12. Different Actual and Billed Quantities in Voucher in Tally.ERP9

The need for different actual and billed quantities may arise in several instances. For example if an extra  inventory is sent to cover up for any stock that reaches in a damaged condition or Inventory sent as extra samples or the Stock is despatched to the customer as quantity discount.


Ensure that you are in the Gateway of Tally of National Traders.

        Go to F11: Features (Inventory Features) and set Use Different Actual & Billed Qty to Yes.

12.1. Using Different Actual and Billed Qauntities
Go to Gateway of Tally > Accounting Vouchers > F8: Sales. You will notice that the Quantities column is divided into two columns, viz. Actual and Billed

On 3-3-2010, make a purchase invoice from Parvathi Stockers for the following items :


Name of the Item

Actual Qty

Billed Qty


(in Rs.)


100 Kgs

90 Kgs



50 Kgs

50 Kgs



Setup :

        Create a new stock item as Rice with the following details :

          Group it under stock group Foodstuffs.

          Stock category - Not Applicable

          Unit of Measure - kgs (kilos) with decimal places - 3 (create if not present).

          Accept the master creation without any opening balance and return to the Gateway of




Step 1 : Create Purchase Invoice

1. Enter a Purchase invoice on 3-3-2010 on Parvathi stockers.

2. Price level - Not Applicable

3. Select Rice under Name of Item

4. Order number - Not Applicable

5. Select the godown as Onsite

6. Type Actual Quantity as 100 kgs and Billed Quantity as 90 kgs

7. Specify the Rate as Rs. 10 and the value appears as Rs. 900 (billed quantity * rate). The screen appears as shown below :
Different Actual and Billed Quantities in Vouchers in Tally.ERP 9

8. Allocate to Purchases ledger and press Enter.

                    Select another item Wheat and enter the following details


        Tracking number and Order number - Not Applicable

        Select Godown as Onsite

        Type Actual and Billed quantity - 50 bags

        Specify Rate as Rs. 100, the amount is defaulted as Rs. 5,000


9. Press Enter and accept the purchase invoice with the default bill-wise details.The Purchase invoice amounts to Rs. 5,900 (Rice - Rs. 900 and Wheat - Rs. 5,000).



Step 3 : Display Stock Summary

Go to Gateway of Tally > Stock Summary


                    Select Foodstuffs as stock group and press Enter
Different Actual and Billed Quantities in Vouchers in Tally.ERP 9

Tally.ERP 9 displays 100 kgs of Rice stock item because this is the quantity that we have actually received from the party. In case of Wheat the quantity appears as 150 kgs.


Go to Gateway of Tally > Display > Account Books > Purchase Register


        Select March month

        Press F12: Value button,


          Specify the range as Voucher - Having - Ledgers - With - Name - Containing - Par- vathi stockers (party name in purchase entry of 5-3-2010)


„         Press Enter.

        Press Alt+F1 to display the stock summary in detailed format

        Press F12: Configure and activate the option Show Inventory Details also


Tally.ERP 9 displays Voucher Register as shown below :

Different Actual and Billed Quantities in Vouchers in Tally.ERP 9
The inventory details display 90 kgs for the stock item Rice, because this is the quantity that the party has billed us for. (We have received 100 kgs of Rice i.e, the actual quantity. We will be making the payment for only 90 kgs i.e., the billed quantity). Therefore, the actual quantity affects the inventory books while the billed quantity reflects in the accounting books.
Company Information @ Tally.ERP9
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Order Processing
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Actual and Billed Quantities
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