Notes for owners · Industry-Specific Software Guides
Month-End Close for Office and Cleaning Supply Dealers
Close the month by matching four documents for every customer: the PO, the signed delivery challan, the customer’s GRN and your invoice. Fix rate and pack-size mismatches before invoices go out, then chase payment with the full set attached. GullySystem’s Wholesale and B2B Ordering Software keeps orders, challans and statements together for that match.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Why month end is a matching job
Corporate admin teams and housekeeping contractors pay against paperwork. Their accounts department expects the PO number, the GRN reference and often a cost centre on your invoice. If one is missing, the invoice waits.
Most sales are repeat indents, so the same mismatches recur. A fixed close routine catches them while the delivery is still fresh.
Collect every signed challan and GRN
Start with delivery. Each floor or site should have its own challan, stamped or signed. Delivery staff can photograph the signed copy before leaving the building.
Next, ask each customer’s stores for the GRN numbers against your challans. Put them on one list. A challan with no GRN is the first thing to chase.
- Challans out this month, by customer and location
- Signed copy received or not
- GRN number against each challan
- Short or excess quantities noted on the GRN
Check rates and pack sizes against the contract
Compare every invoice line with that customer’s annual rate contract. A small rate difference on one item can stop a whole invoice. Correct it before sending.
Check units next. A customer who indents litres but receives five-litre cans reads a different quantity on the challan. Show the pack size and the total quantity on the line.
Flag any rate contract that has expired or is due to change. Next month’s orders need the right rate.
Raise invoices the customer’s accounts team will accept
Group each customer’s monthly invoices into one file if they ask for that. Put the PO number, GRN reference and cost centre on every invoice.
Your CA should confirm what your GST invoices must carry. The customer’s extra fields come from their PO and payment terms. Keep both lists written down.
- PO number and date
- GRN reference
- Cost centre or department
- Location delivered to
- Contract rate and pack size
Chase payments and watch which customers slow down
List open invoices by age. Send each reminder with the signed challan and GRN attached, so the query cannot return as missing paperwork.
Then look at monthly value per customer and category. A housekeeping account that drops two months running may have moved part of its order. Call before the quarter ends.
Month-end matching sheet
One row per challan, with columns for PO, location, signed copy, GRN number, invoice number, rate check and payment due date. Fill it on the last working day. Blank cells show what to chase first.
Open a blank worksheet to printQuestions owners ask
Can corporate customers raise indents online?
Yes. A customer login with their own contract rates and a saved list removes most retyping. Some customers will still email an Excel file, so plan for both.
Can the software place our bids on GeM?
No. Bidding stays on the GeM portal. An order won there can be recorded with its contract rates, so its deliveries and invoices run like any other account.
Will our accounts stay in Tally?
They can. Invoices, credit notes and receipts can leave as a file your accountant imports under the existing ledger names.
Does the software decide which customer gets credit?
No. It holds the credit limits you set and records who released an order past them. Who deserves credit stays your decision.