Alex Ruben
How To Record a Purchase Invoice with Credit-Free Preview: A Step-by-Step Tutorial
This walkthrough is kind of weird, but it helped me get purchase invoices on credit sorted out in Tally Prime. If you’re like me and found the software a bit confusing at first, especially when creating vendors or entering multiple items, hopefully this points you in the right direction. It’s not super polished, but it gets the job done.
Prerequisites
Before diving in, make sure you’ve got:
- A working install of Tally Prime on Windows (preferably on Windows 10 or 11). Mac users, good luck unless you’re running a VM or something.
- Permissions to create vendor accounts and enter purchase transactions (if your user role restricts you, this could be an issue).
- Basic familiarity with Tally’s interface — if you can click around and follow prompts, you’re good.
Step 1: Access the Vouchers Section
Fire up Tally Prime and head straight to the Vouchers section from the main menu. Not in the right area? Just click on Banking & Cash or Accounting Vouchers — depends on your setup. If you’re stuck, look for the icon that looks like a little voucher or receipt. Sometimes, Tally can be quirky and just defaults you in the wrong tab.
Step 2: Select the Purchase Voucher
Click on Purchase. There’s a keyboard shortcut, typically F9, but it varies if you customized keys or are on different versions. When in doubt, clicking through the menus helps. On some setups, pressing Alt + P works. Just use whatever gets you there without too much fuss.
Step 3: Set the Date and Invoice Number
Set that date — usually, you’d pick when the invoice was actually issued, but note that the trial versions sometimes won’t let you pick dates like the 15th of the month or anything outside the first, second, or last day. Weird, I know, but that’s how it goes.
For the invoice number, just punch it in if you’ve got one. If not, leave it blank (though some vendors ask you to put something in). When creating a new vendor, this step’s pretty straightforward, but don’t forget to get the vendor’s full name and details right.
Step 4: Create a New Vendor Account
This is kinda crucial if it’s a new vendor. Enter the vendor’s name (say, Matthew) and hit Enter. You’ll see a prompt to set up the ledger — make sure you categorize them under Sunundry Creditors or whatever your credit supplier account name is.
Pro tip: enable Maintain Bill by Bill Balances in the account creation screen if you want to keep better track of each invoice. Saves headaches later.
Step 5: Enter Purchase Ledger Details
Select your purchase account — like Purchases or a custom account you set up. If it’s not there, just press Alt + C to quickly create a new ledger within the purchase category. Because why not make it easy? Just type in the name and hit Save.
Step 6: Input Item Details
Now, for the interesting part: entering what you bought. Here’s what I usually do:
- First item: Corolla Windscreens — Quantity: 50, Rate: 400, Total gets filled automatically or type it in. Hit Enter to move to the next one.
- Next: Civic Headlights — Quantity: 30, Rate: 150.
- Then: Filters — Quantity: 100, Rate: 50.
Most times, Tally updates totals on the fly. If not, you can double-check totals later. Not sure why it works sometimes and not others, but on one setup it failed the first time, then worked after restarting.
Step 7: Review and Save Transaction
Double-check everything — vendor info, items, totals. Usually, I spot some wrong quantity or rate after scrolling, so be meticulous. Once good, press Ctrl + A to save. You can add a narration (like “Monthly stock purchase” or whatever) if you care. That’s optional but helpful for later reviews.
Extra Tips & Common Issues
Few quick tips:
- Always verify vendor info before creating — duplicate accounts are a pain later.
- If taxes or discounts are involved, you’ll want to input those in the respective fields, but Tally can be weird about that sometimes.
- If your screen seems unresponsive or data doesn’t save, sometimes a restart fixes it. Of course, Windows has to make it harder than necessary.
Conclusion
Getting used to inputting purchase invoices on credit isn’t rocket science, but a few things can trip you up. Following this basic flow should help straighten things out. Worth noting: keep backups and double-check entries, especially when creating new vendors or accounts. Helps avoid headaches down the line.
Frequently Asked Questions
What if I need to edit an invoice after saving it?
Go back into the Vouchers menu, find the invoice, and open it. You can modify the details before saving again. Just be careful not to mess up linked transactions.
Can I use Tally Prime on Mac?
It’s mainly for Windows. If you’re on a Mac, you’d need a Windows emulator or a VM — not ideal, but it works in theory.
What should I do if Tally Prime crashes during entry?
First, ensure your PC meets the specs. If it crashes often, maybe try reinstallation or update. Sometimes, clearing cache or running as administrator helps, but no guarantees.
Summary
- Make sure vendor details are correct before creating accounts
- Use F9 or go through menus to find the Purchase voucher
- Double-check dates and invoice numbers — don’t trust defaults
- Input item details carefully, watch totals update
- Save promptly with Ctrl + A
Hopefully this shaves off a few hours for someone. Good luck, and may your Tally experience be just a little less annoying!