invoice.

: 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 pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually.

Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.

Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.

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)
Tax Code	System will trace and fill the latest Tax code which is mentioned in HSN Code which is selected in the Item Master. If You want to change the same then select a Tax code from the drop down list. Click on to add a new Tax Code. (General Setup – Tax Applicable in Sales / purchase – “ON”)
Tax Rate	System will auto pull the Tax rate mentioned in the Tax Code mentioned in the above field. (General Setup – Tax Applicable in Sales / purchase – “ON”)
Taxable	System will calculate the Taxable amount based on the Tax Type selected in document. (General Setup – Tax Applicable in Sales / purchase – “ON”)
Tax Amount	System will calculate the Tax amount based on the Tax Type selected in Invoice. (General Setup – Tax Applicable in Sales / purchase – “ON”)
Cess Rate	System will auto pull the Cess rate mentioned in the HSN Code mentioned in the above field. (General Setup – Tax Applicable in Sales / purchase – “ON”)
Cess Amount	System will calculate the Cess amount based on the Tax Type selected in Invoice. (General Setup – Tax Applicable in Sales / purchase – “ON”)
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 Sales 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”)
Service Date	Enter the Date of Service. You can also pick a different date by just clicking on the calendar function. (Inventory – Input Service Date – “ON”)
Service Location	Enter the Location of Service. (Inventory – Service Location – “ON”)
	User Defined
Item Wise Charges	(Sales Setup – Billing Setup – Item Level)

Attributes 1-5	(Inventory – Item Attributes)
	User Defined

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.

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.

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.

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.

Add New Row to Table

Click this button to add new row.

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.

Remarks

: Input here any remark pertaining to the document.

Attachment

: Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of sales Dispatch. You can browse the location to attach the same. Click on “X” to remove the attachment.

User Defined Fields 1-5

During the Sales Setup if you have selected user defined fields (Sales 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.

Item Value

: System will calculate the Total Item Sales Value, based on the data fed in the system during the creation of an Invoice.

User Defined Extra Charges/Discounts – Item level (1-3)

: These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table.

Taxable Amount

: This represents the total Taxable Sales Value of all the items, auto calculated by the system.

Tax Amount

: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table.

Cess Amount

: This represents the total Cess Amount for all the items, auto calculated for the Items mentioned in the table.

User Defined Extra Charges/Discounts – Document Level (1-3)

If you have set to have any Extra Charges / Discount on Document level (Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item.

Round Off

: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value - Actual Value) will be shown here.

This field will not be available if you have configured Round off – "None” in Sales Setup.

Bill Amount

: This represents the total Bill Amount.

Attributes :

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

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.

Logistic Details :

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

Destination

: Enter the Destination Name

Shipping Mode

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

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.

Shipping Tracking Number

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

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.

Shipping Charges

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

Vehicle / Vessel Number

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

Charge Type

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

Document Through

: Enter the how Shipment Documents are forwarded.

Port of Landing

: In case of overseas consignment, enter the Port of Landing.

Port of Discharge

: In case of overseas consignment, enter the Port of Discharge.

No of Packets

: Enter total Number of packets dispatch under this Document.

Weight

: Enter the Total weight of the consignment.

Distance

: Input the approximate distance between Party Location and Company Location.

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.

E Way Invoice Date

: Here Enter the eWay Invoice Date.

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.

IRN Cancel Date

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

IRN Cancel Reason

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

Fetch Logistics Info from Last Invoice

: System will fetch the selected details of logistics information from last bill of party selected and All the respective fields will get automatically filled as per the last bill logistics information.

Save Voucher

: Click on the button to save the document prepared by you.

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 Invoice.

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.

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.

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.

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.

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.

Open Document

: Click here to open an existing Invoice. Click here “Open a Document”, to know more about this utility.

Delete Document

: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button

to delete the Voucher.

Copy Document

: Click here to copy the values from an existing Invoice. Click here “Copy from a Document”, to know more about this utility.

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.

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.

Calculator

: Click here to open calculator tool in Alignbooks.

Help Center

: Click this button

to open the help for this document.

Configuration

AlignBooks provide you the facility to configure your Invoice 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.

We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!

Disclaimer

Job Work Inward invoice

Configuration

GST Type

Type : Cash / Credit

Location / Branch

Category

Customer

Email

Currency

Conversion Rate

Cash / Bank Ledger

Process

Invoice Date

Invoice No

Reference No

Reference Date

Agent / Broker

Sales Executive

Tax Type

Billing Information

Address

GSTIN

Contact Person

Place of Supply

Shipping Information :

Select Address from List

Address

Payment Terms

Due Date

Scan / Lookup

Pull From Document

Item with Balance

Item Detail Table

Attribute Panel

Serial Panel

Dimension Panel

Batch Panel

Add New Row to Table

Magnify Row

Remarks

Attachment

User Defined Fields 1-5

Item Value

User Defined Extra Charges/Discounts – Item level (1-3)

Taxable Amount

Tax Amount

Cess Amount

User Defined Extra Charges/Discounts – Document Level (1-3)

Round Off

Bill Amount

Attributes :

Attribute

Logistic Details :

Destination

Shipping Mode

Transporter / Shipping Company

Shipping Tracking Number

Shipping Tracking Date

Shipping Charges

Vehicle / Vessel Number

Charge Type

Document Through

Port of Landing

Port of Discharge

No of Packets

Weight

Distance

E Way Invoice Number

E Way Invoice Date

IRN Number (e-Invoice)

IRN Cancel Date

IRN Cancel Reason

Fetch Logistics Info from Last Invoice

Save Voucher

Print Voucher

Clear Detail

Mail / SMS

Schedule Document

Document History

Import Voucher (Excel File)