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4.Tracking Numbers

Many businesses deliver stock with a delivery note or a challan and the bill is raised later. There may be a situation where you raise a bill first and then deliver the goods against the bill raised or receive the goods against a purchase bill. In such cases, it is important to 'Track' the delivery or receipt of inventory against the bill. Tally.ERP 9 has a feature called Tracking Numbers to achieve the same.

 

'Tracking' the delivery or receipt of inventory, is purely an inventory-related activity. Tally.ERP 9 helps in bringing such entries into the accounting statements to help the user in ascertaining the profit or loss for a stipulated period. In case sales bills are to be raised an additional element in the detailed Profit & Loss statement appears as Sales bills pending and for Purchases the same will appear as Purchase Bills pending.
4.1. Using Tracking Numbers

On 28-12-09 Ref GRN/NB - 1,000 Pcs of Bricks received from Navketan Bricks @ Rs. 4 /Pc at the warehouse.

 

In the earlier sections, we  have  recorded two Purchase Orders on 20-12-2009 and 25-12-2009 with due  dates 28-12-2009 and 31-12-2009 respectively. The above receipt of 1,000 pcs is received against the ordered quantity of 4,500 pcs.

Let us raise a Receipt Note for the PO/001 raised on 20-12-2009 with due date 28-12-2009.

 

 

Setup:

In the F11: Features (Inventory Features), activate

        Use Tracking Numbers to enable the Receipt Note (Goods Receipt Note) and Delivery

Note (Delivery Challan).

        Use Rejection Notes to enter Rejections In vouchers and Rejections Out vouchers.

 

 

Step 1: Create Receipt Note

 

Go to Gateway of Tally > Inventory Vouchers >F9: Receipt Note.

 

1. Date: 28-12-09

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

3. Purchase Ledger : Project Purchases

4. Name of the item: Bricks

5. In Item Allocations for screen, Select Tracking No. as GRN/NB, Order No. as PO/001 and

Due on: 28-12-09

6. In the main voucher screen, enter 3% for Freight charges and the value gets calculated auto- matically.

7.   Enter the remaining details and accept the voucher.

 
4.2. Display Purchase Bill Pending

Go to Gateway of Tally > Display > Statements of Inventory > Purchase Bills Pending >

 

        Press Alt + F1 for a detailed view.

 

The Purchase Bills Pending report appears as shown below :

Tally.ERP 9 tracks down the details of goods received for which bills have not been received. To view effect of above report,

 

Go to Gateway of Tally > Profit & Loss Account and view the Purchase Accounts.

 

You will find that the value of goods received (recorded through Receipt Note) are included in the

 

Purchase Accounts under Purchase Bills to come, for ascertaining the profits accurately. Also view Sundry Creditors from Balance Sheet, you will find that liability is created under PurchaseBills to come.

Note :

 ‡   Ensure that  in  F11:  Features  (Accounting  Features),  Integerate

Accounts with Inventory is set to Yes.

 

‡   For  details  on  Original  Quantity,  drill  down  the  Purchase  Bills pending and activate the option Show Original Quantity in  F12: Configure. You will get an additional field called Initial Quantity

On 28-12-09, you receive the purchase Bill No. NB/15 from Navketan Bricks for their Delivery  Note No. GRN/NB for 1,000 Pcs of Bricks @ Rs.4 /Pc. A credit of 30 days is allowed.

Setup :

 

       Activate Cost Centre for Freight charges Ledger

Step 1: Create Purchase Voucher

 

Go to Gateway of Tally> Accounting Vouchers > F9: Purchase

 

1. Ref: NB/15

2. Credit Navketan Bricks: Rs. 4,120

3. Bill-wise Details: NB/15 30 days 4,120

4. Debit Purchases: Rs. 4,000

5. Tracking Number: Select GRN/NB and give the required inventory allocation.

6. Debit Freight Charges: Rs. 120

7. Select Projects and Assignments Category and Buildings Cost centre

8. Accept the Purchase voucher.

 

 

After completing the above entry, view Purchase Bills Pending.

Practice Exercise

Make the following voucher entries:

 

1. On 1-2-2010, you received an order from FirstCom Solutions for 25 Nos of HP - 27 Printer Cartridges to be delivered on 15-2-2010 @ Rs. 250 each. Order number FCS/9. You propose to deliver from On-Site, allocate to Sales-Printer, Cost Centre Amar.

2. On 13-2-2010, received 22 Nos of HP - 27 Printer Cartridges  @ Rs. 200 from Power Line Computers and stored in On-Site. The invoice PLC12 was also received. Credit period was 30 days.

3. On 15-2-2010, National Traders delivered 20 Nos of HP - 27 Printer Cartridges from On-Site to FirstCom Solutions against their Order FCS/9.

                    Since you will raise the invoice later, give a new tracking number as Ex1.

        The terms are Credit period of 45 days from the date of invoice. The sale price is Rs. 250 each. No interest is to be charged.

4. On 17-2-2010, FirstCom Solutions returned 2 defective pcs of HP - 27 Printer Cartridges, track it against Ex1.

5. On 1-3-2010, National Traders raised the invoice for the 18 pcs of goods retained by FirstCom

 

Solutions. Link the invoice with the delivery note.

        Display Sales Bills Pending on 28-2-2010. and view Profit & Loss A/c on 28-2-2010 to view  changes in Sales Bills to make.

        Change the date to 2-3-2010 and check, are there any Sales Bills to Make

6. Prepare a Purchase invoice on 13-2-2010 and track it against the receipt note dated 13-2-2010.

Tips :

 ‡   Activate Rejection Notes in the F11: Features (Inventory features), if not activated.

 

‡   Create a Receipt Note for Exercise 2, and give the tracking number as PLC12.

 

‡   For Exercise 4, create Rejections In Voucher

 

‡   For Exercise 5, raise a Invoice for 18 Pcs only.

 

‡   After completing the above practical exercises, return to Gateway of Tally and disable tracking numbers in the F11: Features  (Inventory Features).
 
 
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Company Information @ Tally.ERP9
 
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
Tally.ERP9 Report
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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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