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2.Order Processing in Tally.ERP9

2.1. Meaning-Order Processi

Order Processing refers to placing orders with suppliers for purchasing from them or receiving orders from customers for the purpose of selling.

 

In Tally.ERP 9, Order Processing is linked to Inventories. Using Order processing you can:

 

       Track the order position of a stock item;

       Know whether the goods ordered have arrived or not;

       Know whether the orders have been delivered on time and thNational Traderse reasons for the delay if any.

 

In this lesson, you will learn the method of recording and linking purchase orders to purchase invoice and sales orders to sales invoices. You will also learn how to display outstanding orders and the effect of orders on stocks

The main concept of Trading activities are receipt of goods and delivery of goods. We generally call them PURCHASE or SALE  activities. The trading items can be RAW MATERIAL, FINISHED GOODS, SEMI-FINISHED GOODS, etc. For better Organization you can use the group and sub-group for classification of the trading item.

Setup :

 

Ensure that you are at the Gateway of Tally of National Traders. In the F11: Features  (Inven- tory Features), activate the following features:

 

       Allow Purchase Order Processing.

       Allow Sales Order Processing.

 

                    Use Tracking Numbers (Delivery / Receipt Notes)
 
2.2. Purchase Order Processing

Raise a Purchase Order on 15-12-2009 on Navketan Bricks (vide Order No. 1) for 5,000 pcs of Bricks @ Rs.3 /brick. (Godown - Warehouse). The due date is 26-12-2009 and addtional Freight charges @ 3% is applicable.

 

 

Setup:

 

       Create a Supplier - Navketan Bricks Under Sundry Creditors with Maintain Balances bill-by-bill set to Yes.

       Create a Stock Item - Bricks under Building Materials Stock Group, and select Not Applicable for the Stock category and specify the unit of measure as Pcs (If not listed cre- ate using Alt+C).

       Press F12: Purchase Order Configuration and ensure that:

           Accept Supplementary Details is set to No.

           Complete Accounting Allocations in Order/Delivery Note is set to Yes.

           Use Common Ledger for Item allocation is set to No.

 

 

Step 1: Create Purchase Order

 

Go to Gateway of Tally > Inventory Vouchers > F4: Purc. Order.

 

1. Date: 15-12-09.

2. Party's A/c Name: Navketan Bricks

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

4. Name of the item: Bricks. Press Enter and the Item allocation sub-screen appears.

       Due on: 26-12-09 (It is the due date for the delivery of the item. This will enable the moni- toring of outstanding deliveries. The order can be split for delivery on different dates).

                    Location: Warehouse. (Only when the multiple location feature is active, this field is required to be given, else it does not appear.)

        Quantity, Rate and Amount - 5,000 Pcs @ 3 per Pcs (The amount is calculated automat- ically but is modifiable to enable rounding off)

  

The completed Stock Item Allocation sub-screen appears as shown below :
Order Processing in Tally.ERP9

5. Press Enter until you reach the Accounting Details screen.

        Allocate the amount to Purchases ledger and return to the Purchase Order screen.

        Press Enter on the blank field to take the cursor to the tax/ expense field.

6. Select Freight Charges at 3% on the item value.

7. Narration: Optional.

 
2.3. Altering a Purchase Order

To Alter a Purchase Order,

 

Go to Gateway of Tally > Display > Day Book > F4: Chg Vch and select Purchase Orders or

Go to Gateway of Tally > Display > Inventory Books > Purchase Order Book

 
2.4. Sales Order Processing

Enter a Sales Order on 16-12-2009 on WinLab Technologies (vide Order No. WT/5) for 4,000 pcs (godown - Warehouse) of Bricks @ Rs. 5 /brick. The due date is  27-12-2009 and tax @

17.5% is applicable.

 

 Step1: Create Sales Order

 

Go to Gateway of Tally > Inventory Vouchers > F5: Sales Order.

 

1. Date: 16-12-09.

2. Party's A/c Name: WinLab Technologies

3. Order No: Enter WT/5 - The voucher number is automatically displayed here but you are allowed to change it, because this particular Order No. field is for the customer's order number which is most likely to be different from the voucher number.

4. Name of the item: Bricks. Press Enter and the Item allocation sub-screen appears.

       Due on: 27-12-09. The due date for delivery of the item. This will enable monitoring of out- standing deliveries. The order can be split for delivery on different dates.

        Location: Warehouse.

       Quantity, Rate and Amount 4000 Pcs @ 5 per Pc allocate to Sales Account (create it if not present)

5. Press Enter on the blank field to take the cursor to the tax/ expense field.

6. Select Tax @ 17.5% (Create it under Duties & taxes to be charged on the total sales).

7. Type the narration as Sales Order entry as on 16th December 2009.

 

 

The completed Sales Order appears as shown below :
Order Processing in Tally.ERP9
8. Press Y or Enter to accept the screen and return to the Gateway of Tally.
 
2.5. Altering a Sales Order

To Alter a Sales Order,

 

Go to Gateway of Tally > Display > Day Book > F4: Chg Vch and select Sales Orders or Go to

 

Gateway of Tally > Display > Inventory Books > Sales Order Book.

 
2.6. Display Order Position

Now that we have raised one purchase order and one sales order, let us view the order position to know the amount of stock that is in the process of order both inward and outward:

 

 

Go to Gateway of Tally > Stock Summary.

 

        Press the F7: Orders button or press Alt + F7.

                    Select Sales Orders Outstanding, set No to Use Due orders only?.

       Select Building Materials field and drill down to the Order Details screen, by pressing enter twice.

       In the Sales Order Outstanding screen. Press Alt+F1 to view the report in detailed for- mat.

  

The Order Details screen appears as shown below :
Order Processing in Tally.ERP9

The Order Details report is generated as on December 20, 2009. Change the period to a different month and observe what happens. You will discover that the entry appears in the report based on the due date given in the order.

 

 

       Press F12: Configure and set Yes to all the fields.

 

The report now shows the Outstanding positions of the Sales and Purchase Orders for the stock item Bricks.

Order Processing in Tally.ERP9

Note :

 ‡   The Sales Order Outstanding screen, by default will show the report as on last date of the voucher entry. Hence, change the period to view the report of the desired period

 

‡   The value and magnitude of information changes online depending on the date filter you use. This is Tally.ERP 9's Power of Real Time Report Generation
 
2.7. Display Columner Orders and Stock Details

To view Columnar Order Position, return to the Stock Summary screen.

 

        Press F1: Detailed and view the report as on 31-12-2009.

        Press Alt + N or Auto-Column Button, select Orders & Stock Details.

        Remove Rate and Value from display, by configuring it in F12: Configuration (This will enable all the columns to fit in one screen).

The screen appears as shown below :
Order Processing in Tally.ERP9

Note :

 ‡   You may further drill down each column to view it in detail.

‡   In the Stock Summary screen, you can even bring up a new column using the New Column button and get more options for more details.

 

‡   Experiment with the different Types of Values to get familiar with them and Return to the Gateway of Tally
 
2.8. Adjusting Orders

Orders are adjusted at the time of raising delivery notes and invoices.

 

 

Step 1: Create Purchase Invoice

Go to Gateway of Tally > Accounting Vouchers > F9: Purchase > select As Invoice.

 

1. In the Supplier Invoice No. field enter NB/6.

2. Date: 26-12-09.

3. Press F12: Configure and set Accept Supplementary Details to Yes.

4. Party's A/c Name: Navketan Bricks.

5. Press Enter to view the Receipt Details screen as shown below:

Order Processing in Tally.ERP9

6. In the Receipt Details screen, select 1 from the List of Orders in the Order No(s) field and accept the screen.

7. The stock item Bricks appears automatically. Press Enter and the Item Allocations sub- screen is displayed with the quantity details.

8. Tracking number: Not Applicable (as goods are accompanying the bill) and re-accept the order number.

9. Select Purchases in the Accounting Allocation screen.

10.Select Freight at 3% on the item values.

11.Enter the rest of the details and accept the screen.

Practice Exercise

1.   Enter a sales invoice on 27-12-2009 and link it to the sales order of 16-12-2009 and view the

Orders position (including the cleared orders).

2.   Raise a Purchase Order on 20-12-2009 on Navketan Bricks with the order number - PO/001.

Give the due date as 28-12-2009 and quantity as 4500 pcs (godown - Warehouse) @ Rs. 4 per brick piece. Add Freight charges @ 3%.

3.   Enter another Purchase Order on 26-12-2009 on Navketan Bricks with the order number as PO/002, due date as 31-12-2009 and quantity as 5500 pcs (godown - Warehouse) @ Rs. 4 per Pc. Add Freight charges @ 3%.

4.   On 22-12-2009 and 27-12-2009 raise two Sales Orders on WinLab Technologies (WT/001

and WT/002). Give the due date as 29-12-2009 and 3-1-2010 and quantity as 3000 pcs and

4,250 pcs respectively @ Rs. 6 per Pc. Tax @ 17.5% for both orders.

     5.         View the Order Position and then return to the Gateway of Tally.
 
 
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Group & Ledger

Introduction
1. THE GROUP
2. THE LEDGER
3. VOUCHERS TYPES

Advanced Inventory / Stock
Meaning
Order Processing
Re-Order Levels
Tracking Numbers
Batch-wise Details
Additional Cost Details
Bill of Materials (BOM)
Price Lists and Price Levels
Stock Valuation
Zero Valued Entries
Inventory Ageing Report
Actual and Billed Quantities
Advanced Usage of Vouchers
Maintain Bill-wise Details
Cost Center and Cost Category
Interest Calculation
Reversing Journals
Post-Dated Voucher
Memo (Memorandum) Voucher
Optional Voucher
Using Tracking Number
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Tally.ERP9 MIS and Other Reports
Statutory & Taxation
Utilities & Others @ Tally.ERP9
Credit Limits
Knowledge Base @ Tally.ERP9
Stock Items
Stock Groups
Inventory Masters
Inventory Vouchers
Inventory Report Statements
Balance Sheet
Accounting Reports
Accounting Vouchers
Interest Calculation
VAT-Value Added Tax
Service Tax
TDS (Tax Deducted at Source)
 
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