Bill-Wise Details (Party Outstanding)

1. Core Concept

  • Bill-Wise Details: An accounting feature in TallyPrime that tracks pending amounts invoice-by-invoice rather than viewing only the total ledger balance.
  • Primary Use: Essential for managing Accounts Receivable (Sundry Debtors) and Accounts Payable (Sundry Creditors). It can also be enabled for non-trading accounts like loans, advances, and installment payments.
  • Why it Matters: Without bill-wise tracking, if a customer owes ₹50,000 across 3 invoices and pays ₹20,000, you wouldn't know which specific bill was settled. Bill-wise details link every payment/receipt to its corresponding invoice.

2. The 4 Methods of Adjustment (Ref Types)

When entering transactions for a party with bill-by-bill tracking enabled, TallyPrime prompts you to select one of four reference types:

Reference Type When to Use Typical Voucher
New Ref Raising a new bill or invoice for credit sales/purchases. Generates a fresh bill reference number. Sales (F8) / Purchase (F9)
Agst Ref (Against Ref) Settling or adjusting against an existing pending bill. Receipt (F6) / Payment (F5) / Credit Note / Debit Note
Advance Money received or paid in advance before the invoice is created. Adjusted against future bills later. Receipt (F6) / Payment (F5)
On Account Recording payments or receipts without linking to any specific pending bill. Receipt (F6) / Payment (F5)

3. Enabling Bill-Wise Details in TallyPrime

Step A: Company Feature Activation

  1. Press F11 (Features) on the Gateway of Tally.
  2. Set Enable Bill-wise entry to Yes.
  3. (Optional) Set Maintain Bill-wise Details for Non-Trading Accounts to Yes.
  4. Press Ctrl + A to save.

Step B: Enable in Party Ledger

  1. Go to Gateway of Tally → Alter → Ledger → Select Party.
  2. Set Maintain balances bill-by-bill to Yes.
  3. Enter Default Credit Period (e.g., 30 days). TallyPrime automatically calculates due dates for invoices based on this credit window.
  4. Press Ctrl + A to save.

4. Ledgers Required to be Created First

Ledger Name Group (Under) Maintain Balances Bill-by-Bill Default Credit Period
Apex Traders Sundry Debtors Yes 30 Days
Global Tech Solutions Sundry Creditors Yes 15 Days
Sales Account Sales Accounts No —
Purchase Account Purchase Accounts No —

5. Complete Practice Set (7 Sequential Transactions)

Record Vouchers using Bill-Wise Allocations

Entry Date Voucher Type Party / Account Amount (₹) Bill Allocation Type Ref Name & Due Date Narration
1 1-4 Sales (F8) Apex Traders 50,000 New Ref INV-01 (Due: 30 days) Being credit sales made
2 1-4 Purchase (F9) Global Tech 80,000 New Ref PUR-101 (Due: 15 days) Being credit purchase made
3 1-4 Receipt (F6) Apex Traders 15,000 Advance ADV-APEX-01 Being advance received against future orders
4 1-4 Receipt (F6) Apex Traders 35,000 Agst Ref INV-01 Being remaining invoice amount received
5 2-4 Payment (F5) Global Tech 50,000 Agst Ref PUR-101 Being partial payment made against bill
6 2-4 Sales (F8) Apex Traders 40,000 New Ref

Agst Ref		 INV-02 (₹40,000)

ADV-APEX-01 (₹15,000 set off)		 Being sale made and advance set off
7 2-4 Payment (F5) Global Tech 10,000 On Account — Being general payment made on account

6. Generating & Viewing Bill-Wise Reports

1. Outstanding Receivables & Payables:

  • Path: Press Alt + G (Go To) → Type Receivables or Payables.
  • Alternative Path: Gateway of Tally → Display More Reports → Statements of Accounts → Outstandings → Receivables / Payables.
  • What it shows: Pending invoice numbers, original amounts, pending balances, and overdue days.

2. Ageing Analysis (Tracking Overdue Bills):

  • Path: Open Receivables or Payables report → Press F6 (Age-wise).
  • Select Method of Ageing (Ageing by Bill Date or Ageing by Due Date).
  • Define period slabs (e.g., 0 to 30 days, 30 to 60 days, 60 to 90 days, > 90 days).

3. Quick Bill Settlement from Reports:

  • In the Outstandings Report, select one or multiple pending bills using Spacebar.
  • Press Alt + B (Settle Bills).
  • TallyPrime automatically opens a pre-filled Receipt or Payment voucher to clear the selected bills instantly!