Inventory Vouchers and Tracking Numbers

 Inventory Vouchers & Tracking Numbers

Inventory Voucher are related with stock items only when this voucher is entered affecting the Decrease or Increase in Stock. In this, the voucher records the receipt & issued of Stock, Transfer of Stock Between two different locations & physical stock adjustments.

From Gateway of Tally > PressF11: Accounting Feature Set Option Integrate Accounts & Inventory to ‘Yes’

Type of Inventory Vouchers

1)      Receipt Note (F9)         2) Delivery Note (F8)          3) Rejected In (F6)                  4) Rejections Out (F6)        

5) Stock Journal (F7)          6) Physical Stock (F10)

Gateway of Tally > Press F11: Inventory Features > Set the following options to ‘Yes’

·         Use Tracking Numbers (Enables Delivery & Receipt Notes)

·         Use Rejected Inward & Outward notes

Gateway of Tally > Press F12: Configuration > Invoice/ Orders Entry > Set the Following option to ‘No’

·        Provide complete accounting allocations in order/ delivery note?

Voucher Types	Details
Receipt Note	Used for Recording Goods Received from Supplier
Delivery Note	Used for recording Goods Delivered to a Customer
Rejection In	Used for recording Goods Returned by the Customer
Rejection Out	Used for recording Goods Returned to Supplier
Stock Journal	Used for recording the Stock Transfers from One Location to Another. For Ex. Transfer of Items from Godown to the Shop

Voucher Tracking Number:

          Tracking Number is the important link between accounting and inventory details when goods do not accompany invoice. If Tracking No, is not inventory details you give in Accounting Vouchers like Sales, Purchase, Debit or Credit Notes affects stock immediately (in addition to affecting accounts) as the software treats those goods moved in/out along with the account vouchers.

       When Tracking No. is activated, the software presumes that movement of goods are not accompanied with invoice (Which will follow later). So, if you require separate challan and bill to be which will make available Delivery Note (F8) and Receipt Note (F9)

Receipt Note:

        When you purchase goods, you have to pass a purchase voucher but if you have not received a bill then you can simply pass a Receipt Voucher which update the stock of that item without affecting the financial accounts. When you receive the bill, you can adjust it against this Receipt Note by Pressing Alt + F9 key.

Receipt Note :
Date	Description of Goods	HSN/SAC Code	GST Rate	Qty	Rate	Per	Amount
Goods Received from Videocon India Ltd. Nashik Tracking no. RN/TR/001 on Ware House
02/08/17	21” LCD-V	85030010	28%	7	9,000.00	Nos	80,640.00
Goods Received from LG India Ltd. Pune Tracking No. RN/TR/002 on warehouse
02/08/17	14” LCD-LG	85121000	18%	7	9,000.00	Nos	74,340.00
Goods Received from Shilpa Electronics, Nashik Tracking No. RN/TR/003 on Warehouse
02/08/17	Audio Speed king LG	85022100	18%	7	684.00	Nos	5,649.84
Goods Received from kitchen Appliance, Thane Tracking No. RN/TR/004 on warehouse
02/08/17	Fully-Automatic W/M-v	85021100	28%	2	10,000.00	Nos	25,600.00

To Display the Purchase Bill Pending Voucher

Gateway of Tally > Display > Statement of Inventory > Purchase Bills Pending

Delivery Note

           When you sell goods to a customer you have to prepare an invoice. Sometimes you send goods out with delivery Note & later prepare an invoice against this delivery Note. By Pressing Alt + F8 Key.

Receipt Note :
Date	Description of Goods	HSN/SAC Code	GST Rate	Qty	Rate	Per	Amount
Goods Delivery to Amol T.V. Center, Nashik Trading no. DN/TR/001 on Showroom
02/08/17	210 Liter-Ref-LG	85022100	18%	2	11,890	Nos	28,060.40
Goods Delivery to Shraddha Electronics, Nashik Tracking No. DN/TR/002 on Warehouse
02/08/17	28” LCD-V	85030010	28%	5	12,700	Nos	81,280
Goods Delivered to Poojara Agencies, Pune Tracking No. DN/TR/003 on Show Room
02/08/17	165 Liter-Ref-LG	85022100	18%	2	8,540	Nos	20,154.40
Goods Delivered to Sony Electronics, Mumbai Tracking No. DN/TR/004 on Showroom
02/08/17	19” LCD-V	85030010	28%	3	5,000	Nos	19,200.00

Gateway of Tally > Display > Statement of Inventory > Sales Bills Pending

Stock Journal:

          Stock Journal is used to entering manufacturing & stock transfer transaction in Tally. A separated Stock Journal type ‘Manufacturing Journal’ is Created for Auto Computation on Consumption where components for production an item exist. Stock Journal voucher updates only inventory. In case of integrate account and inventory it updates financial accounts with the value of closing stock in final accounts. In Stock Journal voucher, you may enter the following transaction

1)      Consumption/Production

2)      Stock transfer

3)      Process of Manufacturing

4)       Process of transformation item, its semi-finished item or finished stage.

5)      Transfer of material from one location or department to another location or Godowns.

6)      Allied expenses

Stock Journal:
Transferred Stock Item 3 nos. from Warehouse to Showroom
Date	Source (Consumption)	Godown	Qty.	Rate	Per	Amount
02/08/17	36” LED-LG	Warehouse	3	3,665	Nos	10,995.00
Date	Destination (Production)	Godown	Qty.	Rate	Per	Amount
02/08/17	36” LCD-LG	Showroom	3	3,665	Nos	10,995.00
Transferred Stock Item 5 nos. from Warehouse to Showroom.
Date	Source (Consumption)	Godown	Qty.	Rate	Per	Amount
02/08/17	Fully-Automatic W/M-LG	Warehouse	5	11,500	Nos	57,500.00
Date	Destination (Production)	Godown	Qty.	Rate	Per	Amount
02/08/17	Fully-Automatic W/M-LG	Showroom	5	11,500	Nos	57,500.00
Transferred Stock Item 1 nos. from Warehouse to Showroom.
Date	Source (Consumption)	Godown	Qty.	Rate	Per	Amount
02/08/17	AC Automatic-V	Warehouse	1	22,000	Nos	22,000.00
Date	Destination (Production)	Godown	Qty.	Rate	Per	Amount
02/08/17	AC-Automatic-V	Showroom	1	22,000	Nos	22,000.00

 

Gateway of Tally > Display > Inventory Books > Movement Analysis > Transfer Analysis > Select Voucher Type Stock Journal

Physical Stock Voucher:

       The actual Stock verification in the very difficult i.e. the stock mentioned in books & stock in Godown should be equal Ex. If you bought 6 kg of sugar out of which 5 kg is sold out & you may have only 800 gms left. To adjust such kind of problem Tally has introduced a voucher called physical stock voucher. On physical Verification when you find that there is 800 gms of Sugar. You make a physical stock voucher on that day of 800 gms & the stock for subsequent period will be considered as 800 gms. & adjust the Stock.

Negative Balance: The problem of negative stock also appears in most business concerns i.e. your book shows more quantity issued than that has come in.

Goods in	Goods Out	Balance
10	-	10
-	04	06
-	07	-1

Gateway of Tally > Inventory Voucher > Press Alt + F10 Physical Stock

Physical Stock
Date	Transactions
02/08/2017	Stock Check Reveal Physical Stock Iron-LG is 5 Nos on Show Room
02/08/2017	Stock Check Reveal Physical Stock Iron-LG is 1 Nos on Show Room

 

To Display the Stock Journal Voucher

Gateway of Tally > Stock Summary > LG > Iron-LG > Select August Month for Month wise Summary> Press Ctrl + G & Select all Types

Rejection Out

        When you reject some items from the goods you purchased, but send its debit note to the supplier later. In this case you have to pass Rejections out Voucher & Raise a Debit Note against this rejection Note.

Receipt Out: (Rejection Out)
Date	Description of Goods	Godown	Qty	Rate	Per	Amount
Returned Goods to Videocon India Ltd. Nashik Tracking No. RN/TR/001 on Warehouse.
02/08/17	21” LCD-V	Warehouse	1	9,000.00	Nos	9,000.00
Returned Goods to LG India Ltd. Pune Tracking No. RN/TR/002 on Warehouse
02/08/17	14” LCD-LG	Warehouse	1	9,000.00	Nos	9,000.00
Returned Goods to LG India Ltd. Pune Tracking No. RN/TR/003 on Warehouse
02/08/17	Audio Speeding-LG	Warehouse	1	684.00	Nos	684.00

 

To Display the Purchase bill Pending Voucher

Gateway of Tally > Display > Stationary of Inventory > Purchase Bill Pending > Press Alt + F1: Details

Rejected In:

         The Goods sold to customer are returned if the customers does not immediately send you a debit note, then you have to pass Rejection in Voucher to bring the sold goods back in to your stock.

Gateway of Tally > Inventory Voucher > Press Ctrl + F6: Rejection In

Receipt In: (Rejection In)
Date	Description of Goods	Godown	Qty	Rate	Per	Amount
Returned Goods to Shraddha Electronics Nashik Tracking No. DN/TR/002 on Warehouse
02/08/17	28” LCD-V	Warehouse	1	12,700.00	Nos	12,700.00
Returned Goods to Poojara Agencies Pune Tracking No. DN/TR/003 on Warehouse
02/08/17	165” Lite-Ref-LG	Showroom	1	8,540.00	Nos	8,540.00
Returned Goods to Poojara Agencies Pune Tracking No. DN/TR/004 on Warehouse
02/08/17	19” LCD-V	Showroom	1	5,000.00	Nos	5,000.00

To Display the Sales Bill Pending Voucher

Gateway of Tally > Display > Statement on Inventory > Sales Bill Pending > Press Alt + F1: Details

Following Example Shows one purchase Invoice Linked to Receipt Note

Purchase Voucher:
Date	Transactions
02/08/2017	Purchase Goods from Videocon India Ltd. For Rs.63,000/- Convert the material received under Tracking No. RN/TR/001
02/08/2017	Purchase Goods from LG India Ltd. for Rs.63, 000/- Convert the material received under Tracking No. RN/TR/002
02/08/2017	Purchase Goods from Shilpa Electronics for Rs.4,788.00/- Convert the material received under Tracking No. RN/TR/003
02/08/2017	Purchase Goods from Kitchen Appliances for Rs.20, 000/- Convert the material received under Tracking No. RN/TR/004
Following Example Shows One Sales Invoice Linked to Delivery Note
Sales Voucher:
Date	Transactions
02/08/2017	Sold Goods to Amol T.V. Center Rs.23,780.00/- converting the material Delivered by under tracking no. DN/TR/001
02/08/2017	Sold Goods to Shraddha Electronics foe Rs.63,500.00/- Converting the material delivery under Tracking No. DN/TR/002
02/08/2017	Sold Goods to Poojara Agencies foe Rs.17,080.20/- Converting the material delivery under Tracking No. DN/TR/003
02/08/2017	Sold Goods to Sony Electronics foe Rs.15, 000/- Converting the material delivery under Tracking No. DN/TR/004

 

To check whether you have entered correctly

Gateway of Tally > Display > Trial Balance.

The total of debit side & credit side in the Trial balance should be Rs.85,71,317.56/-

Gateway of Tally > Display > Stock Summary