In your business, if you are following the process of raising a sales order for each sales transaction, you can do the same in TallyPrime. You can record a sales order, raise a delivery note and link it to this order, and then link them to the sales invoice. You can use the reports to track the outstanding sales orders.
When you receive an order from a customer, you may need to provide the details of items, quantities, date of delivery, and so on, with a Sales Order Number. When these goods are delivered, this sales order number will be used to track the order details either in the delivery note or in the sales invoice.
Example:
Enter a Sales Order on 1-5-2024 on Lexsite Pvt. Ltd. (vide Order No.-1) for following products. The due date is 10-5-2024 and GST as per Products applicable.
| ITEMS | Qty. | Unit | Rate |
| Panasonic 1.5 Ton Split AC | 1 | Nos. | 50,000 |
| Lenovo Idea Centre 3 Desktop | 1 | Nos. | 36,000 |
| ASUS VivoBook 15 Laptop | 2 | Nos. | 23,000 |
| Haier 273 L D/Door Refrigerator | 1 | Nos. | 27,000 |
Solutions:
1. Open the sales order voucher screen.
a. Gateway of Tally> Vouchers > F10 (Other Vouchers) > Select Show Inactive and Press Enter > type or select Sales Order (Ctrl+F8) .
In case the voucher is inactive, you will be prompted to activate the Sales Order voucher type. Select Yes or press Y to proceed.
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Enter the Sales Order Voucher like Sales Voucher as screen appears as shown below:
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2. Specify the buyer details.
a. Party A/c Name : Select the party name.
b. Party Details : Provide the Despatch , Order , and Buyer details as per your invoice requirements.
(If you do not see the Party Details screen, press F12 (Configure), and set Enable supplementary details to Yes .)
As always, you can press Ctrl + A to save and proceed.
3. Enter the sales Order No. (SO-1) for the voucher.
(If you want to enter an order number for each item, press F12 (Configure) > set Use 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.)
4. Select the Sales ledger , Stock items details, to allocate the stock items.
a. Enter the Due on date and Quantity, Rate etc.
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4. Select additional ledgers, like transportation charges, insurance, or discount, if any.
5. Press Ctrl + A to save.
6. To print the sales order, press Ctrl + P (Print) and press Enter .
1. Delivery Note (Alt+F8) Against Sales Order
In your business, you may be following a process of raising a sales order first, then recording a delivery note, and then a sales invoice against the delivery note. In TallyPrime, you can record transactions in the same order. You can also link all the three invoices.
Here is an example of recording a delivery note against a sales order.
Example:
Issue a Delivery Note against Sales Order No. SO-1 dated 10-5-2023 to Lexsite Pvt. Ltd. (vide Delivery Note No. DN-1) for following products.
| ITEMS | Qty. | Unit | Rate |
| Panasonic 1.5 Ton Split AC | 1 | Nos. | 50,000 |
| Lenovo Idea Centre 3 Desktop | 1 | Nos. | 36,000 |
| ASUS VivoBook 15 Laptop | 1 | Nos. | 23,000 |
Solutions:
1. Open Delivery Note voucher and enable the Party details screen.
a. Gateway of Tally > Vouchers > F10 (Other Vouchers) > Select Show Inactive and Press Enter > type or select Delivery Note (Alt+F8) .
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b. Click Yes to activate the delivery note voucher.
c. 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)
2. Select the party ledger, sales order details, and record the transaction.
a. In the Party Details screen, select the Sales Order Number.
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b. The details from the sales order will be displayed in the delivery note.
c. Select an existing Tracking No. or create a new Tracking No. .
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d. Make the required changes in the items/quantities, if required.
e. Save the delivery note. As always, you can press Ctrl+A to save.
3. The Receipt Note appear as shown below:
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The sales order will get closed, if completely delivered. Otherwise, it will be partially closed, and the details can be viewed in the Sales Order Outstanding report .
2. Sale Invoice (F8) Against Delivery Note
Here we record a Sales Invoice against the Delivery Note as already issued to Lexsite Pvt. Ltd. vide Delivery Note Tracking No-1 dated 10-5-2024.
Open a sales invoice and enable supplementary details.
1. Gateway of Tally> Vouchers > F8 (Sales).
Alternatively, press Alt+G (Go To) > Create Voucher > F8 (Sales).
Press F12 (Configure) > set Provide Dispatch, Order, and Export details to Yes.
Henceforth, you can enter the supplementary details in the sales voucher, until you change the option in F12 (Configure)
2. In the Party Details screen, select the Delivery Note Number.
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b. The details from the Delivery Note will be listed in the sales voucher.
c. Select an existing Tracking No. or create a new Tracking No. .
d. Make the required changes in the items/quantities, if required.
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2. Save the sales invoice. As always, you can press Ctrl+A to save.
The sales order will get closed, if completely billed. Otherwise, it will be partially closed,
The Sale Invoice appear as shown below:
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3. Sales Order Outstanding
You may want to know the sales orders outstanding and account for the partially or completely cancelled orders. You can use the reports of Sales Orders Outstanding and Pre-closure of orders report and pre-close the cancelled orders at any time. Different reports show outstanding Sales Orders. The outstanding orders can be viewed Stock Group-wise, Stock Category-wise, Stock Item-wise, account Group-wise, ledger-wise, or from All Orders.
- Press Alt+G (Go To) > type or select any of the Sales Order Outstandings reports.
- Alternatively, Gateway of Tally > Display > Statement of Inventory > Sales Order Outstandings > choose the report to view.
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3.1. Sales Order Outstanding Summary – Stock Group
This report displays the Sales Order Outstanding summary of all or a selected Stock Group.
1. Gateway of Tally > Display More Reports > Statements of Inventory > Sales Order Outstandings > Stock Group > select Primary or the required Stock Group
2. Drill down from any stock item to view the Sales 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. Sales Order Outstanding Summary – Stock Item
This report displays the Sales Order Outstanding summary of Stock Items.
1. Gateway of Tally > Display More Reports > Statements of Inventory > Sales Order Outstandings > 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 Sales 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 stock item.
3.3. Sales Order Outstanding Summary – Group
You may have created subgroups for your sundry debtors based on region, type of party, city, location, or for each salesperson, as per your business need. This report is used to view the outstanding order for that group.
1. Gateway of Tally > Display More Reports > Statements of Inventory > Sales Order Outstandings > Group.
2. Select Sundry Debtors and press Enter.
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3. Select the stock item and press Enter to view the Order Details.
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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 account group.
3.4. Sales Order Outstanding Summary – Ledger
This report displays the Sales Order Outstanding summary of Ledgers.
1. Gateway of Tally > Display More Reports > Statements of Inventory > Sales Order Outstandings > Ledger.
2. Select the Ledger (i.e. Lexsite Pvt. Ltd.). 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.
- Show Opening Orders to Yes.
- Show Orders Booked to Yes.
- Show Cleared Orders to Yes.
- Show Pending Orders to Yes.
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You can also set other options as needed from F12 (Configure), to view the required order details for each ledger.
3. Select the stock item and press Enter to view the Order Details.
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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3.5. Sales Order Outstanding Summary – All Orders
This report displays the Sales Order Outstanding of all the pending orders. It provides information on the order number, date of order, party, ordered Quantity, undelivered order, rate, the value of the ordered stock, the due date for delivering the goods, the number of days overdue, and information on goods delivered but orders not received.
1. Gateway of Tally > Display More Reports > Statements of Inventory > Sales Order Outstandings > All Orders.
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- Press Alt+F5 (Detailed) to view the details of sales orders.
- Press F8 (Due Orders) to view only the due orders. This button helps to view All Orders and Due Orders.
- Press F6 (Age-wise) to view the age-wise analysis report.
- Press Alt+W (Preclose Orders) to pre-close the sales order.
- Press F12 (Configure) and set the options as needed.
