Bill-Wise Details (New Ref, Agst Ref, Advance)

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. Keyboard se press karein F11 (Features) on the Gateway of Tally.
  2. Option ko Yes karein: Enable Bill-wise entry to Yes.
  3. (Optional) Set Maintain Bill-wise Details for Non-Trading Accounts to Yes.
  4. Poori screen accept karne ke liye press karein Ctrl + A (Save).

Step B: Enable in Party Ledger

  1. Sabse pehle Gateway of Tally par jayein → 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. Poori screen accept karne ke liye press karein Ctrl + A (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!