Material Received for Job Work

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Material Received for Job Work preparation options.
 
Before we begin, let us understand about the need of Material Received for Job Work and the relevance of this particular activity.
 
When you receive Goods from Customer for Job Work, you need to prepare a Material Received for Job Work Challan first to receive the material and update the inventory to process the material.
 
Material Received for Job Work is created in Job Work Inward Menu under Inventory Module in AlignBooks.
 
The key functions of Material Received for Job Work Module are:
·     Creation of a New Material Received for Job Work,
·     Modification of an existing Material Received for Job Work;
·     Deletion of an existing Material Received for Job Work;
 

Configuration

AlignBooks provide you the facility to configure your Material Received for Job Work 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.
 
 
Material Received for Job Work
 
Let’s now understand how to create a new Material Received for Job Work in simple steps
 
You have three ways to prepare a new Material Received for Job Work;
·     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

Category

2. 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.
3

Customer

3. CustomerUnder this field, Select a Customer from the drop down list for whom you are preparing Material Issue for Job Work. 
You can Add, Edit or Delete a Customer 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

Receipt Date

5. Receipt 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
6

Receipt No

6. Receipt 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.
7

For Process

7. For Process: Select from the drop down list for which process you want to received the material for job work.
8

Process Rate

8. Process Rate: Here you may enter the process rate.
9

Fresh / Rework

9. Fresh / Rework: Select from the drop down list if the material received for first time to process or it is rework.
 

Billing Information

: System will trace and fill the Billing Address details automatically from the Customer master.
 
10

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.
 

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.
 
11

Select Address from List

System will display a list of previous entered Shipping address, you can select the delivery/shipping address as desired.
12

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.
13

Scan / Lookup

13. 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.
14

Item with Balance

14. 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 Material Received for Job Work.
 
 
15

Item Detail Table

Here We will now enter the specific item or product details to generate a Material Received for job work process.
 
: 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 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
 
 
 
 
16

Attribute Panel

16. 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.
17

Bundle Item Panel

17. 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.
18

Serial Panel

18. 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.
19

Dimension Panel

19. 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.
20

Batch Panel

20. 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.
21

Add New Row to Table

21. Add New Row to Table Click this button to add new row.
22

Magnify Row

22. 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.
23

Remarks

23. Remarks: Input here any remark pertaining to the document.
24

Attachment

24. 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.
25

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.
 
26

Destination

26. Destination: Enter the Destination Name
27

Shipping Mode

27. Shipping Mode: Select the Shipping mode from drop down list. Options to select are : Road, By Air, By Sea, Post, Train.
28

Transporter / Shipping Company

28. 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.
29

Shipping Tracking Number

29. Shipping Tracking Number: Enter the Shipping Tracking number issued by Transporter / Shipping Company.
30

Shipping Tracking Date

30. 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.
31

Shipping Charges

31. Shipping Charges: Enter the Shipping Charges to be paid to Transporter / Shipping Company.
32

Vehicle / Vessel Number

32. Vehicle / Vessel Number: Enter the Vehicle / Vessel No. by which goods are moving.
33

Charge Type

33. Charge Type: Select from drop down whether shipment charges are paid / Payable / To be Billed etc.
34

Document Through

34. Document Through: Enter the how Shipment Documents are forwarded.
35

No of Packets

35. No of Packets: Enter total Number of packets dispatch under this Document.
36

Weight

36. Weight: Enter the Total weight of the consignment.
37

Distance

37. Distance: Input the approximate distance between Party Location and Company Location.
38

E Way Invoice Number

38. 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.
39

E Way Invoice Date

39. E Way Invoice Date: Here Enter the eWay Invoice Date.
40

IRN Number (e-Invoice)

40. IRN Number (e-Invoice): Here Enter the IRN (e-Invoice) Number.
41

IRN Cancel Date

41. IRN Cancel Date : Here Enter the IRN (e-Invoice) Cancel Date.
42

IRN Cancel Reason

42. IRN Cancel Reason: Here Enter the IRN (e-Invoice) Cancel reason.
43

Save Voucher

43. Save Voucher : Click on the button to save the document prepared by you.
44

Print Voucher

44. 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 Material Received for Job Work. 
 
45

Clear Detail

45. 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.
46

Mail / SMS

46. 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.
47

Schedule Document

47. 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.
48

Document History

48. 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.
49

Import Voucher (Excel File)

49. 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.
50

Open Document

50. Open Document : Click here to open an existing Material Received for job work voucher. Click here  “Open a Document”,  to know more about this utility.
51

Delete Document

51. 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.
52

Copy Document

52. Copy Document : Click here to copy the values from an existing Material Received for Job Work voucher. Click here “Copy from a Document”,  to know more about this utility.
53

Cancel Document

53. 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.
54

Restore Document

54. 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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