Frequently Asked
Questions
Find Solutions to Common Issues Related to configurations - inventory voucher entry
My customer is asking for a proforma invoice along with delivery chalan. How can I create it?
To create proforma invoice along with a delivery challan in BUSY , you can use Sales Quotation in BUSY
To create Sales Quotation and Deliver Challan follow the below mentioned steps:
Step 1:Press CTRL+F and click on Voucher series configuration
Step 2: Click on Features and option and select Inventory
Step 3: Look for the option Enable Sales quotation and Enable Sales/Purchase challan
Step 4: Enable the both option and Save the window after change
Step 5: Go to Transaction menu and select Sales quotation and create proforma invoice
Step 6: After Generating Proforma invoice Go to Transaction menu and Select Material issue to party
Step 7: Click on Add and then look for the field type and Select Sales challan in type
Step 8: Put the cursor on item field and Press F11 and the list of pending Quotation will appear select the Quotation and Save the bill
How do I select the correct item while scanning a barcode?
To select the correct item while scanning a barcode,please follow below steps:
Step 1: Go to Administration menu and then select Configuration tab
Step 3: And then seelct Voucher Series Configuration and then select Sales
Step 5: and select Add-new and agai click on the Voucher series configuration
Step 6: Here,Configure the required elements.And Enable Advanced POS data entry.
Step 9: Now,Define the required File-types e.g. Fixed, Variable, Semi variable etc.
Fixed: You will not be able to change the value. Variable: The focus will be directly on the variable field.
Semi-variable: The focus will directly move to the next available variable or fixed field.
Step 10:And then Enable Pick Item Names from Barcode. option.
Step 12: And also Enable Consolidate Items While Saving. option.
Step 13: To scan and read item barcodes in BUSY, you need to save the barcode values in the Item Alias field or Parameter barcode field.
How to add and manage inventory in BUSY?
If you want to add & manage inventory in BUSY you can follow these steps:
Step 1: Open BUSY and select the company you want to work with. Then, go to the Administration tab and click on Masters.
Step 2: Select "Item" and click on "Add."
Step 3: Enter the necessary details such as Name, Group, Unit, HSN Code, etc., and save.
Step 4: Set pricing information and tax details and save the details.
Step 5: After adding the masters, enter the transactions (purchase, sales, etc.).
Step 6: Generate reports from the software based on the transaction entries.
Step 7: Configure Minimum level, Maximum level, and Reorder level for the items.
Step 8: To manage inventory, use features like stock journal, purchase orders, physical stock entry, and sales invoices to update quantities.
Step 9: Regularly reconcile your physical inventory with the software to ensure accuracy.
Step 10: View the required reports in the BUSY display section.
How can I transfer stock between branches in BUSY?
If you want to transfer stock between branches, you can pass Stock Transfer voucher by using these steps:
Step 1: Open BUSY and select the company you want to work with. Then, go to the Transactions menu.
Step 2: Select Stock Transfer and click on Add, fill all the required details such as Date, Voucher No., etc.
Step 3: Specify Source Material Centre in "From" & Target Material Centre in "To" field which are mapped to the branches and save the transaction.
Please Note: Stock transfer from one Branch to another will work if you are using the Multi Banch Feature.
However, if you are using the Head office & Branch office feature, you cannot transfer stock directly from one branch to another. You have to first transfer stock from the branch office to the head office, and then from the head office to another branch office.
I am unable to bill customers with the correct tax percentage after adding a new tax item. What could be the reason and how can I fix this?
To bill customers with the correct tax percentage after adding a new tax item, you need to update the tax settings and ensure that the new tax item is selected for the appropriate products or services.you need to check the tax category applied to the item or service is being invoiced. Make sure they are correct and up-to-date.BUSY also show you the Warnings for the invalid tax rate,central and local transaction etc.if you select wrong Sale or Purchase Type or bill sundry.BUSY sense this error as per tax category that you have entered in item master and Party master details such as GSTIN,State etc. So do not avoid such warnings if its show warning try to rectify on that time and with this you could able to apply correct tax rate on bill and can give correct bill to your customers.
How can i match the physical stock to the software stock without creating GST invoices?
To match the physical stock with software stock or book stock, you can follow the steps below:
1. Click on transaction menu and enter the physical stock voucher.
2. Click on add then select voucher series and voucher number.
3. Select stock journal voucher series and tick the create stock journal voucher option.
4. Click on left side arrow and load the items.
5. The book stock quantities will automatically update for all items. you will need to enter physical stock quantities.
6. Update the stock quantities for all items based on the actual physical stock count.
7. The difference will be automatically updated based on the variance between the physical stock and book stock quantities.
8. Press F2 to save the voucher and the stock journal voucher will be automatically generated.
The option for challan is not visible, what should I do to access it?
We have to enable the Sale/Purchase Challan feature and can pass the voucher entry.Please Follow the Below Steps :
Step 1: Go to Administration menu and then select Configuration tab.
Step 2: Now select Features and Options tab and click on the Inventory option.
Step 3: Here you have to Enable the Sale Challan Option or Purchase challan option then On Configuration can restrict as per your need.
Step 4: After this go to Transaction menu and then select Material Issue to party voucher for Sales Challan or Material received from party voucher
for Purchase Challan.
Step 5: Click on the Add tab and select transaction type as Sales Challan or Purchase challan.
Step 6: Pick Sales Order or purchase order through F11 Shortcut Key in Voucher. ( Party should be Same)
Step 7: Check all releavant details and click on the save button and savethe entry.
I want to add a new voucher in BUSY but it's not allowing me. What should I do?
If you are unable to add a new voucher in BUSY, you can try the following steps:
1. Check if you have the necessary permissions to create vouchers. Make sure you are logged in as an administrator or a user with voucher creation rights.
2. Verify if you have reached the maximum limit for voucher creation. BUSY may have a limit on the number of vouchers that can be created. If you have reached this limit, you may need to delete some existing vouchers to create new ones.
3. Ensure that you have entered all the required information correctly. Check if any mandatory fields are left blank or if there are any errors in the voucher details.
4. If you are still unable to add a new voucher, try restarting the software you can contact BUSY's customer support - 8282828282 for further assistance.
The invoice I generated is not reflecting the correct GST amount. How do I modify or regenerate the invoice with correct GST values?
If the invoice you generated is not reflecting the correct GST amount you can check and follow given steps:
Step 1:You need to check sale type which you have selected in voucher,press ALT + M in sale type,
Step 2:Then check Gst rate is mentioned there or not,if not mention there and save then apply.
Step 3:If sale type you are selected as item wise,so you need to keep cursor on amount column and enter it,Check whether the GST amount has been calculated there or not.
Step 4:If it has not been calculated, you will need to enter the amount yourself in order to calculate the tax.
Step 5:Press ALT + M in item master,open it in modify mode and check TAX category should be defined.
After check all those things,your GST amount will be correctly calculated.
How can I change or correct the quantity of an item in BUSY?
The quantity of an item shows as per the transactions you have made with it. Further if you want to change the closing quantity of an item then you need to pass stock journal or physical stock voucher by using these steps:
Step 1: Open your company then go to Transactions menu.
Step 2: Select Stock Journal and click on Add.
Step 3: Enter all the necessary details such as date, material centre and your items with required quantity in Item Generated / Consumed section then save.
Step 4: You can also select Physical Stock voucher and click on Add.
Step 5: Enter all the necessary details such as vch no. , date, material centre, etc then click on down arrow.
Step 6: Click on Load Items and enter the required quantity in Physical Quantity column then save.
