Track returnable crates
Switch on Crates, create crate types, record crates given and received on invoices and challans, and see each customer's crate balance.
Use Crates if you lend returnable crates, bottle trays, drums or similar to customers and want to know who is holding how many. Crates are counted separately from stock and never touch your accounts.
For every customer and every crate type, the app keeps: opening + given − received = closing.
Before you start
- The Crates module is off by default. Until you switch it on, the crate screens show The Crates module is switched off and the crate menu items are hidden.
- You need at least one customer. See Customers.
Switch on Crates
- Open Settings > Configuration.
- Click the Crates section to open it.
- Turn on the switch next to Track returnable crates party-wise.
- The page reloads. Crate Types now appears under Masters, and Crate Register and Crate Entries appear under Registers.
Turning Crates off later only hides the screens. Nothing is deleted.
Create crate types
- Open Masters > Crate Types.
- Click New Crate Type.
- Type a Name, for example "Small Crate" or "Bottle Tray". Add Notes if useful.
- Keep Active on and click Save.
To change a type, click the pencil icon (Edit). To remove it, click the bin icon (Remove). A type already used by entries is made inactive instead of deleted, so past balances stay correct.
Record crates on an invoice or challan
Crates that go out with goods are recorded on the same document.
- Open a sales invoice (Sales invoice) or a delivery challan (Delivery challan).
- Choose the customer first.
- Turn on the Returnable crates switch. The box shows what the customer is Currently with this party.
- Choose the Crate type, click Given or Received, and type the Qty.
- Click Add crate for another type or another movement.
- Check the balance shown next to each line (for example 12 → 14). It is what the customer will hold after you save.
- Save the invoice or challan as usual.
Add an opening balance or a manual entry
Use this for crates a customer already held when you started, or for empties collected without an invoice or challan.
- Open Registers > Crate Entries.
- Click New Entry.
- Choose the Customer and the Crate type.
- Choose the Entry type: Opening balance, Given to party or Received back.
- Set the Date, type the Quantity, and add Notes if you like.
- Click Save.
Only one opening balance is allowed per customer per crate type. Entries that came from an invoice or challan cannot be edited here; change the document instead.
See crate balances
- Open Registers > Crate Register.
- Filter by All customers, All crate types or an As on date if needed.
- Read the columns Opening, + Given, − Received and = Closing. A Total row is at the bottom.
- Click a row to see every movement behind that balance, with a running balance and the source invoice or challan.
- Click the download icon (Export to Excel) to save the balances. The movements window has its own Excel button.
Crate Entries lists every movement, with From and To date filters and its own Excel export.
Common problems
- Pick a customer / Pick a crate type — choose both before saving an entry.
- Quantity must be more than zero — type a quantity above 0. Use Received back for crates coming in, not a minus number.
- An opening balance already exists for this customer and crate type. Edit that entry instead of adding another. — find the existing opening in Crate Entries and edit it.
- A crate type called '...' already exists. — use a different name, or use the existing type.
- A balance would go negative — more coming back than went out. — more crates are being received than the customer holds. Check the quantity, or add the customer's opening balance first.
- Add a crate type first — the register is empty because no crate type exists yet. Create one in Masters > Crate Types.