Check one lot at one cut-off time. Compare returned material with the input quantity it accounts for, using an agreed yield. Processing can change length even when both records use metres. Do not subtract loss twice. Reconcile the result with confirmed processor and transit records; missing confirmation means unknown, not zero.
“Job worker ke paas kitna maal pending hai?”
You need the lot behind that number before promising a delivery.
A supplier total can hide finished fabric, unfinished work and a missing receipt. Start with one lot, one process and one cut-off time.
This guide follows fabric sent and returned in metres. It explains an operational check, not statutory job-work reporting or process settings.
Keep these records together
- Identify the lot. Record the processor, material, process, unit and linked customer order.
- Record each movement. Link issue, receipt, return and transfer references to that lot.
- Confirm the dates. Separate movement dates, entry dates and expected return dates.
- Check the location. Record material at the processor, in transit and back with you.
TallyPrime's job-work setup distinguishes material sent out from material received. Your record names may differ; keep both movements visible.
Processing may change length. Check the measurement basis before using the example.
A worked pending-material calculation
Lot L-208 is fictional. Assume no opening balance and no transfers between processors. Compare quantities at the same cut-off. Here, every returned metre equals one input metre; the separate 10-metre loss captures the change. This assumption serves this example only.
| Lot L-208 movement | Metres | Check against |
|---|---|---|
| Opening balance | 0 | Previous closing record |
| Material sent | 1,000 | Issue reference and acknowledgement |
| Accepted fabric received | 700 | Receipt and inspection |
| Rejected fabric received | 40 | Separate rejected-stock receipt |
| Unused material returned | 20 | Return reference |
| Documented process loss | 10 | Reviewed process evidence |
Balance to reconcile = 0 + 1,000 − 700 − 40 − 20 − 10 = 230 metres.
The rejected 40 metres came back. They are no longer physically with the processor. Keep them separate from stock ready for sale.
Suppose the processor confirms 190 metres and records show 25 metres returning in transit. That accounts for 215 metres. The remaining difference is 230 − 190 − 25 = 15 metres.
Check omitted receipts, wrong lots, measurement differences and movement timing. Do not enter 15 metres as loss merely to balance the sheet.
Separate location from processing status
“At processor” answers where the material is. “Awaiting processing” answers what still needs work. Keep those fields separate.
| Location | Possible status | Next check |
|---|---|---|
| Processor | Unprocessed, in process, or finished | Quantity and expected release |
| Returning in transit | Dispatched by processor | Transport reference and arrival |
| Your premises | Awaiting inspection, accepted, or rejected | Receipt and quality decision |
Record who confirmed the quantity and when. Do not reuse last week's confirmation as today's count.
Handle returns, rework and process changes
- Reissue for rework. Link the new issue to the earlier return and rejection.
- Transfer to another processor. Record the outgoing and incoming locations without duplicating the lot.
- Review process loss. Keep accepted loss separate from unexplained differences.
- Keep usable stock separate. A receipt awaiting inspection does not establish saleable quantity.
For rework, the return reduced the earlier balance; the new issue increases it again. Do not count either movement twice.
Agree the measurement basis, even when both units are metres
Processing can change fabric length. Matching unit names alone does not make input and output quantities comparable.
Ask the production owner how much input the returned output accounts for. This is the input-equivalent quantity. Record the agreed yield before calculating it.
For a separate fictional example, assume an agreed yield of 0.95 output metre per input metre. Then 95 output metres account for 95 ÷ 0.95 = 100 input metres.
Against an issue of 100 input metres, that leaves zero input metres to account for. The conversion already includes the five-metre difference. Do not subtract five again.
This conversion example differs from L-208 above. L-208 uses a one-to-one basis and deducts its separately documented 10-metre loss once.
If that conversion already includes process loss, do not subtract the same loss again. Record the basis and any separate loss so someone else can check the calculation.
Never subtract kilograms from metres
When yarn goes out in kilograms, reconcile the yarn record in kilograms. Track fabric output separately in metres.
Use the job's agreed consumption or conversion basis to connect those records. Ask the production owner to check it. Do not assume a universal conversion or shrinkage rate.
ERPNext's subcontracting documentation separates supplied materials, consumption and finished receipts. That distinction matters when input and output use different units.
Missing records and transfers need an open status
| Situation | Record now | Next evidence |
|---|---|---|
| Missing issue challan or doubtful opening balance | Unverified movement or opening quantity; keep the difference open. | Retrieve the document and reconcile the previous closing balance. |
| Processor has not confirmed | Last confirmed quantity and time, plus current status: unknown. | Get a fresh count or acknowledgement before promising availability. |
| Direct transfer from processor A to B | One linked transfer reference; dispatch from A and transit status. | Confirm receipt at B. Never count the same quantity at both locations. |
An expected return date is not a confirmed available quantity. Escalate the missing evidence to its owner; do not replace it with zero.
Copy this job-work follow-up row
| Field | Example |
|---|---|
| Lot, processor and unit | L-208 · Processor A · metres |
| Balance to reconcile | 230 metres |
| Confirmed on hand / in transit | 190 metres / 25 metres |
| Unexplained difference | 15 metres; not approved loss |
| Action, owner and checked time | Ravi obtains the missing movement reference; record confirmation time |
Example message: “L-208 ka 230 metre balance reconcile karna hai. Aapke paas 190 aur transit mein 25 metre hain. Baaki 15 metre ka movement reference please check karein.”
Use the delivery-risk guide to connect the pending lot to customer commitments. Use the rework guide for its separate cost question.
Ask about the records you already keep
Discuss your pending-material question. Tell us your software and which movement records you maintain. Empire is the current connector; we must check support for this specific question.
Questions you might ask
How do I calculate material pending with a job worker?
Use one lot, cut-off and agreed input-equivalent consumption or yield basis. Add opening material and issues, then deduct comparable returns. Deduct separate process loss only if the conversion excludes it. Match the balance to processor and transit records.
Does rejected material count as pending at the processor?
Not if you physically received it back. Record the receipt and rejected status separately. A later rework issue increases the processor balance again.
Can I subtract fabric metres from yarn kilograms?
No. Keep each material in its own unit. Use a job-specific, reviewed consumption or conversion basis to relate input material to finished output.