Bill to and ship to
Bill an order to the school, a registered dealer or a name you type, and send the books to a school or to an address you type.
Every order says two things about its parties: who the invoice is made out to (Bill to) and where the books go (Ship to). Usually both are the school the order is for. Often, though, a dealer buys the books and supplies the school, or the books go to a trustee's office or a central store. This page explains each choice, and what the approvers are shown before they sign.
An order is always for one school, whoever pays and wherever the books go. That school is the one the order counts towards on every screen that groups orders by school.
Bill to
The Bill to list on the order form offers three kinds of party:
| Choice | How it appears in the list | The billed-to name | What the approvers see |
|---|---|---|---|
| The school | The school's name, then (the school itself) | The school's own name, which you can't type over | Nothing extra |
| A registered dealer | Under Dealers, each dealer's name and city | As it is on the dealer list, which you can't type over | The dealer's name. The order page marks it Dealer. |
| Someone else | Someone else — type a name | The name you type | A New billing party badge, and a notice beside the approve button |
With each choice you also give the Billing address, which is required, and optionally the Buyer GSTIN. SalesYatra checks that a GSTIN is a valid 15-character one.
Changing Bill to replaces the whole party: its name, its address and its GSTIN. That is deliberate, because a GSTIN typed for the school isn't the dealer's, and one left behind would be printed on the dealer's invoice. Picking a dealer fills in its address and GSTIN from the register.
Why a dealer's name can't be typed
A registered dealer's name always comes off the register, so no order is billed "to a dealer" under a name the register doesn't carry. For the same reason, typing a name that is already on the dealer list is refused, with a pointer to the right choice: "… is already on the dealer list. Choose it under Bill to." Names are compared ignoring capitals and extra spaces, so "SHARMA BOOK DEPOT" is the same dealer as "Sharma Book Depot". Letting a duplicate through would only put a second copy in front of the administrator to approve.
A typed name becomes a dealer
When you bill Someone else, the name is decided along with the order. The two signatures on the order do different things to it: the manager's passes it on, and the administrator's is what adds it to the dealer list.
You type the name
While the order is a draft, the form tells you what will happen: your manager and an administrator see the name when they approve the order, and the administrator's final approval adds it to the dealer list.
Submitting proposes it
When you submit the order, the name, billing address and GSTIN you typed go to the administrators as a proposed trade party. In the admin panel, Trade parties lists it under Awaiting approval with who typed it, on which order, for which school, and a Review order link.
If an administrator added that name to the list while your order sat in draft, there is nothing new to propose: your order is simply billed to that dealer.
Your manager sees it
The manager's queue shows a New billing party badge under Bill to, and a notice beside their buttons: the order is billed to a new party that is not on the dealer list, and an administrator adds it to the list when they approve the order.
The administrator's final approval decides it
The administrator sees the same notice, worded for them: approving adds it to the dealer list; rejecting the order removes it. Approving the order moves the name onto the dealer list, so the next rep can pick it instead of typing it. The order page then shows Added to the dealer list beside the name.
If two orders propose the same new name at once, the first order to be approved adds it to the list and the second order joins that same dealer.
When the order doesn't go through
| What happens to the order | What happens to the typed name |
|---|---|
| Rejected by the manager or by the administrator | Leaves Awaiting approval. If you correct the order and resubmit it, the name is proposed again, as you corrected it. |
| Cancelled | Leaves Awaiting approval for good |
An administrator can't edit or delete a name while it waits on its order: "This name is waiting on its order. Approving the order adds it to the dealer list, and rejecting the order removes it." Editing it there would leave the order billed to a name the panel no longer shows.
Ship to
The Ship to list offers the schools on your list, and Someone else — type a name and address.
| Choice | What you give | What the approvers see |
|---|---|---|
| A school | The Delivery address, filled in from the school with its phone number. It can be a different school from the one the order is for. | The school's name, or "The school" when it is the order's own |
| Someone else | Delivered to name and Delivery address | The typed name with a Custom delivery address badge, and a notice beside the approve button |
Contact person and Contact phone are optional either way.
A typed consignee is a trustee's office, a dealer's godown, a central store: anywhere that isn't a school on the register. Nothing on the register vouches for that address, so both approvers are the only check that the company's stock is going somewhere it should. Beside their buttons they read the full name and address, "a name and address typed on the order, not a school on the register", and are asked to check it before they approve.
What the invoice prints
When the order is dispatched, each invoice prints the billing name, address and GSTIN, and the delivery name and address, exactly as they were on the order the administrator approved, not whatever the register says by then. The seller printed at the top is the firm the warehouse chose to invoice from. See Order lifecycle and How the books work.
Dealers are parties, not users
A dealer, or any other trade party, is a name on an invoice. It has no login and never sees the portal or the app, unless an administrator gives a dealer one under Executives. That login places orders billed to its own dealership and sees the orders billed to it, and nothing else of SalesYatra is shown to it.
Administrators keep the register in Trade parties. Everyone billed who is not a school is on it, as one of four kinds: Bookseller, Individual, Company or Institution.
- Adding one directly needs no approval. The administrator is the approver.
- GSTIN and state. A party's GSTIN decides the place of supply on its invoice. When it has none, the State on the register decides it instead.
- Switching one off. Clearing Active (offered under Bill to on new orders) takes it out of the order form but keeps it on the orders and invoices already billed to it.
- Deleting one. Only a party nothing has been billed to can be deleted. One that has been billed is switched off instead.
The billing desk also bills trade parties directly, without an order, from the accounts. See Parties.
Good to know
An order billed to a typed name that never reached the dealer list can't be invoiced, because an invoice needs a party on the register. Only orders from before the dealer list existed can be in this state.
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Scanning books
Add books to an order, a request, a parcel or an invoice by scanning the barcode on the back cover, instead of searching for each title.
How the books work
Understand the rules behind the accounts, from two firms and one warehouse to balanced vouchers, cancellations, settlements, cheques and GST.