MULTI BRANCH MODEL OF JWALA SHOP

Single Branch / Unit Invoicing is easy and can be set to default. But for the Multi Branch/Unit the invoicing need to follow certain rules other wise it can messed up in growing stage. Few things that need to be considered while setting the multi Branch/ Unit Invoicing.

BRANCH CODE

1. SKT1A STORE (NUMERIC CODE – 7001)
2. SKT1 INVENTORY (NUMERIC CODE – (9001)

Clearing the Branch CODE Concept.

1. SKT1A STORE : Here the “SKT” Referes to the loction in this case it is “Surkhet” and “1” is the number of the Store Outlet. One single owner can have multiple outlets in same building or nearby building. So the number “1” here is denoting the Store Ownership and “A” is denoting the number of the outlet of the same owner. For example: if Outlet SKT1A STORE is managed by Manager “RANDOMPERSON” and the manager now wants another outlet also then we will be assiginging the another Branch Outlet with Name code “SKT1B STORE”.
2. Numeric Code (7001) : Here the code 7001 is the unique number assigned to the Branch at the time of establishment. This code is permanently fixed to that branch in the system. From opening to closing of the branch the Code will not be changed. This is will be assigned in systematic numbering method. 7001,7002,7003,7004 etc in following manner..

Billing Invoice Numbering for Each Branch:

1. Invoice Number: JS7001-01-81-82
2. Sales Order Number: JSS7001-01-8182
3. Sales Challan Number: JSC7001-01-81-82
4. Rceipt Number: RCPT7001-01-81-82
5. Payment Number: PAY7001-01-81-82

CONCEPT OF MULTI INVENTORY ORDER PLACING:

1. SKT1A STORE : The word in the Branch Code will decide if the Branch is allowed to do the Retail Sales Or Not. Here the Word ” Store” allows the Branch to do the Retail Sales.
2. SKT1 INVENTORY: The word “INVENTORY” Doesnot allow the retail sales. In 90% of chances the billing is not allowed from the inventory. The concept of Darkstore can be followed in the inventory.

Managing Billing in Multiple Branch Outlet.

1. Mandate for Direct Sales Invoice to be processed for each sales from the Branch. Branch is also allowed to follow the chain of ordering which starts from quotation-order-challan-sales. But once the stock is out and the payment is received or credit transaction the branch need to enter the sales invoice.
2. Exception for Goverment Tender or Government Party Sales. In Maxium Cases in Government Supplies the Store keeper of Governement organization can request to send a TAX invoice only when it is asked by the sotre keeper. So in this case we need to follow certain process to keep the track of this kind of supply of goods. (If cannot processed the TAX Invoice instatly then what can we do? – A Well Filled Sales Order from the government Party where the Date, item details and signature of authorized personnel from the government party must be inprinted. Prepare a physical File of all the Physcial Sales Order recived from the government Party. When received the the sales order the billing counter can verify the signature and check if the sales order is genuine or not. Incase if it cannot be verified or very new then the billing can ask the sales officer to check the sales order authenticity. Once the sales order is verified then the billing can process a Sales Challan. Why Sales Challan? Sales Challan will deduct the stock of the item from the software which is make sure when needed to process the VAT bill the stock will be available for the party. Once the sales Challan is processed then the Sales Challan Number must be mentioned in the Physcial Order Slip and the Phsycial order Slip must be scanned and uploaded in the cloud and then only filled in the physcial File of Sales Challan for that goverment Party. When The Store keeper of that government party request the Tax invoice we can now merge all the sales challan and process a Tax invoice and ask for the Payment. Once the Payment is received all the Sales Challan will be stamped with Archive and will be filled in the archive Physical File. In Cloud We donot need to do anything.)
3. Per Day Audit must be filled every day by the billing counter official. In “Per Day Audit” the details such as Online Sales, Esewa Sales, Cash Sales, Goverment Sales will be mentioned in very detail..

Receipt and Payment Entry:

Receipt Entry: It can be entered by the Billing counter only.

Payment Entry: Payment can only be made from the accountant. The Payment will be maxium time will be processed from the corporate Pay. In some cases the payment can be made from the Cash. So in case of Cash payment. the Accountant should make sure that the Cash Payment have all the required documentation to show the authenticity of the transaction.

Problem currently Facing by the Billing.

1. Sales Return without Sales Invoice. Cash out with no Reference back date no geneiune Reference. ( Solution only Sales Invoice Based Sales)
2. Transportation Payment (Present the transportation charges are not being tracked: A detailed excel file tracking the payment of the transportation charges must be maintained by the accountant and at the time of payment of the transporation bills the accountant must cross check all the transporation bill status and then only pay the bills.
3. Labor Charges: Labor charges can be treated separately from the Journal Entry. For example: Dr. Cash, Cr. Labor Charge. The Labor Charge will be direct expense. The neccessary bills or taxes that need to be paid to show the geneiune labor charge in books of account must be followed by the accountant.
4. Cash Deposited in Ganesh Jal Sanstha: No More unoffical depoits. Strict follow of Locker facility in the Branch. All the branch will have one main office with CCTV. The accountat need to bring the cash to the main office and provide the amount to the locker with the signature of the manager. the money will be in the locker of jwala Shop. next day the accountant must ask the manager to provide the money from the locker to deposit in bank. Here the locker will have its own legder book. Which shows amount deposited and withdrwan with the signature proof of involved auhtorized person.
5. PDC Cheque: PDC cheque is one of the measure problem. Where do we need to the Cheque? Cheque will be also kept in the locker. AS post dated cheque is entred in the system and unless the clearance time comes up the cheque will be tracked by the accountant.
6. Normal Per Day Sanstha Deposit. From next year the number of this deposit shall be reduced to 0 to max 2. The amount should be collected and the files need to be closed now.
7. Per Day Begger donation: Even though the begger cash is provided by the billing counter the amount must not be used from the per day billing collection cash. There will be petty cash fund which will be managed by the accountant. The billing counter will be allowed to put the begger cash to put as Cash out in the physical Cash book. Instead the billing counter official will pay the amount to the begger quickly from the drawer and enter a journal entry with pettycash fund in dr and begger donation in cr. At the end of the day the accounant will check the pettycash fund used by the billing counter. and the pettycash fund amount money will be then the accountant will be provide to the billing counter in cash. this way the pettycash fund will be used by the accountant.

Petty Cash Fund: This fund will be allocated by the manager to the account to use in the small expenses in the business per month. It can vary from branch to branch. For example if SKT1A Store accountant is allocated with pettycash fund with total amount 30K per month. Then the accountant must maintain very clear and detailed ledger of the pettycash fund. Here the accountant is allowed to use the petty cash fund for neccssary supply or employee welfare. Pettycash Fund will be provided in Cash to the accountant.

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