To enter a buyer's order number in a sales invoice in TallyPrime, you can typically find a dedicated field for the Buyer's Order No. or Reference No. at the voucher level, or you can enable an option to enter Order No. for each individual stock item.
Entering a Common Buyer Order Number for the Entire Invoice
Most businesses require a single purchase order (PO) number for the entire sales transaction. TallyPrime facilitates this through the "Buyer's Order No." field.
Here's how to locate and enter it:
- Open Sales Voucher: From the Gateway of Tally, go to Vouchers and press F8 (Sales).
- Select Party: Choose the Party A/c Name (your customer) from the List of Ledger Accounts.
- Enter Dispatch Details (if applicable): After selecting the party, a screen titled "Party Details" or "Dispatch Details" might appear. This screen often contains fields like:
- Order No.: This is where you should enter the buyer's purchase order number.
- Date: The date of the buyer's order.
- Dispatch Document No.: (If relevant)
- Mode of Dispatch: (If relevant)
- Configuration (if not visible): If you don't see the "Order No." field in the Party Details screen:
- Press F12 (Configure) while in the Sales Voucher entry screen.
- Look for options like "Provide Buyer details?" or "Provide Party Order/Delivery details?" and set them to Yes. This will enable the required fields in the Party Details screen.
- Proceed with Invoice: After entering the buyer's order number and other relevant details, press Enter to continue to the item allocation screen and complete your sales invoice.
Why is the Buyer Order No. Important?
- Tracking and Reconciliation: Helps reconcile your sales invoices with the customer's purchase orders.
- Customer Reference: Provides a direct reference for customer inquiries or disputes.
- Audit Trail: Creates a clear audit trail for transactions.
- Internal Operations: Assists in linking sales to specific customer demands or projects.
Entering Order Numbers for Individual Stock Items
In some scenarios, especially when dealing with large or complex orders, a buyer might provide a specific order number for each item or a subset of items within a single purchase order. TallyPrime allows you to capture this detail as well.
Follow these steps to enable and enter item-wise order numbers:
- Open Sales Voucher: From the Gateway of Tally, go to Vouchers and press F8 (Sales).
- Access Configuration: While you are in the Sales Voucher entry screen, press F12 (Configure).
- Enable Item-wise Order No.: In the Configuration screen, set the option "Provide Order No. for each Stock Item?" to Yes.
- Save Configuration: Press Ctrl+A to accept the changes and return to the sales voucher.
- Enter Item Details:
- Select the Party A/c Name.
- Proceed to the Name of Item field.
- Select the stock item you are selling.
- The Items Allocation screen will now appear for that particular stock item.
- Input Item-wise Order No.: In the Items Allocation screen, you will find an Order No. field. Enter the specific order number relevant to that particular stock item.
- Complete Item Details: Enter the Quantity, Rate, and Amount for the item.
- Repeat for Each Item: Repeat steps 5-7 for every stock item where you need to enter a specific order number.
Example: Item Allocation Screen with Order No.
| Item Name | Quantity | Rate | Per | Amount | Order No. |
|---|---|---|---|---|---|
| Laptop | 1 | 50000 | Pcs | 50000 | PO/LAP/001 |
| Mouse | 2 | 500 | Pcs | 1000 | PO/ACC/002 |
This feature is particularly useful for businesses that manage complex order fulfillment, project-based invoicing, or when a single purchase order from the buyer covers multiple delivery schedules or item-specific references.
TallyPrime Configuration Tips for Sales Invoices
- F12 (Configure) is your primary tool for customizing the fields and behavior of any voucher in TallyPrime.
- Always save your configuration settings (Ctrl+A) after making changes for them to take effect.
- Explore other F12 options like "Provide reference number," "Provide dispatch details," or "Provide other references" to ensure all necessary fields for your business process are visible and accessible.
By utilizing these options, you can effectively record buyer order numbers, enhancing accuracy, traceability, and customer satisfaction in your sales invoicing process within TallyPrime.
