Using Tracking Numbers

A Tracking number is the reference to have a link between transactions. For example, if Tracking Number is selected in the Delivery Note, this will help you to automatically display the details of the items in the Sales Invoice.

The tracking number pop-up list appears after you have entered the name of the item.

Note: To get the Tracking number in the Item Allocation screen, enable Use tracking numbers (enables delivery and receipt notes) in F11: Features > F2: Inventory Features .

A default list will contain the following:

Tracking No: 01 - When the tracking number (01) is given in the delivery note and when you track this from List of Tracking Numbers in the sales invoice; the quantity, rate and amount will be displayed automatically.

New number – Enter a new number, if the tracking number is other than the default tracking number available in the List of Tracking Numbers .

For example, you can create a Sales bill first and then later deliver the goods. In order to track the bills with the relevant delivery challan, a new tracking Number is used.

Not applicable – If you do not want a tracking number, then select Not Applicable.

This may be used in cases where you want to update stocks immediately, when Goods are received or delivered directly without receipt note or delivery note.

For example, when you send out samples for approval and you do not want to raise delivery note. Likewise when you receive samples but no receipt note is raised .

Trouble Shooting Sales and Purchase Voucher

In companies using Accounts-with-Inventory, where Tracking Numbers is NOT activated, you do not get the voucher types Receipt Note and Delivery Note in the Sales and Purchase Voucher sub-menus.

The inventory details that you mention in an accounting voucher (like Sales and Purchase Voucher), affect stocks by immediately updating them, only if Tracking Numbers is not activated in F11:(F2:Inventory Features) .

The option Inventory Values are Affected should be set to Yes in Sales and Purchase ledger accounts (Masters).  Unless this option is set to Yes in the Ledger creation screen, it is not possible to make a Sales entry or a Purchase entry.

The information that you need to give in the inventory allocation sub-screen depends upon the features enabled for the company.