User Manual for Trade-In Feature in Sales Invoice Module

This user manual provides detailed instructions on how to use the Trade-In feature in the Sales Invoice module, covering trigger points, data flow, and controls.

Feature Overview

The Trade-In feature allows users to manage trade-in items efficiently in the Sales Invoice module. It automates the addition of trade-in items, validates user inputs, and integrates with the stock module to create appropriate stock entries.

Trigger Points

1. Activating the Trade-In Feature:

   • Use the checkbox field Is Trade In (custom_is_trade_in) in the Sales Invoice to activate the feature.
   • Once activated, the system automatically adds a "Trade In" item to the Sales Invoice.

2. Adding Trade-In Items:

   • Add trade-in details such as item, quantity, UOM, batch number, serial numbers, and incoming rate in the child table for trade-in items.

3. Validating Trade-In Data:

   • On saving or submitting the Sales Invoice, validations are triggered to ensure data accuracy for batch numbers, serial numbers, and trade-in limits.

4. Stock Entry Creation:

   • Upon submitting the Sales Invoice, the system creates a Material Receipt stock entry for the trade-in items.

Flow of Data

1. Step 1: Activating Trade-In

   • Check the Is Trade In checkbox in the Sales Invoice.
   • A "Trade In" item is automatically added to the items child table.

2. Step 2: Input Trade-In Details

   • Enter trade-in item details:
     • Item Code: Select the trade-in item.
     • Qty: Enter the quantity of the trade-in item.
     • UOM: Select the unit of measure.
     • Incoming Rate: Enter the valuation rate of the item.
     • Batch No: If required by the item, enter the batch number.
     • Serial Numbers: If required, provide serial numbers (one per line).

3. Step 3: Validation

   • The system validates:
     • Batch Numbers: Ensures they are provided if required by the item.
     • Serial Numbers: Ensures they match the quantity and are provided if required.
     • Trade-In Value: Ensures the total trade-in value does not exceed the allowed percentage of the total non-trade-in value.

4. Step 4: Stock Entry Creation

   • After submitting the Sales Invoice, a Material Receipt stock entry is created with the trade-in items.

Controls in Place

1. Data Validation:

   • Ensures trade-in data is complete and accurate:
     • Validates batch and serial numbers based on item settings.
     • Confirms trade-in value does not exceed company-defined limits.

2. Automated Stock Entry:

   • Automates the creation of Material Receipt for trade-in items, linking the Sales Invoice for traceability.

3. Confirmation Prompts:

   • Prompts users before removing the "Trade In" item to avoid accidental deletions.

4. Field Dependencies:

   • Fields like custom_trade_in_item, custom_trade_in_qty, and custom_trade_in_incoming_rate are conditionally enabled only when the item code is "Trade In."

How to Use

Step-by-Step Instructions

1. Activate Trade-In:

   • Open a new or existing Sales Invoice.
   • Check the Is Trade In checkbox.

2. Add Trade-In Details:

   • Scroll to the items child table.
   • For the "Trade In" row, fill in the required fields:
     • Item: Select the trade-in item.
     • Qty: Enter the quantity.
     • UOM: Set the unit of measure.
     • Incoming Rate: Provide the incoming rate of the trade-in item.
     • Batch No/Serial Numbers: If required, provide these details.

3. Submit the Sales Invoice:

   • Click Submit to finalize the Sales Invoice.
   • The system performs validation checks and creates a stock entry for the trade-in items.

4. Review Stock Entry:

   • Navigate to the Stock Entry list to review the created entry.

Error Messages and Resolutions

1. Batch Number Missing:

   • Error: "Batch No. is mandatory for Item [item code] in row [row number]."
   • Resolution: Add the batch number for the specified trade-in item.

2. Serial Numbers Missing/Incorrect:

   • Error: "Serial Numbers are mandatory for Item [item code] in row [row number]."
   • Resolution: Provide serial numbers for the item as per the quantity.

3. Trade-In Value Exceeded:

   • Error: "Total Trade-In Value exceeds the allowed limit."
   • Resolution: Adjust the trade-in value or non-trade-in items to comply with the company's limits.

Key Notes

• Ensure custom_trade_in_sales_percentage is configured in the Company settings to define trade-in limits.
• Use proper UOM and rates for accurate valuation of trade-in items.
• Review stock entries after submission to confirm all trade-in items are accounted for.

This manual covers all essential aspects of the Trade-In feature in the Sales Invoice module. For further assistance, refer to the system administrator or support team.