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Print Sales Invoice with Company Logo and 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.

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 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.

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.

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.

To know more about the Printing feature and flexibilities in TallyPrime, refer to the Printing Invoices and Reports topic.

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