Alex Ruben
How To Transform a Purchase Order into a Purchase Invoice in Tally Prime
Trying to switch a purchase order into an invoice in Tally Prime? Yeah, it’s not as straightforward as clicking a button, but once you get the hang of it, it’s pretty handy for keeping track of what’s been ordered versus what has been billed. Sometimes, it’s just about turning that PO into a proper invoice to match with payment receipts or supplier records. This guide walks through the easiest way to do it — whether you want a direct conversion or prefer to duplicate and edit. After messing around with it on a few setups, it’s kind of weird but it works smoothly once you get the steps right.
How to Fix the Purchase Order Conversion in Tally Prime
Access the Daybook
This is where most of your transactions are, so it’s good to start here. You’ll need to see all your purchase orders and make sure they’re visible. Common reason why folks struggle here is because of date filters or permissions. If your purchase order isn’t showing up, double-check your date range and user rights.
- Open Tally Prime, hit the Gateway of Tally.
- Go to Display.
- Choose Account Books -> Daybook (or find it under Display > More Reports > Daybook if you want to drill down).
- Set your date range — say, from 1st January to today — so you’re not missing anything.
Be aware that sometimes the filters hide recent transactions. Clearing those filters might bring your purchase orders into view. Also, make sure your user role has access to modify purchase vouchers.
Locate Your Purchase Order
This part can be kinda frustrating if your list is long. Look for your PO by date or order number. Usually, they’re tagged as Purchase Order type, so it can help to customize your display to see only purchase orders. On some systems, purchase orders might be marked down as Pending Orders or under a different ledger if set that way.
- Scroll through the Daybook or use the search functionality if available.
- Tag that order with its Order Number (like 124) — helps to cross-reference after.
Method 1: Direct Conversion of PO to Invoice
This is the quick way — if your setup and permissions let you do it. Basically, you open the PO, then convert it directly into an invoice. The downside? It deletes the PO once you do this, so don’t use if you want to keep the original order file.
- Open the purchase order voucher.
- Look for the Convert to Purchase or Purchase button — sometimes it’s under a context menu or in the right-click options.
- Click it and confirm. Tally will ask if you want to remove the PO and create an invoice from it. Say Yes.
- Adjust quantities or details if needed — sometimes default fields auto-fill but check totals carefully to avoid surprises later.
This method is handy when everything is straightforward but can trip you up if you need the PO file for record purposes later.
Method 2: Make a Duplicate and Convert
Kind of weird, but sometimes it’s safer to keep the PO intact. So, duplicate it first:
- Open your PO, then select the option for Duplicate Voucher.
- This creates an exact copy. Now, open the duplicate voucher.
- Change the voucher type to Purchase (if it’s not already), then proceed to convert it into an invoice from there.
- Fill in the invoice specifics: Invoice Number, Date, Vendor Name (say, Star Textiles), purchase ledger, and quantities. Double-check totals — especially if there are multiple items or discounts.
This approach keeps your original PO safe for records or future reference, which is a plus in accounting and audit trails.
Finalize the Purchase Invoice
Once the invoice is ready, it’s basically about verifying everything and saving:
- Check that totals match and all details are correct.
- Paste in any narration if needed, especially if this invoice is going to be shared or filed.
- Press Ctrl + A to save — same as in many software apps. On some setups, the save button might be in a different spot, but this shortcut generally works.
Extra Tips & Troubleshooting
From experience, issues pop up if your transactions aren’t properly categorized or permissions are locked. Make sure your Tally Prime version is up-to-date; older versions sometimes have bugs that mess with conversion. Also, if your purchase order doesn’t seem to show up, double-check your date filters and transaction status — sometimes POs are marked as Pending or Open based on your workflow.
Using Tally’s built-in help or support forums can save a lot of headache — especially for obscure errors or blacklisted entries. And if you’re doing bulk conversions, scripts or add-ons like Winhance can speed things up, but that’s more of an advanced tip.
Wrap-up
Getting purchase orders converted into invoices in Tally Prime isn’t totally plug-and-play, but once familiar, it’s a pretty solid workflow. Keeps your records organized and saves some time when handling multiple transactions. Usually, the main hiccup is finding the right voucher and making sure it’s filtered correctly. The best approach? Practice with a test PO and invoice — then it’s a matter of repeating the steps for real stuff.
Summary
- Access the Daybook under Display.
- Locate your purchase order based on date or number.
- Choose direct conversion or duplicate then convert.
- Verify all details before saving the invoice.
- Ensure your version is up-to-date — common bugs fix in updates.