Tally ERP Guide: Creating and Managing Proforma Invoices for Efficient Business Operations

A **proforma invoice** in Tally ERP is a preliminary document that outlines estimated costs and terms for potential sales, without affecting accounting books or inventory. It serves as a quote for customers before finalizing transactions, ideal for securing approvals or orders.[1][2]

What is a Proforma Invoice in Tally ERP?

Unlike regular sales invoices, a proforma invoice in Tally is treated as a **non-accounting voucher**. This means it does not impact GST returns, stock summaries, or financial ledgers, making it perfect for quotations. Businesses use it to provide detailed pricing, taxes (informational only), and terms to clients.[1][3][4]

Step-by-Step Guide to Creating Proforma Invoices in Tally Prime

Follow these steps to create a proforma invoice efficiently in Tally ERP:

1. Open Tally Prime: Launch the software and select your company.[1][2]
2. Enable Features: Go to Gateway of Tally > F11 (Features) > Enable Inventory Features, Use Invoice Mode, and Debit/Credit Notes if needed.[2]
3. Access Voucher: Press F8 for Sales Voucher or Ctrl+F10 for Proforma mode (shortcut may vary).[1][2]
4. Enter Details: Select party/ledger, add date (F2), input items with quantity, rate, and GST (informational). Tally auto-calculates totals.[1][3]
5. Add Terms: Include validity (e.g., 7 days), payment terms, delivery details at the bottom.[1]
6. Mark Optional: Press Ctrl+L to make it optional, ensuring no accounting impact. Preview with Ctrl+I.[3][4]
7. Save: Press Ctrl+A to save.[1]

This process ensures accuracy and professionalism in your **proforma invoices**.[2]

Managing and Converting Proforma Invoices

After creation, manage proforma invoices via Gateway of Tally > Display > Statements of Accounts > Proforma Register. Here, view, edit, print, or convert to final sales invoices with one click, avoiding data re-entry.[1][6]

To convert: Recall the proforma from the register, change to regular sales mode, and save as accounting voucher.[1]

Printing and Emailing Proforma Invoices

Print directly: Alt+P, select format, printer. Email via Tally's built-in feature for professional delivery. For alteration mode printing: Day Book > Select voucher > Alt+P.[1][3]

Tally formats it neatly, including customer details, items, taxes, and terms.

Including Rent Invoices in Tally ERP

Tally ERP also excels in creating **rent invoices** as service sales. Select service ledger under Sales, mark GST if applicable (e.g., 18% for renting), and make optional for proforma-style rent quotes. Enter tenant details, period, amount, and terms like advance or monthly payment. Convert to final upon agreement. This mirrors proforma processes for rental businesses.[1][2]

Best Practices and Tips for Proforma Invoices

• Double-check details using preview to avoid errors.[2]
• Include clear terms: validity period, payment modes, delivery schedules.[1][3]
• Use for order tracking without inventory reduction.[1]
• Automate for high-volume: Tally supports batch processing.[2]
• Ensure GSTIN, addresses, and item descriptions are complete for transparency.[3]

Viewing Proforma Invoices and Reports

Access via Proforma Register for lists, filters by date/party. Export to PDF/Excel for records.[1][6]

Benefits of Using Tally for Proforma Management

Tally ERP streamlines workflows, reduces manual errors, ensures compliance, and supports seamless conversion to sales invoices. It's user-friendly for SMEs handling quotes, including specialized ones like **rent invoices**.[1][2][4]

Master these steps to enhance your invoicing efficiency in Tally ERP today.