Accept Invoices Through Bharat Connect for Business in TallyPrime

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.
3. In the Bharat Connect Activities – New Invoices Received screen, select the transaction and press F7 (Create Vch).
   
4. In the Create Voucher screen, select the Voucher Type as either Journal or Purchase, and choose the required voucher mode.
   1. Purchase: Under the Purchase voucher type, you have two modes.
      

      • Item Invoice: Select this option to include the inventory details shared by the supplier while recording the voucher. If the invoice does not contain inventory details, they will not be auto-filled.

      • Accounting Invoice: Select this option to record the voucher by grouping the total value of all stock items under a single accounting ledger.

   2. Journal: By default, TallyPrime will create a Journal Voucher as an Expense. Under the Journal voucher type, you have two modes.
      

      • With Inventory: Select this option to include the inventory details shared by the supplier while recording the voucher. If the invoice does not contain inventory details, they will not be auto-filled.

      • Without Inventory: Select this option to record the voucher by grouping the total value of all stock items under the appropriate accounting ledgers.

        If you select With Inventory, enable Show Inventory Details in F12 (Configuration) to view item details in the voucher. If you select Without Inventory, only the purchase ledger will be displayed, without any inventory details.

5. Review and map existing masters, and create missing masters instantly, if required.
   
6. Press Ctrl+A to save.
   On accepting the voucher, you will get an option to send the Invoice Acceptance to the supplier.
7. Press Y to send the Invoice Acceptance now.
   Press N to send the acceptance later.
   
8. To accept the invoice later, press Alt+S (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.