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Sales of Goods and Services

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 TallyPrime, 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. TallyPrime 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 TallyPrime.

Reports: You can track all the sales bills recorded in TallyPrime 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.

 

Record Sales of Goods or Services

Whether you do cash sales or credit sales, the procedure in TallyPrime 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. TallyPrime 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.
    1. Gateway of Tally > Vouchers > F8 (Sales).
      Alternatively, press Alt+G (Go To) > Create Voucher > press F8 (Sales).
    2. Press Ctrl+H (Change Mode) to select the required voucher mode (Item Invoice, in this case).
  2. Specify the buyer details.
    1. Party A/c name: Select Cash or Bank for cash sales. For credit sales, select the party name.
    2. Party Details: If you need Dispatch, Order, or Buyer details to be part of your invoice, provide the relevant details.
      If you do not see the Party Details screen, press F12 (Configure), and set Provide Dispatch, Order, and Export details to Yes.
      • Dispatch & 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.
      • 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, select the required ledger.
    3. 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 Select common Ledger Account for Item Allocation to Yes.
      Set this option is No, to allocate sale of each item to different accounting ledgers, if needed.
    • 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.
  7. Print the invoice.
    1. Press Alt+P (Print) > press Enter on Current.
    2. Press I (Preview) to check the invoice before printing, if needed.
    3. Press P (Print) to print.

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

Options

Descriptions

Provide Buyer details

Displays the Party Details screen, where you can enter the buyer’s name and mailing details.

Provide Dispatch, Order, and Export details

Invokes the Party Details screen, where you can enter Dispatch, Order, and Buyer details.

Select 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.

Use default Bill-wise details for Bill Allocation

Automatically allocate bill numbers as defined in the voucher type master, in ascending order.

Provide Additional Descriptions for Ledgers

Specify any additional description for the ledger during voucher entry.

Provide Additional Descriptions for Stock Items

Specify any additional description for the item during voucher entry.

Show message on negative Stock Balance

When there is insufficient stock during sales entry, a warning message of negative stock with quantity details appears.

Use Voucher No. as Bill
Reference for Bill Allocation

Use the voucher number as the bill reference number during bill allocation.

Modify all fields during
voucher entry

Modify all fields in the sales invoice.

Provide details to preclose orders

Pre-close orders partially or completely from the Stock Item Allocation screen.

Use Expired Batches for Stock items

Display expired batches of stock items for selection while recording the invoice.

Show Batches with Zero
Quantity

Display batches of stock items with zero balance.

Provide Reference No.
and Date

Specify the Reference No. and Date in the invoice.

Skip the Date field during voucher creation

The Date field is prefilled with the date of the last transaction, and the cursor skips this field.

Warn when Voucher No. exceeds 16 characters

Display a message when the voucher number is more than 16 characters.

Show Turnover from selected Party A/c

During voucher entry, display the turnover details from the customer/buyer.

Show Current Balance of Ledgers

Display the account balance of the party ledger.

Show Balances as on Voucher date

Display the account balance of the party as on the voucher date.

Show final Ledger Balance

Display the account balance of the party ledger.

Consolidate quantity of Stock Items with same rate

Consolidate the stock items having same rates in the invoice.

Show Compound Unit based on Rate

Display the compound unit of the item based on the unit appearing in the Rate per column.

Show details of Compound Unit

Display full details of the compound unit in the Quantity field.

Provide Marks or Container No.

Specify container information for exported items.

Provide No. of Packages

Specify the number and package type for exported items.

Use default Bank Allocations

Use Bank Allocations with default allocations in which the Transaction type is Cheque and the voucher date is the Instrument Date. The Cheque Range and Cheque Number remain blank.

Calculate Tax on Current Subtotal

(else calculations are on inventory total only)

Calculate tax after including the additional income or expenses in total item amount.

 

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. TallyPrime covers all such printing preferences.

In this section

 

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 TallyPrime.

  1. In the sales invoice, press Alt+P (Print) > press Enter on Current.
  2. Type or select Title and press Enter. Enter the required title and Sub title.
  3. Press Enter to accept the screen.
  4. Press Esc to return to the Voucher Printing screen, and press P (Print) 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 TallyPrime.
    1. In the sales invoice, press Alt+P (Print) > press Enter on Configuration.
    2. Type or select Show Company Logo and press Enter to set it to Yes.
    3. Select the Image Path and Image File Name, for example, D:\CompanyImagesimage.jpg.
    4. Press Esc twice to return to the voucher.
  2. Print the voucher with company logo.
    1. In the sales invoice, press Alt+P (Print) > press Enter on Current.
    2. Press I (Preview) to check the invoice before printing, if needed.
    3. Press P (Print) to print.

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. Select the bank name to print in the invoice.
    1. In the sales invoice, press Alt+P (Print) > press Enter on Current > press C (Configure).
    2. Type or select Show Bank Details and press Enter to set it to Yes.
    3. Type or select Show Bank Name and press Enter to select the bank ledger.
    4. Press Esc to return to the Voucher Printing screen.
  2. Press P (Print) in the Voucher Printing screen. 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).
    1. Gateway of Tally > Alter > Voucher Type > type or select Sales > and press Enter.
      Alternatively, press Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > and press Enter.
    2. In Default bank under Printing, select the bank ledger created under Bank Accounts or Bank OD A/c.
    3. 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.
    1. In the sales invoice, press Alt+P (Print) > press Enter on Current > press C (Configure).
    2. Type or select Show Bank Details and press Enter to set it to Yes.
    3. Type or select Show Bank Name and press Enter to select the Default bank ledger.
    4. Press Esc to return to the Voucher Printing screen.

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 TallyPrime.

  1. Enable the sales voucher type to print declaration.
    1. Gateway of Tally > Alter > Voucher Type > type or select Sales > and press Enter.
      Alternatively, press Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > and press Enter.
    2. Set/alter declaration under PrintingYes.
    3. Change the declaration as needed. Use Ctrl+Enter to break lines for multi-line entry.
  2. Print the declaration in sales invoice.
    1. In the sales invoice, press Alt+P (Print) > press Enter on Current > press C (Configure).
    2. Type or select Show Declaration and press Enter to set it to Yes.
    3. Press Esc to return to the Voucher Printing screen.
    4. Press P (Print) to print.

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, TallyPrime 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) > press Enter on Current.
  2. Press C (Configure) > press Enter on Show More > type or select Printer Settings and press Enter twice.
  3. 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. 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.

    What you see on the screen can vary based on your choices. Press F11 (Features) to enable or disable features.
  4. Type or select Optimise printing to save paper and press Enter to set it to Yes. This will print maximum information in the print area and save paper.

    Note: This option will appear only when:
    ♦ The Country selected for the company is India.
    ♦ The company is enabled for GST/VAT/TDS/TCS.
    ♦ The service tax and excise features are disabled.
  5. Press Esc to return to the Voucher Printing screen.
    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.
  6. In the Voucher Printing screen, press P (Print) to print the invoice on the paper used.

    As the above invoice is printed by enabling the option Optimise printing to save paper, all the stock items are appearing on a single page. If this option was set to No, the same information would have printed in two pages.
    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.
    1. In the sales voucher, press F12 (Configure).
    2. Set the option Provide Marks or Container No. to Yes.
    3. Set the option Provide No. of Packages to Yes.
      If you do not see these options, set Show more configurations 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.
  4. Print the invoice.
    1. Press Alt+P (Print) > press Enter on Current.
    2. Press I (Preview) to check the invoice before printing, if needed.
    3. Press P (Print) to 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 TallyPrime is a printout of an optional sales voucher. Once a voucher is marked as Optional, it will not impact your books of accounts.

  1. Record optional sales voucher.
    1. Gateway of Tally > Vouchers > F8 (Sales).
      Alternatively, press Alt+G (Go To) > Create Voucher > press F8 (Sales).
    2. Press Ctrl+L (Optional) to mark the voucher as an optional voucher. This button allows you to mark the voucher as optional or regular.
    3. Record the sales transaction with all the details.
  2. Print proforma invoice.
    1. Press Alt+P (Print) > press Enter on Current.
    2. Press I (Preview) to check the invoice before printing, if needed. The Proforma Invoice appears as shown below:
    3. Press P (Print) to print.

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

 

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 to print

  1. In the sales invoice, press F12 (Configure) > set Provide Additional Descriptions for Stock Items 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. Print the description in the invoice.
    1. Press Alt+P (Print) > press Enter on Current > press C (Configure).
    2. Type or select Show Additional Descriptions for Stock Items and press Enter to set it 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.
    3. Press Esc to return to the Voucher Printing screen.
    4. Press P (Print) to print.

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 Ledgers 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. Print the description in the invoice.
    1. Press Alt+P (Print) > press Enter on Current > press C (Configure).
    2. Type or select Show Additional Descriptions for Ledgers and press Enter to set it 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.
    3. Press Esc to return to the Voucher Printing screen.
    4. Press P (Print) to print.

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

 

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, TallyPrime 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 Select 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.
    1. Select the item of domestic supply, enter the quantity and rate.
    2. Select the sales ledger created for sale of domestic supply. The amount will appear.
    3. Select the imported goods, enter the quantity and rate.
    4. Select the sales ledger created for sale of imported goods. The amount will appear.

      The invoice appears as shown:
    5. 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.

 

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 TallyPrime, you can add the buyer and consignee details, such as name and address, and print the same in the invoice.

  1. In the Party Details screen having the Buyer (Bill to) section, press F12 (Configure) > set Provide separate Buyer and Consignee details 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. Enter the Consignee and Buyer details.

    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.

In this section

Additional charges without cost centre

In sales invoice, you can account for additional charges like transportation, packaging, and insurance.

  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.
    1. Select the ledger for additional charges created under Indirect Expenses, say Transportation or Visiting Charges.
    2. Enter the charges applicable.
      In Item Invoice, enter the percentage (%) under Rate. TallyPrime applies the rate on the total item amount and displays the charges against the selected ledger. Alternatively, you can enter the Amount.
      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.

 

Additional charges with cost centre

In the sales invoice, you can use cost centres to allocate the additional charges, such as transportation, packaging, and insurance.

  1. Enable the additional charges ledger for cost centre applicability.
    1. Gateway of Tally > Alter > Ledger > and press Enter.
      Alternatively, press Alt+G (Go To) > Alter Master > Ledger > and press Enter.
    2. Select the additional charges ledger.
    3. Press F12 (Configure) > set Apply Cost Centres for Ledgers to Yes.
      If you do not see this option, ensure that Enable Cost Centre is set to Yes in the F11 (Features) for your company.
    4. Set the option Cost Centres are applicable to Yes.
    5. Press Ctrl+A to save the ledger.
  2. In the sales invoice (Item Invoice), select the sales ledger in which the option Cost centres are applicable is set to No. 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.
  3. Provide details of the additional charges.
    1. Select the ledger for additional charges created under Indirect Expenses, say Transportation or Visiting Charges.
    2. Enter the charges applicable.
      • In Item Invoice, enter the percentage (%) under Rate. The rate gets applied on the total item amount and displays the charges against the selected ledger. Alternatively, you can enter the Amount.
      • In Accounting Invoice, enter the Amount.
      • Select the cost centres for the additional charges ledger.
      • Press Ctrl+A to save and proceed.
  4. 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. TallyPrime caters to both the requirements.

In this section

 

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.
    1. Select the ledger for discount created under Indirect Expenses, say Discount.
    2. Enter the discount percentage (%) under Rate as a negative number (in minus, for example, -10%). TallyPrime 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.
    TallyPrime calculates the 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 TallyPrime 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…

You have sold 100 pcs of Item A to a customer. The standard selling price for this item is Rs. 50 each. Since this was a bulk purchase, you chose to offer a discount of 10% on the item rate. In TallyPrime, you can enter the discount and the total amount will be shown as Rs. 4500 for all 100 pcs.

Alternatively, you can create a discount ledger for 10% as an indirect expense and use it to calculate the discount. That means, your per-item price will now show Rs. 45. The discount will be applied to each item. The total will be displayed as Rs. 4500, while also showing that the customer has saved Rs. 500 on his purchase.

In this section

 

Display discount percentage against each item – without using ledger account

  1. Press F11 (Features) > set Use Discount column in invoices to Yes.
    If you do not see this option, set Show more features 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) > set Provide Cash/Trade Discount to Yes.
    If you do not see this option, set Show more configurations to Yes.
    If the option does not appear, 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 TallyPrime, you can account for such sales in different ways during voucher entry.

In this section

 

Account for free items using Actual and Billed quantities

  1. Press F11 (Features) > set Use separate Actual and Billed Quantity columns in invoices to Yes.
    If you do not see this option, set Show more features 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.
  3. Billed: Enter quantity to bill to the customer.

    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. Gateway of Tally > Alter > Voucher Type > type or select Sales > and press Enter.
    Alternatively, press Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > and press Enter.
  2. Set the option Allow zero-valued transactions to Yes.
    Henceforth, you can enter stock items without entering the Rate (zero value) in every sales invoice.
  3. In the sales invoice, provide details of the items – Quantity, Rate, and Amount – to be billed.
  4. 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.
  5. 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: TallyPrime also provides you the flexibility to record sales transactions only for zero-valued items, such as free items or samples sent to customers.

 

Track Credit Bill-by-Bill

Maintaining credits requires systematic tracking of the receivables to avoid the risks of conflicts between the seller and the buyers. For systematic management of receivables and a cordial relationship with your buyers, it is advisable to maintain your accounts bill-by-bill. This helps debtors with some lead time to settle every bill. All your receivables – with or without bill-wise details – can be viewed using the outstanding reports in TallyPrime.

In this section

 

Maintain Credit Sales Bill-by-Bill

You may need to track bill-wise details for each party, to know the bill-by-bill details of payable or receivable amount. In TallyPrime, you can enable bill-wise details feature for the company, and enable the bill-wise tracking for the required party ledgers. You can then record transactions with bill-wise details and track the payable and receivable amounts.

  1. Enable bill-wise details in party ledger.
    1. Gateway of Tally > Alter > Ledger > select the party ledger > and press Enter.
      Alternatively, press Alt+G (Go To) > Alter Master > Ledger > select the party ledger > and press Enter.
    2. Set the option Maintain balances bill-by-bill to Yes.
      If you do not see this option, press F12 (Configure) and set Maintain balances Bill-by-Bill to Yes.
      All the bills generated earlier for this ledger, will reflect as On Account bills. You can link each bill to the respective sales and receipts.
    3. Enter the Default credit period which you want to allow for this party.
    4. Set the option Check for credit days during voucher entry to Yes to manage the credit limit while recording an invoice.
    5. Accept the screen. As always, you can press Ctrl+A to save.
      In the party ledger, the cursor will skip the field Maintain balances bill-by-bill when the option Inventory Values are affected is enabled. Also, if you select a foreign currency in the Currency of ledger field, the option Maintain balances bill-by-bill will not be displayed.
      We recommend that you maintain the currency of party ledger in the base currency selected for the company. In case of bank ledgers used to maintain foreign currencies, you can select the required foreign currency. Only when you maintain a ledger account in base currency, you can configure bill-wise details, record transactions by selecting any other currency to track outstanding and also generate your MIS or Final Reports. Hence, if you select a foreign currency for party ledger, the option Maintain balances bill-by-bill will not be displayed.
  2. Record the sales transaction.
    When default bill allocation is enabled (Use default Bill-wise details for Bill Allocation set to Yes in the F12 configuration options) of sales invoice, you will not see any difference in the voucher. On saving the sales transaction, the bill gets linked to the party as default bill allocation. The voucher number appears as the bill reference. This bill starts appearing in the outstanding reports of the party.

 

Change Bill Allocation

If you receive advance payments from your customers and have accounted as receipts, you will need to settle these advance receipts when you record the sales transaction. In TallyPrime, you can allocate your sales bills against your receipt entries. You can also configure your sales invoice to decide the bill allocations (including method of adjustment, bill no., etc.)

  1. Configure the invoice to change the bill allocation.
    1. Ensure the option Maintain balances bill-by-bill is set to Yes.
    2. In the sales voucher, press F12 (Configure) > set Use default Bill-wise details for Bill Allocation to No.
      Henceforth, you can select the bill references in the Bill-wise Details screen, until you change the option in F12 (Configure) of the invoice.
    3. In the invoice total field, place the cursor and press Enter to view the Bill-wise Details screen.
  2. Specify the bill-wise details.
    1. In Type of Ref, select the method of adjustment.
      • Advance – This is not applicable for sales.
      • Agst Ref – Select when you need to adjust the transaction against a bill (advance received, credit note, etc.).
      • New Ref – Select when you are recording a fresh transaction, to generate a new bill for the party.
      • On Account – Select when you want to save the sales invoice without any bill reference.
        In Name, the sales voucher number appears. You can change this to any value and use the name to track the bill. If you configure appropriate voucher numbering, you can use the voucher number itself.
        If you want to adjust some amount against an advance, and split the remaining bill value by providing different credit days, you can do it in TallyPrime. You can break the amount of a single sales invoice into multiple bills by entering different bill references and due date/credit days.
    2. Press Enter to accept.
    3. Accept the invoice. As always, you can press Ctrl+A to save.

While recording transactions with party ledgers, the bill-wise details will appear for selection. You can select the required bills to set-off/clear the bill references.

 

Manage Credit Period

Based on your business requirements and customer relationship, you may need to provide different credit period to different parties. In TallyPrime you can enter the required credit period for each customer in the party ledger, and change it, if needed, while recording the transaction.

When the party master is enabled to Maintain balances bill-by-bill, the following options appear in the party master:

  • Default credit period – Set the credit days. The credit period may be given for Sundry Debtors and Sundry Creditors. The number of credit days or period can be defined in various ways:

 

Suffix

Example

Days

None

5 is considered as 5 days.

Weeks

W

5 W is considered as 5 weeks.

Months

M

5 M is considered as 5 months.

Year

Y

5 Y is considered as 5 years.

While recording transactions, the credit period will appear in the Bill-wise Details screen as Due Date or Credit Days. You can change the details as needed.

  • Check for credit days during voucher entry – Set it to Yes to get warned about exceeding credit period or pending outstanding bills for a party during transactions. The warning message appears as shown below:

Once you set the terms of credit in party ledger, the same gets applied in transactions.

 

Manage Credit Limit

You can specify the credit limit allowed for each debtor in the respective ledger. You can pass sales transactions only within the credit limit. However, transactions like sales order, which do not affect your book of accounts can be passed. TallyPrime also gives you the option to consider posted-dated sales and receipts transactions to arrive at the credit limit utilisation.

In this section

 

Enable and set credit limit

You may want to set credit limit for party ledgers. In TallyPrime, you can set credit limits for ledgers grouped under Sundry Debtors and Sundry Creditors.

 

Set credit limit for each ledger one-by-one

  1. Gateway of Tally > Alter > Ledger > select the party ledger > and press Enter.
    Alternatively, press Alt+G (Go To) > Alter Master > Ledger > select the party ledger > and press Enter.
  2. Press F12 (Configure) > set Provide Credit Limits to Yes.
  3. Enter the amount in the Specify credit limit field.
  4. Enable the option Override credit limit using post-dated transactions, if required.

 

Set credit limits for multiple parties in one-go

  1. Gateway of Tally > Alter > Credit Limits > select the account group > and press Enter.
    Alternatively, press Alt+G (Go To) > Alter Master > Credit Limits > select the account group > and press Enter.
  2. Select the required group of ledgers to set the credit terms.
  3. In the Multi Ledger Limit Alteration screen, set:
    1. Credit Limit – Specify the amount of credit limit against the ledger account in this field. You can set the amount in foreign currency, if required, for ledgers involving forex transactions.
    2. Credit Period – Specify credit period in number of days or the due date.
    3. Check for Credit Days during Voucher Entry – Enable this to get a warning message when the party ledger selected in a transaction has exceeded the credit period, and the outstanding bills are not cleared.

To view this report for a different group, press F4 > select the group > and press Enter.

The credit limits defined in the party ledgers will be applied in the transactions.

 

Check on exceeding credit limit

While recording transactions, you may want to know if the credit limit has been exceeded. In such cases, in TallyPrime, an error message appears with the credit limit defined for the party while saving the transaction. It also shows the amount that has been exceeded.

You can:

  • Enter a lower value (within the prescribed credit limit) to complete the entry, or
  • Enable the option Override credit limit using post-dated transactions in the party ledger.

You can use this information to have better control over the outstandings while recording sales transactions.

 

Override credit limit using post-dated transactions

Post-dated transactions are non-accounting transactions. They get converted to accounting transactions on the voucher date. The credit limit will not be considered until the transaction is converted from post-dated to regular voucher. However, you may want the post-dated receipt transaction to be considered when the customer has exceeded the credit limit. You can do this in TallyPrime by enabling the option Override credit limit using post-dated transactions in the party ledger.

  1. Enable party ledger to override credit limit in post-dated vouchers.
    1. Enter the required amount to Specify credit limit.
    2. Set the option Override credit limit using post-dated transactions to Yes.
  2. Record sales invoice before a post-dated receipt voucher.
    1. Record an invoice for an amount within the credit limit.
    2. Record another sales invoice, with amount that exceeds the credit limit. An error message appears.
  3. Record a sales invoice after post-dated receipt voucher.
    1. Record a post-dated receipt voucher.
      Note: Press Ctrl+T (Post Dated) to mark a voucher as Post-Dated in the voucher creation mode.
    2. Record a sales transaction for the excess amount. The message about exceeding credit limit will not appear.
    3. Accept the invoice. As always, you can press Ctrl+A to save.

Using the procedure explained above, you can consider the value of post-dated receipt voucher when the party has exceeded the credit limit.

 

Round Off Invoice and Ledger Values

When you record an invoice, the total invoice value will not be rounded off automatically. To round off the value of the invoice or the value of tax ledger in the invoice, you can use the round off feature in TallyPrime.

In this section

 

Invoice Round Off – Using predefined ledger

When you record an invoice, you may want to maintain a ledger exclusively to round off the invoice value. For this, you can create an Invoice Rounding ledger in TallyPrime.

  1. Create a ledger for round off.
    1. Create the ledger under Indirect Expenses.
    2. Type of Ledger – Select Invoice Rounding.
    3. In Rounding method, select the appropriate rounding method.
      • Not Applicable – Keep the invoice value as is.
      • Downward Rounding – Round off the invoice value to the nearest lower number that is a multiple of the rounding limit specified.
        For example, if the invoice value is 125.60, the invoice value will be rounded off to 125 (when the Rounding limit is set to 1), and the round off ledger will have the value (-)0.60.
      • Normal Rounding – Round off the invoice value to the:
        • Nearest lower number that is a multiple of the rounding limit specified if the decimal value is less than 0.5. For example, if the invoice value is 125.30, the value will be rounded off to 125, and the round off ledger will have the value (-)0.30.
        • Nearest higher number that is a multiple of the rounding limit specified if the decimal value is more than or equal to 0.5. For example, if the value is 125.60, it will be rounded off to 126, and the round off ledger will have the value 0.40 (when the Rounding limit is set to 1).
      • Upward Rounding – Round off the invoice value to the nearest higher number that is a multiple of the rounding limit specified. For example, if the invoice value is 125.30, the value will be rounded off to 126, and the round off ledger will have the value 0.70 (when the Rounding limit is set to 1).
    4. For Rounding limit, enter the number to calculate the nearest number as a multiple of this number to round off. For example, if you mention 5, the invoice value will be rounded off to the nearest number that is a multiple of 5.
    5. Accept the ledger. As always, you can press Ctrl+A to save.
  2. Use the round off ledger in sales invoice. The invoice value will be rounded off, and the difference in value due to rounding off will be displayed as a positive or negative number.
  3. Accept the invoice. As always, you can press Ctrl+A to save.

You can use this procedure to round off the invoice value.

 

Invoice Round Off – Using Voucher Class

You may want the round off ledger to automatically appear in the invoice, to avoid selecting it every time you record transaction. For this, you can create voucher class in TallyPrime with the round off ledger, and use this voucher class to automatically display the round off ledger in the invoice.

  1. Create a voucher class for sales.
    1. Gateway of Tally > Alter > Voucher Type > type or select Sales > and press Enter.
      Alternatively, Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > and press Enter.
    2. Enter a name for the voucher class under Name of Class.
    3. Press Enter to view the Voucher Type Class screen.
    4. Under Additional Accounting Entries, select a ledger created under Indirect Expenses for accounting invoice round off. In this ledger, set Use ledger for auto calculation of to Not Applicable.
    5. For the Type of Calculation, select As Total Amount Rounding.
    6. In Rounding method, select the appropriate rounding method.
      • Not Applicable – Keep the invoice value as is.
      • Downward Rounding – Round off the invoice value to the nearest lower number that is a multiple of the rounding limit specified. For example, if the invoice value is 125.60, the invoice value will be rounded off to 125 (when the Rounding limit is set to 1), and the round off ledger will have the value (-)0.60.
      • Normal Rounding – Round off the invoice value to the:
        • Nearest lower number that is a multiple of the rounding limit specified if the decimal value is less than 0.5. For example, if the invoice value is 125.30, the value will be rounded off to 125, and the round off ledger will have the value (-)0.30.
        • Nearest higher number that is a multiple of the rounding limit specified if the decimal value is more than or equal to 0.5. For example, if the value is 125.60, it will be rounded off to 126, and the round off ledger will have the value 0.40 (when the Rounding limit is set to 1).
      • Upward Rounding – Round off the invoice value to the nearest higher number that is a multiple of the rounding limit specified. For example, if the invoice value is 125.30, the value will be rounded off to 126, and the round off ledger will have the value 0.70 (when the Rounding limit is set to 1).
    7. For Rounding Limit, enter the number to calculate the nearest number as a multiple of this number to round off. For example, if you mention 5, the invoice value will be rounded off to the nearest number that is a multiple of 5.
    8. Remove if Zero – Set it to Yes to remove the ledger from the invoice if the ledger value is zero.
    9. Accept the screen and the sales voucher type. As always, you can press Ctrl+A to save.
  2. Use the voucher class in sales invoice.
    1. Gateway of Tally > Vouchers > F8 (Sales) > select the voucher class.
      Alternatively, press Alt+G (Go To) > Create Voucher > F8 (Sales) > select the voucher class.
      The round off ledger appears automatically.
    2. Enter the sales details.
    3. Accept the invoice. As always, you can press Ctrl+A to save.

You can use this procedure to use voucher class, to round off the invoice value.

 

Round Off only the ledger value

When you record an invoice, you may want to round off the value of the tax ledger. For this you can use the round off feature in TallyPrime.

  1. Alter the ledger created under Duties & Taxes.
    1. For the Rounding method, select the appropriate rounding method.
      • Not Applicable – Keep the invoice value as is.
      • Downward Rounding – Round off the invoice value to the nearest lower number that is a multiple of the rounding limit specified. For example, if the invoice value is 125.60, the invoice value will be rounded off to 125 (when the Rounding limit is set to 1), and the round off ledger will have the value (-)0.60.
      • Normal Rounding -Round off the invoice value to the:
        • Nearest lower number that is a multiple of the rounding limit specified if the decimal value is less than 0.5. For example, if the invoice value is 125.30, the value will be rounded off to 125, and the round off ledger will have the value (-)0.30.
        • Nearest higher number that is a multiple of the rounding limit specified if the decimal value is more than or equal to 0.5. For example, if the value is 125.60, it will be rounded off to 126, and the round off ledger will have the value 0.40 (when the Rounding limit is set to 1).
      • Upward Rounding – Round off the invoice value to the nearest higher number that is a multiple of the rounding limit specified. For example, if the invoice value is 125.30, the value will be rounded off to 126, and the round off ledger will have the value 0.70 (when the Rounding limit is set to 1).
    2. For Rounding limit, enter the number to calculate the nearest number as a multiple of this number to round off. For example, if you mention 5, the invoice value will be rounded off to the nearest number that is a multiple of 5.
    3. Accept the ledger. As always, you can press Ctrl+A to save.
  2. In the sales voucher, select the ledger. The ledger value will be rounded off as per the rounding method and limit.

    In the above example, if the rounding method was set to Not Applicable, the tax amount would be 4,788.87. As the rounding method is set to Normal Rounding, with Rounding limit as 5, the tax amount is calculated as 4,790.00.

You can use this procedure to round off the ledger value in sales invoice.

 

Receive Money Against Sales

On making a sale, you receive money from your party instantly or at a later date. To settle the amount for which you have made a sales of items or services, you can record a receipt in reference to the sales. In case you have received payment in advance, even before the sales was executed, you can record a receipt. When you make a sale and therefore pass a sales entry against the advance received, you can use the receipt as the reference to settle the advance received. You can also account for payments received after deducting discounts, when recording the receipt.

In this section

 

Record Receipt Against Sales – Cash

After recording a sales invoice, if you receive cash for the sale value, you will need to settle the sales bill against the cash received. You can do this in TallyPrime by selecting the reference number of the sales invoice in the receipt voucher.

  1. Open a receipt voucher and enter the cash received.
    1. Gateway of Tally > Vouchers > F6 (Receipt).
      Alternatively, press Alt+G (Go To) > Create Voucher > press F6 (Receipt).
    2. Account: Select cash ledger.
    3. Particulars: Select the party ledger from whom cash is received.
    4. Amount: Enter the cash received.
  2. Select the sales bill against which the cash is received.
    1. Select Against Ref as the Method of Adjustment.
    2. Select the sales invoice reference details.
  3. Accept the voucher. As always, you can press Ctrl+A to save.
Note: If you want to set a default account for all your receipt vouchers, you can create a voucher type with the option Enable default accounting allocation set to Yes, and record the transactions. In this case, the vouchers appear in the single entry mode.

You can settle sales bills against cash receipts by selecting Agst Ref as the Method of Adj.

 

Record Receipt Against Sales – Bank

After recording a sales invoice, if you receive a cheque or money in the form of online bank transfers, you will need to settle the sales bill against the amount received. You can do this in TallyPrime by selecting the reference number of the sales invoice in the receipt voucher.

  1. Open a receipt voucher and enter the amount received.
    1. Gateway of Tally > Vouchers > F6 (Receipt).
      Alternatively, press Alt+G (Go To) > Create Voucher > press F6 (Receipt).
    2. Account: Select bank ledger.
    3. Particulars: Select the party ledger from whom the amount is received.
    4. Amount: Enter the sale value received.
  2. Select the sales bill against which the amount is received.
    1. Select Against Ref as the Method of Adjustment.
    2. Select the sales invoice reference details.
  3. Provide the details of receipt in Bank Allocations screen.
    1. Received From – Party name defined in the ledger master appears by default. You can change this as needed.
    2. Transaction Type – Select the required transaction type.
    3. Specify the details based on the transaction type.

      Note: In the Bank Allocations screen, press F12 (Configure) > set Show transfer mode and Show received from to Yes, to view the Transfer mode field.
  4. Accept the screen. As always, you can press Ctrl+A to save.
  5. Accept the voucher. As always, you can press Ctrl+A to save.

You can settle sales bills against money received from bank transfers by selecting Agst Ref as the Method of Adj.

Note: If you want to record the same transaction in double entry mode, press Ctrl+H (Change Mode) and select Double Entry.

 

Record Advance Receipts

When you receive an advance against a sale that would happen on a future date, you will need to account for this advance amount while raising a sales invoice. You can do this in TallyPrime by selecting the reference number of the receipt voucher in sales invoice.

  1. Open a receipt voucher and enter the amount received.
    1. Gateway of Tally > Vouchers > F6 (Receipt).
      Alternatively, press Alt+G (Go To) > Create Voucher > press F6 (Receipt).
    2. Account: Select cash or bank ledger.
    3. Particulars: Select the party ledger from whom the amount is received.
    4. Amount: Enter the amount received.
  2. Specify the reference details for the advance amount received.
    1. Select Advance as the Method of Adjustment. By default, the voucher number appears as the bill reference. You can change this, if needed.
    2. Enter the bank details if the amount is received via bank transfers.
  3. Accept the voucher. As always, you can press Ctrl+A to save.

You can settle the advance receipts against the sales bills, by selecting this bill reference (as Agst Ref) in the sales invoice.

 

Record Receipts with discount

You may want to give a discount when the party settles all the bills in one-go. In TallyPrime, you can select all the bills that are settled by the party, and provide discount by selecting the discount ledger.

  1. Open a receipt voucher and enter the amount received.
    1. Gateway of Tally > Vouchers > F6 (Receipt).
      Alternatively, press Alt+G (Go To) > Create Voucher > press F6 (Purchase).
    2. Account: Select cash or bank ledger.
    3. Particulars: Select the party ledger from whom the amount is received.
    4. Amount: Enter the amount received.
  2. Select the sales bills against which the amount is received.
    1. Select Agst Ref as the Method of Adjustment.
    2. Select the sales invoice reference details.
  3. Allow discount on the voucher.
    1. Select the discount ledger grouped under Indirect Expenses (with Type of Ledger set to Not Applicable).
    2. Enter the discount amount with a minus sign.

      Enter the bank details if the amount is received via bank transfers.
  4. Accept the voucher. As always, you can press Ctrl+A to save.
    You can use this procedure to settle bills against receipts and allow discount on the total value as well.

You can record the same transaction in double entry mode.

1. Credit the party ledger.

2. Debit the bank/cash ledger.

3. Debit the discount ledger.

 

Sales Against Advance Receipt

If you had received payment in advance and have done the sale to your party now, you will certainly need to account for the sale and settle the advance amount received. Based on your business, if you have done sales in phases or at one go, you can use the reference of the advance received when recording a sale, until the entire receipt value is settled.

  1. Ensure that the party master is enabled to Maintain balances bill-by-bill, and in the F12 configuration of sales voucher, the option Use default Bill-wise details for Bill Allocation is set to No.
  2. Specify the sales details in the sales voucher. On completing the voucher entry, once the invoice total is ready, the Bill-wise Details screen appears.
  3. In the Bill-wise Details screen, specify the reference of advance received.
    1. In Type of Ref, select Agst Ref.
    2. In Name, select the advance receipt voucher number.
    3. Accept the screen.
  4. Accept the invoice. As always, you can press Ctrl+A to save.

 

Record Sales of Goods Dispatched

You can use delivery notes in TallyPrime to manage your delivery, with or without any reference to sales orders. You can record delivery notes as the first voucher and generate a sales bill, or generate a delivery note against a sales bill. Similarly, you may generate a delivery note against a sales order. As the order of recording transactions does not matter, you can follow the process that your business needs. After recording delivery note, if there are any returns from customers, you can record a rejections in voucher against such delivery notes. You can check the pending sales bills in reports.

In this section

Record a Delivery Note for goods dispatched

If your business process requires you to record a delivery note for goods dispatched, you can record it in TallyPrime and track it to the sales invoice. You can record a delivery note even without recording a sales order. The procedure to record delivery note without sales order is explained below.

  1. Open the delivery note voucher screen and select the stock items.
    1. Gateway of Tally > Vouchers > F10 (Other Vouchers) > type or select Delivery Note.
      Alternatively, press Alt+G (Go To) > Create Voucher > F10 (Other Vouchers) > type or select Delivery Note.
      In case the voucher is inactive, you will be prompted to activate the Delivery Note voucher type. Select Yes or press Y to proceed.
    2. Select the Party A/c name.
    3. Select the Sales ledger.
    4. Select the required stock item.
  2. Specify the details in Stock Item Allocations screen.
    1. Enter a Tracking No. By default the invoice number will appear. You can change it, if required by creating a New Number.
    2. Set the Order No., to Not Applicable.
    3. Enter the Quantity and Rate.

      If you select a sales Order No(s) in the Party Details screen of the invoice:
      • The stock items details provided in the sales order, will appear in the delivery note.
      • The Order No. will be prefilled in the Stock Item Allocations screen.
    4. Accept the screen.
  3. Accept the invoice. As always, you can press Ctrl+A to save.
    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.

You can select the tracking number of delivery note, to track the delivery of goods in sales invoice.

Click here to see the possible F12 configurations for Delivery Note.

Options

Descriptions

Provide Buyer details

Displays the Party Details screen, where you can enter the buyer’s name and mailing details.

Provide Dispatch, Order, and Export Details

Displays the Party Details screen, where you can enter the Dispatch, Order, and Export details.

Select 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 Descriptions for Stock Items

Specify any additional description for the item during voucher entry.

Provide Additional Descriptions for Ledgers

Specify any additional description for the ledger during voucher entry.

Calculate Tax on Current Subtotal

(else calculations are on inventory total only)

Calculate tax after including the additional income or expenses in total item amount.

Show message on negative Stock Balance

When there is insufficient stock during sales entry, a warning message of negative stock with quantity details appears.

Provide Accounting Allocations in Order/Delivery note

Select the sales ledger for stock items.

Show Turnover from selected Party A/c

During voucher entry, display the turnover details from the customer/buyer.

Modify all fields during voucher entry

Modify all fields in the delivery note.

Provide details to preclose orders

Pre-close orders partially or completely from the Stock Item Allocations screen.

Use Expired Batches for Stock items

Allow the selection of stock items from expired batches.

Show Batches with Zero Quantity

Display the stock items batches with zero quantity.

Consolidate quantity of Stock Items with same rate

Consolidate the stock items having same rates in the invoice.

Show Compound Unit based on Rate

Display the compound unit of the item based on the unit appearing in the Rate per column.

Show details of Compound Unit

Display full details of the compound unit in the Quantity field.

Provide Marks or Container No.

Specify container information for exported items.

Provide No. of Packages

Specify the number and package type for exported items.

 

Record Sales Against Delivery Note

If you have a delivery note, which needs to be tracked against the sales invoice, you can select the order number and tracking number in TallyPrime to link it to the relevant invoices.

  1. Open the sales invoice and select the party ledger.
    1. Gateway of Tally > Vouchers > F8 (Sales).
      Alternatively, press Alt+G (Go To) > Create Voucher > F8 (Sales).
    2. Press F12 (Configure) > ensure the option Provide Dispatch, Order, and Export details is set to Yes.
      Henceforth, you can enter the supplementary details in the delivery note, until you change the option in F12 (Configure).
    3. Select the Party A/c name.
  2. Select the delivery note reference in sales invoice.
    1. After selecting the party, a sub-screen opens. Select the delivery note reference. The details from the delivery note will be listed in the sales voucher. If you have generated the delivery note against a sales order, that sales order details are also prefilled.

      In case you want to generate the bill against the sales order without selecting the delivery note tracking number, you can select End of List and press Ctrl+A to return to sales invoice.
  3. Make changes in the items/quantities, if required.
  4. Complete the sales voucher with extra information as needed.

Delivery note will be closed if billed completely. If it is partially closed, the details will appear in Sales Bill Pending report.

 

Record Sales with New Tracking Number

If you want to record a sales invoice before delivery note, you can record the invoice with a tracking number, and track it in the delivery note. The transaction will be accounted against the party ledger without updating the stock value, and will appear as Bills made but goods not delivered in the Sales Bill Pending report.

  1. Ensure the tracking number feature is enabled.
  2. Record the sales invoice.
    1. Gateway of Tally > Vouchers > F8 (Sales).
      Alternatively, press Alt+G (Go To) > Create Voucher > F8 (Sales).
    2. Select the party ledger and stock item.
    3. In the Stock Item Allocations screen:
      • Select New Number for the Tracking No.
      • Enter the New Number.
    4. Enter the Quantity and Rate. The Amount appears.
    5. Press Enter to return to the sales invoice.
    6. Accept the invoice. As always, you can press Ctrl+A to save.

You can use the tracking number of sales invoice in delivery note.

 

Record Rejections In against Delivery Note

A rejections in voucher is used when goods are rejected or returned by the customer. The transaction is recorded after raising a delivery note, but before raising a sales voucher.

  1. Open the rejections in voucher.
    1. Gateway of Tally > Vouchers > F10 (Other Vouchers) > type or select Rejections In.
      Alternatively, press Alt+G (Go To) > Create Voucher> F10 (Other Vouchers) > type or select Rejections In.
    2. In case the voucher is inactive, you will be prompted to activate the Rejections In voucher type. Select Yes or press Y to proceed.
  2. Provide the party details.
    1. Under Ledger Account, select the party’s name from whom the goods have been returned.
    2. The party’s name appears under Customer’s Name and Address with the address entered in the ledger master.
  3. Provide the stock item details.
    1. Select the stock item. In the Item Allocations screen, if you had recorded a delivery note with tracking number, the same will appear. You can select the relevant tracking number.
    2. Enter the Quantity and Rate.

      Note: In F12 configuration, enable the options Show Batch Wise Details and Show Godown–wise Details, to view the batch and godown details in the invoice.
  4. Accept the voucher. As always, you can press Ctrl+A to save.

The stock will increase to the extent of quantity entered in the rejections in voucher.

 

Sales Using Voucher Class

You may want to record sales by automating the appearance of only the required ledgers for faster data entry. You can do it using the Voucher Class feature. During voucher entry, you can select the voucher class, and view the predefined ledgers, including additional ledgers created for tax, freight, and other charges, without having to select them in the invoice.

In this section

 

Sales inclusive of tax with additional expenses

  1. Create a voucher class for sales.
    1. Gateway of Tally > Alter > Voucher Type > type or select Sales > and press Enter.
      Alternatively, press Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > and press Enter.
    2. Enter a name for the voucher class under Name of Class.
    3. Press Enter to view the Voucher Type Class screen.
    4. Under Default Accounting Allocations for all items in Invoice (except for the items specified below), select the sales and tax ledgers.
      For example, if the tax is 18% and the sale value is inclusive of tax, the sale value will be calculated as (100/118)*100 = 84.75. The tax value will be calculated as (100/18)*18 = 15.25
    5. Under Additional Accounting Entries, select a ledger created under Indirect Expenses.
    6. Accept the screen and the sales voucher type. As always, you can press Ctrl+A to save.
  2. Use the voucher class in sales invoice.
    1. Press Alt+G (Go To) > Create Voucher > F8 (Sales) > select the voucher class.
    2. Enter the sales details.
    3. Accept the invoice. As always, you can press Ctrl+A to save.
    4. Press page Up key to view the invoice in alteration mode. In the Accounting Details screen, you can see the break-up of sales and tax amount.

 

Sales exclusive of tax with additional expenses

  1. Create a voucher class for sales.
    1. Press Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > and press Enter.
    2. Enter a name for the voucher class under Name of Class.
    3. Press Enter to view the Voucher Type Class screen.
    4. Under Default Accounting Allocations for all items in Invoice (except for the items specified below), select the sales ledger.
    5. Under Additional Accounting Entries, select the tax ledger and expense ledger.
    6. Accept the screen and the sales voucher type. As always, you can press Ctrl+A to save.
  2. Use the voucher class in sales invoice.
    1. Press Alt+G (Go To) > Create Voucher > F8 (Sales) > select the voucher class. The tax ledger and expense ledger will appear automatically.
    2. Enter the sales details.
    3. Accept the invoice. As always, you can press Ctrl+A to save.

 

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 TallyPrime, you can refer to different reports on sales, analyse the sales data, and make informed decisions for your business.

In this section

 

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. Press Alt+G (Go To) > type or select Day Book.
    Alternatively, Gateway of Tally > Display More Reports > 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:
    1. Press F2 (Date) to change the date.
    2. Press F4 (Voucher Type) > 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. Press Alt+G (Go To) > type or select Sales Register.
    Alternatively, Gateway of Tally > Display More Reports > Account Books > Sales Register.
  2. Scroll Up or Down and press Enter to view the sales vouchers recorded in the selected month.

 

Know your Sales Bills Pending

Sales Bills Pending report lists all instances of incomplete sales, where goods may have been delivered but not invoiced. It also lists instances of invoices raised, but against which goods have not been delivered.

When the delivery note or rejections in voucher is recorded with new tracking number, but sales invoice (or voucher) or credit note is not linked to it, the inventory details will be updated but accounting entries will be pending. Similarly, if you have entered sales invoice or credit note with new tracking number, but delivery note or rejections in voucher is not linked to it, the accounting details will be updated but inventory entries will be pending.

This report lists transactions of Goods Delivered but bills not Made, and Sales bills to make.

Press Alt+G (Go To) > type or select Sales Bills Pending.

Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Sales Bills Pending.

The default report appears as shown:

You can view the pending bills along with cleared bills in Sales Bills Pending report.

Press F12 (Configure) and set the options as needed.

Click here to see the possible F12 configurations for Sales Bills Pending report.

Options

Descriptions

Show Outstanding Sales Bills

Display the Goods Delivered but Bills not Made section with transaction details.

Show Cleared Sales Bills

Display the Sales Bills Cleared section with transaction details.

Show Bills Made but Goods not delivered

Display the Bills Made but Goods not Delivered section with transaction details.

Show Outstanding Purchase Bills

Display the Goods Recd. but Bills not Recd. section with transaction details.

Show Cleared Purchase Bills

Display the Purchase Bills Cleared section with transaction details.

Show Bills received but Goods not received

Display the Bills Recd. but Goods not Recd section with transaction details (when purchase voucher is recorded with a new tracking number).

Show Actual and Billed Quantity details

Display the Actual and Billed columns for the Ordered Quantity.

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 Location Details

Display the godown/location details for transactions.

Show Batch Details

Display the details of batches provided for stock items while recording transactions.

Format of Report

Display the report in Detailed or Condensed mode.

Display name for Stock Item

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.

By selecting the appropriate option you can configure the Sales Bills Pending report.

To drill down to the voucher level, place the cursor on the voucher detail line and press Enter.

Note: The Sales Bills Pending report can be generated only when the option Tracking Numbers is set to Yes.

Sales bills pending report shows the Goods Delivered but bills not Made. Also, the sales appears under Sales bills to make section of Profit and Loss Account.

 

Bills Outstandings – Check Party Outstandings (Receivables)

When you maintain bill-wise accounting, you can use the Receivables report to check your outstanding receivable bills.

Press Alt+G (Go To) > type or select Bills Receivable.

Alternatively, Gateway of Tally > Display More Reports > Statements of Accounts > Outstandings > Receivables. The Bills Receivable screen appears.

This report displays the invoice-wise details of all outstanding receivables.

 

Check and Settle Bills

Select the outstanding bills which you want to settle.

  1. Press Alt+G (Go To) > type or select Ledger Outstandings.
    Alternatively, Gateway of Tally > Display More Reports > Statements of Accounts > Outstandings > Ledger.
  2. Press Spacebar and select the bills to be settled.
  3. Press Alt+B (Settle Bills).
  4. Enter the details in the Bill Settlement screen.
  5. Press Enter to accept the Bill Settlement sub screen. The Receipt/Payment Voucher gets prefilled as shown below:
  6. Accept the voucher.

 

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