Purchase export for Tally - vouchers and CSV

Inventory → Buying → Purchase export turns the stock-ins you recorded into files your accountant can import into Tally Prime, so the purchases do not have to be typed again. It is for owners and managers who can see costs, because the files are made of bill amounts.

Make the files

1. Open Inventory → Buying → Purchase export.
2. Choose the From and To dates (the day each delivery was received, in the outlet's time zone). It exports the outlet you are working in.
3. Download:
   • Tally vouchers (XML): one Purchase voucher per stock-in, in item-invoice mode, with the stock item names, quantities with their units, and rates. The supplier is the party, with its GSTIN when you saved one on the supplier.
   • Ledgers and stock items (XML): the ledgers, units and stock items those vouchers use, so Tally can create them in one go.
   • CSV: one row per bill line, for a spreadsheet.

Bills are chosen by the day they were received, while each voucher is dated by its invoice date (the received day when there is none). The supplier's invoice number and date go in the voucher's reference; Tally numbers the vouchers itself. Amounts are the ones stored on the stock-in, the same as on the Stock-in screen, and quantities are in each item's current purchase unit. Voided stock-ins are never included.

Voided since. If a stock-in was voided in this period but its invoice belongs to an earlier period, an earlier export may already have sent it to Tally. The CSV lists these in a "Voided since" section. In Tally they need a debit note, or the voucher deleted.

Import into Tally Prime

1. Import → Masters: choose the "Ledgers and stock items" file once and check the groups.
2. Import → Transactions: choose the vouchers file.

Ledger names

Under the dates, set the names of your own ledgers: Purchase ledger (default "Purchase"), Input CGST / SGST / IGST ledgers, Round-off ledger and the party for cash purchases (default "Cash"). Suppliers are posted under their own name. Blank fields use the defaults.

How GST is posted

It follows the setting in Inventory → Settings → GST on purchases:

• Part of the cost: the tax is folded into each line, so the purchase ledger holds the amount including tax and no tax ledgers appear.
• Input credit: lines are before tax. A bill from a supplier with no GSTIN (and every cash purchase) cannot be claimed, so its tax is added to the cost instead, and the CSV marks it in "Tax added to cost (no GSTIN)". The tax goes to the input CGST and SGST ledgers (half each), or the input IGST ledger when the supplier's GSTIN is from another state than your outlet's. If your outlet's own GSTIN is not set, CGST and SGST are used.

Every voucher balances: purchase and tax debits equal the amount credited to the supplier, with any rounding difference on the round-off ledger. Please verify with your CA before relying on the books.

Who can use it

Owners, and managers who were given cost access. Clerks do not see the tab. Tally downloads pause when a plan has ended, like the GST exports.