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Billing

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Concept

Jamku provides many options to cater to your specific billing workflow and other peculiar billing needs.

Workflow

Some of the common billing workflow and how it can be used in Jamku.

  1. Task Billing Tracking, Bill printing, Receipt, Oustanding – everything in Jamku
  2. Task Billing Tracking, Bill printing in Jamku. Outstanding management in Tally or Excel or Other
  3. Task Billing tracking in Jamku, but bill printing and outstanding management in Tally or Excel or Other accounting software

In the 1st Case, you can use all the feature of Jamku. Extract Data on a monthly basis and pass consolidated accounting entry for revenue recognition in accounting software.

In the 2nd Case, create bills in Jamku, assign tasks to the bill, print bills from Jamku. The receipt you need not create in Jamku. Do the bill accounting as you would do in the accounting software and track the outstanding using features of accounting software. As an added bonus if you don’t want to create a receipt in jamku, but still want to track whether money is received against the bill or not, you can just mark a bill as “Received” with a date. This will help in tracking bill with “Received” status and without “Received” status.

in the 3rd Case, Create bill in accounting software of your choice, then import all the bills in Jamku on a periodical basis. Once the bill is imported, you can assign tasks to the bill and it will keep track of tasks which are billed and tasks which are not billed.

Issue bill from different entity.

Another billing workflow which is quite common is issuing a bill from various entities. Example: A CA firm “Mahavir & Co” with Mr Mahesh and Mr Suresh as a partner, may want to create an invoice in the name of Firm “Mahavir & Co” or “Mr Mahesh” or “Mr Suresh”. This workflow is taken care of by “Entity”. So, in our example, we shall create 3 entities to create the bill.

Entity concept can even be used in a senario where you want to segregate billing based on whether received in bank or in cash. For this create 2 entities, one for Bank, with GST enabled and another for Cash with GST disabled.

Creating Entity

Admin Authorization is required to to create Entity.
To create a bill, first you should create an entity. Entity is used for bill printing and determination of GST on the bill. Entity can be created by going into Office Setup and then switching to Entity tab.

Now click on Add Entity button to create an entity. Fill all the information and save it. Your entity is created. You can create as many number of entities as you want.

Since bill and receipt numbering is at the entity level, make sure bill numbering is unique across all entities. We recommend adding a unique prefix to the bill. Example: 1st Entity 2018A0001, 2nd Entity 2018H0001 and so on. If you are paid user of Jamku, contact Support to ascertain the best use case for your office.

An example of one such entity is shown below.

Adding Location

The next step in billing is to Add Location of your client. Adding location is mandatory only when you want to print the bill through this software. To add location you will first select the group for which bill is to be made from the Group List.

After selecting the group, you will be directed to group view page where you can add location by switching to the Location tab by simply clicking on Add Location.

Once you click on Add Location, a window will pop up in which you need to feed the client’s information and save it. You can add as many locations as you want. One such example of adding the location is given below.

The Idea behind the concept of Location is to provide an option to create a bill for different location/offices of a client. Example: Client having an office in Kerela and Maharashtra and office has a branch in Kerela and Maharashtra and we want to issue the bill for work at the respective branch to the respective offices by charging SGST and CGST. In this case, we shall create 2 location for the client and 2 entities for the office an create bill charging CGST and SGST.

Creating a Bill

Select the group from Group List and once you are on the group view page, click on the Bill button or use the shortcut key bl to create a bill. On clicking the Bill button, a window will pop up in which you will have to enter the entity name and bill description and then save it.

If you want to print bill then before creating bill it is mandatory to add location (explained in the previous section).

Editing a Bill

Once the bill is created, you will be redirected to Bill Edit page. The Bill edit screen is divided into 5 parts.

  1. Bill information – Bill No, Bill Date, Total amount, Entity
  2. Unbilled Task – List of all tasks which are unbilled or partly billed. Select Task from this list to added in the bill.
  3. Billed Task – Tasks which are added to the bill.
  4. Other information about the Bill – Bill category, Profit & Cost Center, receipt date.
  5. Print Line – Once Enable printing button is clicked, Jamku creates bill lines based on the tasks selected in the bill.

If you don’t want to print bill from Jamku,  just add tasks to the bill and enter bill amount. If you want to print the bill then you should enter the Client location as well.

You can also post the bill by clicking on the Post button(next to Save). Once the bill is posted it cannot be edited.

On further scrolling, you will see the list of all unbilled and billed tasks of that particular group. To select a task to be billed, you just have to click on the rightmost double arrow icon across that task and this task will now be added to the billed tasks list as well as in the bill created. Save the bill. To remove task which is added to the bill, click on the rightmost double arrow in “Tasks Billed in this Bill” table.

Printing a Bill

Once you have selected the tasks to be billed and the bill is saved you can click on Enable Printing. This will generate Bill Lines based on the tasks added to the bill. Jamku will automatically calculate GST if GST is enabled for the entity for which bill is being created. In case the state of client location matches with state of entity – SGST and CGST is charged. In case the state does not match – IGST is charged.

Click on Add Lines to further add bill lines. Now click on Print Preview to view the bill. You can print this bill as well as save it as PDF. One such bill is shown below.