Alex Ruben
How To Convert a Sales Order into a Sales Invoice in Tally Prime: A Complete Guide
Converting sales orders into invoices in Tally Prime might seem straightforward, but sometimes it feels like navigating through a maze. Maybe the sales order has some custom info, or perhaps you’re just not sure if you missed a step. Whatever the reason, this process can help streamline everything, especially if you regularly deal with multiple sales and need to keep things tidy. The goal is to take a sales order—something you’ve already recorded—and turn it into a proper invoice ready for billing, all while keeping the records clear and accurate. It’s not super complicated, but a few missteps can cause confusion or discrepancies later on.
How to Fix Sales Orders into Sales Invoices in Tally Prime
Accessing the sales order you want to convert
This is usually where folks get stuck. You need to find that specific order fast. First, open Tally Prime. From the Gateway of Tally, click on Display More Reports. Then, go for Daybook, which shows all entries—sales, purchases, and everything in between. Now, locate that sales order, maybe it’s called Order #25 or something similar. Sometimes, if you have too many entries, using the filter/search option helps.
Pro tip: If your order isn’t showing, make sure the date range is correct. Sometimes Tally resets filters or default views, and the order gets hidden. You might also want to check whether you recorded it properly or if it’s still a pending voucher.
Creating a duplicate voucher to convert the order
This is where the trick lies. On some machines, clicking Create Duplicate Voucher at the bottom can be a bit finicky, especially if your screen resolution or Tally setup is weird. But generally, it copies that sales order, letting you tweak without messing up the original. Once you make the duplicate, change that duplicate’s type to Sales Invoice. This step is crucial—it tells Tally, “Hey, this record is now for billing, not just a record of order.”
On some setups, this doesn’t always work on the first go—might have to reopen Tally or close the voucher and try again.
Converting the duplicated voucher directly into a sales invoice
Click the arrow next to Sales Voucher and select Sales Invoice. Notice how the duplicate now switches from an order to a proper invoice. This keeps the original sales order intact—good for record-keeping, especially if you’re auditing later. It’s kind of weird that Tally allows this kind of flexible conversion, but hey, it works if you follow the steps.
Just a note: Sometimes, the invoice might auto-fill details from the sales order—so keep an eye to ensure everything matches. Also, on some machines, you need to refresh or reopen the voucher to see changes.
Filling in the invoice details and making it correct
This part can trip up some folks. Once you’ve got the invoice loaded, go through all item details. Make sure quantities, rates, and totals are right. Hit Enter to move between fields. Enjoy the fact that Tally often auto-fills certain info, but double-check because errors here can lead to billing mistakes. After entering the total amount, an adjustment screen might pop up—this is normal, especially if you’ve got discounts or taxes to add.
On some setups, the adjustment screen doesn’t pop up immediately—so don’t panic; just proceed and check totals manually.
Settling any advances recorded for the customer
If some money was paid upfront (those customer advances), you’ll want to settle it here. Check the Pending Bills section—usually on the right. Find that advance, say ₹5,000, and apply it toward the invoice. Hit Enter to link it. This ensures that the remaining balance reflects only what’s owed after adjustments. Usually, Tally automatically adjusts this, but sometimes it needs a nudge.
Heads-up: Not all setups auto-apply advances smoothly, especially if the customer has multiple payments. Double-check the balance before saving.
Finalizing and saving the invoice
This is the last step. Change the narration if necessary (like “Paid via bank transfer” or “Customer paid advance”). Then, press Ctrl + A to save. Sometimes, Tally throws a warning, but if everything looks fine, confirming the save is enough. Make sure the invoice is correctly recorded—sometimes, due to permissions or slow responses, the save might fail. If that happens, double-check your user rights or wait a few seconds before trying again.
On some machines, this process can lag or hang—rebooting Tally or even the machine can help clear up the interface glitches.
Extra tips & common pitfalls
- Always review the sales order details before starting the conversion. Missing info can lead to incomplete invoices.
- Ensure customer advances are recorded in the system; otherwise, applying them later gets tricky.
- If saving seems to fail, check your user rights—sometimes admin restrictions block modifications or saves.
- On some older Tally versions, direct conversion might be limited—you might need to export and re-import data or upgrade.
Conclusion
Getting from a sales order to an invoice in Tally Prime isn’t rocket science, but it’s not super smooth all the time either. The main thing is to get comfortable with copying vouchers, changing types, and double-checking details. If you keep an eye on those basic steps, it becomes second nature. For bigger setups or batch processing, you might want to explore Tally’s advanced features or third-party plugins, but for most small to medium businesses, this method does the trick.
Frequently Asked Questions
What if I accidentally convert the wrong sales order?
You can always locate the invoice or order and delete or edit it before finalizing. Just keep backups in case you mess up.
Can I do this for multiple orders at once?
Not really—Tally Prime isn’t designed for mass conversion without custom scripts or integrations. Each order needs to be handled separately.
Why isn’t my advances applying properly?
Possible permissions issue or the advances aren’t properly recorded as pending bills. Double-check the advance entries or revisit the customer ledger for errors.
Wrap-up
Hopefully, this helps clear up some of the confusion around converting sales orders to invoices. It’s just a matter of knowing where to look and what buttons to press—nothing too complex once you get the hang of it. Worked for me — hope it works for you, too.