Assign Batches to Purchased Stock Items in TallyPrime: 4 Steps

While creating a purchase voucher in TallyPrime, you can directly assign the purchased stock items to specific batches.

This functionality is particularly beneficial for:

• Tracking Inventory Acquisitions: Identify the specific purchase associated with each batch of stock.
• Expiry Management (Perishables): Manage expiry dates by linking them to purchase batches.
• Quality Control: Associate quality control checks with specific purchase batches for better traceability.

Here’s a detailed explanation on assigning batches to purchased stock items with an example:

1. Prerequisites to Assign Batches to Purchased Stock Items in TallyPrime:

1. Enable Batches:

Ensure the “Maintain Batches” feature is enabled in Company Features (Gateway of Tally > Accounts & Taxes > Company > Configure Features).

2. Stock Item Configuration:

The stock item you’re purchasing should have “Maintain in Batches” enabled in its Stock Item Master (explained in the the post on Setting Up Batches for Stock Items).

2. Steps to Assign Batches to Purchased Stock Items in TallyPrime:

1. Gateway of Tally (Alt+F12):

Launch TallyPrime and navigate to the Gateway menu.

2. Create Voucher (Alt+F9):

Select “Create Voucher” and choose “Purchase” (Alt+P) to create a new purchase voucher.

3. Supplier Details:

Enter the supplier information for the purchase.

4. Select Stock Item:

Choose the stock item you’re purchasing from the available list.

3. Assigning Batch:

There are two main ways to assign batches while creating the purchase entry:

Method 1: Using the Stock Item Allocation Screen

1. After selecting the stock item, you might be directed to the “Stock Item Allocation” screen (depending on your TallyPrime configuration).
2. Here, you’ll see the selected stock item details and a section for “Batch.”
3. Click on the “Batch” field. A drop-down menu will appear, listing existing batches for this stock item (if any) or allowing you to create a new batch.
4. Choose the appropriate batch or create a new one by entering a name and any additional details (like manufacturing date or expiry date for perishable goods).
5. Enter the quantity of the stock item being purchased for this specific batch.

Method 2: Using the Purchase Breakup Section

1. If you’re not directed to the Stock Item Allocation screen, you might see a “Purchase Breakup” section directly within the purchase voucher.
2. In this section, you’ll have columns for details like Item Name, Godown, Quantity, Rate, and potentially a “Batch” column.
3. Enter the stock item details, quantity, and rate.
4. In the “Batch” column (if available), click and choose the appropriate batch or create a new one as described in Method 1 (step 4).

5. Complete Purchase Voucher: Enter any additional information required in the purchase voucher, including taxes or discounts, and save the voucher (Ctrl+S).

4. Example: Purchasing Medicine with Batch and Expiry

You’re purchasing 100 units of “Paracetamol 500mg” (set up with batches in the previous example). The medicine has a manufacturing date of 2024-06-20 and an expiry date of 2025-06-20.

1. Create a new purchase voucher and enter the supplier details.
2. Select “Paracetamol 500mg” as the stock item being purchased.

Method 1:

If directed to the Stock Item Allocation screen, choose “Create Batch” and enter a name like “Paracetamol Batch – June 2024” or similar.

Optionally, enter the manufacturing and expiry dates. Enter the quantity (100 units) for this batch.

Method 2:

If using the Purchase Breakup section, enter the stock item details, quantity (100 units), and rate.

Click in the “Batch” column and create a new batch as described above (Method 1, step 4).

Complete the purchase voucher details and save it.

5. Benefits of Assigning Batches during Purchase:

1. Improved Traceability:

Links specific purchase transactions to their corresponding stock batches.

2. Enhanced Expiry Tracking:

Provides a clear picture of expiry dates associated with each purchase batch (for perishable goods).

3. Quality Control Management:

Allows for associating quality control checks with specific purchase batches for better tracking.

6. Additional Considerations:

• You can view the batch details associated with each purchase entry within the Purchase Register report (Gateway of Tally > Reports > Accounts Reports > Purchase Register).
• Consider user permissions and define access controls for creating and managing batches to ensure proper inventory management practices.
• Explore third-party add-ons for TallyPrime that might offer advanced