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TALLY TUTORIAL

Monitoring stock position and movement is an important activity both from customer service and control aspects.  Hence, we will dwell on the various inventory reports that Tally produces for stock control.

Stock Summary

The Stock Summary Report gives you the stock-in-hand position as of the last date of entry. Stock-in-hand or Closing balances are calculated from the stock transactions entered till date.

Your last date of entry is 1-3-99 and the current date is also 1-3-99. Press F2 and change to 1-3-99 if the current date is any different.

To display Stock Summary, select it in the Gateway of Tally.

Stock Summary

Examine your screen. Stock groups are displayed in bold. Stock items not grouped but directly primary, are displayed normally. Here all the items are grouped.

If you do not find total quantity displayed for the stock group 'Parts', 

  1. Bring the cursor on it.
  2. Press <Ctrl>+<Enter-> to alter the Group Master.
  3. Change No to Yes for Quantities Can be Added?
  4. Press Shift+Enter to explode the Group Parts.  You now have two sub-groups.
    • Press ctrl+Enter and change No to Yes for Quantities Can be Added for each of them.  Now can you see the quantities for the group Parts?

Do the same for the Stock Group 'Systems' and 'Software'.  

However, Software still does not show the total quantity.  Furthermore, the report itself does not show total quantity. Only amounts are shown.  Why?  
Only items having the same units can be added.  Hence, the entire Stock Summary contains items with different units of measure, e.g., 'nos', 'bags'.

Movement Analysis

Movement analysis reports details of stock flow vis-a-vis customers and suppliers.  This reports only for accounted transactions, i.e. transactions for which vouchers have been made.  However, stock journals are also reported.

To access Movement Analysis Statements

Go to Gateway of Tally -> Display -> Inventory Books -> Movement Analysis Various perspectives are available and we shall discuss each:

Stock Group Analysis

Select 'Stock Group Analysis' from the movement analysis menu and select any one stock group name from the list.  This brings you the details of inward and outward transactions done for all the stock items in that group.  Each column have three sub columns: Quantities, Eff.  Rate and Value.  Click on F1: Detailed to see more details of the items listed in the report.

Category Analysis

Select 'Category Analysis' from the movement analysis menu and select any one stock category from the List.  Tally brings you the details of inward and outward transactions done for all the stock items in that category.

Stock Item Analysis

Select 'Stock Item Analysis' from the movement analysis menu and select P200MMX stock item from list of items.  The screen displays the details of 'Movement Inward' and 'Movement Outward' with the movement values of the stock item, which you have selected.  The Item Movement Analysis screen should look like this (do not worry if the figures do not match exactly. The screen is an illustration only):
  1. Press Enter on the 'Party Name' to view the next level of the information. Can you go down to further levels of detail?

  2. Return the Item Movement Analysis Screen.

  3. Click on New Column button.  Bring up the stock item P166MMX as a new Column.

  4. How many of these have Sharma & Son's bought?

  5. Press F12: Configure and select to view only 'Buyers Section' The rest can be switched off.

  6. Can you see Sharma and Son's buying pattern?

  7. Move the cursor on to P166MMX column.

  8. Press <Enter> to see the break-up of the sales made to them.

  9. Use Ledger Analysis to view sales to Sharma & Son's.

Group Analysis

In this analysis you will find the sales and purchase transactions done for the inventory items under a group, e.g.., Sundry Debtors.

To get the report from the movement analysis menu, select 'Group Analysis' and select any one Group from the list of groups.

Ledger Analysis

Ledger Analysis report is same as the 'Group Analysis', but the details displayed are the Items purchased and sold to the customer under that ledger.

  1. Select Sharma & Son's to view sales made to them.

  2. Use F12:Configure to limit the columns to Sales only.

  3. Select a new column for First Independent Computers.  What did they buy?

Transfer Analysis

Transfer Analysis report the details of an item transferred from one location to another location.

  1. Select 'Transfer Analysis' from the 'Movement Analysis' menu

  2. Select Stock Journal from the list of voucher types

  3. To display a list of items with 'Goods in (Production)' and 'Goods Out (Consumption)' details.

  4. Can you drill down?

 Click on Print to print the statement. (Check with your supervisor before you print).

Stock Query

Stock Query is a real-time tool to help negotiate orders.  In a single neat screen, you have all the necessary information on an item required to deal with a prospective customer.  You even have the cost and price details of alternative items that you can offer!  This report brings out the best use of Categories for stock items.

To view stock query,

  • Return to Gateway of Tally.

  • Select Display, Statements of Inventory, Stock Query.

  • You get the stock and price details of all spread-sheets!

  • Select F12:Configure.

  • Select to show items of the same group.  Now you can view all products from Ace!

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