Material sent for job work is tracked against its challan until it comes back

Each return from a job worker is matched to its challan in Tally Prime, with shortfalls and extra scrap marked. Overdue material is chased by email, and every Monday the purchase head sees what is out and where.

Used day to day by
  • Stores team
  • Purchase head
  • Accountants

How it runs with AI

The AI reads each return challan as it arrives in Gmail, matches the pieces and scrap against your original challan in Tally Prime and records the receipt, with any shortfall marked. It files both challans in Google Drive under the job worker and emails job workers whose material is past its agreed date. Every Monday the purchase head gets one list of what is out, where and for how long.

How it is done today

Stores sends castings and machined parts to job workers for heat treatment, plating and coating, each under a delivery challan made in Tally Prime. The material comes back in parts, with the job worker's own challan in an email, and the stores team matches it against a register and memory. Finding out what is lying with which job worker, and for how long, takes a round of phone calls.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads each return challan a job worker emails, line by line

    Needs to know: Job worker challan layouts

    In Gmail

  2. Step 2, AI

    Matches the pieces returned and scrapped against your original challan in Tally Prime

    Needs to know: Scrap limit per item

    In Tally Prime

    Exception to step 2

    Sends each gap to the stores team and the purchase head, with both challans attached

  3. Step 3, AI

    Records the receipt in Tally Prime and files both challans in Google Drive under the job worker

    Needs to know: Folder per job worker

    In Tally Prime , Google Drive

  4. Step 4, AI

    Emails each job worker whose material is past the agreed return date and asks when it will come back

    Needs to know: Agreed return times, Job worker contacts, Reminder rules

    In Tally Prime , Gmail

    Exception to step 4

    Asks the purchase head to call when 2 reminders go unanswered

  5. Step 5, AI

    Sends the purchase head a list of all material out, by job worker and age, every Monday

    Needs to know: Agreed return times

    In Tally Prime , Gmail

  6. Step 6, Person

    Decides what happens to old, late or missing material, with the accountant where the books are affected

    In Tally Prime

What stays with a person

  • Decides what happens to old, late or missing material, with the accountant where the books are affected

Apps in this example

  • Tally Prime
  • Gmail
  • Google Drive

The same flow works with the apps you use.

This fits you if

  • You send material to 5 or more job workers for work such as heat treatment, plating, coating or machining
  • Your job work challans are made in Tally Prime
  • Job workers send their return challans by email
  • Material comes back in lots, with some scrap or process loss
  • Finding what is lying with a job worker takes a round of phone calls today

What to watch for

  • Your purchase head sets each job worker's agreed return time and scrap limit, item by item. The AI checks every return against those numbers
  • The receipt uses the quantities on the job worker's challan. Stores counts the pieces at the gate and corrects the entry when the count differs
  • Some job workers send photos of handwritten challans. The AI marks any reading it is unsure of for stores to check
  • Recovering the cost of missing pieces and closing an old challan are decisions for the purchase head and your accountant. The automation gives them the record

Read more

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