Tailoring: collection and reports
When a Kandura passes its last step in the workshop, it waits on the Ready to collect screen. A hand-over gives the customer the Kanduras you tick. In one step it makes a sales invoice, uses the customer’s deposit, takes the balance and takes the cloth out of stock. This is the only Tailoring step that makes an invoice or moves stock. For the words used here, see Getting started and setup.
- Where
- Tailoring › Delivery › Ready to collect. Reports: Tailoring › Reports
- Number
- The hand-over gets TD-000001. It also makes a sales invoice (ARINV-000001) and, if money is taken, a receipt (ARREC-000001)
- Posts to
- Accounts Receivable, Customer Deposits, the cash or bank account you choose (or Card and Payment Clearing), Sales Revenue, Service Revenue, Output Tax Payable, Cost of Goods Sold, Inventory, Rounding Difference
- Who
- Admins, managers and cashiers hand over. Reports are for managers and admins
What it’s for
Section titled “What it’s for”- Telling the customer. The list shows each order with Ready Kanduras. If the customer agreed to WhatsApp messages and has a mobile number, the row has Open in WhatsApp. The message is typed for you. You press send in WhatsApp; the app sends nothing itself. The standard wording gives the customer’s name, the order number, how many Kanduras are ready and the balance due. An administrator can change the wording in Setup › Messages.
- Handing over. You open an order, tick the Kanduras the customer takes, and take the balance. The deposit is used first. On the order itself, the Deliver button opens the same screen.
- Taking some now and the rest later. You can hand over part of an order. Each hand-over has its own number and invoice.
- Seeing what is waiting. The list and the Ready to collect report show how long each order has waited.
- To see how an order was taken and made, see Orders and deposits and Production and workshop.
The Ready to collect list
Section titled “The Ready to collect list”- An order is listed when at least one of its Kanduras is Ready. The orders promised soonest come first.
- Four tiles count every order waiting: Orders waiting, Kanduras ready, Balance to collect, and, for people who may read reports, Waiting over 7 days.
- A search shows at most 50 orders. If more match, the screen says “Showing the first 50. Search by order number, customer or mobile to narrow the list.”
- Tabs: All, Waiting over 7 days, Money owed (a balance is still due) and Fully ready (no Kandura of the order is still in the workshop).
The balance on the list
Section titled “The balance on the list”The Balance to collect column is what the customer would pay if you handed over every Ready Kandura now. It already takes off the deposit. A line “Deposit left” shows when the deposit is more than those Kanduras cost. The final amount is worked out again when you hand over.
Fields
Section titled “Fields”| Field | What it means | What it changes |
|---|---|---|
| Search orders (list) | Order number, customer name or mobile | Narrows the list. The tiles keep counting every order |
| Kandura code (list and hand-over) | Scan the tag, or type its code, then Find | On the list it opens that order. On a hand-over it ticks that Kandura |
| Kanduras to hand over | One card for each Ready Kandura. Everything Ready starts ticked | Only ticked Kanduras are handed over and invoiced |
| How it was paid | Cash, Bank transfer or Card | Decides which account receives the balance |
| Received in | The cash or bank account that received the money. Not asked for Card | The account that is debited. Open register drawers are not offered |
| Transfer reference / Card slip number | The bank reference or the card slip. Not asked for Cash | Printed on the receipt so the payment can be matched |
When only one account fits the method you chose, the app chooses it for you.
Buttons
Section titled “Buttons”Nothing touches your accounts until Hand over. The hand-over is always dated today, never an earlier day.
| Button | When you see it | What happens | Accounts |
|---|---|---|---|
| Hand over / Open (in a list row) | Every order in the list. People who may not hand over see Open | Opens the hand-over screen of that order | No change |
| Open in WhatsApp | Customer agreed to WhatsApp and has a usable mobile | Opens WhatsApp with the “ready” message typed | No change |
| Tick all / Untick all | Hand-over screen | Ticks or unticks every Ready Kandura | No change |
| Hand over | Hand-over screen, when at least one Kandura is ticked and the amounts have loaded | Makes the invoice, uses the deposit, takes the balance, records the hand-over and marks the Kanduras Delivered | Posts |
| Delivery slip preview | After a hand-over, and on the order page | Shows the customer’s slip. Printing from here is not connected yet | No change |
| Hand over the rest | After a hand-over, when other Kanduras of the order are still Ready | Returns to the hand-over screen for the others | No change |
| Open the order / Back to Ready to collect | After a hand-over | Moves on | No change |
Statuses you will see: on an order, Part ready, Ready, Part delivered and Closed. An order is Closed when at least one Kandura was handed over and every Kandura is handed over or cancelled. A Kandura you hand over becomes Delivered.
If you press Hand over twice, or press it again after a lost answer, the app does not charge twice. It shows the first hand-over and says “This hand-over was already made, so nothing was charged again.”
What gets posted
Section titled “What gets posted”One hand-over makes a sales invoice, uses the deposit, and takes the balance. These are three postings, made in one step. If any one fails, none is kept.
| Posting | Debit | Credit |
|---|---|---|
| 1. The sales invoice for the ticked Kanduras | 1100 Accounts Receivable, for the invoice total | 4000 Sales Revenue for the cloth, 4200 Service Revenue for the stitching, options and rush, and 2100 Output Tax Payable for the VAT |
| 1. The cloth leaving stock (part of the invoice) | 5000 Cost of Goods Sold | 1200 Inventory |
| 2. The deposit used | 2300 Customer Deposits | 1100 Accounts Receivable |
| 3. The balance taken (a receipt) | The cash or bank account you chose, or 1030 Card and Payment Clearing for a card | 1100 Accounts Receivable |
- The invoice is dated today and has an ordinary sales invoice number.
- The deposit receipts are applied to the invoice oldest first. The deposit is used before any cash is asked for.
- There is no receipt, and so no balance posting, when the deposit covers everything.
- Accounts Receivable goes up when the invoice posts and back to nothing when the deposit and the balance are applied. The invoice is paid in full by the end of the same step. It never leaves a balance owing.
- The cloth leaves stock at its average cost, as in any sales invoice. Cost of Goods Sold and Inventory move by that cost. Cloth the customer brought is not sold, and nothing leaves stock for it.
What is on the invoice
Section titled “What is on the invoice”- Cloth from your stock. One line for each fabric, with all the yards added up. It is booked as Sales Revenue, and the yards leave your Fabric store. The yards are the ones the order was priced with, not the yards the cutter recorded.
- Stitching, options and rush charges. One line under a catalogue item called Tailoring. It is a service item, so it is booked as Service Revenue. The first hand-over in a company creates this item in your product list, with the code TAILORING and the VAT rate of the order. Later hand-overs use it. If the catalogue already has a service item with that code, Tailoring uses that one.
- The customer’s own cloth. Only the stitching is invoiced.
- Discount. The order’s discount is taken off the stitching first. If it is more than the stitching, the rest comes off the cloth.
- VAT. The prices of the order include VAT. The invoice counts VAT on each of its lines, so its VAT can differ by 1 fil for each line after the first from the VAT printed on the delivery slip. The invoice total always equals the total you were quoted.
Worked example
Section titled “Worked example”One Kandura costs AED 200.00 with VAT included: AED 140.00 for the cloth (3.5 yards) and AED 60.00 for the stitching. The customer paid AED 180.00 as a deposit when the order was taken. At the hand-over the balance is AED 20.00, paid in cash.
| Account | Debit | Credit |
|---|---|---|
| 2300 Customer Deposits | 180.00 | |
| The cash account you chose | 20.00 | |
| 4000 Sales Revenue | 133.33 | |
| 4200 Service Revenue | 57.14 | |
| 2100 Output Tax Payable | 9.53 | |
| Total | 200.00 | 200.00 |
This is the net effect of the three postings. Accounts Receivable is left out because it goes up by 200.00 and back down by 200.00. The 3.5 yards leave stock, and Cost of Goods Sold and Inventory move by the cost of the cloth, which depends on your average cost. The VAT of 9.53 is counted on the two invoice lines (cloth and stitching), where the delivery slip shows 9.52.
If the deposit is more than the Kandura costs
Section titled “If the deposit is more than the Kandura costs”Only what the invoice needs is used. The rest stays in 2300 Customer Deposits. It is used on the next hand-over of the same order, or stays as the customer’s advance if nothing is left to hand over. Example: a deposit of AED 300.00 across three Kanduras of AED 200.00. The first hand-over uses 200.00, takes no cash and makes no receipt. The second hand-over of two Kanduras (AED 400.00) uses the other 100.00 and takes 300.00 in cash.
If your company rounds invoice totals
Section titled “If your company rounds invoice totals”A company setting can round invoice totals. The hand-over then asks for the rounded balance, and the difference goes to 6760 Rounding Difference. Example: with a rounding step of 0.25, an invoice of 231.30 becomes 231.25. A deposit of 100.00 is used first, the customer pays 131.25, and Rounding Difference is debited 0.05.
How the money is received
Section titled “How the money is received”| You choose | Account debited |
|---|---|
| Cash | The cash account you pick. A till drawer that is open is not offered |
| Bank transfer | The bank account you pick. A reference is required |
| Card | 1030 Card and Payment Clearing (no account is chosen). A card slip number is required |
For how a till drawer works, see Taking payment. A hand-over cannot use an open drawer’s cash account.
Where it shows up
Section titled “Where it shows up”| Place | What changes |
|---|---|
| Ready to collect | The Delivered Kanduras leave the list. An order disappears when none of its Kanduras is Ready |
| The order | The Hand-overs card lists each hand-over with its Kanduras, “Deposit used”, “Paid”, the receipt number and the invoice number |
| Sales › Invoices | The hand-over’s invoice is a posted invoice, paid in full. You can open it, but Sales will not change it. See Invoices |
| Product list | The first hand-over creates the service item Tailoring, which the stitching is invoiced under |
| Customer balance | Unchanged: the invoice is paid in the same step |
| Day book | Three entries for a hand-over that uses a deposit and takes a balance: the invoice, the deposit applied, and the balance |
| VAT return | The VAT counts on the day of the hand-over |
| Profit and loss | Sales Revenue, Service Revenue, Cost of Goods Sold, and Rounding Difference if used |
| Balance sheet | Customer Deposits goes down by the deposit used. Inventory goes down by the cloth |
| Stock reports | A sale movement for each fabric, out of the Fabric store you chose in Setup › Workshop |
The Tailoring reports
Section titled “The Tailoring reports”Open Reports in the Tailoring menu. There is one tab for each report. Each report is read when you open its tab, so the figures are fresh. Download CSV saves the report on screen as a file. Reports are for managers and admins; other people see “Reports are for managers and administrators. Ask one of them for the figure you need.”
Reports that count a period have two date boxes, Show, and the ready-made periods Last 7 days, Last 30 days, This month, Last month and Last 90 days. A period can be up to one year. Reports with no period show the workshop as it is today and have Refresh.
| Report | What it shows | Period |
|---|---|---|
| Overdue | Orders with a Kandura past its ready-by day that is not ready yet. For each: how many days late, and where the late Kanduras are now. Longest overdue first | Today |
| Ready to collect | Ready Kanduras counted by how long they have waited (0 to 3 days, 4 to 7 days, 8 to 14 days, 15 days or more), and the orders with them, longest waiting first | Today |
| Workload | Each tailor: Assigned now, In stitching, Late, and Done in the period (counted on the day the tailor’s pay was earned) | Last 7 days |
| Production status | How many Kanduras are at each stage, with the late and rush ones, and how many are being redone | Today |
| Deposits held | The deposits that orders not yet delivered still hold, beside the Customer Deposits account in your books, with a note if the two differ. Cancelled orders are listed too, so a deposit you still hold for them is not forgotten | Today |
| Earnings | What each tailor earned, month by month. The amounts and statements show only for people who may see what the shop pays | Last 92 days |
| Fabric | The yards each Kandura was priced with against the yards actually cut, for each cloth and each Kandura | Last 30 days, by cutting day |
| Models and lengths | How many Kanduras of each model and each length were ordered. Cancelled Kanduras are counted apart | Last 30 days, by the day the order was confirmed |
| Lead time | Days from the order being confirmed to each Kandura being ready: the average, the slowest, and each model | Last 90 days, by the day a Kandura became ready |
The first two reports help with uncollected work: Overdue is about Kanduras still being made, and Ready to collect is about Kanduras that are finished and waiting. None of the reports shows what was collected or paid; use Sales for that.
Uncollected orders
Section titled “Uncollected orders”The app does nothing by itself to an order the customer never collects. There is no expiry, no storage charge and no automatic cancel. The Kanduras stay Ready, and the order stays on the list. To chase them:
- If you may read reports, use the Waiting over 7 days tab, or look for the red edge on an order that has waited more than 14 days.
- Use Open in WhatsApp.
- Check the Deposits held report: the customer’s deposit stays in Customer Deposits until the order is handed over.
What the app blocks
Section titled “What the app blocks”Every check happens before anything is saved, so a refused hand-over leaves no invoice, receipt or stock movement.
| Situation | What you see |
|---|---|
| Nothing ticked | Tick at least one Kandura. (beside the switched-off button) |
| The amounts are still loading | Working out the amounts… |
| The amounts could not be worked out | The amounts could not load. Try again. |
| Your role cannot hand over | You can look at what is ready, but your role cannot hand over. |
| Your role cannot take payments | Your role cannot take payments. Ask a manager to take this one. |
| Bank transfer without a reference | Enter the transfer reference so the payment can be matched. |
| Card without a slip number | Enter the card slip number so the payment can be matched. |
| Cash or bank without an account | Choose the cash or bank account that received this payment. |
| Kandura not Ready | Kandura ‹tag› is not ready yet. It is at ‹stage›. |
| Kandura already handed over | Kandura ‹tag› was already handed over. |
| Kandura cancelled | Kandura ‹tag› was cancelled, so it cannot be handed over. |
| Scanned Kandura belongs to another order | Kandura ‹tag› is on order ‹number›. Open that order from Ready to collect. |
| Order cancelled or not confirmed | This order is not confirmed, or it was cancelled, so it has no Kanduras to hand over. |
| The balance moved since it was shown | The balance due is now AED ‹amount›, not AED ‹amount›. Check the amounts and try again. |
| The deposit was used on another invoice, or its receipt was reversed | The customer’s deposit is not all there any more: AED ‹amount› of it was used on another invoice or taken back. Nothing was saved. Check the customer’s account, then hand over again. |
| Not enough cloth in the Fabric store | There is not enough ‹fabric› in ‹store› for these Kanduras: they need ‹yards› yards and ‹store› holds ‹yards›. Transfer it to ‹store› first. |
| No Fabric store chosen | The shop has no store or warehouse to take the fabric from. Add one in LedgerLite, choose it as the Fabric store in Setup, Workshop, then hand over again. |
| Today is in a locked accounting period | Today falls in a locked accounting period, so nothing can be handed over now. Ask an administrator to reopen the period. |
| The order’s prices add VAT on top | Handing over is not available yet for shops whose prices do not include VAT. This order’s prices add VAT on top. |
| The company’s VAT setting changed since the order was taken | The shop’s VAT setting changed since this order was taken (its prices no longer include VAT), so the invoice would not come to the quoted total. Ask an administrator. |
| The “Tailoring” item or a fabric is switched off | ‹item› is switched off, or has no VAT or unit set up, in the catalogue, so it cannot be invoiced. Fix it in the catalogue, then hand over again. |
| The Tailoring item was switched off in the product list | The catalogue item “‹item›” that Tailoring invoices the stitching under is switched off. Switch it on in the catalogue, then hand over again. |
| Your company rounds invoices but the Rounding Difference account is missing | The shop rounds its invoices, but the standard Rounding difference account is missing or switched off in LedgerLite, so the rounding cannot be posted. Ask an administrator to restore it in the chart of accounts, then hand over again. |
| The day or a price changed during the hand-over | The day or a price changed while this was being handed over. Check the amounts and try again. |
| The same hand-over sent again with different details | This hand-over was already made with different details. Reload the order to see where it stands. |
| The hand-over could not be saved safely | The hand-over could not be saved safely. Nothing was changed. Reload the order and try again. |
| No answer came back | No answer came back, so the hand-over may have been made. Press Hand over again: if it was made, you will see it, and nothing is charged twice. |
| Nothing left to hand over | No Kandura of this order is ready to collect. They may all have been handed over already, or the order is not finished in the workshop yet. |
Warnings that do not stop a hand-over
Section titled “Warnings that do not stop a hand-over”- Credit limit or credit hold. A customer who owes more than their limit, or who is on credit hold, can still collect. Neither stops a hand-over.
- Customers with a limit of 0. Customers added at the counter have a credit limit of 0. They can still collect their Kanduras, because the invoice is paid in full in the same step.
Who can do it
Section titled “Who can do it”| Action | Admin | Manager | Cashier |
|---|---|---|---|
| See the Ready to collect list and open an order | Yes | Yes | Yes |
| Tell the customer on WhatsApp | Yes | Yes | Yes |
| Hand over and take the balance | Yes | Yes | Yes, without any permission in Sales |
| See how long orders have waited (tile, tab and strip on the list) | Yes | Yes | No |
| Open the Tailoring reports | Yes | Yes | No |
| See tailor pay in the Earnings report | Yes | Yes | No |
| Edit, delete, return or reverse the hand-over’s invoice or receipt in Sales | No | No | No |
These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. A cashier hands over under the Tailoring hand-over permission alone. That permission lets the cashier make only that hand-over’s invoice, deposit use and payment, and nothing else in Sales.
Fixing a mistake
Section titled “Fixing a mistake”This version has no way to undo a hand-over. Check before you press Hand over.
- Before you press Hand over. Untick a Kandura that should stay, or change How it was paid. Nothing has been posted.
- The wrong Kandura was ticked and handed over. The hand-over cannot be undone from Tailoring. Contact your LedgerLite support and give the hand-over number (TD-…). Do not try to fix it in Sales (see below).
- The amount was wrong. The app only asks for the exact balance it worked out, so a wrong amount cannot be typed. If the price on the order was wrong, correct the order before you hand over. See Orders and deposits.
- The customer returns the Kandura. Sales will not make a credit note for a hand-over’s invoice. See Credit notes for how credit notes work for other invoices. The till’s Returns are for till bills.
Why Sales will not change a hand-over
Section titled “Why Sales will not change a hand-over”A hand-over makes two documents in Sales: the sales invoice, and the receipt for the balance. Both are marked as belonging to the hand-over. If you open either one in Sales and try Edit, Delete, Void (a credit note), Return or Reverse, the app refuses and says where to correct it:
Correct this from Tailoring ‹hand-over number›For example, it shows the number TD-000001. The same words appear if you try to Unapply the deposit from the invoice.
- Nothing is changed, and no revision, credit note or reversal is left behind.
- Sales may still show the buttons. The refusal comes when you press one.
- A credit note can instead be refused with a message about money that cannot be moved. Either way, no credit note is made.
- The deposit’s own receipt is not marked, but you cannot reverse or delete it while the hand-over’s invoice uses it.