When working with inventory and billing in Tally, users sometimes come across the fields labeled ‘Actual’ and ‘Billed Qty.’ These fields are part of Tally’s powerful inventory management system, allowing for differentiation between the physical quantity delivered and the quantity billed. However, for businesses that do not need this level of detail, these fields can clutter the invoice or voucher screen and create confusion. Removing or disabling the Actual and Billed Qty fields is a common customization many users seek to simplify their workflow and keep entries clean and efficient.
Understanding Actual and Billed Quantity in Tally
Before removing the fields, it’s important to understand what they represent. In Tally ERP 9 or TallyPrime, the Actual Quantity refers to the number of items physically delivered or received. The Billed Quantity, on the other hand, is what appears on the invoice and is being charged to the customer or recorded as a liability from the vendor.
These two fields can differ in cases where items are sent in advance, delivered later, or billed in installments. However, for many small and medium-sized businesses that handle simple transactions, using both fields may be unnecessary.
Scenarios Where These Fields Are Not Required
You may want to remove or hide Actual and Billed Qty if:
- Your business uses only simple invoicing without separate delivery processes.
- You do not require detailed inventory tracking in your invoices.
- You want to reduce the number of columns shown in sales or purchase vouchers.
- Your customers find the printed invoices too detailed or confusing.
How to Remove Actual and Billed Qty in Tally
Removing or disabling Actual and Billed Quantity fields in Tally involves configuring voucher settings. This process is simple and does not require any coding or advanced customization.
Step 1: Open Tally and Select the Right Company
Start by launching Tally and opening the company where you want to make the change. Ensure you are in Gateway of Tally and have the appropriate permissions to alter voucher configurations.
Step 2: Access Voucher Configuration Settings
Follow these steps to access the voucher settings:
- From Gateway of Tally, pressF11to open the ‘Features’ menu.
- SelectInventory Features(or pressI).
- Look for the setting that says‘Use separate Actual and Billed Quantity columns’.
- Set this option toNo.
This will remove the display of separate columns for Actual and Billed Qty in all vouchers.
Step 3: Save the Changes
Once you have set the configuration as needed:
- PressCtrl + Ato save the configuration.
- You may need to restart the voucher entry to see the change take effect.
Effect of Removing Actual and Billed Qty
After this change, all future entries will only show a single quantity column, streamlining the data entry process. This helps reduce errors and improves user efficiency, especially for staff not familiar with inventory complexities.
Things to Keep in Mind
Although removing these fields is convenient, there are a few points to consider:
- The change applies across the company it affects all users and vouchers.
- Previously entered vouchers with different Actual and Billed quantities will still display those values when opened.
- If you need these fields in the future, you can always re-enable them using the same steps.
Customizing the Invoice Print Format
Even after removing these fields from the voucher entry screen, you might want to remove them from the printed invoice layout as well. Tally automatically hides unnecessary columns in the print if they are not used. However, if for any reason they still appear:
Steps to Configure Invoice Printing
- Open any voucher (like a sales invoice) that you want to print.
- PressAlt + Pto open the print configuration.
- PressCfor ‘Configure.’
- Look for options like‘Print Actual and Billed Qty separately’and set it toNo.
- PressCtrl + Ato save.
This ensures that your printed invoices match the simplified layout used during entry.
Advantages of Removing Actual and Billed Quantity
There are multiple benefits to simplifying the quantity fields:
- Simplified data entry: Staff can focus on a single quantity without worrying about which field to fill.
- Cleaner interface: A more minimal display reduces distractions and potential mistakes.
- Better print format: Customers receive invoices that are easier to read and understand.
- Less confusion: Especially helpful for businesses with basic inventory needs.
When You Might Want to Keep These Fields
In some cases, retaining the Actual and Billed Qty fields may still be useful. Examples include:
- If your business often bills for partial deliveries.
- If goods are shipped separately from the invoice date.
- If your accounting system requires tracking of both values for compliance or analysis.
If your process depends on advanced inventory tracking, these fields offer valuable insights. Always consider your operational requirements before disabling features.
Restoring the Actual and Billed Qty Fields
If you later decide to enable the fields again, follow the same path:
- PressF11from Gateway of Tally.
- Go toInventory Features.
- Set‘Use separate Actual and Billed Quantity columns’toYes.
- Save withCtrl + A.
This flexibility allows you to adapt Tally based on evolving business needs without making permanent changes.
Managing Actual and Billed Quantity in Tally should align with the nature of your business. If you don’t need to differentiate between the two, removing the fields can greatly simplify operations and reduce unnecessary complexity. The steps outlined above show how to easily disable these columns through configuration settings without requiring advanced customization or technical skills. Tally’s adaptable nature makes it a powerful tool for businesses of all sizes, and understanding how to control these settings can help you get the most out of your accounting software.