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MAHARASHTRA SALES TAX DEPARTMENT

14/0/2016

BILLING SOFTWARE v 1.01


USER MANUAL

© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved.


Table of Contents
1 INTRODUCTION ................................................................................................................................ 2
2 USING THE SOFTWARE ................................................................................................................. 4
2.1 BUSINESS REGISTRATION ................................................................................................... 5
2.1.1 Register Your Business ..................................................................................................... 5
2.1.2 Business Registration Address ........................................................................................ 6
2.1.3 Define Document Numbering Schema ........................................................................... 7
2.2 MASTERS ................................................................................................................................... 9
2.2.1 Customer Master ................................................................................................................ 9
2.2.2 Supplier Master ................................................................................................................. 12
2.2.3 Product Master ................................................................................................................. 15
2.3 DOCUMENTS ........................................................................................................................... 17
2.3.1 Invoice ................................................................................................................................ 17
2.3.2 Purchase Entry ................................................................................................................. 25
2.3.3 Credit Note ........................................................................................................................ 30
2.3.4 Debit Note .......................................................................................................................... 35
2.4 DATA BACKUP AND DATA RESTORE ............................................................................... 41
2.4.1 Data Backup ...................................................................................................................... 41
2.4.2 Data Restore ..................................................................................................................... 42
2.5 REPORTS ................................................................................................................................. 43
2.5.1 Sales and Purchase Annexures ..................................................................................... 43
2.5.2 SALES REPORT .............................................................................................................. 45
2.5.3 PURCHASE REPORT ..................................................................................................... 46
2.6 TOOLS ....................................................................................................................................... 48
2.6.1 Customer Master Bulk Upload ....................................................................................... 49
2.6.2 Supplier Master Bulk Upload .......................................................................................... 50
2.6.3 Product Master Bulk Upload ........................................................................................... 51

© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved. Page 1 of 51
1 INTRODUCTION

Software Name: “MSTD Billing Software”

Software Version: 1.01

Software Purpose: The MSTD Billing Software is a software provided for generating and printing Sales
invoices, cash memos, debit / credit notes along with Purchase entries in line with statutory
requirements of Maharashtra Sales Tax Department.

Software Features: The following features are provided for the Version 1.01 of MSTD Billing Software:-
 Business Information: Capturing, Saving, Editing and Maintaining.
 Product Master (Item Master): Capturing, Saving, editing and Viewing the items list.
 Customer Master: Capturing, Saving, Viewing and Maintaining the Customers list.
 Supplier Master: Capturing, Saving, Viewing and Maintaining the Suppliers / Vendors list.
 Bulk Upload of Product Master, Customer Master and Supplier Master: The software is provided
with the option of uploading the product items, customers, suppliers in bulk (i.e. the user can
upload more than one item, customer and supplier detail at a time).
 Create and Print Invoice: Capturing, Saving, Maintaining, Viewing and Printing.
 Create and Print Purchase Entry: Capturing, Saving, Maintaining, Viewing and Printing.
 Create and Print Debit Note and Credit Note: Capturing, Saving, Maintaining, Viewing and
Printing.
 Create and Save Sales and Purchase Annexures: Capturing, Saving, Maintaining and Printing.
 Sales and Purchase Report search, Export in different formats
 Data Backup and Restore: The backup of the data can be taken and restored.

Software: Download and Installation


 Link to Download Billing Software is made available on www.mahavat.gov.in.
 The steps for installation are given in separate installation manual.
 Please strictly follow the steps mentioned in the installation manual for installation of the
Software.

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© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved. Page 3 of 51
2 USING THE SOFTWARE
 Browser: The billing software runs best in Chrome Browser version 50.X
 Launching the Application: For opening the Billing software, click
“http://localhost:8080/MSTD-Billing-software” or open the Browser and enter the link
(http://localhost:8080/MSTD-Billing-software) URL in the URL space in the address bar.
 Quick Access Tip: For opening Billing Software in Browser dealer can add bookmark for URL
http://localhost:8080/MSTD-Billing-software or add shortcut on desktop from Tools section of
browser.
 Note: When using the software for the first time, it will display the End User License Agreement
(EULA). The dealer has to agree with the same to proceed further. Once the Dealer check marks
“I Agree…” and Clicks Next he can then proceed with the various steps and use the software.
 Important Notes:
o All the screenshots, data used in screenshots, MSTD logo used in screenshots are only
for illustrative purpose for showing the various features of the software. None of this
data must be used, reused or assumed to be actual data by the software user
o Before using the Billing software please ensure that Tomcat web launcher is running in
automatic mode.
o To confirm it, please click Tomcat icon on right hand side of the task bar of windows and
see the selection is Automatic in dropdown box.
o If software application is not used for long time, session may disconnect from database,
in such case restart the Tomcat web launcher from task bar.
o The billing software runs best in Chrome Browser version 50.X
o For improving performance of Billing Software always clear Browser history and cache
memory.
o For opening Billing Software in Browser dealer can add bookmark for URL
http://localhost:8080/MSTD-Billing-software or add shortcut on desktop from Tools
section of browser.
o Please do not use Back button of browser as it will overwrite the already saved data

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2.1 BUSINESS REGISTRATION
2.1.1 Register Your Business
Once the URL is correctly entered the biller is first allowed to register his business in the Business
Registration Setup screen.
The initial company registration screen appears as below:

Mandatory Values:
On the Business Registration Setup screen, the Business Name, Phone No., E-Mail, With Effective From
and TIN No. Fields are mandatory and needs to be entered by the end user.
Validations:
1. The Business Name, Trade Name and Branch Name accepts Alpha-Numeric Values and spaces.
2. The Branch Code accepts only 6-digit Alpha Numeric values.
3. The biller needs to enter a valid E-mail id for communication, valid TIN No.
4. With Effective From is the date on when the biller’s business has been effective.
5. The additional fields are PAN No., Luxury Tax No., Service Tax No., Entry Tax No., CST No., CIN
No., Central Excise No., State Excise No
Click on Save & Next to proceed further

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2.1.2 Business Registration Address

1. After the first Business Registration Setup, the biller is asked to enter the particulars of the
address like the Head Office Address, Billing Address, Delivery Address and Communication
Address. Of these address fields the details of the Head Office Address, Billing Address and the
Delivery Address are mandatory.
2. The ‘Prepared By’ and the ‘Authorized Signatory’ fields are mandatory.
3. The user can also upload the Signatures which he/she wants to print on the Documents. The file
size of the uploading signature must be less than 2 MB. This functionality will be made available
version 2.0 of the software.
Click on Save & Next to proceed further

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2.1.3 Define Document Numbering Schema
On the Define Document Numbering Schema screen, the user can generate the series with which the
Documents will be created on the Billing System.

Mandatory Fields:
1. The Business Code, Branch Code and all the series related to Product ID, Invoice, Purchase Entry,
Debit Note, Credit Note, Quotation, Proforma Invoice, Goods Delivery Challan and Goods Receipt Note
are mandatory to generate the respective schema numbers.
2. The year and month fields are taken as current year and current month.
Click on Save & Next to proceed further
The Biller is then directed to the Home Screen and is allowed to proceed through the Billing Process. If
the User is already registered then he / She will be redirected to the Home Screen (Directly to the below
screen).

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2.2 MASTERS
2.2.1 Customer Master

2.2.1.1 New Customer Creation


Navigation: - Customer List  ADD CUSTOMER.

Importance: - The biller is provided to enter the details of the customers like the customer’s TIN No.,
telephone. etc. The biller is also allowed to enter the address details of the customers.

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Mandatory and Non-Mandatory Fields:-The Customer Name, TIN No., Billing Address and ship To
Address are made to be the mandatory field. And rest all the fields are non-mandatory.
Usage: - The Customer Master is used throughout the application where the customer details are
required like preparing the Quotation*, Proforma Invoice*, Invoice, Purchase Entry, Goods Delivery
Note*, Goods Receipt Note*, Credit Note, Debit Note, Payments Received* etc. (*available in version 2)
Fields Used in Customer Master:-
Customer Name (Mandatory): This is a free text input field where the biller can enter the Customer
Name.
TIN No (Mandatory): This is a free text input field where the user enters the TIN No. of the Customer.
PAN No: This is a free text input field where the user enters the PAN No. of the Customer. This field is
not Mandatory as the Customer may or may not have a PAN No. assigned.
CST No: This is a free text input field where the user enters the CST No. of the Customer. This number is
essential especially if the business of the biller is to deal with customers outside of the residing state.
IEC No (Importer): This is a free text input field where the user enters the IEC No (Importer) number of
the Customer.
Service Tax No.: This is a free text input field where the biller enters the Service Tax No. of the
Customer. It is not essential that every Customer who does business with the biller have a Service Tax
No.
Central Excise: This is a free text input field where the biller enters the Central Excise no. of the
Customer.
State Excise No: This is a free text input field where the biller enters the State Excise no. of the
Customer.
CST Registration No.: This is a free text input field where the biller enters the CST Registration No. of the
customer.
Status: This is a dropdown box where the biller can select the Status if the Customer is still Active or
Inactive (for future use).
CIN: This is a free text input field where the biller enters the CIN number of the Customer.
Credit Period: This is a free text input field where the biller enters the Credit Period which he/she would
allow the customer to have.
Telephone: This is a free text input field where the billers enters the Telephone number of the
Customer.
Fax: This is a free text input field where the biller enters the Fax number of the Customer.

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Email: This is a free text input field where the biller enters the Email address of the Customer.
Address: In this section the Biller enters the various addresses of the Customer. The Bill to Address and
Ship to Address is Mandatory whereas the Communication Address is Optional.
Reset: This button when clicked will reset all the form fields.
The Customer Details can also be edited by navigating as: Customer  Customer List
Select the specific customer and click on the “UPDATE” button of the respective customer. Then the
user will be redirected to the Customer details update page where he can edit certain details. Once he
clicks on the Update button the user’s edited details will be updated. In the version 1, if same customer
has different branches then different customers can be created with address tag in customer name.

2.2.2 Supplier Master

2.2.2.1 New Supplier Creation

Navigation: - Supplier List  ADD Supplier.

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Importance: - The biller is provided to enter the details of the suppliers/vendors like the
suppliers/vendors Name, TIN No., PAN No., etc. The biller is also allowed to enter the address details of
the suppliers.

Mandatory and Non-Mandatory Fields:-The Supplier Name, TIN No., Billing Address and ship To
Address are made to be the mandatory field. And rest all the fields are non-mandatory.
Usage: - The Supplier Master is used throughout the application where the suppliers details are required
like preparing the Quotation*, Proforma Invoice*, Invoice, Purchase Entry, Goods Delivery Note*, Goods
Receipt Note*, Credit Note, Debit Note, Payments* Made etc. (*available in version 2)
Fields Used in Supplier Master:-
Supplier Name (Mandatory): This is a free text input field where the biller can enter the Supplier Name.
TIN No (Mandatory): This is a free text input field where the user enters the TIN No. of the Supplier.
PAN No: This is a free text input field where the user enters the PAN No. of the Supplier. This field is not
Mandatory as the Supplier may or may not have a PAN No. assigned.

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CST No: This is a free text input field where the user enters the CST No. of the Supplier. This number
may be essential especially if the business of the biller is to deal with suppliers outside of the residing
state.
IEC No (Importer): This is a free text input field where the user enters the IEC No (Importer) number of
the Supplier.
Service Tax No.: This is a free text input field where the biller enters the Service Tax No. of the Supplier.
It is not essential that every Supplier who does business with the biller have a Service Tax No.
Central Excise: This is a free text input field where the biller enters the Central Excise no. of the Supplier.
State Excise No: This is a free text input field where the biller enters the State Excise no. of the Supplier.
CST Registration No.: This is a free text input field where the biller enters the CST Registration No. of the
Supplier.
PTRC: This is a free text input field where the biller enters the PTRC Number of the Supplier.
PTEC: This is a free text input field where the biller enters the PTEC Number of the Supplier.
Status*: This is a dropdown box where the biller can select the Status if the Supplier is still Active or
Inactive (*used in version 2)
CIN: This is a free text input field where the biller enters the CIN number of the Supplier.
Credit Period: This is a free text input field where the biller enters the Credit Period which he/she would
ask the Supplier to give.
Telephone: This is a free text input field where the biller enters the Telephone number of the Supplier.
Fax: This is a free text input field where the biller enters the Fax number of the Supplier.
Email: This is a free text input field where the biller enters the Email address of the Supplier.
Address: In this section the Biller enters the various addresses of the Supplier. The Bill to Address and
Ship to Address is Mandatory whereas the Communication Address is Optional.
Reset: This button when clicked will reset all the form fields.
The Supplier Details can also be edited by navigating as below:
Supplier  Supplier List
Select the specific supplier and click on the “UPDATE” button of the respective supplier. Then the user
will be redirected to the supplier details update page where he can edit the details. Once he clicks on
the Update button, user’s edited details will be updated.

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2.2.3 Product Master

2.2.3.1 New Product Creation


Navigation: - Product List  ADD Product.

Importance: - The biller is provided to enter the details of the products like the Product Description,
HSN Code, Service Code, etc.

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Mandatory and Non-Mandatory Fields:-The Product Description and Status are made to be the
mandatory fields. Either of the HSN Code or Service Code has to be entered. The tax rate entered will be
populated in sales and purchase invoice as editable field. And rest all the fields are non-mandatory.
Usage: - The Product Master is used throughout the application where the product details are required
like preparing the Quotation*, Proforma Invoice*, Invoice, Purchase Entry, Goods Delivery Note*, Goods
Receipt Note*, Credit Note, Debit Note, Payments* Made etc.
Fields Used in Product Master:-
Description: This would be the description of the Product. This is a free text input field.
Status: This is a dropdown box where the biller can select the Status if the Product is still Active or
Inactive
HSN Code: This is a free text input field where the user specifies the HSN Code of the product.
Service Code: This is a free text input field where the user specifies the Service Code of the product.
Unit of Measure: This is a free text input field where the user specifies the Unit of Measure by which the
Product is measured
Cost: This is a free text input field where the biller can enter the Cost Price of the Product.
Price: This is a free text input field where the biller can enter the Price of the Product.
Save: This button when clicked will save the details of the Product.
Reset: This button when clicked will reset all the form fields.
The Product Details can also be edited by navigating as below:
Product  Product List
Select the specific product and click on the “UPDATE” button of the respective product. Then the user
will be redirected to the product details update page where he can edit the details. Once he clicks on the
Update button the user’s edited details will be updated.

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2.3 DOCUMENTS
2.3.1 Invoice
To view the list of invoices, navigate as below:-
Navigation: Documents  Invoice  Invoice List

2.3.1.1 Preparing the Invoice


Navigation: Documents  Invoice  Invoice List ADD INVOICE

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the user first needs to select to which customer the Invoice is being prepared. Based on the selection of
the customer, the respective TIN No. and Customer Address will be populated in the ‘Customer TIN No.’
and the Customer Communication/delivery Address fields.
The Date field accepts the current date. The Invoice No. is auto-generated for the user depending on the
series he has given for the Invoice during the Business Registration Process.
The user needs to select the Transaction Type, Date and Consignment Date as they being mandatory
fields.
The other mandatory fields are Bill To Address, Ship To Address and Notes.
After clicking on the “ADD PRODUCT DESCRIPTION” the user will be taken to a screen where he enters
all the line-items and tax related information.

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The user has to select either MVAT (local sales—within state) or CST (Inter-State sales) radio buttons
depending on the shipping address.
Initially the grid is pre-populated with the product details. The user is allowed to enter the unit price and
quantity based on which the Sub Total and other taxes are calculated.
While inputting the taxes, the user can input either ‘%’ or ‘value’ for the respective fields based on
which the taxes are calculated for the corresponding values
Adding Line Items in the Grid:-

1. To add a line item, click on the “Add New” button which adds a new row in the grid.

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2. Select the row and click on the “Edit Selected” button to allow editing for the
specific row selected.

3. Select the “Product Id” from the drop down, then the corresponding “Product Description”,
“HSN/Service Code”, “Unit Of Measure” and “unit Price” are filled in the respective columns.

4. Enter the Quantity of the product in the “Quantity” field and also tax rate (editable), the “Taxable
Value”, “Net Price” and “Total Amount” are calculated and displayed in the respective fields.

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5. Clicking on the “Enter” button of the “Enter Discount” field, the cursor is moved to a popup where the
user can give the discount percentage or the value. Clicking on the “save” button will calculate and
update the “Taxable Value”, “Net Price” and “Total Amount” in the grid.

6. Clicking on the “Enter” button of the “Enter Other” field, the cursor is moved to a popup where the
user can give the Other Taxable percentage or the value. Clicking on the “save” button will calculate and
update the “Taxable Value”, “Net Price” and “Total Amount” in the grid.

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Likewise, you can add as many line items as you can.

Fields used in the Invoice:-


Customer Name (Mandatory): This is a Dropdown box where the Biller can select the Name of the
Customer. The list is pre-populated for the user.
Transaction Type (Mandatory): This is a Dropdown box where the Biller would select Transaction Type.
Sales Representative: This is a free text. The User who is preparing the Invoice can enter their respective
names in this field.
Date: The Current system date is taken in consideration. The user is able to edit this date.
Invoice Number: This field would automatically generate the Invoice Number and it is not editable.
MVAT & CST (Radio Buttons):- The user can chose any one of the MVAT / CST radio buttons. Based on
this selection he will be allowed to enter the corresponding tax field.

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Address: The user can select the address (Bill to Address, Ship to Address and Communication address)
from the Customer Master Table. The user is given the option to change any of the addresses.
Consignment Date: This is basically the Expected Date for Delivery.
Consignment Terms: This is a free text input field. Basically the Shipping Terms.
Payment Terms: This is a free text input field.
Notes: This is a free text input field.
Stamp: This is a dropdown box. The user can add a Stamp on the Document by selecting the text like
Confidential, Revised and Draft (*Version 2).
Product ID: This is a Dropdown box where the data would be loaded from the Product Master Table. If
the user selects any Product, the respective Product Description, Unit of Measure and Unit Price would
be populated. If the user selects the Product ID, then the Description of Product field would be disabled.
Description of Product: This is a Dropdown box where the user can select the Product Description and
the other fields like Product ID, Unit of Measure and Unit Price would be populated. If the user selects
the Description, then the Product ID field would be disabled.
HSN/Service Code: The user is allowed to enter the HSN/Service Code of the related product.
Unit of Measure: This field is populated from the Master Table and cannot be editable.
Unit Price: This is a free text input field. Initially the value would be populated from the Master Table.
But the user can also edit the Price on this field.
Qty (Quantity): This is a free text input field where the user can enter the number of items.
Discount: On clicking the “ENTER” button in the Discount column, a popup table is displayed where the
user is allowed to enter the discount percentage or the value.
Discount (value): The value whichever is entered in above popup table will be auto-displayed in main
grid.
Other Taxes: On clicking the “ENTER” button in the Other Taxes column, a popup table is displayed
where the user is allowed to enter the other applicable taxes related percentage or the value.
Total Amount: This is a non-editable field. The Amount is calculated automatically by multiplying the
values in Fields Unit Price and Qty.
The other taxable values are MVAT / CST, Luxury Tax, Entry Tax, Service Tax, Swachh Bharat Cess, Cess,
Other Levy, Insurance, Packing & Forwarding and Labour Charges.
Reset: When this button is clicked all the contents on the screen will be cleared
Save: When this button is clicked the Document will be saved.

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Now the invoice print can be taken on clicking the “PRINT” button of the top menu bar. Initially, the
print preview of the invoice is shown where the user is given a provision to print.

2.3.2 Purchase Entry


Navigation: Documents  Purchase Input  New Purchase Entry

2.3.2.1 Preparing the Purchase Entry


Navigation: Documents  Purchase Entry  New Purchase Entry

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The user first needs to select to which supplier the purchase Input is being prepared. Based on the
selection of the supplier, the respective TIN No. and Supplier Address will be populated in the ‘Supplier
TIN No.’ and the Supplier Communication Address fields.
The Date field accepts the current date. The Purchase Entry No. is auto-generated for the user
depending on the series he has given for the Purchase Input during the business registration process.
The user needs to select the Transaction Type, Purchase Entry Type and Form No. as they being
mandatory fields.
The other mandatory fields are Customer Shipping Address, Payment Terms, Consignment Terms and
Notes.
The user has to select either MVAT (local Purchases—within state) or CST (Inter-State Purchases) radio
buttons depending on the shipping address.
Initially the grid is pre-populated with the product details. The user is allowed to enter the unit price,
quantity and also tax rate (editable) based on which the Sub Total and other taxes are calculated.
While inputting the taxes, the user can select either ‘%’ or ‘value’ for the respective fields based on
which he enters the corresponding values. Only when he selects either of these, will be able to enter the
values.
Adding Line Items in the Grid:-

1. To add a line item, click on the “Add New” button which adds a new row in the grid.

2. Select the row and click on the “Edit Selected” button to allow editing for the
specific row selected.

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3. Select the “Product Id” from the drop down, then the corresponding “Product Description”,
”HSN/Service Code”, “Unit Of Measure” and “unit Price” are filled in the respective columns.

4. Enter the Quantity of the product in the “Quantity” field, then the value is calculated and displayed in
the ‘Value” field.

5. Likewise, you can add as many line items as you can.

Fields used in the Purchase Input:-


Supplier Name (Mandatory): This would be a Dropdown box where the Biller can select the Name of the
Supplier. The list is pre-populated for the user.
Transaction Type (Mandatory): This is a Dropdown box where the Biller would select the Transaction
Type.
Procurement Representative: This is free text. The User who is preparing the Purchase Order can enter
their respective names in this field.
Date: The Current system date is taken in consideration. The user will NOT be able to edit this date.
Purchase Entry Number: This field would automatically generate the Purchase Entry Number and it is
not editable.

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MVAT & CST (Radio Buttons):- The user can chose any one of the MVAT / CST radio buttons. Based on
this selection he will be allowed to enter the corresponding tax field.
Address: The user can select the address (Bill to Address, Ship to Address and Communication address)
from the Customer Master Table. The user is given the option to change any of the addresses.
Consignment Received Date: This is basically the Expected Date for Delivery.
Consignment Terms: This is a free text input field. Basically, the Shipping Terms.
Payment Terms: This is a free text input field.
Stamp: This is a dropdown box. The user can add a Stamp on the Document by selecting the text like
Confidential, Revised and Draft.
Notes: This is a free text input field.
Product ID: This is a Dropdown box where the data would be loaded from the Product Master Table. If
the user selects any Product, the respective Product Description, Unit of Measure, tax rate and Unit
Price would be populated. If the user selects the Product ID, then the Description of Product field would
be disabled.
Description of Product: This is a Dropdown box where the user can select the Product Description and
the other fields like Product ID, Unit of Measure and Unit Price would be populated. If the user selects
the Description, then the Product ID field would be disabled.
Unit of Measure: This field is populated from the Master Table and cannot be editable.
Unit Price: This is a free text input field. Initially the value would be populated from the Master Table.
But the user can also edit the Price on this field.
Qty (Quantity): This is a free text input field where the user can enter the number of items.
Amount: This is a non-editable field. The Amount is calculated automatically by multiplying the values in
Fields Unit Price and Qty.
Subtotal: The subtotal is derived by subtracting the Discount (if any) from the Total of Sum Amount. This
is automatically calculated.
Reset: When this button is clicked all the contents on the screen will be cleared
Save: When this button is clicked the Document will be saved.
Now the purchase order print can be taken on clicking the “PRINT” button of the top menu bar. Initially,
the print preview of the purchase order is shown where the user is given a provision to print.

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2.3.3 Credit Note
Navigation: Document  Credit Note  New Credit Note

2.3.3.1 Preparing the Credit Note

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The user first needs to select whether the Credit Note is issued either to customer or supplier. Based on
the selection of the supplier or customer, the customer or supplier names, TIN No., Billing Address and
the Communication Address will be populated in the ‘Cust. / Supp. Name’ drop down, ‘TIN No.’, ‘Billing
Address’ and the Communication Address fields.

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The Date field accepts the current date. The user needs to select the Transaction Type and Form No. as
they being mandatory fields.
The other mandatory fields are Local Purchases / Inter-State Purchases radio buttons and Notes.
Add new will add new line item and selection of product ID will populate product details related to the
product id. The user is allowed to enter the unit price and quantity and discount (% or value) based on
which the Sub Total and other taxes are calculated.
While inputting the taxes, the user can select either ‘%’ or ‘value’ for the respective fields based on
which he enters the corresponding values. Only when he selects either of these, will be able to enter the
values.
Adding Line Items in the Grid:-

1. To add a line item, click on the “Add New” button which adds a new row in the grid.

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2. Select the row and click on the “Edit Selected” button to allow editing for the specific
row selected.

3. Select the “Product Id” from the drop down, then the corresponding “Product
Description”,”HSN/Service Code”, “Unit Of Measure” and “unit Price” are filled in the respective
columns.
4. Enter the Quantity of the product in the “Quantity” field, then the value is calculated and displayed in
the ‘Value” field.
5. Likewise, you can add as many line items as you can.

Fields used in Credit Note:-


Supplier / Customer (Mandatory): This would be a Dropdown box where the Biller can select either the
Supplier/Customer. The list is populated for the user.
Supplier / Customer Name (Mandatory): This would be a Dropdown box where the Biller can select the
Name of the Supplier/Customer. The list is pre-populated for the user.
Transaction Type (Mandatory): This is a Dropdown box where the Biller would select the Transaction
Type.
Date: The Current system date is taken in consideration. The user will NOT be able to edit this date.

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Credit Note Number: This field would automatically generate the Credit note Number and it is not
editable.
MVAT & CST (Radio Buttons):- The user can chose any one of the MVAT / CST radio buttons. Based on
this selection he will be allowed to enter the corresponding tax field.
Address: The user can select the address (Bill to Address, Ship to Address and Communication address)
from the Customer Master Table. The user is given the option to change any of the addresses.
Consignment Received Date: This is basically the Expected Date for Delivery.
Consignment Terms: This is a free text input field. Basically the Shipping Terms.
Payment Terms: This is a free text input field.
Stamp: This is a dropdown box. The user can add a Stamp on the Document by selecting the text like
Confidential, Revised and Draft.
Notes: This is a free text input field.
Product ID: This is a Dropdown box where the data would be loaded from the Product Master Table. If
the user selects any Product, the respective Product Description, Unit of Measure and Unit Price would
be populated. If the user selects the Product ID, then the Description of Product field would be disabled.
Description of Product: This is a Dropdown box where the user can select the Product Description and
the other fields like Product ID, Unit of Measure and Unit Price would be populated. If the user selects
the Description, then the Product ID field would be disabled.
Unit of Measure: This field is populated from the Master Table and cannot be editable.
Unit Price: This is a free text input field. Initially the value would be populated from the Master Table.
But the user can also edit the Price on this field.
Qty (Quantity): This is a free text input field where the user can enter the number of items.
Amount: This is a non-editable field. The Amount is calculated automatically by multiplying the values in
Fields Unit Price and Qty.
Subtotal: The subtotal is derived by subtracting the Discount (if any) from the Total of Sum Amount. This
is automatically calculated.
Reset: When this button is clicked all the contents on the screen will be cleared
Save: When this button is clicked the Document will be saved.
Now the Credit Note print can be taken on clicking the “PRINT” button of the top menu bar. Initially, the
print preview of the Credit Note is shown where the user is given a provision to print.

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2.3.4 Debit Note
Navigation: Documents  Debit Note  New Debit Note

2.3.4.1 Preparing the Debit Note


Navigation: Documents  Debit Note  New Debit Note

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The user first needs to select whether the Debit Note is issued either to customer or supplier. Based on
the selection of the supplier or customer, the customer or supplier names, TIN No., Billing Address and
the Communication Address will be populated in the ‘Cuts. / Supp. Name’ drop down, ‘TIN No.’, ‘Billing
Address’ and the Communication Address fields.
The Date field accepts the current date. The user needs to select the Transaction Type and Form No. as
they being mandatory fields.
The other mandatory fields are Local Purchases / Inter-State Purchases radio buttons and Notes.
Selection of product ID after Add New populates the product. The user is allowed to enter the unit price
and quantity and discount (% or value) based on which the Sub Total and other taxes are calculated.
While inputting the taxes, the user can select either ‘%’ or ‘value’ for the respective fields based on
which he enters the corresponding values. Only when he selects either of these, will be able to enter the
values.

Adding Line Items in the Grid:-

1. To add a line item, click on the “Add New” button which adds a new row in the grid.

© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved. Page 38 of 51
2. Select the row and click on the “Edit Selected” button to allow editing for the specific
row selected.

3. Select the “Product Id” from the drop down, then the corresponding “Product
Description”,”HSN/Service Code”, “Unit of Measure” and “unit Price” are filled in the respective
columns.
4. Enter the Quantity of the product in the “Quantity” field, then the value is calculated and displayed in
the ‘Value” field.
5. Likewise, you can add as many line items as you can.

Fields used in Debit Note:-


Supplier / Customer (Mandatory): This would be a Dropdown box where the Biller can select either the
Supplier/Customer. The list is populated for the user.
Supplier / Customer Name (Mandatory): This would be a Dropdown box where the Biller can select the
Name of the Supplier/Customer. The list is pre-populated for the user.
Transaction Type / Code (Mandatory): This is a Dropdown box where the Biller would select the
Transaction Type.

© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved. Page 39 of 51
Date: The Current system date is taken in consideration. The user will NOT be able to edit this date.
Debit Note Number: This field would automatically generate the Debit Note Number and it is not
editable.
MVAT & CST (Radio Buttons):- The user can choose any one of the MVAT / CST radio buttons. Based on
this selection he will be allowed to enter the corresponding tax field.
Address: The user can select the address (Bill to Address, Ship to Address and Communication address)
from the Customer Master Table. The user is given the option to change any of the addresses.
Consignment Received Date: This is basically the Expected Date for Delivery.
Consignment Terms: This is a free text input field. Basically the Shipping Terms.
Payment Terms: This is a free text input field.
Stamp: This is a dropdown box. The user can add a Stamp on the Document by selecting the text like
Confidential, Revised and Draft.
Notes: This is a free text input field.
Product ID: This is a Dropdown box where the data would be loaded from the Product Master Table. If
the user selects any Product, the respective Product Description, Unit of Measure and Unit Price would
be populated. If the user selects the Product ID, then the Description of Product field would be disabled.
Description of Product: This is a Dropdown box where the user can select the Product Description and
the other fields like Product ID, Unit of Measure and Unit Price would be populated. If the user selects
the Description, then the Product ID field would be disabled.
Unit of Measure: This field is populated from the Master Table and cannot be editable.
Unit Price: This is a free text input field. Initially the value would be populated from the Master
Table. But the user can also edit the Price on this field.
Qty (Quantity): This is a free text input field where the user can enter the number of items.
Discount (% or Value): This is a free text input field where the user can enter either the discount
percentage or value.
Subtotal: The subtotal is derived by subtracting the Discount (if any) from the Total of Sum Amount. This
is automatically calculated.
Reset: When this button is clicked all the contents on the screen will be cleared
Save: When this button is clicked the Document will be saved.
Now the Debit Note print can be taken on clicking the “PRINT” button of the top menu bar. Initially, the
print preview of the Debit Note is shown where the user is given a provision to print.

© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved. Page 40 of 51
2.4 DATA BACKUP AND DATA RESTORE

The user is provided to take a backup of the data entered by him/her and restore it for later use. This
scenario arises if the user wants to transfer the data from one system to another.

2.4.1 Data Backup


The user is allowed to take the complete database backup including all the tables filled during the usage
of the application.
The data backup can be done by the user by clicking on the “DATA BACKUP” button of the
application. Then the following screen appears with a message prompting the user where the
backup file is been saved.

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2.4.2 Data Restore
Once the data backup is taken as mentioned in the above scenario, this data can be restored on any
system which has MYSQL installed.

The data restore can be done by the user by clicking on the “DATA RESTORE” button of the
application. Then the following screen appears with a message prompting the user how the backup
file is been restored.

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2.5 REPORTS

Version 1.0 includes automatic generation of Sales and purchase annexures in CSV or XLS or PDF
formats. Biller has to just enter the period of annexure and it will populate sales or purchase annexure in
PDF format or it can be downloaded in CSV or Excel formats.

2.5.1 Sales and Purchase Annexures

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Other reports will be made available in Version 2.0

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2.5.2 SALES REPORT

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2.5.3 PURCHASE REPORT

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2.6 TOOLS

This menu tab allows to upload in bulk all Masters like for Products, Suppliers or Customers.
Biller can download CSV template and fill it and again upload the Master in the application software.
Biller has to ensure that the fields entered in Master are as per the validations provided for respective
Master Fields like length of the field and data type.

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2.6.1 Customer Master Bulk Upload

1. Download the Standard CSV Format


2. Fill in the required data in the CSV File
3. Click on Choose File and select the Updated Customer Master File
4. Click on Upload
5. It will give you a preview of the data on the screen
6. Click on Save to complete the Upload Process

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2.6.2 Supplier Master Bulk Upload

1. Download the Standard CSV Format


2. Fill in the required data in the CSV File
3. Click on Choose File and select the Updated Supplier Master File
4. Click on Upload
5. It will give you a preview of the data on the screen
6. Click on Save to complete the Upload Process

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2.6.3 Product Master Bulk Upload

1. Download the Standard CSV Format


2. Fill in the required data in the CSV File
3. Click on Choose File and select the Updated Product Master File
4. Click on Upload
5. It will give you a preview of the data on the screen
6. Click on Save to complete the Upload Process

© Maharashtra Sales Tax Department. Government of Maharashtra. All rights reserved. Page 51 of 51

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