Purchase Order details depend on configuration settings.
To create a Purchase Order:
Go to Gateway of Tally> Inventory Vouchers> F4: Purc. Order
Party's A/c Name
Select the Supplier’s name from the List of Ledger Accounts. Use Alt+C to create a new account.
Order No
Enter the purchase order number. Configure the voucher type through Accounts Info > Voucher Types to set prefixes and suffixes for Purchase Orders. This particular Order No. field is an additional field to record order number if it is different from the voucher number. The voucher number is automatically displayed here; it is also possible to change this number if needed.
Name of the Item
Select the Stock Item that needs to be purchased from the List of Stock Items. The Item Allocations sub-screen is displayed. Enter the details as shown below.
Due on
Enter the due date for delivery of the item. This monitors outstanding deliveries. The order can be split for delivery on different dates. If the order is split, give the due date of the first lot to be delivered. After selecting the respective Godown and entering the Quantity, Rate and Amount, specify the due date for the second lot. If the whole lot is delivered at a time, press Enter in the Due on field to return to the Voucher Creation screen.
The cursor then returns to the Item field once again. Now enter another item. If no other item is required, press Enter in the blank field to navigate to the next field. Press the space bar to display the List of Ledger Accounts.
You can also specify other expenses like freight, tax to be charged if any in the Purchase Order. The Tax and Expense has to exist as a ledger account or it may be created using Alt +C
Location
This field should be entered with required details if multiple-location feature is enabled, otherwise it does not appear.
Quantity, Rate and Amount
Enter the quantity of the item required and its rate. The amount is calculated, but it can be modified to enable rounding off.
Additional Cost Details
Enter any additional cost incurred on the item here. This can be either entered as a percentage of the item cost or a fixed amount. If not, select End of List. Additional costs increase the value of the item, but they do not appear independently in the nominal ledger account or expense.
Next Item
The cursor comes to the Item field once again and you can enter another item to order. If no other item is required, press Enter on the blank field to take the cursor to the tax/expense field.
Expense/Tax
Once the item details have been entered, specify tax to be charged and other expenses like freight, if any. The tax or expense has to exist as a ledger account if they do not exist, create it using Alt+C. Here, consider tax @ 17.5% that is charged on the item values.
The order entry screen appears as shown below.
Narration
This field is optional. Enter necessary particulars about the order.