https://help.tallysolutions.com/docs/te9rel66/Voucher_Entry/Accounting_Vouchers/sales-goods-services.htm

Sales of Goods and Services

Related topics

Record Local GST Sales

Every business involves sales of goods or services. The sales transactions in your business may be a simple cash sales, or even sales on credit. For each sales transaction, you will need to keep a record of the items that you sold, the payment that you received, goods returned, and so on. The invoice also serves as a proof of the purchase made by the buyer. Using Tally.ERP 9, you can do all of these and more. Moreover, you can view reports any time you need to understand the sales performance of your business.

Generate sales bills : Record a cash bill or invoice when the buyer makes an instant payment using cash or any other mode, like cheque or credit/debit card. If it is sales on credit, record a credit sale by including the party.

Print invoices : For each sales transaction, the buyer will require a copy of the invoice. At times, you may want to include specific item or service details when you print the invoice, such as configuration of a laptop, motor capacity of an appliance, warranty offered on the item, and so on. Additionally, the buyer may ask for delivery of goods to a specific location. Therefore, you will need to print the delivery address separately on the invoice. Tally.ERP 9 handles all such invoicing needs and more.

Record additional charges, discounts, and free items : Your sales transaction may also include additional expenses, such as transportation charges, insurance, discounts, and taxes. Depending on your business practice, you may need to apply discounts on each item or on the total invoice amount. Similarly, if you give free items to your buyers at times, or send samples to a customer, all of these can be recorded and tracked in Tally.ERP 9.

Reports : You can track all the sales bills recorded in Tally.ERP 9 using different reports, such as Sales Register, Day Book, and so on. You can view your sales across different periods, filter the data for specific details, configure the reports to view more sales-related details and more.

On this page

Record Sales of Goods and Services

Print Sales Invoice with Additional Details

Change Ledger for Item Allocation

Add Details of Items or Services to Print

Specify Separate Buyer and Consignee Details

Sales with Additional Charges

Sales with Discount

Sales with Free Items

Reports | Know Your Sales

Record Sales of Goods or Services

Whether you do cash sales or credit sales, the procedure in Tally.ERP 9 remains similar. The only difference is that you will select cash or bank for cash sales and party ledger for credit sales. You can record sales of items using the Item Invoice mode and create bills without items using the Accounting Invoice mode. Tally.ERP 9 also provides the flexibility to use these invoice modes interchangeably for recording sales. As per your business practice, you can print all the invoices with the necessary details.

1. Open the sales voucher screen.

a. Gateway of Tally > Accounting Vouchers > F8 (Sales).

b. Press Alt + I and select the invoice mode as per your business needs.

2. Specify the buyer details.

a. Party A/c Name : Select Cash or Bank for cash sales. For credit sales, select the party name.

b. Party Details : If you need Despatch , Order , or Buyer details to be part of your invoice, provide the following details:

If you do not see the Party Details screen, press F12 (Configure), and set Enable supplementary details? to Yes .

o Despatch & Order Details : You can print these details in the invoice for the buyer's reference. If you already have a Delivery Note or a Sales Order, the Delivery Note Number and the Order Number are pre-filled.

o Buyer's Details : In the case of cash sales, specify the buyer's details as needed in the printed invoice.

Note: Your regular customers may need specific details, such as address with landmark, alternative contact number, and so on, to appear in the invoices they receive. In such cases, you can create party ledgers with the required details, such as Address, State, and so on. In the Buyers field, press Alt + M (Party List) and select the required ledger.

As always, you can press Ctrl + A to save and proceed.

3. Specify the accounting ledger to allocate the stock items.

For Item Invoice , select the Sales ledger .

If you do not see this field on the screen, press F12 (Configure) and set Use common ledger account for item allocation? to Yes . See more...

For Accounting Invoice , you do not need an accounting ledger since no stock items are involved for allocation.

4. Provide stock item or service details.

As in other transactions, you can create the item or ledger on the fly by pressing Alt + C .

For Item Invoice , select the stock item, enter the Quantity . The Rate will be auto-filled, if available for the stock item. However, you may choose to enter the Rate or Amount .

For Accounting Invoice , select the service ledger and enter the Amount .

5. Select additional ledgers, like transportation charges, insurance, or discount, if any.

6. Provide Narration , if needed, and accept the screen. As always, you can press Ctrl + A to save.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

Click here to see the possible F12 configurations for Sales Voucher.

7. To print the invoice, press Alt + P (Print) and press Enter .

The following is a sample preview screen of the sales invoice.

Print Sales Invoice with Additional Details

When you make a sale, you will need to hand over a printed copy of the invoice. Depending on your business policy or buyers' preferences, you may want to change the title of the invoice, use the company logo, or even set the print size for the invoice. You may need to print your company's bank details, the declaration or terms and conditions of sales, marks or container numbers for exports. Also, you may want to print the invoice as a proforma invoice. Tally.ERP 9 covers all such printing preferences.

In this section

Change invoice title

Print company logo

Print company bank details

Change Declaration/Terms & Conditions in Sales Invoice

Use less paper space to print invoices

Print Marks or Container Number & Number of Packages

Print Proforma Invoice

Change invoice title

If you want to change the title, say Sales Invoice to Cash Memo, or even the subtitle of the sales invoice before printing it, you can do so in Tally.ERP 9.

1. In the sales invoice, press Alt + P (Print) > F12 (Configure).

2. In Title of Document , enter the required title. Similarly, in Sub Title (if any) , enter the required subtitle.

3. Accept the screen. As always, you can press Ctrl + A to save.

Henceforth, all the sales invoices that you print will continue to have the same title/subtitle, until you change it in F12 (Configure) for invoice printing.

4. In the Voucher Printing screen, press Enter to print the invoice with the title/subtitle.

The title you have specified will appear on the top of the printed invoice. If you have used a subtitle, it will appear below the title.

Print company logo

Having the company's logo on your invoices helps customers to remember your business easily. You can print the company logo along with the company name on your invoices.

1. Enable use of company logo in Tally.ERP 9.

a. Press F11 (Features) > set Enable company logo? to Yes .

b. Set the logo path : Enter the image file path. For example: D:\Company\Images\image.jpg

2. In the sales invoice, press Alt + P (Print) > F12 (Configure) > set Print company logo? to Yes .

What you see on the screen can vary based on your choices. Press F11 (Features) to enable or disable features.

3. Accept the screen. As always, you can press Ctrl + A to save.

Henceforth, all the sales invoice that you print will continue to have the company logo, until you change the option in F12 (Configure) for invoice printing.

4. In the Voucher Printing screen, press Enter to print the invoice with the company logo.

The company logo will appear along with the company name on the printed invoice.

Print Company's Bank Details

When you have to share your bank details with the customers for making sales bill payments directly to your bank account, you can print the same in the sales invoice. In case, you need to provide the bank details on a need basis, your can select the bank name while printing the invoice. If you need all the payments to be made to a bank account, you can specify the bank details in the party master, and use the same as default to print in your invoice.

Print bank details in sales invoice

1. In the sales invoice, press Alt+P (Print) > F12 (Configure) > set Print bank details to Yes .

2. Select the Bank Name and press Enter . The bank details will be saved for printing in the invoice.

The details of the selected bank will be printed in the invoice.

In case you need to change the bank details, in Bank Name , select the bank ledger that you have created.

Print default bank details from sales voucher type

1. Provide bank name in the sales voucher type (if you have not already set the default bank in the voucher type).

a. Gateway of Tally > Accounts Info. > Voucher Type > Alter > Sales .

b. In Default bank under Printing , select the bank ledger created under Bank Accounts or Bank OD A/c .

c. Accept the screen. As always, you can press Ctrl+A to save.

The Default Bank Name will be saved in the sales voucher type.

2. Print the default bank details in the sales invoice.

a. In the sales invoice, press Alt+P (Print) > F12 (Configure) > set Print bank details to Yes .

b. Select the Bank Name as Default and press Enter .

All your printed invoices will have these bank details that your parties can use for making payments.

Change Declaration/Terms & Conditions in Sales Invoice

If your business policy has defined terms and conditions related to the sales of goods and services, and you want to print them in your invoice, you can do so in Tally.ERP 9.

1. Enable the sales voucher type to print declaration.

a. Gateway of Tally > Accounts Info. > Voucher Types > Alter > Sales .

b. Set/alter declaration under Printing - Yes .

c. Change the declaration as needed. Use Ctrl+Enter to break lines for multi-line entry.

2. Print the declaration in sales invoice.

In the sales invoice, press Alt+P (Print) > F12 (Configure) > set Print Declaration to Yes .

In the printed invoice, the declaration appears as provided in the sales voucher type.

Set invoice print size to use less paper space for printing

By default, Tally.ERP 9 prints invoices on A4 size papers. In certain cases, your transaction may involve only a few items and can be printed in less paper space. In such cases, you can reduce the print size for your invoice and use papers of only the required size for printing.

Note: Printing invoices as per the print size and paper size will depend on the printer you use.

1. In the sales invoice, press Alt + P (Print) > F12 (Configure) > Press F12 for more options .

2. Height of normal invoice (inches) : By default, the standard height is set to 10 inches for an A4 size paper. If your invoice requires only half the size, change the height to 5 inches.

What you see on the screen can vary based on your choices. Press F11 (Features) to enable or disable features.

3. Accept the screen. As always, you can press Ctrl + A to save.

Henceforth, all the sales invoice you print will continue to have the same print size, until you change the option in F12 (Configure) for invoice printing.

4. If your printer's tray contains A4 size papers, replace it with papers of the size appropriate for printing. For example, to print an invoice of the height 5 inches, use A5 size papers.

5. In the Voucher Printing screen, press Enter to print the invoice on the paper used.

Using appropriate print size and paper size for printing your invoices will help you to save paper.

Print Marks or Container Number & Number of Packages

When you export goods as part of sales, shipping details such as Marks and Container numbers along with the Number of Packages sold become critical information for the business. When printing your sales voucher, you can add the details and print them for verification and shipment and other reference purposes.

1. Configure your sales invoice for Marks or Container No. and No. of packages.

a. In the sales voucher, press F12 (Configure) > Press F12 for more options .

b. Set the option Provide marks and numbers/container no. to Yes .

c. Set the option Provide number and kind of packages to Yes .

Henceforth, you can enter these details in sales invoice and print it, until you change the option in F12 (Configure) for invoice printing.

2. In the sales invoice, provide the code for Marks and No. of Packages .

3. Save the invoice. Press Alt+P (Print) .

In the printed invoice, the code for Marks and No. of packages appear for each stock item as entered in the invoice during voucher entry.

Print Proforma Invoice

Before raising a sales invoice, if you want to provide the details of sales and sales value, you can record a proforma invoice with all the details. A proforma invoice in Tally.ERP 9 is a printout of an optional sales voucher. Once a voucher is marked as Optional , it will not impact your books of accounts.

1. Enable optional vouchers.

Press F11 (Features) > F1 (Accounts) > set Use reversing journals and optional vouchers to Yes .

2. Record optional sales voucher.

a. Gateway of Tally > Accounting Vouchers > F8 (Sales) .

b. Press Ctrl+L (Optional) to mark the voucher as an optional voucher. This button allows you to mark the voucher as optional or regular.

c. Record the sales transaction with all the details.

3. Print proforma invoice.

Press Alt+P (Print) > Enter . The Proforma Invoice appears as shown below:

The optional voucher will be printed with the title, Proforma Invoice.

Change Ledger for Item Allocation

In case your business transactions are maintained based on different sales conditions, it will be necessary to link the transactions to their corresponding sales account. For example, you manage domestic goods sales and imported goods sales separately. By default, Tally.ERP 9 allocates all items to a single common ledger in a sales transaction. You can create two different sales ledgers and allocate the stock items to the respective sales ledger when recording a sales transaction.

1. In the sales invoice, press F12 (Configure) > set Use common ledger account for item allocation to No to allocate items to different ledgers.

Henceforth, you can select one or more accounting ledgers in the Accounting Details screen, for every item, until you change the option in F12 (Configure) of the invoice.

2. Allocate multiple sales ledgers for stock items.

a. Select the item of domestic supply, enter the quantity and rate.

b. Select the sales ledger created for sale of domestic supply. The amount will appear.

c. Select the imported goods, enter the quantity and rate.

d. Select the sales ledger created for sale of imported goods. The amount will appear.

The invoice appears as shown:

e. Accept the screen. As always, you can press Ctrl+A to save.

In reports, you can view summary of all the domestic goods sales and imported goods sales separately.

Add Description for Items & Ledgers to Print in Invoice

You may be dealing with multiple variants of an item, say appliances of different motor capacities or services in different packages. In such cases, you can add these item or service details in the printed invoices for the buyer's reference.

In this section

Additional description for stock items

Description for ledgers

Additional description for stock items to print

1. In the sales invoice, press F12 (Configure) > set Provide additional descriptions for stock item name? to Yes .

Henceforth, you can add descriptions for each item that you select in every sales invoice, until you change the option in F12 (Configure) of the invoice.

2. After selecting the item, enter the additional description in the sub-screen Description(s) for Item .

You can add more than one line of description by pressing Enter .

Note: If you had included any description in the stock item master, the same description is prefilled in the Description(s) for Item screen. You can update or add more description for the item here.

3. Accept the screen. As always, you can press Ctrl + A to save.

4. To print the description in the invoice, press Alt + P (Print) > F12 (Configure) > set Print Additional Description(s) for Item Names? to Yes .

Henceforth, you can print the item description in all the sales invoices, until you change the option in F12 (Configure) for invoice printing.

5. Accept the screen. As always, you can press Ctrl + A to save.

6. In the Voucher Printing screen, press Enter to print the invoice with the description of the items.

In the printed invoice, the description appears below each stock item as entered in the invoice during voucher entry.

Description for ledgers to print

1. In the sales invoice, press F12 (Configure) > set Provide additional descriptions for item names? to Yes .

Henceforth, you can add descriptions for each ledger that you select in every sales invoice, until you change the option in F12 (Configure) of the invoice.

2. After selecting the ledger, enter the additional description for the item in the sub-screen Description(s) for Ledger .

You can add more than one line of description by pressing Enter .

Note: If you had included any description in the ledger master itself, the same description is prefilled in the Description(s) for Ledger screen. You can update or add more description for the ledger here.

3. Accept the screen. As always, you can press Ctrl + A to save.

4. To print the description in the invoice, press Alt + P (Print) > F12 (Configure) > set Print Additional Description(s) for Item Names? to Yes .

Henceforth, you can print the ledger description in all the sales invoices, until you change the option in F12 (Configure) for invoice printing.

5. Accept the screen. As always, you can press Ctrl + A to save.

6. In the Voucher Printing screen, press Enter to print the invoice with the description of the items.

In the printed invoice, the description appears below each ledger as entered in the invoice during voucher entry.

Specify Separate Buyer and Consignee details

In certain cases, you may have to deliver goods to a location different from the customer's address. Hence, you will need to print the address of that location - the consignee address - in your invoice where the goods must be delivered. While making a sales entry in Tally.ERP 9, you can add the buyer and consignee details, such as name and address, and print the same in the invoice.

1. In the sales invoice, press F12 (Configure) > set Allow separate buyer and consignee names? to Yes .

Henceforth, you can add both the consignee and buyer details in every sales invoice, until you change the option in F12 (Configure) of the invoice.

2. After selecting the Party A/c Name , enter the Consignee and Buyers details under the Buyer's Details section.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options.

3. Accept the screen. As always, you can press Ctrl + A to save.

When you print the invoice, the consignee name and address get printed, where the consignment or goods need to be delivered.

Sales with Additional Charges

Sales of certain items attract additional charges, such as transportation, packaging, and insurance. You can account for such charges in the sales invoice.

1. In the sales invoice ( Item Invoice ), after you have selected all the stock items, press Enter twice to skip one line.

Alternatively, press Enter > Spacebar > and select End of List .

This takes you to the next line in the screen where you can now select ledgers for additional charges.

In the case of Accounting Invoice , you can directly select the ledger, as no stock items are involved.

2. Provide details of the additional charges.

a. Select the ledger for additional charges created under Indirect Expenses , say Transportation or Visiting Charges .

b. Enter the charges applicable.

o In Item Invoice , enter the percentage (%) under Rate . Tally.ERP 9 applies the rate on the total item amount and displays the charges against the selected ledger. Alternatively, you can enter the Amount .

o In Accounting Invoice , enter the Amount .

3. Enter the remaining details and accept the screen. As always, you can press Ctrl + A to save.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

The invoice total displayed at the bottom of the invoice is the sum of the amounts for the stock items and the additional charges.

Sales of Items with Discounts

You may give discounts to buyers on the total item amount or on each item separately depending on your business policy. Tally.ERP 9 caters to both the requirements.

In this section

Sales discount on total item amount

Sales with trade discount

Sales discount on total item amount

If you give discounts to your buyers, say on purchase of items worth Rs. 10,000 or more, you can account for such discounts while recording your sales invoice.

1. In the sales invoice, after you have selected all the stock items, press Enter twice to skip one line.

Alternatively, press Enter > Spacebar > and select End of List .

This takes you to the next line in the screen where you can now select the discount ledger.

In the case of Accounting Invoice , you can directly select the ledger, as no stock items are involved.

2. Provide details of the discount.

a. Select the ledger for discount created under Indirect Expenses , say Discount .

b. Enter the discount percentage (%) under Rate as a negative number (in minus, for example, -10%). Tally.ERP 9 applies the discount on the total item amount and displays the discount amount against the selected discount ledger.

Alternatively, you can enter the Amount .

3. Enter the remaining details and accept the screen. As always, you can press Ctrl + A to save.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

Tally.ERP 9 calculates t he invoice total by subtracting the discount from the total amount for the items.

If your sales includes additional charges, such as transportation, and you want to calculate the discount after including such charges, press F12 (Configure) > set Calculate tax on current subtotal? to Yes .

Henceforth, when you select the discount ledger, the discount will be applied on the total amount after including any additional charges, until you change the option in F12 (Configure) of the invoice.

Sales with trade discount

You may give discounts on each item to your buyers depending on the quantity or demand of the item. To record a sale with such trade discounts, in Tally.ERP 9 you can show the discount percentage against the quantity of the item. You can also enter the discount percentage or amount for each selected item, and show the total discount using a ledger account. See more...

In this section

Display discount percentage against each item - without using ledger account

Display discount percentage and amount on item rates - using ledger account

Display discount percentage against each item - without using ledger account

1. Press F11 (Features) > set Use separate discount column in invoices? to Yes .

Henceforth, you will see the Disc % column in every sales invoice.

2. In the sales invoice, after you have provided the Quantity and Rate , enter Disc % for the selected item.

The Amount for the given quantity of the stock item is displayed after deducting the discount, without showing any change in the Rate .

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

3. Enter the remaining details and accept the screen. As always, you can press Ctrl + A to save.

The invoice total is displayed after deducting the discount given.

Display discount percentage and amount on item rates - using ledger account

1. In the sales invoice, press F12 (Configure) > Press F12 for more options > set Provide cash/trade discount? to Yes .

If you do not see this option, press F11 (Features) > enable the statutory options applicable for your business.

2. After you have entered the Amount of the stock item, in the Discount field, enter the discount percentage for that item.

Alternatively, press Enter to leave the first field blank and enter the discount amount in the next field.

The Rate per stock item and the Amount for the given quantity of the stock item are displayed after deducting the discount.

3. Select the discount ledger created under Indirect Expenses .

Ensure that in the discount ledger, the option Type of ledger is set to Discount .

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

4. Enter the remaining details and accept the screen. As always, you can press Ctrl + A to save.

The total discount amount is displayed against the selected discount ledger. This amount is the sum of the discounts displayed under each stock item.

Sales with Free Items

Considering your business relationship with regular buyers, you may give a few items for free when you make a sale to them. For example, if a buyer has placed an order for 10 pcs of an item, you may want to bill him for only 8 pcs and give 2 pcs without any additional cost. Alternatively, you may bill him as per the requirement and give 2 pcs of the same item or a different item for free. In Tally.ERP 9, you can account for such sales in different ways during voucher entry.

In this section

Use Actual and Billed quantities

Use zero-valued transaction

Account for free items using Actual and Billed quantities

1. Press F11 (Features) > F2 (Inventory) > set Use separate actual and billed quantity columns? to Yes .

Henceforth, you will see the Actual and Billed columns under the Quantity column in every sales invoice.

2. Actual : Enter quantity sold to the customer, say 10 pcs of Panasonic 240W Wet Grinders in this case.

3. Billed : Enter quantity to bill to the customer, say 8 pcs of the same item.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

4. Enter the remaining details and accept the screen. As always, you can press Ctrl + A to save.

The total amount calculated is based on the billed quantity; however, the items handed over to the buyer are based on the actual quantity, which includes the number of free items.

Account for free items using zero-valued transaction

1. Press F11 (Features) > F2 (Inventory) > set Enable zero-valued transactions? to Yes .

Henceforth, you can enter stock items without entering the Rate (zero value) in every sales invoice.

2. In the sales invoice, provide details of the items - Quantity , Rate , and Amount - to be billed.

3. Select the same item again or a different item and enter the Quantity that you want to give for free. Leave the Rate and Amount fields blank.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

4. Enter the remaining details and accept the screen. As always, you can press Ctrl + A to save.

The invoice generated displays the billed items with the Amount details, along with the total quantity supplied to the buyer.

Note: Tally.ERP 9 also provides you the flexibility to record sales transactions only for zero-valued items, such as free items or samples sent to customers.

Reports | Know Your Sales

In your business, you will require updates on the day-to-day sales, sales returns, and so on to understand the overall sales performance. In addition, you may want to track your sales for different periods, say monthly, quarterly, and so on, to evaluate the sales trend in different periods of time. In Tally.ERP 9, you can refer to different reports on sales, analyse the sales data, and make informed decisions for your business.

In this section

Day Book

Sales Register

Day Book

This report tracks all your transactions on a day-to-day basis. You can filter this report to check all the sales transactions made on a particular day.

1. Gateway of Tally > Display > Day Book .

By default, this report displays all the transactions as of the Current Date displayed on the Gateway of Tally screen.

2. To view the sales recorded for any given day:

a. Press F2 (Date) to change the date.

b. Press F4 (Change Voucher) > select Sales .

The report lists all the sales transactions recorded on the selected date. For more information, refer to the topic Day Book .

Sales Register

This report provides a comprehensive view of the month-wise sales done in your business. You can drill down from the selected month to view the voucher-wise listing of sales. You can further configure the report to view the data for different periods and represent the sales details in different ways, based on your business needs.

1. Gateway of Tally > Display > Account Books > Sales Register .

2. Scroll Up or Down and press Enter to view the sales vouchers recorded in the selected month.

For more information, refer to the topic Sales Register .