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Tally Basic Inventory / Stock Management

Stock Category

In many cases the user would want to classify Stock items, which perform a similar function or are similar in nature, but are grouped under different Stock Groups (e.g. Groups based on brand). Hence Tally provides a feature called Stock Categories. Stock Categories can be defined as parallel classification of stock items. If you take the example given under Stock Groups, all brands (Sony, Panasonic, Samsung etc) could have 29", 25", 21" TV's. The user could create 29" as a Stock Category. Hence all 29" TV's (across Brands) could come under the classification ' 29" TV Category'. Now the user can view reports, which displays 29" TV's only and can also provide his customers with options for other 29" TV brands. If the user wants to query on a particular item he can select Stock Query report for that item and in case of non availability of that item Tally will also display all other items of that category and hence provide his customer with a better choice in terms of product as well as price.

Tally also allows users to create multiple levels of Categories.

How to create Stock Categories ?

-> Select F11 (Features) -> activate Stock Categories and save screen -> select Inventory Info -> select Stock Category -> select Create -> specify name of Category -> specify under which Parent category and save screen.

How To View Reports ?

-> select Display (from Gateway of Tally) -> select Statement of Inventory -> select Stock Category -> select any particular category. Tally displays all items under the selected Category.


Stock Query

The Stock Query provides all necessary and relevant information for any Stock Item in a single screen. The stock query report for an item provides information on closing balance, cost price, std price, last sale price, last purchase cost etc. It also provides information on the list of locations (warehouses) were the particular item is stored. The stock query report provides important information of other stock item available in stock for the same category. Hence if a particular item is not available in stock the Tally user can offer his customers other similar products belonging to the same category and hence will be able to serve his customer better.

Stock Query report also provides information of other stock items belonging to the same group (activate in F12, configurations). Hence, if a customer wants different types of products (i.e. audio, video, refrigerators etc), which are under the same group (for e.g. under the brand 'Sony'), then the user can list all products under that particular group.

How to view Sock Query Report ?

-> Select Display -> select Statement of Inventory -> select Stock Query -> select the req'd stock item. Tally displays information for the selected stock item. Select F4 (Item) to change to another item.


Multiple Warehouse / Locations

Warehouse a storage place where materials are stored. Hence warehouse could be a locations or even Storage racks. Most companies would maintain warehouses and hence would require Stock statements for individual warehouses. Tally offers its users a feature called Locations (Warehouses). Tally allows its users to create multiple Locations (warehouses) and hence at the time of entering an inventory transaction (sales, purchase, stock Journal etc), Tally allows the user to specify Locations, where stock items are to be stored or dispatched from, For e.g. if the user is entering a purchase transaction, the user will have to specify the Location in which the item will be stored and the same way while entering a sales transaction the user will have to specify the location from which the goods will be issued.
Tally also allows users to transfer materials from one location to another. The user can view stock reports for one Location or can compare one location with another Location and can also get a consolidated stock report.

The user can also create locations to keep track of job works and Sub-contract i.e. the item issued to and rec'd from Job works. Each Job Work / Sub-Contract can be equated to a location

How to create a Location ?

-> Select F11 (features) -> activate 'activate Multiple locations' -> now select Inventory Info -> select Locations -> select Create -> specify Location name and other details and save screen.

How to view a report ?

-> Select Display -> select Statement of Inventory -> select Locations -> select any Location. Tally displays stock statement for that Location.

To compare:

Tally allows comparisons of multiple locations -> once the user has selected Location report -> select New Column (Alt + C). Tally now displays locations in columnar format. Alternately the user could select Auto Column (Alt + N)-> select locations -> activate Total Column and save screen. Tally displays all locations in columnar format and also displays total column. 


Sub Locations:

Users can also create Sub-Locations (multiple levels of Locations). While creating sub-location the user has specify location name and the parent Location under which the sub-location has to be created. Tally also allows creation of Virtual Locations. Virtual locations will not allow storage of materials. This is useful when a city has more than one location e.g. a city like Singapore can have locations at Jurong and Tampines. The user would require stock statement for both these locations as well Singapore. In this case Singapore warehouse can be made as virtual location, since Singapore as a warehouse does not exist, but the user can get a stock statement report. This can be done in Tally by creating a warehouse and de-activating the feature 'Use storage of materials'.

Stock Transfers to Warehouses

Tally allows transfer of materials from one warehouse to another. Transfer of materials can be done using Stock Journals. Tally also provides facility of voucher classes, which will help in simplifying transfer of materials.


-> select Voucher Entry -> select Stock journal -> In the source column select stock item and the locations from where they are to be transferred -> again select Stock Item and specify location where it is to be transferred.

How to Transfer by using Voucher Classes ?

First create a voucher class: -> select Accounts Info or Inventory Info -> select voucher Type -> select Alter ->select the voucher Stk Journal -> come down to class and specify class name (e.g. Location Transfer) -> activate ' Use Class for Inter Location Transfers' and save screen. Now select Voucher Entry from 'Gateway of Tally' -> select Stk Journal -> select class -> now specify destination location and select stock items along with source locations and complete the entry.


Multiplestock Valuation

Tally handles multiple valuations methods for stock items

(E.g. Average Cost, Average price, Last Purchase cost, Last Sales price, FIFO etc). Default valuation methods can be specified at the time of creation of stock items and Tally will automatically displays Stock reports using default Valuations methods. Tally also allows user to view stock reports with different valuation methods.


Lets assume Stock items are already created. Now select Inventory Info -> select Stock Items -> Alter -> select any item -> select F12 (configuration) -> activate Advanced entries in masters and save screen. -> Specify costing method and save screen.

How to view report in different valuation methods:

-> select Stock Summary -> Tally displays stock summary based on default valuation methods. Now select New Column (Alt+C) -> specify date range -> specify 'Methods of Valuation' as per requirements. Tally, now displays stock report based on the valuation option opted for.


Batch Wise / Lot Wise - Including Expiry Dates

Tally provides Batch wise facilities for stock items. This feature is extremely useful and is used mostly in Pharmaceutical, Chemical, Food Industries and other industries dealing with perishable items.


-> select F11 (features) -> activate 'Maintain Batch wise details' -> The user can also activate 'Set expiry dates for Batches' (if required) and save screen -> select Inventory Info -> select Stock Item -> select Create -> specify Stock item name and other details -> activate 'Maintain Batches' -> activate Mfg date and expiry dates if needed -> specify opening balance with batch details and save screen.

Entering Transactions:

While entering purchase entry, select the item and specify batch details along with mfg date and expiry date.

How to view reports on Batch details ?

-> Select Stock Summary -> select F12 (Config) -> activate 'Expand all levels in detailed format' and save screen -> select detailed (Alt + F1). Tally displays all stock items along with their batch details.

Alternate Units of Measure and Tail Units

Different items could have different Units of Measure. Tally allows the users to define any number of units as per his requirements. It is also possible that each item could be transacted in one or more than one units, for e.g. an item (for e.g. Sugar) could be purchased in kgs and sold in packets. Tally allows user to create stock items with alternate units (activate Alternate units in configuration screen of Stock items). Hence Stock items can be maintained in both Main Units as well as Alternate Units. Tally also has a concept called Compound units. Compound unit is a relation between of two simple Units. for e.g. the user could create a unit called 'Box of 12 Nos'. Tally displays summary of all items in base unit (default). The user can also view Stock Summary report with 'Tail Units' i.e. if we consider the e.g. above (Box of 12 Nos), here tail unit is nos.


How to use Alternate Units ?

-> select Inventory Info -> select Stock items -> select alter -> select any item for which 'Alternate Unit' is to be activated -> now select configure (F12) -> activate Alternate Units -> now come down to Alternate Units and specify alternate units -> specify the relation between the two units (e.g. base unit is Nos alternate unit is kgs, now you can specify a relationship ->1 nos = 0.5 kgs)

How to view reports ?

-> Select Stock Summary -> Select F12 (Configure) -> activate 'Show using Alternate units' and save screen.

Tail Units:

select F12 (configure) in Stock Summary -> activate 'Tail units of compound Units' and save screen. Tally displays compound units of stock items in 'Tail units'.

Sales and Purchase Orders

Tally permits users to handle Purchase orders and Sales orders. Based on the information provided Tally generates reports for Purchase order outstanding and Sales order outstanding reports. Purchase orders can be e-mailed or printed and sent to suppliers.


-> select F11 (features) -> select activate Purchase orders and Sales Orders and save screen. -> now, select Voucher Entry -> select F9 -> opt for P.O. -> select supplier name and related details -> enter Order No. -> select item and enter other details and save Voucher. Likewise, Sales ordes rec'd are enterd in Sales order Voucher screen.

How to view reports ?

-> Select Display -> select Statement of Inventory -> select Purchase order summary or Sales order summary -> Tally shows Group wise summary. Now, drill down till you get P.O. details. If the user wishes to view orders, which are over due then he selects F7 (Due only) and Tally displays order, which are already overdue for that item. The user can also shift to another item by clicking on F4 (Item).


Tracking Through Receipt Notes and Delivery Notes

Generally, in any business, invoices are sent along with the goods. But there are cases when goods are dispatched first and invoices are sent later or vice versa. In such cases stocks should not be updated along with accounts. Tally handles such situations with the help of Tracking nos. You can receive / dispatch goods first and receive or send invoices later. You could also receive invoices followed by the material. Receipt notes and delivery notes are Inventory vouchers and hence will not affect accounts. Although these vouchers do not affect accounts they will be displayed in Profit and Loss Statement as a part of Purchases and Sales as Purchase bills to make and Sales bills to make.


-> activate Tracking nos in F11 features ® select Inventory Info -> select F9 -> select Receipt Notes -> enter Party details -> select item ® now user will have to specify tracking nos -> complete the voucher by specifying all other details. In case of delivery notes select Delivery Notes (F8) after selecting voucher entry -> then follow the same procedure as above. While raising invoices, recall the tracking no specified during the entry of inventory vouchers (Receipt note and Delivery notes).

How to view a report ?

-> Select Display -> select Statement of Inventory -> select Purchase bills Pending. Here the report will show information on 'Goods rec'd but purchase bill not rec'd as well as 'Purchase bill rec'd but goods not rec'd'.


Materials that are purchased or sold might be returned due to damages or for some other reasons. Tally handles these rejections with the help of Rejection in (for Sales returns) and Rejection out (for Purchase returns) Vouchers. These rejection entries will update inventory stocks immediately. The accounting part is updated by entering Credit Notes for Sales returns and Debit notes for purchase returns.
But in some cases the user would like to scrap those materials which are Rejected In (i.e. sales return), in such cases the user can activate the feature 'Treat all Sales Returned as Scrap' during creation of stock item or by going through Alter mode (for Stock Items) option.


-> activate Rejection Notes in F11 (features)

For Rejection In -> select Voucher Entry from 'Gateway of Tally' -> select F8 (Rejection In) -> select Party Ledger -> select item which is rejected (sales return) -> Tally displays the list of tracking nos. -> select particular tracking no., enter the qty and complete the transaction. For entering Rejection out select F9 (Rejection out) and continue with the transaction as above.

Additional Cost on Purchases :

When a purchase is made there are additional expenses like freight, handling charges, taxes etc incurred. These additional charges need to be added to the value of the product. Tally allows the user to add additional cost incurred, to the value of the product during the time of voucher entry or at a later stage.


There are two methods of adding additional cost on Purchases.

Method 1

-> select F11 (features) -> activate 'Track additional cost of purchase' and save screen -> now, select Voucher entry -> select F9 (purchases) -> enter accounting details. When the user selects purchases, Tally displays list of inventory items -> select item, specify qty, rate, value. Tally now displays another screen, where the user has to specify the additional cost along with the percentage or can specify actual cost. The additional cost is added to the value of the product.

Method 2

At times the user would have completed the purchases and would want to add additional cost on purchases at a later. Then follow the procedure below.

Firstly create a ledger account -> select Accounts info -> select Ledger -> select Create -> create new ledger, activate 'Inventory values are affected' and save screen -> select Voucher Entry -> select payments -> select the Ledger account (e.g. Customs Duty, Taxes, freight etc), the cost of which will have to be added to the to the value of stock item purchased -> Tally displays list of stock items -> select stock item and without specifying qty, specify value. Select other stock items and complete the transaction. This entry automatically updates the value of stock item.

How To a view report ?

If the user wishes to view additional cost for stock items for any purchase, then he can -> select Display -> Inventory Book -> Movement analysis -> select stock item analysis -> Tally displays all parties from whom the item has been purchased with their effective rate-> Drill down further and the user will be able to get information of all purchases with their basic rate, additional cost, total value and effective rate.

Movement Analysis

For Party wise/ Item wise/ stock group wise : Tally offers another important inventory management tool called Movement Analysis. With this report the user can analyse the movement pattern of materials either Party wise, Group wise, item wise etc. Using this report the user can analyse the price at which each party has supplied a particular item.

Movement analysis for Party shows, inward and outward movements of all stocks with effective rate and value for the selected party. Select an item and drill down further and Tally displays transaction wise details along with a separate column for additional cost.

Movement analysis of Stock items shows party wise inward and outward movements of stock items with basic rate and effective rate. Select any Party and Drill down further for more analysis

Movement analysis of a stock group shows the total inward and outward movement of stock items with their effective rates for that particular group of items.


-> select Display -> Inventory Books -> select Movement analysis -> select any option as per requirements -> You can drill down further to get more analysis.

PROFITABILITY ANALYSIS- Stock Group Wise / Stock Item Wise / Invoice Wise / Location

WiseTally automatically calculates gross profit for each and every item based on sale price and consumption cost. Gross profit is the difference in value between sale price and consumption value. Consumption value is calculated based on purchase price. Tally Calculates gross profits for each invoice, stock item, stock group as well as items location wise.

Stock group wise:

-> select Display -> select Inventory Books -> select Stock Group -> select F7 (Show profits) -> Tally displays sales value, consumption cost, gross profit along with %'s.


Stock item wise:

-> select Display -> select Inventory Books -> select Stock item -> select F7 (Show Profits) -> Drilldown further to get transaction wise profitability (Only for outward entries).

Invoice Wise:

-> select Display -> select Inventory Books -> select Sales Register -> select any month -> Tally displays all sales entries -> select F7 (Show profits)- > Tally displays Gross profitability for all sales entries.


Location wise:

-> select Display -> select Statement of Inventory -> select Locations (Warehouses) -> select any location -> select F7 (Show profits)

Price List with Multi Price Levels

Tally allows its users to predefine multiple levels of price list. For e.g. the user can define price list for Distributors, Dealers, Retailers etc. While entering the price lists Tally displays the cost price as well as last price (historical data) for that stock item. This simplifies and also eliminates the chances of mistakes during the time of invoice entry.

The user can also predefine price levels for party's at the time of creation of ledger accounts. Hence, when the user opts for a particular party during voucher entry, he has to select only stock items and specify the qty. The price is selected automatically based on the levels defined. The user can also upload the price list on his company web site.

How to define Price levels?

-> Select F11 (features) -> activate ' Set / modify other company features' -> activate ' Use multiple price levels for Invoicing' specify names of different levels that are to be created and save screen.

How to enter price level details?

-> Select Inventory Info -> Select Price list -> select any Group or All -> specify rate for all items of the group. The user can specify different rates for different quantities of the same item as well as specify different rate of discount. > save screen.

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