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Purchase Order

When the order is placed with the suppliers for the supply of goods, the items, quantities, date of receipt, and so on, details are given with the Purchase Order Number. Later, when these goods are received, the Purchase Order is tracked for the Order Details either in the receipt note or in the purchase Invoice.

The Outstanding Purchase Order reports are available in TallyPrime. It is possible to know the order position of any item in the Stock Summary. Separate Purchase Order Outstanding report and Purchase Order Summary report are also available.

 

Record Purchase 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 Purchase Order Number. When these goods are delivered, this purchase order number will be used to track the order details either in the receipt note or in the purchase invoice.

  1. Open the purchase order voucher screen.
    Gateway of Tally > Vouchers > F10 (Other Vouchers) > type or select Purchase Order.
    Alternatively, press Alt+G (Go To) > Create Voucher > F10 (Other Vouchers) > type or select Purchase Order.
    In case the voucher is inactive, you will be prompted to activate the Purchase Order voucher type. Select Yes or press Y to proceed.
  2. Specify the supplier details.
    1. Party A/c Name: Select the party name.
    2. Party Details: Provide the Order, Receipt, and Import details as per your invoice requirements.
      If you do not see the Party Details screen, press F12 (Configure), and set Provide Receipt, Order, and Import details to Yes.
      As always, you can press Ctrl+A to save and proceed.
  3. Enter the purchase Order no. for the voucher.
    If you want to enter an order number for each item, press F12 (Configure) > set Use Order No. for each Stock 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.
  4. Select the Purchase ledger to allocate the stock items.
  5. Provide the stock item details.
    As in other transactions, you can create the item on the fly by pressing Alt+C.
    1. Select the stock item.
    2. 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.
    3. If orders are split with different due dates, specify the appropriate due date for each lot to be sold.
    4. After entering the due dates for all the lots, press Enter on the Due on field to return to the Voucher Creation screen.
  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.
  7. Save the purchase order. As always, you can press Ctrl+A to save.
  8. Press Page Up > Alt+P (Print) > press Enter on Current.
  9. Press C (Configure) > set the options as needed.
  10. Press Esc to return to the Voucher Printing screen.
  11. Press I (Preview) to check the invoice before printing, if needed, or press P (Print) to print.

 

Purchase Order Book

A Purchase Order in TallyPrime is raised when there is a request for material. Purchase Order Book displays the list of all purchase orders. You can view a summary of all the purchase orders till the date of last order entered.

  1. Press Alt+G (Go To) > type or select Purchase Order Book.
    Alternatively, Gateway of Tally > Display More Reports > Inventory Books> Purchase Orders Book.
  2. Press Alt+N (Auto Column) and select the options in the Auto Repeat Columns sub-screen.

    The Purchase Orders Book appears as shown below:
  3. Select the required month and press Enter.
  4. Press F12 (Configure), and set the options as needed. The report appears with the relevant details.

 

Purchase Order Outstanding

You may want to know the purchase orders outstanding and account for the partially or completely cancelled orders. You can use the reports of Purchase Order Outstanding and Pre-closure of orders and pre-close the cancelled orders at any point in time.

There are different reports that show the Purchase Order 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.

  • Press Alt+G (Go To) > type or select any of the Purchase Order Reports.
    Alternatively, Gateway of Tally > Display More ReportsStatements of Inventory > Purchase Order Outstandings > choose the report to view.

In this section

Purchase Order-Stock Group

This report displays the Purchase Order Outstanding summary of all or a selected Stock Group.

  1. Press Alt+G (Go To) > type or select Stock Group Purchase Order Outstanding.
    Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstandings > Stock Group > select Primary or the required Stock Group.
    If you want to know how to record a Purchase Order, then click here.
  2. Drill down from any stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.
    It displays the Date of the order, Order Number, Name of Party, Ordered Quantity, Balance Quantity, Rate, Value of the ordered stock, Due on date for delivering the goods, and the number of days overdue.
    To see the possible F12 configurations for Stock Groups, Stock Items, Account Groups, and Ledgers, click here.
     

    Options

    Descriptions

    Show Quantity

    Display the Quantity column for stock items.

    Show Alternate Units

    Display the Alt. Units column for stock items.

    Show tail unit of Compound Unit

    Display the quantity in Second unit defined for the compound unit selected for the stock items.

    Show Rate

    Display the Rate column for stock items.

    Show Value

    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 Stock Items with zero Quantity or Balance

    Display the stock items even when it has zero balance.

    Type of Grouping Display the report details by selecting the required Method of Info.
    Format of Report Display the report by selecting the required Format.
    Expand all levels in Detailed format Display the details associated with each stock item.

    Display name for Stock Items

    Display the stock items by selecting the required Display Name style.

    Display name for Stock Groups

    Display the stock groups by selecting the required Display Name style.

    Show Base Currency

    Display the base currency symbol for the report.

    Sorting Method

    Display the stock items based on the required Sorting Methods.

    You can view the details of the required orders for each stock group.

Purchase Order-Stock Item

This report displays the Purchase Order Outstanding summary of Stock Items.

  1. Press Alt+G (Go To) > type or select Stock Item Purchase Order Outstanding.
    Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstandings > Stock Item.
    If you want to know how to record a Purchase Order, then click here.
  2. Select the stock item from the List of Stock Items and press Enter.
  3. Drill down from the stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.
     It displays the Date of the order, Order Number, Name of Party, Ordered Quantity, Balance Quantity, Rate, Value of the ordered stock, Due on date for delivering the goods, and the number of days overdue.
    You can press F12 (Configure) and set the options as needed, to view the details of the required orders for each stock item.

Purchase Order-Group

You may have created subgroups for your Sundry Creditors based on the region, type of party, city, location, or for each salesman, as per your business need. You can use this report to view the Purchase Order Outstanding for such groups.

  1. Press Alt+G (Go To) > type or select Group Purchase Order Outstanding.
    Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstandings > Group.
    If you want to know how to record a Purchase Order, then click here.
  2. Select Sundry Creditors and press Enter.
  3. Drill down from the stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.
    It displays the Date of the order, Order Number, Name of Party, Ordered Quantity, Balance Quantity, Rate, Value of the ordered stock, Due on date for delivering the goods, and the number of days overdue.
    You can press F12 (Configure) and set the options as needed, to view the details of the required orders for each account group.

Purchase Order-Ledger

This report displays the Purchase Order Outstanding summary of ledgers.

  1. Press Alt+G (Go To) > type or select Ledger Purchase Order Outstanding.
    Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstandings > Ledger.
    If you want to know how to record a Purchase Order, then click here.
  2. Select the Ledger and press Enter.
  3. Press F12 (Configure) and set the below options to get a comparison of the number of Orders Booked, Orders Cleared, Pending Orders, and also Opening Orders, if any.
    • Show Opening Orders to Yes.
    • Show Orders Booked to Yes.
    • Show Cleared Orders to Yes.
    • Show Pending Orders to Yes.

      Note: If you have any pending orders which are yet to be cleared, you can get those orders displayed in the Opening Orders column by setting the date that is one day after the due date set for that order.

      You can also set other options as needed from F12 (Configure), to view the required order details for each ledger.

  4. Drill down from the stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.

    It displays the Date of the order, Order Number, Name of Party, Ordered Quantity, Balance Quantity, Rate, Value of the ordered stock, Due on date for delivering the goods, and the number of days overdue.

Purchase Order-All Orders

This report displays the Purchase Order Outstanding summary of all the pending orders. It displays the list of stock items with pending purchase orders along with the order details, party details, and due date for delivering the goods. It also provides information on Goods received but Orders not Sent, if any.

  1. Press Alt+G (Go To) > type or select Purchase Orders (All Orders).
    Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstandings > All Orders.
    If you want to know how to record a Purchase Order, then click here.

    It displays the Date of the order, Order Number, Name of Item with party information, Ordered Quantity, Balance Quantity, Rate, Value of the ordered stock, Due on date for delivering the goods, the number of days overdue, and Goods received but Orders not Sent, if any.

    Some of the additional features are mentioned below, that you can consider, when viewing Purchase Orders Outstanding summary of all the pending orders.
    • Press Alt+F5 (Detailed) to view the purchase orders in detailed format.
    • Press F6 (Age wise) to view the age-wise analysis report.
    • Press F8 (All Orders) to view all the orders that are due. This button can be used to view All Orders and Due Orders alternatively.
    • Press Alt+W (Preclose Orders) to pre-close the purchase orders.
      To see the possible F12 configurations for the Purchase Order-All Orders report, click here.

      Options

      Descriptions

      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 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 received

      Display the Goods delivered but Orders not Recd. section with transaction details.

      Show Alternate Units

      Display the Alt. Units column for stock items.

      Show tail unit of Compound Unit

      Display the quantity in Second unit defined for the compound unit selected for the stock items.
      Show Preclosure 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.
      Format of Report Display the report by selecting the required Format.
      Display name for Stock Items Display the stock items by selecting the required Display Name style.
      Display name for Ledgers Display the ledgers 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 under Purchase Orders Outstanding in the Order Details screen.

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