Accept Invoices and Share Payment Details Through Bharat Connect for Business in TallyPrime

Bharat Connect for Business | FAQ

As a buyer, you receive invoices from your supplier and accept them to create a purchase voucher. You can then initiate a full or partial payment, which the supplier can accept. Once accepted, you can record it by creating a payment voucher and share the payment details with the supplier.

During this process of accepting invoices and sharing payment details, the voucher passes through multiple stages where your action is required.

Create Purchase Voucher and Accept Invoices from Supplier

Invoices sent by the suppliers appear under Bharat Connect Activities – Buyer > Bharat Connect > New Invoices Received. From here, you can either create a purchase voucher against the invoice or simply accept it.

1. Press Alt+G (Go To) > type or select Buyer – Activities.
   
2. In the Bharat Connect Activities – Buyer screen, drill down from New Invoices Received.
   

   If you have an existing party master or stock item in your books, you can map that with the invoice details by pressing Alt+I (Master Mapping).

3. In the Bharat Connect Activities – New Invoices Received screen, press F9 (Create Purchase Vch).
   You can view your existing masters that match the masters in the invoice. If there are any missing masters, you can create missing masters instantly on the go.
   
4. Review the purchase voucher that is auto-filled based on the invoice.
5. Press Ctrl+A to save.
   On accepting the voucher, you will get an option to send the Invoice Acceptance to the supplier.
6. Press Y to send the Invoice Acceptance now.
   Press N to send the acceptance later.
7. To accept the invoice later, press F7 (Set Status) and select Accept.
   

Alternatively, you can accept the invoice first. Once accepted, it moves to Invoices Pending for Payment, where you can create a purchase voucher.

Create Missing Masters

You can create missing masters in three ways while recording the purchase voucher.

Create all masters by saving voucher

• In the purchase voucher, when you press Ctrl+A to save the voucher, all the missing masters are created along with the voucher.

Create master with the extracted value

This option allows you to create a new master directly from the extracted value, one at a time.

1. In the purchase voucher, place the cursor on the missing master.
   You can see the master name as per the invoice in the List of Ledger Accounts.
   
2. Select Create New beside the master name.
   The Ledger Creation screen opens with the master details auto-filled.
   
3. Review the details and press Ctrl+A to save the master.
4. Press Ctrl+A again to save the voucher.

Map the master value with an existing master

If the master already exists in TallyPrime with a different name, you can map it in the voucher. This mapping will be saved for future use.

1. In the purchase voucher, place the cursor on the missing master.
   You can see the master name as per the invoice in the List of Ledger Accounts.
   
2. Select the existing master that you want to map.
   The existing master is mapped to the master derived from the invoice.
3. Press Ctrl+A to save the voucher.

If you want to map your masters with those shared in the invoice before creating the purchase voucher, you can do it from the Master Mapping report.

Send Payment Details and Create Payment Vouchers

Once you accept the invoice, it appears under Bharat Connect Activities – Buyer > Bharat Connect >Invoices Pending for Payment. From there, you can share the payment details.

1. Press Alt+G (Go To) > type or select Buyer – Activities.
   
2. In the Bharat Connect Activities – Buyer screen, drill down from Invoices Pending for Payment.
3. In the Bharat Connect Activities – Invoices Pending for Payment screen, pressAlt+F5 (Send Payment Details).
   
4. In the Payment Details screen, update the Mode of Payment, UTR / Inst.No., and Amount to be paid.
   
5. Accept the screen and press Y to send thepayment details.
   

6. Press Yes to create thepayment voucher.

7. In the payment voucher, select the party name where the B2B ID is entered.

   • On the Share Payment Details screen, both your B2B ID and the suppliers B2B ID are displayed.

8. Enter the remaining details in the payment voucher.

9. In the Bank Allocations screen, select Yes for Bharat Connect Details option and press Enter.
   
10. In the Bharat Connect Details screen, check the payment details.
    

11. Press Ctrl+A to save the Payment Voucher.

Share Payment Details Later with Suppliers

If you have already created the payment voucher and want to share it with the supplier now, then follow the below steps:

• From the payment voucher alteration screen, press F12 (Configure) and enable Share Payment on Voucher Save and Show B2B ID Selection Subform.

• Press enter on the party name.

  • On the Share Payment Details screen, both your B2B ID and the supplier B2B ID are displayed.

• In the Bank Allocations screen, select Yes for Bharat Connect Details option and press Enter.
  
  

• In the Bharat Connect Details screen, you can select the pending pr partially paid invoices against which the payment is to be shared.

Once the payment details are shared with the supplier, the voucher moves to Payments to be Acknowledged by Supplier. You can also share the payment details in bulk from Alt+Z (Exchange) > Send Payment Details.

View Bharat Connect Activities – Buyer Report

In this report, you can see the transactions via Bharat Connect for Business and transactions in the Books. Transactions appear under different sections in the reports based on their status and action needed from you. Once you take the action, the invoice will appear in the relevant section.

In this section

• View the Payment Details Shared with the Supplier
• Manage Returned Invoices
• Review the Payments Rejected by Supplier
• Resolve Payments with Incomplete/Mismatch Information

View the Payment Details Shared with the Supplier

In Bharat Connect Activities – Buyer > Bharat Connect > Payments to be Acknowledged by Supplier, you can view the payment details along with the related invoice information.

1. Press Alt+G (Go To) > type or select Buyer – Activities.
   
2. In the Bharat Connect Activities – Buyer screen, drill down from Payments to be Acknowledged by Supplier.
   
3. In the Bharat Connect Activities – Payments to be Acknowledged by Supplier screen, press F10 (Payment View) to view the payment details.
   

4. Press F10 (Invoice View) to view the invoice details.

If you have not created a payment voucher earlier and have only shared the payment details with the supplier, you can create the payment voucher from this screen.

Manage Returned Invoices

When you receive an invoice from the supplier, you can return it if any modification is required. Such invoices will appear under Bharat Connect Activities – Buyer > Bharat Connect > Invoices Returned.

1. Press Alt+G (Go To) > type or select Buyer – Activities.
   
2. In the Bharat Connect Activities – Buyer screen, drill down from Invoices Returned.
   

3. In the Bharat Connect Activities – Invoices Returned screen, press F7 (Set Status) to accept or reject the invoice.

Once you accept the invoice, it moves to Bharat Connect Activities – Buyer > Bharat Connect > Invoices Pending for Payment. If you reject it, the invoice will appear under Bharat Connect Activities – Buyer > Bharat Connect >Closed Invoices. Press Ctrl+B (Basis of Values) to include Closed Invoices in the report. There is no further action to be taken.

Review the Payments Rejected by Supplier

When you share the payment details with the supplier, they may reject the payment if the agreed amount is not paid. Such invoices will appear under Bharat Connect Activities – Buyer > Bharat Connect > Payments Rejected by Supplier. In this case, you can send new payment details.

1. Press Alt+G (Go To) > type or select Buyer – Activities.
   
2. In the Bharat Connect Activities – Buyer screen, drill down from Payments Rejected by Supplier.
   
3. In the Bharat Connect Activities – Payments Rejected by Supplier screen, press F10 (Invoice View) to see the invoice details.

4. Press Alt+F5 (Send Payment Details) to send new payment details.

Once you send the new payment details, it will appear under Bharat Connect Activities – Buyer > Bharat Connect > Payments to be Acknowledged by Supplier.

Resolve Payments with Incomplete/Mismatch Information

While we record the payment voucher, if there are any incomplete or mismatched details, the invoices will appear under Bharat Connect Activities – Buyer > Books > Uncertain Payments (Corrections needed).

1. Press Alt+G (Go To) > type or select Buyer – Activities.
   

2. In the Bharat Connect Activities – Buyer screen, drill down from Uncertain Payments (Corrections needed).

3. In the Bharat Connect Activities – Uncertain Payments screen, drill down from Inst No. is not specified.
   

4. In theBharat Connect Activities – Resolution of Uncertain Payments screen, further drill down from the voucher entry and modify the voucher.

Once the transactions are modified, it will move to Bharat Connect Activities – Buyer > Books >Payments Ready To Send, and you can share the payment details from Alt+Z (Exchange) >Send Payments.