In Tally, especially while working with inventory and sales modules, you may encounter the ‘Shipped and Billed Quantity’ field. This field is useful for tracking when goods are shipped and billed at different times. However, in some business cases, especially when there’s no requirement for partial shipments or separate billing, users might prefer to remove or hide this field to simplify voucher entry. Removing shipped and billed quantity in Tally can help streamline data entry, reduce confusion, and avoid unnecessary complications during voucher recording. This guide will explain how to remove the shipped and billed quantity field in Tally step by step.
Understanding Shipped and Billed Quantity in Tally
Before discussing how to remove the field, it’s important to understand what the ‘Shipped and Billed Qty’ field represents.
When using theInvoice Formatin Tally with inventory enabled, Tally allows users to enter:
- Actual Quantity This refers to the physical quantity of goods shipped.
- Billed Quantity This is the quantity for which the invoice is raised.
These two fields appear when Use Separate Actual and Billed Quantity Columns is enabled in the settings. This feature is useful in scenarios where there is a delay between dispatch and billing or where there is a discrepancy between what is shipped and what is invoiced. However, many businesses prefer to use only a single quantity column for simplicity.
Reasons to Remove Shipped and Billed Quantity Fields
There are several practical reasons why users may want to remove these fields:
- The business does not ship and bill separately.
- The additional fields create confusion during data entry.
- The business operates on immediate billing upon delivery.
- To simplify the invoice or voucher layout.
Fortunately, Tally allows users to control the appearance of these fields through configuration settings.
How to Remove Shipped and Billed Quantity in Tally
To remove the shipped and billed quantity columns, follow these simple steps in Tally:
Step 1: Go to the Gateway of Tally
Start from the main screen of Tally and navigate to the configuration area.
Step 2: Open F11 Features
- PressF11from the Gateway of Tally.
- ChooseInventory Features.
Step 3: Change Invoice Settings
- Look for the option that says:Use separate Actual and Billed Quantity columns.
- Set this option toNo.
By disabling this feature, Tally will only show a single quantity field when entering invoices or vouchers. This removes the need to enter both shipped and billed quantities separately.
Step 4: Save the Settings
After making the change, pressCtrl + Ato save the settings and return to the main screen.
Step 5: Create or Edit a Sales Invoice
Now, go to the accounting or inventory voucher screen and open a new or existing sales invoice. You will notice that Tally no longer displays separate columns for ‘Actual’ and ‘Billed’ quantities. Instead, there will be only one quantity column, simplifying the entry process.
Additional Tip: Customize Invoice Format
If you’re still seeing both fields even after changing the settings, it may be due to a customized invoice format or saved voucher class. In such cases, follow these steps:
Check Voucher Class Settings
- Navigate toAccounts Info > Voucher Types > Alter.
- Select the relevant voucher type (e.g., Sales).
- Verify if there is a voucher class that enforces shipped and billed quantity entry.
- If yes, edit or remove that class, or ensure it uses the default configuration.
Verify in Invoice Printing
Sometimes, shipped and billed quantities appear in the printed invoice even if they’re not required. To hide them from the print format:
- Open a sales invoice.
- PressAlt + Pfor Print.
- SelectConfigure(press F12).
- Scroll to the inventory section and setShow Billed and Actual QuantitytoNo.
- Save the settings and print again to confirm the change.
Re-Enabling Shipped and Billed Quantity
If you ever need to bring the fields back for a specific requirement or client, simply follow the same steps and reverse the change:
- Go toF11 > Inventory Features.
- SetUse separate Actual and Billed Quantity columnstoYes.
- Save the changes usingCtrl + A.
This flexibility is useful for businesses that sometimes deal with partial shipments or invoices generated before complete delivery.
Impact of Removing the Fields
Before disabling the shipped and billed quantity fields, it’s important to consider the implications:
- Existing invoices with separate quantities will remain unchanged unless edited.
- Reports that rely on differences between actual and billed quantities will not show data if the fields are removed.
- In case of future audits or reconciliations, ensure that all quantity tracking is clearly explained or documented.
As long as your business does not require distinction between what is shipped and what is billed, removing these fields will not cause any problems in your accounting flow.
Use Cases That Don’t Require Separate Quantities
- Retail businesseswhere sales and delivery happen instantly
- Wholesale traderswith fixed billing and delivery systems
- Service-based companieswhere quantity tracking is minimal
In such environments, simplifying the voucher screen by removing extra fields leads to faster data entry and fewer errors.
The shipped and billed quantity feature in Tally is designed for businesses that manage dispatches and billing separately. However, for many businesses, this feature is unnecessary and can complicate the invoice entry process. By disabling this option through the Inventory Features settings, users can remove the additional fields and work with a single quantity entry field. This not only simplifies data entry but also ensures cleaner and more straightforward documentation. Tally’s flexibility allows users to adapt the software to match their operational style, making it efficient and user-friendly for businesses of all sizes.