How to Record Purchase Order in Tally Prime ?

Purchase Order Processing is the process of placing orders with suppliers for a purchase to be made from them. Usually, companies need to track the Order details for Sales and Purchases as this significantly helps in planning the production process accordingly.

Purchase Order is an order placed by a business entity with a supplier for the delivery of specified goods at a given price and at a predetermined time.

When the order is placed with the suppliers for the supply of goods, the Items, quantities, date of receipt etc., 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.

Purchase Order Processing in tally prime

Voucher Types                                         Shortcuts

1. Purchase Order                                        Ctrl + F9
2. Receipt Note                                             Alt + F9
3. Rejection Out Note                                  Ctrl + F5
4. Purchase Voucher                                    F9
5. Payment Voucher                                    F5
6. Rejection Out Note                                  Ctrl + F5
7. Debit Note                                                Alt + F5

Purchase Order (Ctrl + F9)

On 02/04/2023, Company placed a purchase order to Nirala Corporation order no. PO/NC/001 to Deliver the following goods to our Bandra Godown.

Stock item                                Quantity                            Rate

Plastic Ruler                              200 nos                              15.00

Steel Ruler                                450 nos                              20.00

Natraj Pencil                             1000 nos                            10.00

How to Activate Purchase Order Voucher in tally prime?

• Gateway of tally
• Vouchers
• Other Vouchers(F10)
• Show inactive Vouchers
• Select Purchase order (Ctrl + F9)
• Activate Now? ——> Yes

Now View Report,

1. Gateway of tally—–> Display More Reports —–> Statement of inventory —–> Purchase Order outstanding —–> All orders

• Display a list of Purchase Orders with outstanding goods receipts (goods still be delivered) or invoice receipts (invoices to be paid).

• This list is to be reviewed to determine if the purchase order item(s) should remain active or if it should be cancelled/finalized.

1. Gateway of tally—–> Display More report—–> Inventory Books —–> Purchase Order Books

• Display a list of Purchase Orders with outstanding goods receipts with each month wise
• Here we can know how many orders have been given to each month

Receipt Note (Alt + F9)

On 01/05/2023, The authorized person of Company at Bandra warehouses receives the delivery of following items from Nirala Corporation against the order no. (Reference no.)  PO/NC/001 and tracking no. is RN/PO/NC/001.

Stock item                                Quantity                            Rate

Plastic Ruler                              100 nos                              15.00

Steel Ruler                                250 nos                              20.00

Natraj Pencil                             800 nos                              10.00

How to Activate Receipt Note Voucher in tally prime?

• Gateway of tally
• Vouchers
• Other Vouchers(F10)
• Show inactive Vouchers
• Select Receipt Note (Alt + F9)
• Activate Now? ——> Yes

Now View Report,

1. Gateway of tally—–> Display More Reports—–> Statement of inventory —–> Purchase Order outstanding —–> All orders

• Display a list of Purchase Orders with outstanding goods receipts (goods still be delivered)

• This list is to be reviewed to determine if the purchase order item(s) should remain active or if it should be cancelled/finalized.

• Gateway of tally—–> Display more reports—–> Statement of inventory —–> Purchase Bills Pending

• Display a list of Purchase Orders with outstanding goods invoice receipts (invoices to be paid).

Rejection Out Note (Ctrl + F5)

On 02/05/2023, The authorized person of Company at Bandra warehouses rejects the delivery of following items due to damage to Nirala Corporation against the order no. (Reference no.)  PO/NC/001 and tracking no. is RN/PO/NC/001.

Stock item                                Quantity                            Rate

Plastic Ruler                              10 nos                                15.00

Steel Ruler                                20 nos                                20.00

Natraj Pencil                             40 nos                                10.00

How to Activate Rejection Out Voucher in tally prime?

• Gateway of tally
• Vouchers
• Other Vouchers(F10)
• Show inactive Vouchers
• Select Rejection out (Ctrl + F5)
• Activate Now? ——> Yes

Now View Report,

1. Gateway of tally—–> Display More Report —–> Statement of inventory —–> Purchase Order outstanding —–> All orders

• Display a list of Purchase Orders with outstanding goods receipts (goods still be delivered)

• This list is to be reviewed to determine if the purchase order item(s) should remain active or if it should be cancelled/finalized.

• Gateway of tally—–> Display—–> Statement of inventory —–> Purchase Bills Pending

• Display a list of Purchase Orders with outstanding goods invoice receipts (invoices to be paid).

Purchase Voucher (F9)

On 01/06/2020, The authorized person of Company at Bandra warehouses received a bill against the order no. (supplier invoice no.)  PO/NC/001 and tracking no. is RN/PO/NC/001 from Nirala Corporation.

Stock item                                Quantity                            Rate

Plastic Ruler                              90 nos                                15.00

Steel Ruler                                230 nos                              20.00

Natraj Pencil                             760 nos                              10.00

Now View Report,

1. Gateway of tally—–> Display more report—–> Statement of Accounts —–> Outstanding —–> Payable

• Gateway of tally—–> Display more report—–> Statement of inventory —–> Purchase Bills Pending

Payment Voucher (F5)

On 02/06/2020, The authorized person of Company at Bandra warehouses Clears all dues of Nirala Corporation against bill no.  PO/NC/001 through Kotak Mahindra Bank cheque (no. 2446905)

Rejection Out Note (Ctrl + F5)

On 01/07/2023, The authorized person of Company at Bandra warehouses rejects the delivery of following items due to warranty to Nirala Corporation against the order no. (Reference no.)  PO/NC/001 and tracking no. is RN/PO/NC/002.

Stock item                                Quantity                            Rate

Plastic Ruler                              5 nos                                  15.00

Steel Ruler                                10 nos                                20.00

Natraj Pencil                             12 nos                                10.00

Now View Report,

1. Gateway of tally—–> Display—–> Statement of inventory —–> Purchase Order outstanding —–> All orders

• Display a list of Purchase Orders with outstanding goods receipts (goods still be delivered)

• This list is to be reviewed to determine if the purchase order item(s) should remain active or if it should be cancelled/finalized.

Debit Note (Alt + F5)

On 02/07/2023, The authorized person of Company at Bandra warehouses make debit note of following items for Nirala Corporation against the order no. (Invoice no.)  PO/NC/001 and tracking no. is RN/PO/NC/002.

Stock item                                Quantity                            Rate

Plastic Ruler                              5 nos                                  15.00

Steel Ruler                                10 nos                                20.00

Natraj Pencil                             12 nos                                10.00

Now View Report,

• Gateway of Tally—–> Display—–> Inventory Books —-> Stock item——> Select stock item

• Gateway of Tally —–> Display —–> Account Books —–> Journal Register —–> Debit Note Register

Do the following assignment entry

Company Place an order to N R Electronic Meerut to deliver the following items at the warehouse of Xpro Pvt. Ltd. Located at Delhi.

Dare of Order: 01/4/2020

Order no: KLS/01/Ord/1

Party Detail: N R Institute, Meerut

Item Details:

The authorized person of Xpro Pvt. Ltd. At the Delhi warehouses receives the delivery of items from N R Electronics against the order no KLS/01/Ord/1.

Date:               2/4/2020

Tracking no:   KLS/TR/02

Item details:

Samsung DVD Drive:            35

19” LCD Monitor:                 12

Logitech Mouse:                   50

On 1/5/2020, Xpro Pvt. Ltd. Rejected the following items due to improper working:

On 01/5/2020, Xpro Pvt. Ltd. Received a bill against the order on KLS/01/Ord1. The bill

(Bill No: KLS/002/AP/23) contains the following details:

On 01/06/2020 Xpro Pvt. Ltd. Clears all dues of N R Electronics, Meerut against the Bill No: KLS/002/AP/23 through HDFC Bank cheque (no. 256985).