Sales and Purchase Order Processing in Tally

Sales and Purchase Order Processing in Tally

Sales and Purchase Order Processing refers to the complete cycle of transactions from Issue to fulfilment of  Sales and Purchase Orders.

We have explained the steps of creation of each of these documents, in earlier chapters. Now we discuss about some advanced aspects of  Ordering System & steps of Order Processing

Consignee Details in Sales and Purchase Documents in Tally

Normally the goods are delivered to the Buyer. But, sometimes  goods are to be despatched to a specified third party (called Consignee), as per instruction of the Buyer.

In the books of the supplier, though the goods may be consigned to Consignee, still, the Invoice is to be created on the Buyer and the Buyer remains responsible for Payment for the Invoice. So, only the Buyer’s Ledger Account is created in the books of Seller and all transactions are recorded in the name of Buyer. Consignee name is recorded for the purpose of information only, to book the goods with the carrier,  in the name of consignee,.

To record the consignee name at the entry screen (Order / Despatch Note / Invoice), at respective Configuration (F12:Config>Invoice / Orders Entry) screen, set Yes at Allow Separate Buyer & Consignee Name. Consequently,  during Orders / Delivery Note / Invoice entry, at supplementary details screen, you get two fields for Buyer’s name (Despatch To / Consignee Name & Buyers Name). The Buyer’s Name & Address are carried as default at the Consignee Name, where you may change the Consignee Name if different from the Buyer, as described next.

Consignee Name in Sales and Purchase Documents in Tally

For each Voucher Type, the field where the Consignee Name may be entered are described in the following Table. Consequently, the Party Name, Company Name & Consignee Name are printed in the respective document as described.

Voucher Type	Default	Consignee name entered at	Company name is printed at	Consignee Name is printed at	Party Name is printed at
Sales Order	Party Name is carried as default both at Despatch To & Buyers Field at Buyer’s section	Despatch To	Document Header	Despatch To	Invoice To
Delivery Note	Party Name is carried as default both at Consignee & Buyers Field at Buyer’s section	Consignee	Document Header	Consignee	Buyer (if other than consignee)
Sales Invoice	Party Name is carried both at Consignee field and Buyers Field at Buyer’s Section	Consignee	Document Header	Consignee	Buyer (if other than consignee)
Purchase Order	Company Name is carried at Despatch To field  & Party Name is carried Supplier field at Supplier section	Despatch To	Invoice To field	Despatch To	Supplier
Receipt Note	Company Name is carried at Consignee field  & Party Name is carried at Supplier field at Supplier section		Header	Consignee	Supplier
Purchase Invoice	Party Name is carried at Consignee  and Supplier fields at Supplier section	Consignee	Consignee	Not Printed in the Purchase Invoice	Document Header

Consignee Particulars entry in Sales and Purchase Documents

The entry of Consignee name in supplementary section in various voucher types are shown below.

Consignee name in supplementary section in respective document is shown in the entry screen :

Consignee Details entry in Materials Sales Order in Tally

Consignee Details entry in Materials Sales Order in Tally

Consignee Details entry in Materials Delivery Note

Consignee Details entry in Materials Delivery Note in Tally

Consignee Details entry in Materials Sales Invoice in Tally

If the goods are to be dispatched to a different Party on behalf of the buyer (called Consignee), you may overwrite the Consignee Name at Despatch To field. The Consignee details may be printed in the respective document.

Consignee Details entry in Materials Sales Invoice in Tally

Sales and Purchase Oder Fulfilment Process Links in Tally

 When  the Sales Order is selected in any Delivery Note / Sales Invoice (or  Purchase Order is selected in any Receipt Note /Purchase  Invoice) the Consignee details are also carried as default in the respective Delivery Note / Sales Invoice  (or Receipt Note /Purchase  Invoice), which may be changed if desired, and also printed in the Delivery Note / Sales Invoice  (or Receipt Note /Purchase  Invoice)

In case of Sales Order / Delivery Note / Sales Invoice, the Party Name (Buyer) is carried as default both at Buyer Name & at Despatch To / Consignee Name.  You may overwrite the Consignee Name at Despatch To / Consignee Name field.

Sales & Purchase documents linking against Multiple Orders in Tally

Sometimes, thee may be multiple pending orders in respect of same party, for some Item.  Such case, a Challan / Invoice  may be created against multiple Orders, such as :

In respect of Purchases :

• Creation of  Receipt Note against Multiple Purchase Orders
• Creation of  Purchase Invoice against Multiple Receipt Notes
• Creation of  Purchase Invoice against Multiple Purchase Orders

In respect of Sales :

• Creation of  Delivery Notes against Multiple Sales Orders
• Creation of  Sales Invoice against Multiple Delivery Notes
• Creation of  Sales Invoice against Multiple Sales Orders

The process of creating such documents against multiple orders are explained next :

Materials Receipt Note entry against Multiple Purchase Order in Tally

 Sometimes, Goods against several Purchase Orders may be received at a time from a supplier in one lot. In such case, a Receipt Note is to be created against multiple Purchase orders, the Order Numbers are entered in the Receipt Note , as described below.

Materials Receipt Note entry against Multiple Purchase Order in Tally

Order Number Selection : During Receipt Note entry, after entry of Party Name, at Supplementary details screen, at the Orders field, all the pending order numbers of the selected Suppliers are listed. Now select the Order Numbers one by one, against which goods are received in the current Receipt Note.

Multiple Purchase Order linking in Materials Receipt Note entry in Tally

Next, on selection of a Stock Item, at the Item Allocation screen, all the pending orders Items against the selected orders are carried (with pending quantity, rates, discount and the computed value) as default.

Item allocation for Materials Receipt Note entry in Tally

To change any data in any Item, press <enter> and change the Quantity  as well as Rate / Discount  etc (if permitted). You may  also enter other details like Godown, Batch etc, for the Item.

This way, select / enter data in respect of Items in the Receipt Note and save the Receipt Note.

The Quantity entered in the Receipt Note for each Item is adjusted against the respective pending Purchase orders selected  for each Item.

Purchase Invoice entry against Multiple Receipt Notes in Tally

Sometimes, supplier delivers goods in several lots. Consequently, the buyer creates several Goods Receipt Notes each time the goods are received. Finally, the buyer enters one Purchase Invoice linking multiple Receipt Notes.

Purchase Invoice Entry against Multiple Receipt Notes in Tally

Multiple Receipt Note Number Selection : During Purchase Invoice entry, after entry of Party Name, at the Receipt Notes  field in the Supplementary Details subscreen, all the pending Tracking Numbers of the selected Supplier are listed. Now select the Tracking Numbers one by one, against which current Purchase Invoice is being entered .

Multiple Receipt Notes linking in Purchase Invoice entry in Tally

To change any carried data of any Item in the Purchase Invoice, select the Item and press <enter> to get the respective data in Item details screen. Change the data (Quantity) as well as  Rate / Value (if permitted),  as required.

This way, you may change the desired data of any Item and save the Purchase Invoice.

This way, select the Tracking Number in respect of each order for each of the Stock Item entered in the Receipt Voucher.

Other Ledger Account details in Purchase Invoice : The other ledger accounts data, as entered in the selected Receipt Notes, are carried at the supplementary screen, which you may change for the current Invoice, as necessary.

Alternately, to enter data for any ledger account (if not entered at Order), select the Ledger Account and enter the Rate / Amount.

This way, change / enter data in respect of ay ledger account. Now save the Invoice.

Purchase Invoice  entry against Multiple Purchase Orders in Tally

Sometimes, supplier delivers goods against several Orders. Consequently, the buyer creates one Purchase Invoice linking multiple Purchase Orders.

Purchase Invoice  entry against Multiple Purchase Orders in Tally

Multiple Purchase Order Numbers linking in Purchase Invoice entry

During Purchase Invoice entry, after entry of Party Name, at the Order Number field in the Supplementary Details subscreen, all the pending Order numbers (for which Purchase Invoice are not fully prepared) of the selected Suppliers are listed. Now select the Purchase Order Numbers one by one, against which current Purchase Invoice is being entered.

Multiple Order Number selection in Purchase Invoice entry in Tally

Item Details in Purchase Invoice: Consequently, In the Item details screen, all the pending Items against the selected Purchase Orders are carried (with pending quantity, rates, discount and the computed value) as default.

To change any carried data of any Item in the Purchase Invoice, select the Item and press <enter> to get the respective data in Item details screen. Change the data (Quantity / Rate / Value) as required.

This way, you may change the desired data of any Item

Other Ledger Account details in Purchase Invoice : The ledger accounts data, if entered in the selected  Purchas Order are carried. To change data of any ledger account, select the ledger account and change the data.

To enter new data for of ledger account, select the Ledger Account and enter the Rate / Amount.

This way, change / enter data in respect of any ledger account. Now save the Purchase Invoice

Delivery Note  entry against Multiple Sales Order in Tally

Sometimes, goods are delivered at a time under one Delivery Note, against several Sales Orders. Consequently, the vendor creates one Delivery Note linking multiple Sales Orders.

Delivery Note creation against multiple orders in Tally

Order Number Selection : During Delivery Note entry, after entry of Party Name, at the Orders field in the subscreen at supplementary details screen, all the pending order numbers of the selected customer are listed. Now select the Sales Orders Numbers one by one, against which goods are delivered in the current Delivery Note

Multiple Order linking in Materials Delivery Note entry in Tally

Item Details Entry : In the Item details screen, all the pending orders Items against the selected orders are carried (with pending quantity, rates, discount and the computed value) as default.

Select any Item and press <enter> to change any carried data like Quantity, Rate, Discount, Value etc., (if permitted). You may need to enter other details like Godown, Batch etc, in this screen.

Sales Invoice entry against Multiple Delivery Notes in Tally

Sometimes, goods are delivered at several stages. At the time of each delivery, a Delivery Note is created. Subsequently, the Sales Invoice is created  linking multiple Delivery Notes.

Item details entry in Sales Invoice linking Multiple Delivery Notes in Tally

Delivery Note Number Selection : During Sales Invoice entry, after entry of Party Name, at the Delivery Note field in the subscreen, all the pending  Delivery Note numbers. Now select the Delivery Note Numbers one by one, against which current Sales Invoice is being entered.

Sales Invoice entry linking Multiple Delivery Notes in Tally

Item Details Entry : In the Item details screen, all the Items under the selected Delivery Note are carried (with quantity, rates, discount and the computed value) as default.

Now press <enter> to save the data (normally, the particulars need not be changed).  You may add entry for other ledger accounts (like Freight etc), as needed.

Sales Invoice entry against Multiple Sales Orders in Tally

Sometimes, materials are sold by the supplier against several Sales Orders under one Invoice. In such case, a Sales Invoice is to be created against multiple Sales Orders.

Sales Invoice entry linking Multiple Sales Order in Tally

Multiple Sales Order Numbers linking in Sales Invoice entry : During Sales Invoice entry, after entry of Party Name, at the Order Number field at supplementary details subscreen, all the pending Order numbers of the selected customer are listed. Now select the Sales Order Numbers one by one, against which current Sales Invoice is being entered.

Sales Invoice entry linking multiple Sales Orders in Tally

Item Details Entry : In the Item details screen, all the pending Order Items against the selected Sales Orders are carried (with pending quantity, rates, discount and the computed value) as default.

To change any carried data, like Quantity, as well as Rate, Discount, Value (if permitted), pres <enter> at the Item record and make changes as required.

Rejection Out entry against  Multiple Receipt Notes in Tally

On receipt of goods from supplier, the buyer creates a GRN. Sometimes, the buyer may return goods originally supplied under several Receipt Notes earlier, making a Rejection Out Voucher against multiple Receipt Notes.

Rejection Out voucher entry has been explained earlier. The steps of adjustment against the GRN are explained here.

Receipt Note Number Selection : During Rejection Out voucher entry, in the Item details screen, after entry of Item Name of the returned Stock Item, the Item allocation screen appears. At the Item allocation field, all pending Tracking Numbers (for the selected Item) appear. Select the tracking number of the Receipt Notes against which the current Rejection Out note is being issued.

Materials Receipt Note and Rejection Out Voucher entry in Tally

Item Details Entry: On selection of Tracking Number, the Item details are carried from the selected document. You may change Quantity (if only a part of the Items of the Receipt Note are returned), or change  other values (like Rate, Discount etc) as required. The computed value of the Item is shown (which may also be changed).

This way, at Tracking Number, select the respective Tracking Number in respect of the all the Items of Receipt Notes against which goods are returned, one by one, to enter the details of each Item returned in the Rejection Out Voucher.

Rejection In entry Voucher against Multiple Delivery Note in Tally

On delivery of goods to customer, the supplier creates a Delivery Note. Sometimes, the buyer returns goods to the supplier (for defects etc) delivered under several Delivery Notes. When the Rejection In (Sales Return) voucher is issued against Delivery Note, the Item details (Rate etc) are carried from the linked Delivery Note for accurate pricing of the goods returned under the Rejection In voucher.

Rejection In (Sales Return) voucher entry has been explained earlier. The steps of issuing against the Delivery are explained here.

Delivery Note Number selection : During Rejection In voucher  entry, in the Item details screen, after entry of Item Name of the returned Stock Item, the Item allocation screen appears. At the Item allocation field, all pending Tracking Numbers (for the selected Item) appear in the list. Select the Tracking Number of the Delivery Note against which the current Rejection In voucher is being issued.

Materials Delivery & Rejection In Note linking in Tally

Item Details Entry : On selection of Tracking Number, the Item details are carried from the Delivery Note. You may change Quantity (if only a part of the Items of the Delivery Note are returned), or other values (like Rate, Discount etc) as required. The computed value of the Item is shown (which you may also be changed).

This way, you may enter the details of each Item returned in the Rejection In Voucher

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