Purchase Order (Ctrl+F9) Processing in TallyPrime 4 – TallyPrime Book (Tutorial : Book & E-Book)- Learn Anytime & Anywhere !

When the order is placed with the suppliers for the supply of goods, the items, quantities, date of receipt, and so on, details are given with the Purchase Order Number. Later, when these goods are received, the Purchase Order is tracked for the Order Details either in the Receipt Note or in the Purchase Invoice.

The Outstanding Purchase Order reports are available in TallyPrime. It is possible to know the order position of any item in the Stock Summary. Separate Purchase Order Outstanding report and Purchase Order Summary report are also available.

Example:

Raise a Purchase Order on 1-4-2024 on ACER India Ltd. (vide Order No. 1) for the following items with GST as applicable. The due date is 10-4-2024 and additional Delivery Charges on Purchase of Rs.500 is applicable before GST.

ITEMS	Qty.	Unit	Rate
Apple iPhone 13 (128GB)	1	Nos.	45,000
Dell OPTIPLEX 3060 Tiny Desktop	1	Nos.	28,000
Dell 14 Laptop	2	Nos.	31,000
Xiaomi 138 cm (55 inches) Smart TV	1	Nos.	40,000

Solutions:

1. Open the Purchase Order Voucher screen

Gateway of Tally > Vouchers > F10 (Other Vouchers) > Select Show Inactive and Press Enter > type or select Purchase Order (Ctrl+F9).

In case the voucher is inactive, you will be prompted to activate the Purchase Order voucher type. Select Yes or press Y to proceed.

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2. Specify the supplier details.

a. Party A/c Name: Select the party name and press Enter.

b. Enter the required details.

If you do not see the Order Details, Receipt Details, and Import Details screen,

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press F12 (Configure), and set Provide Receipt, Order, and Import details to Yes.

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As always, you can press Ctrl+A to save and proceed.

c. Enter Party Details.

3. Enter the purchase Order no. for the voucher.

If you want to enter an order number for each item, press F12 (Configure) > set Provide Order No. for each Stock Item to Yes. The Order no. field will appear in the Stock Items Allocation screen. It will not appear on the main screen of the invoice.

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4. Select the Purchase Account to allocate stock items.

5. Provide stock item details.

a. Select stock item.

b. Enter the Due on date and Quantity. The Rate will be auto-filled, if available for the stock item. However, you may choose to enter the Rate. The Amount appears automatically.

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If orders are split with different due dates, specify the appropriate due date for each lot to be sold.

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c. After entering the due dates for all the lots, press Enter on the Due on field to return to the Voucher Creation screen.

6. Provide Narration, if needed, and accept the screen. As always, you can press Ctrl+A to save.

Enter the Purchase Order Voucher like Purchase Voucher as screen appears as shown below:

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Note :

Order No: 1 This particular Order No. field is an additional field to record the order number if different from the voucher number.

Due on: 10-4-2024 (It is the due date for the delivery of the item. This will enable the monitoring of outstanding deliveries. The order can be split for delivery on different dates). Multiple Godown is get enabled by default and you can select your Godown.

Table of Contents

1. Receipt Note Voucher (GRN) (Alt+F9) against Purchase Order

A Receipt Note voucher is used to record receipt of goods/items at stores. For example , the Company receives new stock item from a Supplier. If a Purchase Order exists for that supply, selecting the PO reference in the Receipt Note will display its particulars.

The details recorded in the Receipt Note are the PO reference, Ledger account, Supplier’s name and address, Name of stock item, Stock location, quantity, rate, amount and the transaction narration.

The Receipt Note is similar to the Goods Receipt Note (GRN) type of entry. When the Receipt Note is passed it updates the inventory levels.

Purchase includes Accounting and Inventory.

In Tally when a Receipt Note is tagged to a Purchase entry the whole transaction is completed.

Example :

In the earlier section, we have recorded Purchase Order No-1 on 1-4-2024 with due date 10-4-2024 with following products from ACER India Ltd. All the given Products as per Purchase Order is received on 5-4-2024.

ITEMS	Qty.	Unit	Rate
Apple iPhone 13 (128GB)	1	Nos.	45,000
Dell OPTIPLEX 3060 Tiny Desktop	1	Nos.	28,000
Dell 14 Laptop	1	Nos.	31,000
Xiaomi 138 cm (55 inches) Smart TV	1	Nos.	40,000

Let us raise a Receipt Note for the PO/1 raised on 5-4-2023 with due date 10-4-2024.

Solutions:

1. Gateway of Tally> Vouchers > press F10 (Other Vouchers) > type or select Receipt Note or Press ALT+F9.

Alternatively, Alt+G (Go To) > Create Voucher > press F10 (Other Vouchers) > type or select Receipt Note.

In case the voucher is inactive, you will be prompted to activate the voucher type. Select Yes or press Y to proceed.

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2. Press F12(Configure) > ensure the option Provide Dispatch, Order, 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)

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3. Enter the Reference No if required and Date.

4. Select Party A/c Name from the List of Ledger Accounts against which you are recording the receipt note.

5. Select Order No(s) from the List of Orders , if a purchase order exists for that supplier. If the Order No(s)is selected, the item name, quantity, rate and amount will be displayed automatically.

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The Party Details screen appears as shown:

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6. Enter the required information in the Party Details screen.

7. Press F12(Configuration) and set the options Provide Separate Buyer and Consignee details, Mailing Name, Pin code, GST Registration Details, Place of Supply etc… to Yes to provide the supplier details.

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If you need to use this option only for the current voucher, press Ctrl+I (More Details) > type or select Order details> and press Enter.

8. Press Enter . The Stock Item Allocations screen appears as shown:

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9. Select existing Tracking No. or create a new tracking number.

Note:

1. A Receipt Note with Tracking No. marked as Not Applicable will be an inventory document, affecting only the inventory values. This will not affect the accounts.

2. A Purchase Voucher with Tracking No. marked as Not Applicable will update the accounts without increasing the stock. The Purchase Bills Pending list is generated as Bills recd. but Goods not recd.

10. Select the items and include the item details like quantity, rate, and any specific location

The Receipt Note appear as shown below:

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11. Press Enter to save.

2. Purchase Voucher (F9) against Receipt Note Voucher (GRN)

In Tally when a Receipt Note is tagged to a Purchase entry the whole transaction is completed.

If Receipt Note is accounted but the Purchase entry is not, it is treated as Goods Received but Bills are not received.
If the Purchase entry is accounted and the Receipt Note is not, it is treated as Bills Received but Goods are not received.
One Purchase entry can be tagged to many Receipt Notes. Similarly, one Receipt Note can be tagged to many Purchase bills. It is not necessary for all Receipt Notes to be tagged with Purchase entries and vice versa.
When the stock received is a part of purchase and we wish to keep track of the purchase bill for accounting, a Tracking No. is assigned while accounting the Receipt Note. The Tracking No. is selected while accounting the Purchase bill/invoice. Similarly, we can assign a Tracking No in the Purchase voucher and select it while accounting the Receipt Note.
A Receipt Note or Purchase Entry can be prepared first. It is not compulsory that a Receipt Note should be prepared before accounting the Purchase Entry or the Purchase entry should be accounted before preparing a Receipt Note.

Example :

In the earlier section, we have recorded Receipt Note Voucher No-1 on 5-4-2024 on the basis of Purchase Order No-1 (recorded earlier) with following products from ACER India Ltd. against Bill No- AIL/20.

ITEMS	Qty.	Unit	Rate
Apple iPhone 13 (128GB)	1	Nos.	45,000
Dell OPTIPLEX 3060 Tiny Desktop	1	Nos.	28,000
Dell 14 Laptop	2	Nos.	31,000
Xiaomi 138 cm (55 inches) Smart TV	1	Nos.	40,000

Let us record a Purchase Bill for the Receipt Note No.- 1 received & entered on 10-4-2024.

Solutions:

1. Gateway of Tally> Vouchers > press F9 (Purchase).

Alternatively, press Alt+G (Go To) > Create Voucher > press F9 (Purchase).

2. Select Party A/c Name from the List of Ledger Accounts .

3. Select Receipt Note No. from the List of Tracking Numbers , if a Receipt Note exists for that supplier.

The Receipt Details screen appears as shown:

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6. Enter the required information in the Receipt Details screen.

7. Select the Receipt Note No(s) . If the Receipt Note No(s) is selected, the item name, quantity, rate and amount will be displayed automatically.

8. Press Enter . The Stock Item Allocations screen appears as shown:

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9. Select existing Tracking No. or create a new tracking number.

The Purchase Voucher appear as shown below:

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10. Press Enter to save.

3. Purchase Order Outstanding

In some business cases, after you record a purchase order, the supply might get partially or completely cancelled. Also, you may want to keep a track of the purchase orders outstanding and account for the partially or completely cancelled orders. TallyPrime provides you with the Purchase Order Outstanding report to view all such outstanding orders. You can also pre-close the outstanding orders and cancelled orders at any point in time.

There are different reports under Purchase Order Outstandings. The outstanding orders can be viewed Stock Group-wise, Stock Item-wise, Group-wise, Ledger-wise, or from All Orders.

Press Alt+G (Go To) > type or select any of the Purchase Order Reports.

Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstanding > choose the report to view

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3.1. Purchase Order Outstanding Summary – Stock Group

This report displays the Purchase Order Outstanding summary of all or a selected Stock Group.

1. Press Alt+G (Go To) > type or select Stock Group Purchase Order Outstanding.

Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstanding > Stock Group > select Primary or the required Stock Group.

If you want to know how to record a Purchase Order, then click here.

2. Drill down from any stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.

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It displays the Date of the order, Order Number, Name of Party, Ordered Quantity, Balance Quantity, Rate, Value of the ordered stock, Due on date for delivering the goods, and the number of days overdue.

You can press F12 (Configure) and set the options as needed, to view the details of the required orders for each account group.

3.2. Purchase Order Outstanding Summary – Stock Item

This report displays the Purchase Order Outstanding summary of Stock Items.

1. Press Alt+G (Go To) > type or select Stock Item Purchase Order Outstanding.

Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstanding > Stock Item.

2. Select the stock item from the List of Stock Items and press Enter.

3. Drill down from the stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.

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You can press F12 (Configure) and set the options as needed, to view the details of the required orders for each stock item.

3.3. Purchase Order Outstanding Summary – Group

You may have created subgroups for your Sundry Creditors based on the region, type of party, city, location, or for each salesman, as per your business need. You can use this report to view the Purchase Order Outstanding for such groups.

1. Press Alt+G (Go To) > type or select Group Purchase Order Outstanding.

Alternatively, Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstanding > Group.

2. Select Sundry Creditors and press Enter.

3. Drill down from the stock item to view the Purchase Orders Outstanding of the stock item in the Order Details screen.

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You can press F12 (Configure) and set the options as needed, to view the details of the required orders for each stock item.

3.4. Purchase Order Outstanding Summary – Ledger

This report displays the Purchase Order Outstanding summary of Supplier Ledgers.

1. Gateway of Tally > Display More Reports > Statements of Inventory > Purchase Order Outstanding > Ledger > Select the Supplier (i.e. ACER India Ltd.).

2. Select the Ledger and press Enter.

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Press F12 (Configure) and set the below options to get a comparison of the number of Orders Booked, Orders Cleared, Pending Orders, and also Opening Orders, if any.