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GullySystem

Reports for Building Material Yard Owners

These reports read from the orders, challans, stock and receipts a yard already records. They cover outstanding, deliveries, rates, stock, returns, collections and the sales and purchase summary for GST.

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Reports drawn from live records

A yard that sells on credit and delivers to many sites spreads its figures across a register, a ledger and the yard itself. These reports read the same records that the counter and the yard update during the day. Nothing is re-entered. The figures are only as complete as the entries behind them.

The reports

Outstanding by contractor and site

Each contractor’s balance is broken down by site and by age, so overdue money is visible to the owner without a manual count. Payments go against the job they came from.

Loads delivered

Deliveries made, with part loads still open on their orders. The second trip is planned from this list.

Rate history

Dated rates for cement, steel and aggregate, so an old bill can be read against the rate of its day.

Yard stock

Stock by brand, grade and diameter, falling as challans go out and rising with purchases and returns, so the counter can check the godown before accepting an order.

Returns and credit notes

Material returned from sites during the month, with the reason given and the invoice that was credited for each return.

Collection list

The list for the Saturday round, oldest bills first, by contractor and site.

Sales and purchase summary

A summary is prepared for GST filing. Invoices, credit notes and receipts also leave as a file that the accountant can bring into Tally.

Who reads which report

The owner reads outstanding, loads and stock. The yard supervisor reads loads delivered and part loads still open. Accounts works from the collection list, credit notes and the GST summary. The counter clerk reads yard stock before an order is promised to a contractor.

  • Owners: outstanding, overdue and loads
  • Yard supervisors: part loads still open
  • Accounts: collections, credit notes and GST summary
  • Counter: yard stock and rate history

What the figures depend on

A report is complete only when its entries are. Loads must go out on challans, receipts must be recorded and purchases entered. Otherwise a gap shows. Reports beyond this list can be added where the data is held, and these are scoped with the client. Filing returns remains with the client’s accountant.

FAQ

Frequently asked questions

Does it file the GST return?

No. It prepares the sales and purchase summary for filing. The accountant files the return, and what is filed is for the client’s accountant to confirm.

Are the figures live?

Yes. Reports read the current records, so they change as challans and receipts are entered.

Can the collection list be sorted by site?

Yes. It opens by contractor and site, with the oldest bills first.

Can another report be added?

Yes, where the data is already held in the system. Additional reports are scoped with the yard during implementation.

Do old bills show the old rate?

Yes. A new rate does not reach backwards, and rate history keeps each figure with the date it began.

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