User guide

Expos and GeM orders

Selling at melas and handloom expos, and selling to government through the Government e-Marketplace.

How an expo works

An expo sells through an exhibition sale point — a branch of type Exhibition — stocked from an outlet. Its sales are the sale point's bills dated within the expo, so the till works exactly as it does in a showroom, and a bill taken offline at the stall still lands in the right expo. Two expos cannot use one sale point on the same dates.

Setting up an expo

1. Add the sale point once, under Settings → Branches, with the type Exhibition, the state it trades in and, if you have one, its GSTIN there.
2. Billing → Expos → New expo: name, venue and its state, organiser, opening and closing dates, sale point, the outlet that stocks it, and the staff at the stall.
3. Read any warnings. An expo outside Odisha needs a GST registration in that state, usually as a casual taxable person applied for at least five days before opening, and the sale point should carry that GSTIN. Stock moved between two GSTINs needs a tax invoice as well as a challan. Confirm with your tax adviser.

Stock out and back

• On the expo, send stock from its outlet — by quantity, or by tag for pieces. It travels on an ordinary transfer with its delivery challan, and is received at the stall from Inventory → Transfers.
• Bring what is left back to the outlet the same way.
• The expo shows, item by item, what was sent, sold, brought back, and what should be at the stall.

Costs and margin

Pay an expo cost — stall rent, travel, freight, staff allowance — from cash or a bank ledger; it is a payment voucher tied to the expo. The expo page shows sales before GST, cost of goods sold, shortage, expenses and the margin.

Closing out

1. At the end, count what is at the stall and save the count.
2. If everything matches, the expo closes. If not, the variance waits for approval.
3. Someone other than the person who counted approves it. The stall's stock is adjusted to the count, missing tagged pieces are written off, and the expo closes.

GeM orders

Billing → GeM orders follows a contract from the Government e-Marketplace to payment.

1. Record an order as GeM issued it: contract number, buyer, consignee, delivery date, value with and without GST, and the items.
2. Raise the bill to the buyer as usual — with their GSTIN, so GSTR-1 reports it as B2B — and link it to the order. A bill belongs to one order.
3. Record delivery, the PRC and the CRAC as the consignee issues them. Payment is due ten days after the CRAC.
4. Payment comes in as an ordinary receipt settling the linked bills, usually net of GST TDS. The order shows as completed once they are settled.
5. Book GeM's own charges from its invoice, with the IGST on them, paid from a bank ledger. The order shows an estimate of what GeM may charge.

The order list shows each contract's status: waiting for an invoice, delivery, the CRAC or payment.