Subcontractor custody and reconciliation
Dispatch scan-verified job-work material to an approved subcontractor, receive outstanding material into quarantine and account for evidence-backed loss or scrap while retaining custody reconciliation.
Screen orientation
Eligible Stores, Project / Contract Manager, Auditor and Tenant Admin roles can view the scoped register with subcontractor:read. Stores Officer or Tenant Admin sees dispatch/return controls; Project / Contract Manager or Tenant Admin sees accounting. Server permissions subcontractor:dispatch, subcontractor:receive and subcontractor:reconcile, plus site and clearance checks, govern posting.
Dispatch job work opens a single-balance challan form. Metrics and search/status/sort controls precede the job-work custody register. Outstanding lines offer Receive return or Account variance; expandable reconciliation history retains previous events.
Field reference
The entries below describe the current screen controls and read-only values. They do not relax server-side validation, site scope, classification handling or required independence in a governed decision.
| Field or value | Control | Required or shown when | How to use or read it | Result |
|---|---|---|---|---|
| Approved subcontractor / Dispatch site | Selects | Required; active approved vendor and assigned site. | Choose the subcontractor and site before selecting stock. | Pins external custodian and dispatch scope. |
| Project reference / Contract reference / Job-work reference | Text | All required; at least two characters each. | Use the actual business references governing the process. | Retains programme, contract and job-work context. |
| Authorization reference | Text | Required for dispatch and loss/scrap accounting; at least three characters. | Record the applicable dispatch or project/contract accounting authority in the relevant dialog. | Retains attributable authority for the specific event. |
| Dispatch date / Expected return | Dates | Both required; dispatch cannot be future and expected return cannot precede dispatch. | Use the actual dispatch date and agreed return date. | Drives ageing and overdue-return calculations. |
| Custody seal | Text | Optional at dispatch; at least three characters if supplied. | Record the seal or gate pass when used; the return dialog separately requires custody evidence. | Retains outbound package context. |
| Exact unrestricted balance | Select | Required; authorised non-quarantine stock at the dispatch site. | Confirm the exact revision, location, pool and batch/serial/container behind the selected balance. | Pins the physical source rather than a generic part quantity. |
| Dispatch quantity | Decimal | Positive and available; serial exactly one; container must be dispatched whole. | For a container, use the entire remaining quantity of the open reconciled container; reserved content cannot be split into job work. | Sets the quantity moved to AT_SUBCONTRACTOR. |
| Scanned source location / Scanned material identity | Scanners or text | Both required for dispatch; material identity also required on return. | Scan the physical source and identity. Identity precedence is container number, serial, batch, then part number; the server checks the exact selected balance or challan line. | Confirms the custody handoff identity. |
| Job-work process / Dispatch and custody notes | Long text | Both required; at least three characters each. | Describe the processing scope, condition, packing and expected deliverables. | Retains outbound process and custody evidence. |
| Scanned challan reference / Return document reference | Scanners or text | Required for return; at least three characters each. | Match the exact challan and record the inbound return-document reference. | Links physical return to the outstanding external custody. |
| Received on | Date | Required; cannot be in the future. | Record when returned material actually arrived. | Dates the quarantine receipt event. |
| Quarantine destination / Scanned quarantine location | Select and scanner or text | Both required; assigned quarantine at the challan site. | Select the controlled destination and scan its matching location code. | Prevents a return directly into usable stock or another site. |
| Custody seal / gate pass | Scanner or text | Required on return; at least three characters. | Record the actual return seal or gate pass, even though outbound seal capture was optional. | Retains inbound custody evidence. |
| Returned quantity | Decimal | Positive and no greater than outstanding; serial and container returns use the whole outstanding quantity. | Serial quantity is disabled. For a container, the current screen submits the whole outstanding quantity even though the input remains editable; do not use it to attempt a partial container return. | Reconciles outstanding custody into quarantine. |
| Controlled evidence | Stored version select | Required for return and loss/scrap accounting; CLEAN immutable version from an active document at the challan site. | Return offers Delivery note, Certificate, Photo or Other; accounting offers Authority, Certificate, Photo or Other. Choose the version supporting this event. | Pins retained evidence rather than treating a typed reference as a stored document. |
| Receipt condition and reconciliation notes | Long text | Required for return; at least three characters. | Record physical condition, quantity reconciliation and any concerns for Quality. | Retains quarantine intake observations without granting quality release. |
| Accounting type / Quantity | Select and decimal | Loss or Scrap with a positive quantity no greater than outstanding; a serial must be reconciled whole. | Use the manager-only accounting dialog only for substantiated loss or scrap, not for physically returned stock. | Determines the debit from AT_SUBCONTRACTOR without creating usable stock. |
| Accounting reference / Event date | Text and date | Required; reference at least three characters and date not in the future. | Record the loss note or scrap certificate reference and event date. | Identifies the retained accountability event. |
| Detailed accounting rationale | Long text | Required; 10–2000 characters. | Explain investigation, responsibility, recovery action and financial treatment. | Retains the basis for the permanent custody debit. |
Actions and effects
When to use: With dispatch authority after source, identity, vendor, dates and quantity checks.
What it does: Creates a challan and moves UNRESTRICTED stock to AT_SUBCONTRACTOR while retaining ownership and identity.
When to use: For an outstanding line with scans, quantity, custody evidence and CLEAN document version.
What it does: Debits AT_SUBCONTRACTOR, credits QUARANTINE and records a return event; Quality release remains separate.
When to use: By the eligible accounting authority with outstanding quantity, rationale and CLEAN evidence.
What it does: Posts the permanent loss or scrap debit from AT_SUBCONTRACTOR and reconciles container content where applicable; creates no usable balance.
When to use: When retained events exist for a challan.
What it does: Expands event type, reference, date, quantity, notes, quarantine or authority context and evidence count; changes no stock.
Lists and states
- Challan register: number, status, classification, vendor, project/contract/job work, dispatch/expected return, ageing, overdue days and dispatched/returned/outstanding/loss/scrap totals explain external custody.
- Line rows retain source, identity, ownership and quantity reconciliation. Reconciliation history distinguishes physical RETURN from LOSS or SCRAP; the challan completes only when no quantity remains outstanding.
Authority boundary
External custody is not usable site stock. Returns enter QUARANTINE, never automatic quality release. Loss and scrap debit AT_SUBCONTRACTOR without creating usable stock; reconciling the challan does not itself settle commercial liability or authorise payment.