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PREREQUISITE CUSTOMER PO:
Certainly, before creating a sales order , it's a good practice to ensure that all the relevant details have been entered or updated. These details typically include information about the customer, plant, part, and any other relevant data. Here's a checklist of the details you should verify before adding a sales order:
Updating/Adding master screens like customer, plant, RM part and JobWork before adding a Outward Delivery Challan is crucial for maintaining accurate and effective Outward Delivery Challan processes.
Customer Master: Keeping customer information current helps in selecting the right customer for the purchase order. This includes contact details, payment terms, and any other relevant information necessary for communication and coordination.
Plant Master: Keeping current plant information of the respective customer helps in selecting the right plant for the Outward Delivery Challan. This includes the delivery and billing address, buyer details, delivery terms, and payment terms which are necessary for communication and coordination.
RM Part Master: The RM part components for which the Outward Delivery Challan is done. Ensuring that the master data for the RM part is current helps in selecting the right components for the Delivery Challan, preventing delays or errors caused by outdated information.
RM-Partmaster -SubTab Details : The Part-Price, HS-Code, subtab of the part components for which the delivery challan is being placed should be ensured with current details to help in preventing delays or errors caused by outdated information.
Job Work Entry : The Job work with line items of appropriate data should present to raise an error free and accurate Outward Delivery Challan.
By Updating these master screens before creating an Outward Delivery Challan you ensure that the Delivery Challan process is efficient, accurate, and free from errors.
Additional Info:
Customer Information:
Customer name, plant details, and address
Payment terms , delivery terms and conditions
Price Information:
Confirm that the prices for the part are up-to-date and accurate.
RM-Parts:
Verify that the details of the parts required are accurate and are up-to-date.
Internal Validation:
Confirm that the PO aligns with the organization's sales policies and guidelines.
Check for any duplicate POs to avoid unnecessary orders.
Dates and Deadlines:
Verify delivery or completion dates to ensure they align with project timelines .
Communication:
If there have been any changes or updates to the order, make sure that relevant stakeholders are informed
Double-checking these details before creating a purchase order helps to minimize errors, reduce the chances of miscommunication, and ensures that your sales order process is smooth and efficient. It also helps maintain accurate records for future reference and reporting.
1.1. Add a Outward Delivery Challan - Step-by-Step
Step 1: Reach the Outward Delivery Challan Section
From the main Side menu, click on "Sales," then go to "Operations," and finally choose "Outward Delivery Challan" This will open the Outward Delivery Challan Search page.
Step 2: Adding a Outward Delivery Challan
On the top right of the Outward Delivery Challan Search page, you'll see an "Add Outward Delivery Challan" button. Click this button.
Step 3: Fill in details
Customer: [Dropdown] (Mandatory) Choose the customer from the dropdown list. The customer added in the customer screen will be shown as an option.
Plant: [Dropdown] (Mandatory) Select the Plant from the dropdown list.The plant added for the selected customer will be displayed as an option.
Invoice Number: [Dropdown] Select the Invoice number from the dropdown .The added invoices number list will be displayed as an option.
Outward DC Number: (Mandatory)This field will be automatically generated by the system. The generated number may include a prefix that can be updated from the organization details screen.
Outward DC Date:(Mandatory)The current date shall be automatically designated as the sales order date. However, should the need arise for alteration, such adjustments can be made in accordance with the customer's specific request.
Vehicle No: [Text Field]Please enter the vehicle number in which the part is being sent outward.
Transporter : [Text Field]Please enter the transport in which the part is being sent outward.
Description: [Text Field]Enter and remarks or general comments if any .
RM Part: [Dropdown](Mandatory) Choose the RM Part which is to outwarded. The RM part added in the RM Part master screen is displayed as the options
Quantity: [Number](Mandatory) Enter the quantity of RM Part to be outworked.
Click the ‘Get Line items’ . The line items are displayed with the S.No, RM Part,DC Number, Item No,Quantity, RM Price data which are given in the job work entry .
Notes: When you click "Get Line Items" in the Outward Delivery Challan, the system retrieves the Outward Delivery Challan line item that matches the combination of customer,plant and Rm Part specified in the job work entry. These retrieved line items typically represent the specific RM parts associated with the selected customer and plant, making it easier to manage and track the job work process.
Sales Order Special instruction: [Text Field] Add any Special instructions related to the entire Sales Order.
Notes: All fields with a (*) are mandatory, so remember to fill them all.
Duplicate action for same line item number of job work is been restricted in Outward Dc, If duplicate action to be done same part with quantity should be added as another line item in job work.
1.1.1. Outward Delivery Challan Line Item(s):
In the quantity field of the Outward Delivery Challan , the quantity of the RM part outward is entered.
Notes:The quantity entered in the outward delivery challan should not exceed the remaining quantity specified in the job work entry. This restriction is in place to ensure that the quantity dispatched in the delivery challan does not exceed the available quantity allocated for job work, thereby maintaining accurate inventory management.
Click the “Submit” Button
Part Revision: [Text Field] (Mandatory). Enter the part revision of the part to be added in the line item of the sales order.
Click on the "Search" button to initiate a data search for the part, which will subsequently populate the part description field within the line item.
Notes: If the selected line item type is a "tool," the "Search" button will be deactivated, and the user will be required to manually input the information into the other fields of the line item screen.
Delivery Date: [Date Field] (Mandatory) Choose the expected delivery date for this line item. It’s a mandatory field
Part Description: [Text Field] (Mandatory) The description of the part is automatically populated in this field when the search button is initiated.
Quantity: [Text Field] (Mandatory) Enter the quantity of the part to be delivered in this sales order.
Unit: [Text Field] Enter the Unit of the quantity added .
HS-Code (Commodity): [Dropdown] (Mandatory) The dropdown will display HS codes associated with the selected part. It’s a mandatory field.
Current Status: [Text Field] (Mandatory)Enter the current status of the part added in the line item.
Price: [Number Field] (Mandatory) Enter the price of the part .The entered price should be equal to the price given in the part master - price subtab.
Invoice/Shipped Quantity: [Number Field] The invoiced/shipped quantity value is populated if the sales order is invoiced . It is an un-editable field.
Notes:If there is no data for the part number and the part revision given it, throws an “ALERT” so that it will not allow us to submit.
Submission for Sales Order
Upon submission of an Outward Delivery Challan, the entry will be added and the screen will transition to the editing mode.
If you change your mind and don't want to add an Outward Delivery Challan, click "Cancel" it takes you back to the Outward Delivery Challan Search page.
To Start Over: Click the "Clear" button if you wish to erase all information and begin a new. Please note that once this button is clicked, the entered information will not be saved.
1.2 Search a Outward Delivery Challan
Search a Outward Delivery Challan- Step-by-Step
Step 1: Start Searching
On the Search page, you can search in different ways:
Outward DC Number:Enter the DC number for which you want to search for..
Outward DC From Date: Select the date range from when you want to search for.
Outward DC ToDate: Select the date range until when you want to search for.
Click the “Search” Button.
Step 2: See the Results
After clicking "Search," you'll see results:
If you searched by DC Number and Dates you'll find the matching result with Generate Outward DC , Customer Name, Outward DC Number, Outward DC Date and Description with an option to View/Edit
1.3 Edit Outward Delivery Challan:
Edit a Sales Order- Step-by-Step
Step 1: Find Outward Delivery Challan
Step 2: Start Searching
Step 3: Edit Details
After searching, you'll see the Outward Delivery Challan you want to edit.
Click "View/Edit" next to the Outward Delivery Challan to reach the Edit Outward Delivery Challan page.
Step 4:Update Info
On the Edit Outward Delivery Challan page, you'll see existing details.
Note: In the outward delivery challan the added data for the quantity cannot be changed , here we can add another line item
Step 5: Edit Outward Delivery Challan Page:
On the Edit Outward Delivery Challan page, you'll find the existing details of the Outward Delivery Challan you're editing.
Note : The outward DC line item is not editable , The customer and plant code are read only fields.
Step 6:Submit/Cancel
Click the “Submit” Button
Generate Outward Delivery Challan
By clicking the Generate DC button a pdf is generated with all the data added Outward DC (ie. with the address , total amount , DC number)
That's it! You've learned how to ADD, SEARCH, EDIT a Customer Job work out using the DMeX app. If you need help, contact the support team.