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Record Sales Receipts and Sales with Additional Charges, Discounts, and Free Items

In TallyPrime, you can record the receipts against any sale of goods or services using the receipt voucher. You can also record any advance received from the customers and adjust such advances by selling goods or services. In your business, along with your regular sale transactions of goods and services, you may also require to record additional charges, such as transportation, insurance, discounts, and taxes. Depending on your business practice, you may sell your goods or services after giving discounts to the customers. These discounts can be either on each item or on the total invoice amount. Similarly, you can give free items to your buyers or send samples to a customer to increase your sales volume. TallyPrime provides you with the option to record all these transactions.

Receive Money Against Sales

When you sell goods or services, you receive money from your party instantly or later. You can record a receipt to settle the amount of sale of goods or services, record an advance receipt and settle such advance by recording the sale of goods or services and also account for payments received after discounts while recording the receipt.

In this section

• Record Receipt Against Sales – Cash
• Record Receipt Against Sales – Bank
• Record Advance Receipts
• Record Receipts with discount

Record Receipt Against Sales – Cash

After recording a sales invoice, if you receive cash for the sale value, you 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. In the case of cash receipts, since you receive the money immediately after the sale, you can also record the transaction in the sales voucher by taking the Cash account under Party A/c Name instead of recording a separate receipt voucher.

1. Open a receipt voucher and enter the cash received.
   1. Press Alt+G (Go To) > Create Voucher > press F6 (Receipt).
   2. Account: Select cash ledger.
   3. Particulars: Select the party ledger who paid the cash.
   4. Amount: Enter the amount received.
2. Select the sales bill against which you have received the cash.
   1. Select Agst Ref as the Method of Adjustment.
      
   2. Select the sales invoice reference details.
      
3. As always, press Ctrl+A to save and proceed.

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 have recorded the cash receipt against sales in the receipt voucher. Similarly, you can record the cash receipt directly in the sales voucher.

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 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. TallyPrime allows you to provide the Transaction Type, Cheque number, and other details for the amount received in the Bank Allocation screen.

1. Open a receipt voucher and enter the amount received.
   1. Press Alt+G (Go To) > Create Voucher > press F6 (Receipt).
   2. Account: Select bank ledger.
   3. Particulars: Select the party ledger from who paid the amount.
   4. Amount: Enter the amount received.
2. Select the sales bill against which you have received the amount.
   1. Select Against Ref as the Method of Adjustment.
   2. Select the sales invoice reference details.
      
3. Provide the receipt details in the Bank Allocation screen.
   1. Press F12 (Configure) > Set Ledger-wise Bank Allocations during voucher creation as Yes  to view the bank details of the party while recording receipts for more than two parties in one receipt voucher.
   2. In the Bank Allocations screen, press F12 (Configure) > set Show Transfer Mode for e-Payments and Show Received From to Yes, to view the Transfer mode field.
   3. Specify the Bank Allocation details.
      
      • Received From – Party name defined in the ledger master appears by default. You can change this, if needed.
      • Transaction Type – Select the required transaction type.
        • Specify the details based on the transaction type.
          
4. Press Ctrl+A to save the screen.
5. As always, press Ctrl+A to save and proceed.

Press Ctrl+H (Change Mode) and select Double Entry to record the transaction in double entry mode.

You have recorded the receipt against sales in the receipt voucher.

Record Advance Receipts

When you receive an advance from a customer, you need to account for the advance amount. You can do this in TallyPrime by selecting Advance as the reference number in the receipt voucher. Later you can adjust the advance received when you sell goods or services to the customer.

1. Open a receipt voucher and enter the amount received.
   1. Press Alt+G (Go To) > Create Voucher > press F6 (Receipt).
   2. Account: Select cash or bank ledger.
   3. Particulars: Select the party ledger who paid the amount.
   4. Amount: Enter the amount received.
2. Specify the reference details for the advance amount received.
   1. Select Advance as the Method of Adjustment. The list of voucher numbers appears as the bill reference. You can change this, if needed.
      
   2. Enter the bank details if you have received the amount via bank transfers.
      
3. 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 settled by the party and provide a discount by selecting the discount ledger.

1. Open a receipt voucher and enter the amount received.
   1. Press Alt+G (Go To) > Create Vouchers > press F6 (Receipt).
   2. Account: Select cash or bank ledger.
   3. Particulars: Select the party ledger who paid the amount.
   4. Amount: Enter the amount received.
2. Select the sales bills against which you have received the amount.
   1. Select Agst Ref as the Method of Adjustment.
   2. Select the sales invoice reference details.
      
3. Allow a discount on the voucher.
   1. Select the discount ledger created under Indirect Expenses (with the Type of Ledger set to Not Applicable).
   2. Enter the discount amount with a minus sign.
      
   3. Enter the bank details if you have received the amount 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 a discount on the total value.
5. 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 have received payment in advance and have made the sale to your party against that advance, you certainly need to account for the sale and settle the advance amount received. Based on your business, if you have made sales in phases or at one go, you can use the reference of the advance received when recording a sale until you have settled the entire receipt value.

1. Enable Maintain balances bill-by-bill in the party master, and press F12 (Configure) in the sales voucher to set Use default Bill-wise details for Bill Allocation as No. 
2. Enter 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. Enter the reference of advance received in the Bill-wise Details screen.
   1. Type of Ref, select Agst Ref.
   2. Name, select the advance receipt voucher number.
      
   3. As always, press Ctrl+A to save the screen.
4. Press Ctrl+A to save and proceed.

You have now adjusted a sales entry against an advance receipt.

Change Ledger for Item Allocation

If your business transactions are maintained based on different sales conditions, you must link them 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. When recording a sales transaction, you can create different sales ledgers and allocate the stock items to the respective sales ledger.

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, and enter the quantity and rate.
   2. Select the sales ledger created for the sale of domestic supply, and the amount automatically appears.
      
   3. Select the item of imported goods, and enter the quantity and rate.
   4. Select the sales ledger created for the sale of imported goods, and the amount automatically appears.
      
      The voucher appears as shown:
      
   5. As always, press Ctrl+A to save and proceed.

In reports, you can view a summary of all the domestic and imported goods sales separately.

Sales with Additional Charges

In your business, when you record the sales of goods or services, certain items attract additional charges, such as transportation, packaging, and insurance. You can account for such charges in TallyPrime via sales voucher and track such costs using cost centres in TallyPrime.

In this section

• Additional charges without cost centre
• Additional charges with cost centre

Additional charges without cost centre

You can account for additional charges like transportation, packaging, and insurance in a sales invoice along with the sale of goods and services.

1. In the sales invoice, for Item Invoice mode, after you have selected all the stock items, press Enter twice to skip one line.
   Alternatively, press Enter > Spacebar > and select End of List to go to the following line, where you can select ledgers for additional charges.
   In the case of an Accounting Invoice mode, 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 mode, 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 mode, enter the Amount.
3. As always, press Ctrl+A to save and proceed.
   

The invoice amount displayed at the bottom 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, if you wish to track the additional cost separately.

1. In the sales invoice, enable the additional charges ledger for cost centre applicability.
   1. Press Alt+G (Go To) > Alter Master > Ledger > press Enter.  
      Alternatively, go to Gateway of Tally > Alter > Ledger > press Enter.
   2. Select the additional charges ledger. Press F12 (Configure) > set Apply Cost Centres for Ledgers to Yes.
      If you do not see the above option, ensure that Enable Cost Centre is set to Yes in your company’s F11 (Feature).
   3. Set the option Cost Centres are applicable to Yes.
   4. Press Ctrl+A to save the ledger.
2. In the Item Invoice mode, 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 to go to the following line, where you can select ledgers for additional charges.
   In the case of an Accounting Invoice mode, 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 mode, 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 mode, enter the Amount.
   3. Select the cost centre for the additional charges ledger, or create it on the fly by pressing Alt+C.
      
4. As always, press Ctrl+A to save and proceed.
   

The invoice amount displayed at the bottom is the sum of the amounts for the stock items and the additional charges.

Refer Cost Centres to learn more about allocating costs to cost centres.

Sales of Items with Discounts

Depending on your business policy, you may give buyers discounts on the total item amount or on each item separately in exchange for an early payment from your customer. TallyPrime caters to both requirements.

In this section

• Sales discount on total item amount
• Sales with trade discount

Sales discount on total item amount

If you give discounts to your buyers on bulk purchases of goods, you can account for such discounts on the total item while recording your sales invoice.

1. In the sales invoice, for Item Invoice mode, after you have selected all the stock items, press Enter twice to skip one line.
   Alternatively, press Enter > Spacebar > and select End of List to go to the following line where you can select discount ledger.
   In the case of an Accounting Invoice mode, you can directly select the ledger, as no stock items are involved.
2. Provide details of the discount.
   1. Select the ledger for discounts created under Indirect Expenses.
   2. Enter the discount percentage (%) under Rate as a negative number (in minus, for example, -5%). 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. As always, press Ctrl+A to save and proceed.
   

TallyPrime calculates the invoice total by subtracting the discount from the total amount for the items.

If your sales include 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 is applied to 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. Using a ledger account, you can also enter each selected item’s discount percentage or amount and show the total discount.

In this section

• Display discount percentage against each item – without using ledger account
• Display discount percentage and amount on item rates – using ledger account

Display discount percentage against each item – without using ledger account

1. In the sales invoice, press F11 (Features) > set the Use Discount column in invoices to Yes.
   If you do not see this option, set Show more features to Yes. Henceforth, you can 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 stock item displays the Amount after deducting the discount without any change in the Rate.
3. As always, press Ctrl+A to save and proceed.

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 the above option, set Show more configurations to Yes.
   If the above option does not appear, press F11 (Features) > enable the statutory options applicable to your business.
2. Enter 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 stock item displays the Rate and Amount after deducting the discount.
3. Select the discount ledger created under Indirect Expenses. In the discount ledger, set the Type of Ledger as Discount.
4. As always, press Ctrl+A to save and proceed.

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 differently during voucher entry.

In this section

• Use Actual and Billed quantities
• Use zero-valued transaction

Account for free items using Actual and Billed quantities

When you sell goods to your customer, in order to increase your sale volume and increase your business you can make the sale by giving free items. TallyPrime allows you to record such sales in sales vouchers by making changes in the features of the company. You can sell the actual quantity to the customer and bill the customer only for those quantities that you are not giving them as free items.

1. In the sales invoice, 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, the Actual and Billed columns are under the Quantity column in every sales invoice.
2. Actual: Enter the actual quantity sold to the customer.
3. Billed: Enter the quantity billed to the customer.
   
4. As always, press Ctrl+A to save and proceed.

The total amount calculated is based on the billed quantity. However, the items handed over to the buyer are based on the actual quantity, including the number of free items.

Account for free items using zero-valued transaction

When you sell goods to your customer, in order to increase your sale volume and increase your business you can make the sale by giving free items. Apart from recording the sale of free items as Actual and Billed quantity, in TallyPrime, you can also record the free item sale as a zero-valued transaction. While recording the sales voucher along with the items that you are selling, mention the same item and its quantity and keep the rate and amount column blank.

1. Press Alt+G (Go To) > Alter Master > Voucher Type > type or select Sales > press Enter.
   Alternatively, go to Gateway of Tally > Alter > Voucher Type > type or select Sales > press Enter.
2. In the Sales Voucher type screen, 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.
5. As always, press Ctrl+A to save and proceed.

The generated invoice displays the billed items with the Amount details and the total quantity supplied to the buyer.

TallyPrime allows you to record sales transactions only for zero-valued items, such as free items or samples sent to customers.

Specify Separate Buyer (Bill to) and Consignee (Ship to) details

In certain cases, you may have to deliver goods to a location different from the customer’s address. Hence, you 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, press F12 (Configure) > set Provide separate Buyer and Consignee details to Yes.
   Henceforth, you can add 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.
   
   
3. As always, press Ctrl+A to save and proceed.

When you print the invoice, the consignee’s name and address get printed, where the consignment or goods need to be delivered.