Sales Order | Tally.ERP 9

In your business, if you are following the process of raising a sales order for each sales transaction, you can do the same in Tally.ERP 9. You can record a sales order, raise a delivery note and link it to this order, and then link them to the sales invoice. You can use the reports to track the outstanding sales orders. You can generate and print a sales order as quotation, and it will not affect your books of accounts. You can also pre-close the orders, if needed.

Record Sales Order

When you receive an order from a customer, you may need to provide the details of items, quantities, date of delivery, and so on, with a Sales Order Number. When these goods are delivered, this sales order number will be used to track the order details either in the delivery note or in the sales invoice.

b. Party Details : Provide the Despatch , Order , and Buyer details as per your invoice requirements.

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

If you want to enter an order number for each item, press F12 (Configure) > set Use Order No. for every Item to Yes . The Order no. field will appear in the Stock Items Allocation screen. It will not appear on the main screen of the invoice.

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

b. Enter the Due on date and Quantity . The Rate will be auto-filled, if available for the stock item. However, you may choose to enter the Rate . The Amount appears automatically.

c. If orders are split with different due dates, specify the appropriate due date for each lot to be sold.

Note: In F11 (Features) > F2 (Inventory), you can enable the feature of godown/location and batches to provide these details in the Stock Item Allocations screen.

d. After entering the due dates for all the lots, press Enter on the Due on field to return to the Voucher Creation screen.

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

8. 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.

Options	Descriptions
Enable supplementary details	Invokes the Party Details screen, where you can enter Despatch , Order , and Buyer details.
Allow separate buyer and consignee names	Use this in case you need to deliver the goods to a location different from the buyer's address. This is applicable in case of consignment business.
Use common ledger account for item allocation	Allocate all the items to a common accounting ledger, if this option is set to Yes . If you want to allocate different sales ledger for each stock items, set this option to No .
Provide additional description for stock item name	Specify any additional description for the item during voucher entry.
Use pre-closure order details	Pre-close orders partially or completely from the Stock Item Allocations screen.
Provide additional description for ledger name	Specify any additional description for the ledger during voucher entry.
Use Order No. for every Item	Specify Order No. in the Stock Item Allocation screen for each stock item.
Provide complete accounting allocations in order/delivery note	Select the sales ledger for stock items.
Show turnover achieved with customers	During voucher entry, display the turnover details from the customer/buyer.
Allow modification of all fields during entry	Modify all fields in the sales order.
Show compound unit of item based on rate	Display the compound unit of the item based on the unit appearing in the Rate per column.
Show full details of compound unit	Display full details of the compound unit in the Quantity field.
Warn on negative stock balance	When there is insufficient stock during sales entry, a warning message of negative stock with quantity details appears.
Warn on duplicate order number	When the order number has already been used in the earlier transactions, a warning message on duplicate order number appears.
Warn when due date of order is below the voucher date	When the sales order due date is prior to the voucher date, a warning message appears.
Allow use of expired batches for all stock items	Allow the selection of stock items from expired batches.
Show batches with zero quantity	Display the stock items batches with zero quantity.
Calculate MRP on billed quantity	Display the MRP calculated on billed quantity.
Provide export shipping details	Enter shipping information in the voucher.
Provide marks and number/container no.	Specify container information for exported items.
Provide number and kind of packages	Specify the number and package type for exported items.
Calculate tax on current sub-total (else calculations are on inventory basis)	Calculate tax after including the additional income or expenses in total item amount.

Sales Against Sales Order

In your business, you may be following a process of raising sales order first and then recording a sales invoice without any delivery challan. In Tally.ERP 9, you can record transactions in the same order. If you want to raise a delivery note at any point in time, you can do it by linking it to a sales order, and then to a sales invoice.

Henceforth, you can enter the supplementary details in the sales voucher, until you change the option in F12 (Configure).

The sales order will get closed, if completely billed. Otherwise, it will be partially closed, and the details can be viewed in the Sales Order Outstandings report.

Record Delivery Note Against Sales Order

In your business, you may be following a process of raising a sales order first, then recording a delivery note, and then a sales invoice against the delivery note. In Tally.ERP 9, you can record transactions in the same order. You can also link all the three invoices.

● Press F11 (Features) > F2 (Inventory) > set Use tracking numbers (enables delivery and receipt notes) to Yes .

b. Press F12 (Configure) > ensure the option Enable Supplementary Details is set to Yes .

Henceforth, you can enter the supplementary details in the delivery note, until you change the option in F12 (Configure).

Note: A Delivery Note with Tracking No. marked as Not Applicable will be an inventory document, affecting only the inventory values. This will not affect the accounts. Click here for more details on delivery note.

The sales order will get closed, if completely delivered. Otherwise, it will be partially closed, and the details can be viewed in the Sales Order Outstandings report .

Record Partial Cancellation of Goods

Orders can be pre-closed when goods are delivered or received. This can be recorded in a delivery note or receipt note.

a. Press F12 (Configure) > set the option Use Pre-Closure order details to Yes .

Henceforth, you can enter the details of pre-closure of orders in delivery note, until you change the option in F12 (Configure).

a. Press F12 (Configure) > ensure the option Enable Supplementary Details is set to Yes .

b. Select the Tracking Number . The stock item, quantity and rate will appear automatically as the sales order number has been selected.

d. Enter the Quantity delivered, the Pre-Close Quantity and the Reason for Pre-Close .

The sales order is cleared as the required quantity of stock items are delivered after pre-closing the partially cancelled order.

Record Quotation

If you want to generate a quotation, in Tally.ERP 9, you can mark the sales order as optional, and print it.

1. In the sales order, press Ctrl+L (Optional) > record the invoice > and save the transaction.

You can print the quotation for each sales order by marking it as optional voucher.

Pre-Close Sales Order

You may have to close orders that have negligible quantities left, or you are not planning to supply those pending items to the customers. Pending references of such orders will continue to exist in Tally.ERP 9 until you close them. You can pre-close an order either from Sales Order Outstanding reports or from the transactions, sales order, delivery note, or sales.

1. Open the sales order voucher screen in alteration mode and configure it for pre-closure of order.

a. Gateway of Tally > Display > Day Book > select the Sales Order voucher > press Enter .

b. Press F12 (Configure) > set the option Use pre-closure order details to Yes .

2. In the Stock Item Allocations screen, enter the Pre-Close Quantity and the Reason for Pre-Close .

Based on your convenience, you can pre-close the orders from the sales order voucher or delivery note or sales voucher.

Reports | Know Your Sales Orders

You may want to know the sales orders outstandings, and account for the partially or completely cancelled orders. You can use the reports of Sales Orders Outstandings and Pre-closure of orders report and pre-close the cancelled orders at any point in time. There are different reports that show the sales orders outstanding. The outstanding orders can be viewed Stock Group-wise, Stock Category-wise, Stock Item-wise, account Group-wise, ledger-wise or from All Orders.

● Gateway of Tally > Display > Statement of Inventory > Sales Order Outstandings > choose the report to view.

Sales Order - Stock Group

This report displays the Sales Order Outstandings summary of all or a selected Stock Group .

1. Gateway of Tally > Display > Statements of Inventory > Sales Order Outstandings > Stock Group > select Primary or the required Stock Group .

2. Drill down from a Stock Group to view the Sales Order Outstandings of stock items.

Options	Descriptions
Show Quantities	Display the Quantity column for stock items.
Show Rates	Display the Rate column for stock items.
Show Values	Display the Value column for stock items.
Show Opening Orders	Display the Opening Orders section for stock items.
Show Orders Booked	Display the Orders Booked section for stock items.
Show Cleared Orders	Display the Orders Cleared section for stock items.
Show Pending Orders	Display the Pending Orders section for stock items.
Show All Items (incl. zero balance)	Display the stock items even when it has zero balance.
Show using Alternate Units	Display the Alt. Units column for stock items.
Show Tail Units of Compound Units	Display the quantity in Second unit defined for the compound unit selected for the stock items.
Appearance of Stock Item Names	Display the stock items by selecting the required Display Name Style .
Appearance of Names	Display the stock items by selecting the required Display Name Style .
Scale factor for values	Display the values by selecting from the List of Scale Factors .
Show base currency symbol	Display the base currency symbol for the report.
Sorting Method	Display the stock items based on the required Sorting Methods .
Expand all levels in detailed format	Display the details associated with each stock item.

Sales Order - Stock Item

1. Gateway of Tally > Display > Statements of Inventory > Sales Order Outstandings > Stock Item .

3. Drill down from a stock item to view the order detail screen. It displays the order number, date of order, party, quantity, undelivered order, rate, value of ordered stock, due date for delivering the goods and the number of days overdue.

Sales Order - Group

You may have created sub groups for your sundry debtors based on region, type of party, city, location, or for each salesman, as per your business need. You can use this report to view the order outstanding for that group.

1. Gateway of Tally > Display > Statements of Inventory > Sales Order Outstandings > Group .

Sales Order - Ledger

1. Gateway of Tally > Display > Statements of Inventory > Sales Order Outstandings > Ledger .

Sales Order - All Orders

This report displays the Sales Order Outstanding of all the pending orders. It provides information on the order number, date of order, party, ordered Quantity, undelivered order, rate, value of ordered stock, due date for delivering the goods and the number of days overdue. It also provides information on goods delivered but orders not received.

1. Gateway of Tally > Display > Statements of Inventory > Sales Order Outstandings > All Orders .

● Press F7 (Due Only) to view only the orders that are due. This button can be used to view All Orders and Due only orders .

Options	Descriptions
Show Outstanding Sales Orders	Display the Sales Orders Outstanding section with transaction details.
Show Cleared Sales Orders	Display the Sales Orders Cleared section with transaction details.
Show Goods delivered but Orders not Recd.	Display the Goods delivered but Orders not Recd. section with transaction details.
Show Outstanding Purchase Orders	Display the Purchase Orders Outstanding section with transaction details.
Show Cleared Purchase Orders	Display the Purchase Orders Cleared section with transaction details.
Show Goods received but Orders not sent	Display the Goods received but Orders not Sent section with transaction details.
Show Pre-Closure order details	Display the column Pre-Closed Qty (Closed On) for each transaction.
Show Reason	Display the Reason for Pre-Close field for transactions in which the orders are pre-closed.
Show Pre-Closed orders only	Display only the transactions having pre-close details.
Show Batch Details	Display the Pending Orders section for stock items.
Show Location Details	Display the godown/location details for transactions.
Show using Alternate Units	Display the Alt. Units column for stock items.
Show Tail Units of Compound Units	Display the quantity in Second unit defined for the compound unit selected for the stock items.
Show Actual and Billed Quantity details	Display the Actual and Billed columns for the Ordered Quantity .
Calculate Amount on Billed Quantity	Display the transaction Value based on the billed quantity.
Appearance of Stock Item Names	Display the stock items by selecting the required Display Name Style .
Appearance of Names	Display the stock items by selecting the required Display Name Style .
Sorting Method	Display the stock items based on the required Sorting Methods .

You can view the required information of All Orders of Sales Orders Outstandings .

Ageing Analysis Report for Sales Orders

2. Select the option Ageing by Bill Date or Ageing by Due Date for Methods of Ageing .

3. Set the age periods required for the report. Age-wise Analysis report will be displayed as shown below:

Options	Descriptions
Show Outstanding Sales Orders	Display the Sales Orders Outstanding section with transaction details.
Show Cleared Sales Orders	Display the Sales Orders Cleared section with transaction details.
Show Goods delivered but Orders not Recd.	Display the Goods delivered but Orders not Recd. section with transaction details.
Show Outstanding Purchase Orders	Display the Purchase Orders Outstanding section with transaction details.
Show Cleared Purchase Orders	Display the Purchase Orders Cleared section with transaction details.
Show Goods received but Orders not sent	Display the Goods received but Orders not Sent section with transaction details.
Show Opening/Prev cleared Order details	Display the opening or previous orders that are cleared.
Show Pre-Closure order details	Display the column Pre-Closed Qty (Closed On) for each transaction.
Show Reason	Display the Reason for Pre-Close field for transactions in which the orders are pre-closed.
Show Pre-Closed orders only	Display only the transactions having pre-close details.
Show Batch Details	Display the Pending Orders section for stock items.
Show Location Details	Display the godown/location details for transactions.
Show using Alternate Units	Display the Alt. Units column for stock items.
Show Tail Units of Compound Units	Display the quantity in Second unit defined for the compound unit selected for the stock items.
Show Actual and Billed Quantity details	Display the Actual and Billed columns for the Ordered Quantity .
Calculate Amount on Billed Quantity	Display the transaction Value based on the billed quantity.
Appearance of Stock Item Names	Display the stock items by selecting the required Display Name Style .
Appearance of Names	Display the stock items by selecting the required Display Name Style .
Sorting Method	Display the stock items based on the required Sorting Methods .

Sales Orders Book

This report displays all the sales orders for each month. You can view this report in browser .

2. View estimated profits/losses and monthly summary of Sales Orders Book monthly summary.

a. Press F7 (Show/Hide Profit) to view the report with estimated gross profit/loss.

b. Press Alt+N (Auto Column) and select the options in the Auto Repeat Columns sub-screen.

Options	Descriptions of Monthly Configuration
Appearance of Names	Display the party/bank ledger names by selecting the required Display Name Style .
Set periodicity to use	Select the Periodicity to display the Sales Order Book.

Options	Descriptions of Voucher Register Configuration
Show Columnar Register	Invokes the Columnar Register Alteration screen, where you can set the options as needed and view the report with the voucher details in separate columns.
Show Gross Profit estimates	Display the Gross Profit and Cost columns, with percentage of profit and the calculation of the cost of stock item.
Show Cost based on stock valuation	Display the Cost based on the stock valuation method selected in the stock item. This option can be enabled only if Show Gross Profit estimates is set to Yes .
Format	Display the report in a detailed or condensed view.
Show narrations	Display the narration entered in the sales order.
Show Cost Centre Details also	Display the cost centres selected for the sales ledgers.
Show inventory details	Display the stock item quantity, rate and value.
Show additional description for stock items	Display the additional description entered for stock items in the sales order.
Appearance of Stock Item Names	Display the stock items by selecting the required Display Name Style .
Appearance of Names	Display the party/bank ledger names by selecting the required Display Name Style .
Sorting Method	Display the stock items based on the required Sorting Methods .

You can view the required information related to sales orders from the Sales Orders Book .

Pre-close orders from reports

You can pre-close the orders from the Order Details report of Sales Order Outstandings .

1. Gateway of Tally > Display > Statement of Inventory > Sales Order Outstandings > All Orders .

Note: If you set the option Show Pre-Closed orders only to Yes , only the pre-closed orders will appear in the report.

The Order Details screen appears with Pre-Closed Qty (Closed on) column and Reason for Pre-Close field.

1. Select the sales orders (press Spacebar to select more than one order), and press Ctrl+C (Pre-Close).

2. The balance quantity will be displayed under pre-close quantity column. Accept or modify the quantity and press Ctrl+A to accept.