Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Branch Receipt” preparation options.
Before we begin, let us understand about the need of Branch Receipt 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 receiving the material will need to reflect such transfer in their Inventory as well as financial books. You can do so using this option of AlignBooks.
In Simple terms, branch Receipt is a Purchase Invoice for the Branch/Location/warehouse which has received material from other branch.
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 Receipt” under Inventory Module of AlignBooks.
The key functions of Branch Receipt Module are:
-
Creation of a New Branch Receipt,
-
Modification of an existing Branch Receipt;
-
Deletion of an existing Branch Receipt.
Configuration:
AlignBooks provide you the facility to configure your Branch Receipt documents with respect to 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.
Let’s now understand how to create a New Branch Receipt in simple steps.
You have three ways to prepare a Branch Receipt;
-
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;
 Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured “Multi location “ON” in configuration ->Company Setup->General Setup”.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  . .
|
|
 From Location: Select the location from the drop down menu from which the material is received
|
|
 Category : If you are classifying 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 Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab.
|
|
 Warehouse : Select the Warehouse from the drop down menu from which thematerial is being sent. This field is available only if you have configured “Warehouse “ON” in configuration ->Company Setup->Inventory->Basic”.
|
|
 To Warehouse : Select the Warehouse from the drop down menu to which the material is being sent.
|
|
 Receipt Date : Enter the Branch Receipt 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.
|
|
 Tax : 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 Configuration ->Company Setup->General Setup.
|
|
 Pull From : 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 be shown as “Disabled”
|
|
 Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically.
So far we have entered the relevant details to clearly identify the Material Issue Memo. We will now enter the specific Item or Product details to generate a Branch Issue Receipt Memo;
 : Click here to add a Row to the table. You can also add a row by clicking on 
 : Click here to delete a row from the table.
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
|
Will appear if
|
|
Tax Code
|
General Setup – Tax Applicable in Sales / purchase – “ON”
|
|
Tax Rate
|
General Setup – Tax Applicable in Sales / purchase – “ON”
|
|
Taxable
|
General Setup – Tax Applicable in Sales / purchase – “ON”
|
|
Tax Amount
|
General Setup – Tax Applicable in Sales / purchase – “ON”
|
|
Pack Unit
|
Inventory -> Basic-> Separate Packing Unit – “ON”
|
|
Pack Qty
|
Inventory -> Basic-> Separate Packing Unit – “ON”
|
|
Item Serial No.
|
Inventory->Item Extended Property-> Item Serial no. Tracking– “ON”
|
|
Batch No.
|
Inventory->Item Extended Property->“Batch wise Inventory - “ON”
|
|
User Defined Item
Attributes 1-5
|
Inventory->Item Attributes-Required
|
|
|
 Remark : Input here any remark pertaining to the document.
|
|
 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.
|
|
 User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined 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.
|
|
 Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Branch Issue.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 Branch Issue, the system will ask to select an attribute to be linked with Delivery Charges.
|
|
 Logistic Details
If you want to keep logistic details, you can enter the following details, otherwise you can leave these fields blank.
|
Field Name
|
Description
|
|
Destination
|
Enter the Destination Name
|
|
Shipping Mode
|
Select the Shipping mode from drop down list
|
|
Shipping Company
|
Select the Shipping Company from the drop down list
|
|
Shipping Tracking No.
|
Enter the Shipping Tracking number issued by Shipping Co.
|
|
Shipping Date
|
Enter the Shipping Date
|
|
Shipping Charges
|
Enter the Shipping Charges to be paid to Shipping Co.
|
|
Vehicle / Vessel No.
|
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
|
If it is an overseas consignment enter the Port of Landing.
|
|
Port of Discharges
|
If it is an overseas consignment enter the Port of Discharge.
|
|
No. of Packets
|
Enter total Number of packets dispatch under this Doc.
|
|
Weight
|
Enter the Total weight of the consignment.
|
|
|
 Click on  to save the document prepared by you.
|
|
 Click on  to print the document prepared by you. Click here “Print Utility”, to know more about this utility..
|
|
 If you want to send a Email or SMS, Click on  beside Mail and click on Email or SMS.
|
|
  : 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.
|
|
 Import : Click on  to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
|
|
 Schedule : If you want to create a schedule for this document, click on  . Click here “Schedule a Document”, to know more about this utility.
You have completed Branch Issue Receipt.
|
|
 Open : Click here to open an existing Branch Issue Receipt.Click here “Open a Document”, to know more about this utility.
|
|
 Copy : Click here to copy the values from an existing Branch Issue Receipt . Click here “Copy from a Document”, to know more about this utility.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
|
|
