Tally Accounting
Posted by Asok K Nadhani on

Materials Delivery Vouchers in Tally

Challans Entry

Challan refers to the documents relating to movement of goods from one place to another. Normally challans are used for Delivery Out against sales Orders, or Delivery In against Purchase orders, when Invoice for the transactions re not yet ready. Challans contain Quantitative details of goods transferred but may not contain rate or value. So, challans affect only Inventory System but not Accounts.

Tracking Numbers Activation for Challans in Tally

In previous chapter, we have described the concept and use of Tracking Number.

Click F11: Features>Inventory Features, to get Inventory Features Screen. At Inventory Features Screen, set Yes at Use Tracking Numbers (Delivery / Receipt Notes) to activate Tracking Numbers.

Tracking Number Activation in Tally

At Gateway, select Inventory Vouchers to get Inventory Voucher entry screen with additional buttons for Challan Entry . At Inventory Voucher entry screen, click :

  • Delivery Note entry:  F8: Dely Note  to get Delivery Note entry screen, which is quite similar to Sales Invoice Entry
  • Receipt Note entry : F9: Recpt Note to get Receipt Note entry screen, which is quite similar to Purchase Invoice Entry

Here we describe points exclusively related to Challans (Tracking Number)

Tracking Number Entry in Challans in Tally

In Delivery Notes /  Receipt Notes entry, after selection of Stock Item at Name of Item Column, you get Item allocation screen to enter the transaction details of the selected Item:

Tracking Number

At Tracking Number, select the option from List of Tracking Number, to enter  Tracking Number as follows:

  • When a Tracking Number is to be created : This is relevant when the current tracking number is to be linked with another  voucher later on. This is the normal way of creating multi-step transaction like Challan – Invoice process.
  • Default Tracking Number : The Voucher Number of current Voucher (Receipt Note/ Delivery Note/ Rejection In / Rejection Out) being entered  is carried as default Tracking Number. Select it from the list (a new tracking number is created having the similar number as Challan number). This is usual and most convenient way to maintain same Reference Number for Voucher & Tracking.
  • New Tracking Number : Sometimes, you may use some other number (other than Challan Number), through which you may track the Challans & Invoices (like Contract Number, Job Number etc). In such case, select New Number  option from the list to get New Number entry box to enter the new Tracking Number. Enter the new Tracking Number  in the New Number input box . The  new Tracking Number cannot be an existing tracking number)
  • When no Tracking Number is to be created : This is relevant when the Challan is NOT to be linked with any Invoice (like Samples Receipt / Delivery). In such case, select Not Applicable.

New Tracking Number Entry  in Delivery Note in Tally

Delivery Note / Goods Receipt Note Entry

At Delivery Note entry screen , enter as follows :

Item Name : Select the Item and enter the following details in the Item Details subscreen

Tracking Number : A pop up window appears to enter the Tracking Number.

Delivery Note (Delivery Out) Entry

Select the default tracking number or enter new number, as applicable, as explained, to get Item Allocation screen

Tracking Number entry in Delivery Note in Tally

Item Allocation Details : At Item Allocation screen, enter the following details, as  activated and applicable

  • Tracking Number : The  selected Tracking Number is shown.
  • Order : Enter the Order Number, where applicable.
  • Godown Details : Select the Godown (if Multiple Godown is activated)
  • Batch Details : Select the Batch (if  Batch  is activated)
  • Quantity : Enter the Quantity
  • Rate : The Standard Rate (or the Price List Rate, Order Rate, as the case may be), which you may change in the voucher.
  • Amount : The computed amount as per Quantity & Rate is displayed, which may be changed (in case of lump sum value, the Amount may be entered without entering the Rate)

Item allocation screen in Delivery Note entry

In Challans, the Rate & Amount may be skipped if desired, to be filled up later on at the time of  creation of corresponding  Credit Note.

Rest of the entries are similar to Sales Invoice Entry as explained earlier. Fig shows the different steps of Delivery Note Entry.

 Receipt Note Entry : Receipt Note Entry  are similar to Purchase Invoice Entry as explained earlier

Receipt Note Entry

Tracking Number entry

Item allocation screen

Receipt Note Entry (Delivery In) in Tally

Challan Entry Configuration in Tally

At Challan Entry (Delivery Notes & Receipt Notes) screen, click F12:Configure to get Configuration screen, through which you may set options for the voucher entry. The Configuration Options both for Delivery Notes & Receipt Notes are similar

Challan Entry Configuration in Tally

Challan Entry Button Bar in Tally

Sales Return / Purchase Return Entry Tally

Goods returned by customers to suppliers are entered in Goods Return Note (or Rejection Note in Tally). The Customer returning the bought goods prepares a Purchase Return (Rejection Out ) voucher on the supplier whom the goods are returned to. On the other hand, the supplier  receiving back the retuned sold goods from the customer,  prepares a Sales Return (Rejection In)  Voucher on the Customer  from whom the returned goods are received back.

Rejection Notes (sales Purchase Returns) Activation in Tally

At Gateway, click F11:Fetaures >Inventory Features and set Yes at Use Rejection Inward / Outward Voucher to activate Rejection Vouchers (Tracking Number must have been activated). Consequently, you get the following buttons activated in Inventory Voucher entry.

  • F6: Rej In for Rejection In Voucher (Sales Returns)
  • F6: Rej Out for Rejection Out Voucher (Purchase Returns)

At Gateway, click Inventory Voucher and then click the respective button to get Rejection Note entry screen

Sales Return (Rejection In) Entry in Tally

At the button bar, clickF6: Rej In button to get Rejection In voucher entry screen. The entry process is similar to Delivery Out / Receipt Note entry

Rejection In (Sales Return) Voucher entry in Tally

At Rejection In Voucher entry scren enter as follows :

Item Name : Select the Item and enter the following details in the Item Details subscreen

Tracking Number in Rejection In  Note entry in Tally

Tracking Number : A pop up window appears to enter the Tracking Number. Select the default tracking number or enter new number, as applicable, as explained earlier,  to get Item Allocation screen

Item Allocation Details : At Item Allocation screen, enter the following details, as  activated and applicable :

  • Tracking Number : The  selected Tracking Number is shown.
  • Order : Enter the Order Number, where applicable.
  • Godown Details : Select the Godown (if Multiple Godown is activated)
  • Batch Details : Select the Batch (if  Batch  is activated)
  • Quantity : Enter the Quantity
  • Rate : The Standard Rate (or the Price List Rate, Order Rate, as the case may be), which you may change in the voucher.
  • Amount : The computed amount as per quantity & Rate is Displayed, which may be changed (in case of lump sum value, the Amount may be entered without entering the Rate).

Item Allocation entry in Rejection Notes in Tally

In Rejection Note, the Rate & Amount may be skipped if desired, to be filled up later on at the time of  creation of corresponding  Credit Note.

The Rejection In voucher thus entered affects stock only but does not affect Accounts (e.g Sales & Customer’s Accounts), until it is linked to a Credit Note Voucher.

Purchase Return (Rejection Out) Voucher Entry in Tally

At the button bar, clickF6: Rej Out button to get Rejection Out voucher entry screen .

Rejection Out Voucher entry

The entry process is similar to Delivery In / Rejection In entry

Tracking Number entry in Tally

The Rejection Out voucher thus entered affects stock only but does not affect Accounts (e.g Purchase & Supplier’s accounts), until it is linked to a Credit Note Voucher.

Purchase / Sales Return entry Configuration in Tally

At  Rejection In or Rejection Out  entry screen Click F12: Config at Rejection Voucher entry screen to get Rejection Voucher Configuration screen.

Rejection In entry Configuration in Tally

The Configuration options for both Rejection In & Rejection Out is similar.

  • Voucher Date: At Skip Date field in create mode (faster entry), set Yes to skip the Date field, the current Date is carried as default voucher date enabling voucher entry (press Shift + tab to go back to Date field and change voucher date)
  • Stock Warning  : At Warn on Negative Stock Balance, set Yes  to get warning if the current voucher causes stock balance go negative (in case of Rejection Out voucher) 
  • Stock Balance : At Show Balance as on Voucher Date,  set Yes to show current stock balance of the Item during voucher entry.

Other options : You may further set the following options if activated :

  • Batch Details : At Show Batchwise Details, set Yes to enter Batch details (if Batch is activated for the Item)
  • Godown Details : At Show Godownwise Details, set Yes to enter Godown details (if Multiple Godown is activated)
  • Expired Batches : At Honor Expiry dates usage for Batches,  set Yes to prevent in / out of expired batches (if Batch Expiry is activated for the Item).

Voucher Narration entry in Delivery Notes in Tally

If you set Yes at Use Common Narration at the respective Voucher Type creation, then you may also enter Voucher Narration, giving more details. The Voucher Narration so entered may be optionally printed in Delivery Note / Day Book.

Challans Printing in Tally

Having entered Challan (Delivery Note / Receipt Note / Rejection In / Rejection Out) , you may print the Challan. The process of Challan Printing is similar to Invoice Printing explained earlier (for immediate voucher Printing, at the respective Voucher Type creation screen, set Yes at Print After Saving the Voucher )

Having entered the voucher, Click P:Print button to get Printing screen. At Printing screen, click F12:Configure to get Configuration screen to set the Configuration options. Having set the Configuration options , set Yes to print the Voucher.

Receipt Note in Print in Tally

Challan Printing Configuration in Tally

Receipt Note Printing Configuration

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