Purchase Order Book in TallyPrime: 4 Simple Steps + Example

The Purchase Order Book in TallyPrime provides a consolidated view of all purchase orders recorded.

This report is particularly useful for tracking and managing outstanding orders, ensuring timely fulfillment, and maintaining good vendor relations.

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1. Features of Purchase Order Book in TallyPrime

1. Detailed Tracking:

View purchase orders created, pending, and completed.

2. Filter by Vendor:

Narrow down to specific suppliers or orders.

3. Real-Time Updates:

Automatically updated as orders are fulfilled or modified.

4. Customizable View:

Customize columns and filters for relevant information.

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2. Benefits of Purchase Order Book in TallyPrime

1. Improved Order Management:

Helps in tracking pending and completed purchase orders effectively.

2. Enhanced Decision-Making:

Provides a clear view of outstanding orders for planning procurement.

3. Streamlined Vendor Communication:

Ensures timely follow-ups with suppliers for pending deliveries.

4. Audit Readiness:

Maintains a record of all purchase orders for reference and compliance.

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3. How to Access the Purchase Order Book in TallyPrime

1. Go to Gateway of Tally → Display More Reports → Inventory Books.
2. Select Purchase Order Book.
3. The report displays all purchase orders with the following key columns:
   • Date
   • Party Name
   • Order Number
   • Items Ordered
   • Quantity
   • Pending Quantity
   • Order Status

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4. Example: Using Purchase Order Book in TallyPrime

Scenario: XYZ Company places a purchase order for 500 units of “Laptop Batteries” with ABC Suppliers on October 15, 2024.

Step 1: Record the Purchase Order

1. Navigate to Vouchers → F9: Purchase Order.
2. Enter the details:
   • Date: October 15, 2024
   • Supplier: ABC Suppliers
   • Item: Laptop Batteries
   • Quantity: 500 units
   • Rate: ₹1,000/unit
3. Save the purchase order.

Step 2: View in Purchase Order Book

1. Go to Gateway of Tally → Inventory Books → Purchase Order Book.
2. Locate the order:
   • Party Name: ABC Suppliers
   • Item: Laptop Batteries
   • Quantity Ordered: 500
   • Pending Quantity: 500
   • Status: Pending

Step 3: Update Upon Delivery

1. When 300 units are delivered, record a receipt note.
2. The Purchase Order Book updates automatically:
   • Pending Quantity: 200
   • Status: Partially Completed.

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5. Customization Options for Purchase Order Book in TallyPrime

1. Filter by Date:
   • View orders within a specific time frame.
2. Sort by Party:
   • Arrange orders by supplier names.
3. Add Additional Columns:
   • Include information like delivery terms or custom fields.

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6. Conclusion

The Purchase Order Book in TallyPrime simplifies the tracking and management of purchase orders.

By providing real-time insights into outstanding and fulfilled orders, businesses can improve procurement efficiency, maintain better vendor relationships, and ensure timely delivery of goods.

Its flexibility and customization options make it an essential tool for inventory and order management.