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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.

 

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.

 

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