Alex Ruben
How To Convert Partial Finished Goods Sales Orders into Sales Invoices in Tally Prime
If you’re like me, juggling sales orders and invoices in Tally Prime sometimes feels a bit overcomplicated, especially when you want to convert a finished goods sales order into an actual invoice without messing up your records. Sometimes, the process isn’t as straightforward as clicking a button, and if you’re not careful, you might end up with mismatched data or missing info. This guide is for those moments where you just want to get things done without crashing the system or spending hours figuring out which toggle to flip. By the end, you’ll have a decent grasp on how to handle partial conversions—saving time and avoiding errors.
How to Fix the Conversion Process in Tally Prime
Accessing the right transaction view
First off, jump into Tally Prime, and instead of trying to jump directly into invoices (which usually isn’t the way for converting existing sales orders), you should go through the Daybook. That’s where all the magic starts. From the main menu, head over to Display > Daybook. This is where you can see all your transactions, including sales orders, invoices, and everything in between. If they’re not visible, make sure you have the correct date range selected so your sales orders are there.
Now, if you want to convert a sales order, find it here first. If your sales order isn’t in the list, you might need to check the specific voucher type or sales ledger to ensure it’s visible. Sometimes, sales orders are saved as Pending Sales or under a special status; checking under Display > List of Voucher Types helps. On some setups, this can be pretty *clunky*, but hang in there.
Entering the sales invoice properly
Once you locate the sales order, double-click it or select it, then see if there’s an option to convert or generate a sales invoice. In Tally, there isn’t a one-click “convert” button for sales orders, of course, because of course, it has to make it harder. Usually, what you want is to go into the Voucher Entry for sales, then manually select the correct invoice type, possibly under Alter > Sales Voucher.
Here’s a trick — you can replicate the sales order details by manually creating a new sales invoice, but with a few important differences:
- Set the date correctly (preferably the same date as the order, like 31st January).
- Make sure you select the same customer or supplier ledger.
- In the item details, instead of re-entering everything, you can copy-paste or reference the order details.
Sometimes, the key is ensuring the order number or ID matches in the narration or reference fields—this kinda helps tie it all back together in your records. Just keep in mind this isn’t an automated process but more of a manual workaround, which can get cumbersome when multiple orders are involved.
Using stock and voucher adjustments
If you’re really trying to streamline this process, there are some *advanced* options. Like, using Winhance or custom scripts to automate partial conversions. Not everyone wants to get into scripting, so in a pinch, doing it manually through voucher entries and stock adjustments works. Just be aware that some setups might require you to first alter stock quantities, then generate invoices from there.
Another thing — some people find it easier to set up your Sales Order voucher type to automatically create an invoice when you finally post it. This involves tweaking your Voucher Types (under Gateway of Tally > Features > Voucher Types), but it’s not always worth the fuss if only occasionally needed.
Handling common hiccups
On some setups, the conversion just doesn’t seem to stick. Maybe the system flags missing info or errors out at the last step. In those cases, double-check these points:
- Are all required fields filled? Especially Order Number and Customer Details.
- Is the date correct? Mismatched dates sometimes trigger validation errors.
- Have you selected the right voucher types? Sales vs. Delivery — mixed up, and it doesn’t work.
If you’re still struggling, sometimes just creating a new invoice with a manual reference to the order ID and adjusting inventory accordingly is the easiest fix. It’s not perfect but gets the job done without pulling your hair out.
Conclusion
This whole thing isn’t as seamless as a future update might make it, but with some patience, you can convert sales orders into invoices in Tally Prime without too much fuss. It’s basically about manually recreating the invoice from the order, verifying details, and making sure your records make sense—because, after all, Tally’s kind of old-school this way.
Frequently Asked Questions
1. Why does it feel like I’m doing double work?
Because, well, Tally doesn’t have a native, slick conversion feature. You’re expected to manually transfer info, which is a pain, but it’s what we’ve got.
2. Can I automate this process somehow?
Officially, no. But some custom scripts or third-party add-ons aim to streamline it. Check out tools like Winhance, or consider customizing voucher types to make partial conversions easier.
3. What if I mess up an invoice after creating it?
No worries—just go back and edit the invoice before finalizing or posting it. Make sure to verify all entered details, especially stock and customer data.
Summary
- Locate the sales order in Daybook.
- Create a new Sales Invoice manually, referencing the order.
- Double-check dates, customer details, and item quantities.
- Use the narration or reference field to link the invoice back to the original order.
- Be prepared to do some manual fiddling; Tally isn’t super intuitive for this.
Wrap-up
At the end of the day, it’s kind of a hacky workaround, but it gets the job done. Sure, it’d be nicer if Tally had a native convert tool, but until then, this way’s better than total chaos. Hopefully, this shaves off a few hours for someone trying to get sales orders into invoices without breaking a sweat. Just remember, always verify your entries before closing the books for the day.