Pre-Close Purchase Order from Transaction in TallyPrime: 2 Steps

Pre-closing a Purchase Order in TallyPrime is a feature that allows businesses to close pending purchase orders directly from the transaction level, even if the order is not fully fulfilled.

This is useful in scenarios where the remaining quantity of the order will not be delivered or is no longer required.

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1. Benefits of Pre-Closing Purchase Orders from Transaction in TallyPrime

1. Streamlines Order Management:

Closes irrelevant or unnecessary purchase orders, reducing clutter in reports.

2. Improves Reporting Accuracy:

Ensures that only active and relevant orders appear in purchase order reports.

3. Enhances Vendor Communication:

Helps vendors align with updated procurement needs.

4. Simplifies Auditing:

Maintains accurate records of closed orders.

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2. How to Pre-Close Purchase Order from Transaction in TallyPrime

Step 1: Enable Pre-Closure

1. Go to Gateway of Tally → F11: Features → Inventory Features.
2. Enable Use Tracking Numbers (Delivery/Receipt Notes, Rejections).
3. Ensure Use Pre-Closure of Orders is set to Yes.

Step 2: Record Pre-Closure in a Transaction

1. Navigate to Gateway of Tally → Vouchers → F9: Purchase Voucher.
2. Select the Order Tracking Number linked to the purchase order.
3. Update the quantity delivered if applicable.
4. In the same voucher, specify the pre-closed quantity:
   • Go to the column Pre-Close Qty.
   • Enter the remaining quantity to be pre-closed.
5. Save the transaction.

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3. Example: Pre-Closing a Purchase Order from Transaction in TallyPrime

Scenario: ABC Traders issued a purchase order to XYZ Suppliers for 1,000 “Mobile Covers” on October 1, 2024. So far, 600 units have been delivered.

The remaining 400 units are no longer required.

Step 1: Create the Purchase Order

1. Go to Vouchers → F9: Purchase Order.
2. Enter details:
   • Supplier: XYZ Suppliers
   • Item: Mobile Covers
   • Quantity: 1,000
   • Rate: ₹50/unit
3. Save the purchase order.

Step 2: Record Partial Delivery

1. Go to Vouchers → Receipt Note.
2. Record the delivery of 600 units using the tracking number.
3. Save the transaction.

Step 3: Pre-Close Remaining Order

1. Go to Vouchers → F9: Purchase Voucher.
2. Select the tracking number linked to the purchase order.
3. Update the Pre-Close Qty as 400 (remaining units not required).
4. Save the voucher.

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4. Viewing Pre-Closed Orders from Transaction in TallyPrime

1. Go to Gateway of Tally → Display More Reports → Purchase Order Book.
2. Filter by Closed Orders to verify that the purchase order is marked as pre-closed.

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5. Conclusion

Pre-closing purchase orders in TallyPrime is an efficient way to manage incomplete orders that are no longer relevant.

By doing so, businesses can improve the accuracy of purchase order reports, streamline their procurement process, and maintain better relationships with suppliers.