Learn how tracking numbers work in TallyPrime and how to use them in Delivery Notes and Receipt Notes. Discover how to link inventory movements with sales and purchase invoices, track pending transactions, and manage stock records more efficiently.
Tracking Numbers in TallyPrime: How to Use Them in Delivery Notes and Receipt Notes
Tracking numbers in TallyPrime help businesses monitor the movement of goods between locations, warehouses, suppliers, and customers. They are particularly useful when goods are dispatched before the sales invoice is created or received before the purchase invoice arrives.
For businesses handling regular purchases, sales, stock transfers, and deliveries, keeping track of inventory movement is essential. Without proper tracking, it can become difficult to identify which goods have been dispatched, which have been received, and which transactions are still pending.
TallyPrime provides a tracking number feature through Delivery Notes and Receipt Notes. It allows you to connect inventory movements with their corresponding sales and purchase transactions.
In this guide, you will learn what tracking numbers are, how they work, how to use them in Delivery Notes and Receipt Notes, and how they help maintain accurate inventory records.
What Is a Tracking Number in TallyPrime?
A tracking number in TallyPrime is a unique reference number assigned to an inventory transaction. It connects a Delivery Note or Receipt Note with its related sales or purchase voucher.
Think of it as a reference ID that helps you identify which goods belong to which transaction.
For example, imagine you run a wholesale electronics business.
A customer orders 20 computer monitors.
You dispatch the monitors today.
However, the sales invoice will be generated tomorrow.
Instead of creating the sales invoice immediately, you can record the dispatch using a Delivery Note. TallyPrime assigns or allows you to select a tracking number for that transaction.
When you create the sales invoice later, you can select the same tracking number to link the invoice with the earlier Delivery Note.
This makes it easier to track goods dispatched but not yet invoiced.
Why Are Tracking Numbers Important?
Tracking numbers help businesses maintain a clear connection between physical stock movement and accounting transactions.
Here are some practical benefits:
Better inventory control: Identify which goods have been delivered or received.
Accurate transaction records: Link Delivery Notes with sales invoices and Receipt Notes with purchase invoices.
Pending transaction management: Identify goods that have moved but are not yet invoiced.
Reduced duplication: Avoid recording the same stock movement twice.
Improved stock monitoring: Understand the movement of inventory more clearly.
Easier reconciliation: Compare delivery and receipt records with purchase and sales documents.
For example, if a supplier delivers 100 units today but sends the purchase invoice after two days, you can record the stock receipt immediately using a Receipt Note. When the invoice arrives, you can link it to the existing receipt transaction.
Understanding Delivery Notes and Receipt Notes
Before using tracking numbers, it is important to understand the purpose of these two inventory vouchers.
Feature | Delivery Note | Receipt Note |
|---|---|---|
Purpose | Records goods dispatched | Records goods received |
Inventory movement | Stock goes out | Stock comes in |
Commonly used for | Sales deliveries | Purchase receipts |
Related invoice | Sales Invoice | Purchase Invoice |
Tracking purpose | Connects delivery with invoice | Connects receipt with invoice |
Example | Sending 50 laptops to a customer | Receiving 100 keyboards from a supplier |
Both vouchers help maintain inventory records even when the corresponding invoice is not created at the same time.
How to Enable Tracking Numbers in TallyPrime
Before creating Delivery Notes or Receipt Notes, make sure the relevant inventory voucher features are enabled.
Follow these steps:
Open your company in TallyPrime.
Press F11 (Features).
Locate the inventory-related settings.
Enable the option for tracking numbers, if available in your version and configuration.
Save the settings.
Depending on your TallyPrime release and voucher configuration, some tracking-related options may appear when configuring the voucher itself.
You should also ensure that the relevant voucher types are available and configured correctly.
How to Use Tracking Numbers in Delivery Notes
A Delivery Note records goods dispatched to a customer before or separately from the sales invoice.
Let's understand the process with a practical example.
Example:
Suppose ABC Traders receives an order for:
Product: Wireless Keyboard
Quantity: 50 units
Customer: XYZ Technologies
Delivery Date: 15 November 2026
The business dispatches the goods today but plans to generate the sales invoice later.
Follow these steps to record the delivery.
Step 1: Open the Delivery Note Voucher
Open your company in TallyPrime.
Go to Vouchers.
Select Delivery Note from the inventory voucher options.
If Delivery Note is not visible, check the voucher configuration and inventory feature settings.
Step 2: Enter the Customer Details
Select the customer ledger to whom the goods are being delivered.
For example:
Party Name: XYZ Technologies
Date: 15 November 2026
Reference: Customer Order 105
Step 3: Enter Inventory Details
Select the stock item and enter the quantity being dispatched.
Particulars | Details |
|---|---|
Stock Item | Wireless Keyboard |
Quantity | 50 Nos. |
Godown | Main Warehouse |
Delivery Date | 15 November 2026 |
Make sure the quantity matches the actual goods being dispatched.
Step 4: Enter or Select the Tracking Number
Enter the tracking number or select the appropriate reference, depending on the voucher configuration.
For example:
SAMPLE TRACKING REFERENCE
DN-105
Customer
XYZ Technologies
Item
Wireless Keyboard
Quantity
50 Nos.
Reference
DN-105
The tracking reference will help you connect this delivery with the corresponding sales invoice later.
Step 5: Save the Delivery Note
Verify the party name, stock item, quantity, and tracking details.
Press Ctrl + A to save the voucher.
Your delivery transaction is now recorded in TallyPrime.
How to Use Tracking Numbers in Sales Invoices
Once the Delivery Note has been recorded, you can use its tracking reference when creating the sales invoice.
Follow these steps:
Open the Sales Voucher.
Select the customer ledger.
Enter the sales invoice date.
Locate the tracking number or Delivery Note reference field.
Select the previously recorded tracking number, such as DN-105.
Check the linked stock item and quantity.
Verify the remaining invoice details.
Save the sales voucher.
TallyPrime can use the selected reference to link the sales transaction with the earlier delivery.
Practical example: You dispatched 50 wireless keyboards on 15 November but generated the sales invoice on 16 November. By selecting the original tracking reference, you can connect both transactions instead of treating them as unrelated stock movements.
How to Use Tracking Numbers in Receipt Notes
A Receipt Note records goods received from a supplier before the purchase invoice is entered.
This is especially useful when suppliers deliver goods first and send their invoices later.
Example:
Suppose your business orders 200 units of computer mice from a supplier.
The supplier delivers the goods on 15 November 2026, but the purchase invoice will arrive the next day.
You can record the receipt immediately.
Step 1: Open the Receipt Note Voucher
Open your company in TallyPrime.
Go to Vouchers.
Select Receipt Note from the inventory voucher options.
Step 2: Select the Supplier
Enter the supplier's details.
For example:
Supplier Name: Global IT Distributors
Date: 15 November 2026
Supplier Reference: PO-205
Step 3: Enter the Received Stock Details
Select the stock item and enter the quantity physically received.
Particulars | Details |
|---|---|
Stock Item | Computer Mouse |
Quantity | 200 Nos. |
Godown | Main Warehouse |
Supplier | Global IT Distributors |
Receipt Date | 15 November 2026 |
Always check the delivered quantity against the purchase order and physical goods received.
Step 4: Enter the Tracking Number
Enter or select the appropriate tracking reference according to your voucher configuration.
For example:
SAMPLE RECEIPT REFERENCE
RN-205
Supplier
Global IT Distributors
Stock Item
Computer Mouse
Quantity
200 Nos.
This reference can be used to identify the goods received when you enter the purchase invoice.
Step 5: Save the Receipt Note
Check all the details carefully and press Ctrl + A to save the voucher.
The receipt transaction is now recorded.
How to Use Tracking Numbers in Purchase Invoices
After recording the Receipt Note, you can connect it with the supplier's purchase invoice.
Follow these steps:
Open the Purchase Voucher.
Select the supplier ledger.
Enter the purchase invoice date and supplier invoice number.
Locate the tracking number or Receipt Note reference field.
Select the existing reference, such as RN-205.
Verify the stock item and received quantity.
Enter the applicable purchase price, GST, and other details.
Save the purchase voucher.
The purchase invoice is now linked with the earlier goods receipt.
This helps prevent confusion between stock received and stock invoiced.
Difference Between Tracking Numbers and Reference Numbers
Tracking numbers and reference numbers may sound similar, but they serve different purposes in business accounting.
Basis | Tracking Number | Reference Number |
|---|---|---|
Main purpose | Links inventory movements with invoices | Identifies a related document or transaction |
Usage | Delivery Notes and Receipt Notes | Various accounting vouchers |
Inventory connection | Used for linking stock movements | Depends on voucher configuration |
Example | DN-105 | Customer PO-105 |
Importance | Helps monitor pending deliveries and receipts | Helps identify supporting documents |
For example, DN-105 may be the tracking reference for a delivery, while PO-105 may be the customer's purchase order number.
Keeping these references separate makes business records easier to understand.
Common Mistakes to Avoid When Using Tracking Numbers
Tracking numbers are useful, but incorrect entries can create confusion during stock reconciliation.
Avoid these common mistakes:
Using different tracking numbers for the same transaction: Always select the correct existing reference when linking a Delivery Note or Receipt Note with an invoice.
Entering incorrect quantities: The quantity recorded in the delivery or receipt voucher should match the actual physical movement of goods.
Creating duplicate vouchers: Check whether a Delivery Note or Receipt Note already exists before recording another one for the same transaction.
Ignoring pending transactions: Regularly review deliveries and receipts that have not yet been linked with invoices.
Selecting the wrong party ledger: Make sure the customer or supplier matches the original inventory transaction.
Not checking voucher configuration: If tracking references are not appearing, review the relevant voucher settings and inventory configuration.
How to Check Tracking Number Details in TallyPrime
After recording multiple Delivery Notes and Receipt Notes, reviewing their details regularly helps maintain accurate records.
You can use the relevant inventory voucher registers and transaction reports to review recorded transactions.
Check the following information:
Delivery Note references.
Receipt Note references.
Customer and supplier names.
Stock item descriptions.
Quantities delivered or received.
Related sales and purchase vouchers.
Transactions that are still pending invoicing.
The exact report names and available tracking-related details may vary depending on your TallyPrime version and configuration.
A regular review is particularly helpful for wholesale businesses, distributors, retailers, and manufacturers handling frequent inventory movements.
Best Practices for Managing Tracking Numbers
If your business handles a large number of stock transactions, following a consistent tracking system can save time and reduce errors.
Consider these practices:
Use a consistent reference format, such as DN-001 for deliveries and RN-001 for receipts.
Record Delivery Notes as soon as goods leave the warehouse.
Record Receipt Notes immediately after checking incoming goods.
Match every invoice with the appropriate tracking reference.
Review pending transactions at the end of each week.
Maintain supporting documents such as purchase orders, delivery challans, and supplier invoices.
Train employees to select existing tracking references instead of creating unnecessary new ones.
Remember that a tracking number is only useful when it is entered consistently and linked to the correct transaction.
Conclusion
Tracking numbers in TallyPrime make inventory management more organised by connecting Delivery Notes and Receipt Notes with their corresponding sales and purchase invoices.
They are particularly useful when goods are dispatched before billing or received before the supplier sends an invoice.
By using tracking references correctly, businesses can monitor stock movements, reduce duplicate entries, identify pending transactions, and maintain better inventory records.
Whether you operate a small retail shop, wholesale distribution business, or manufacturing company, understanding this feature can make your day-to-day stock management more efficient.
Frequently Asked Questions (FAQs)
What is a tracking number in TallyPrime?
A tracking number is a reference used to link inventory vouchers, such as Delivery Notes and Receipt Notes, with their related sales or purchase transactions.
What is the purpose of a tracking number in a Delivery Note?
It helps connect dispatched goods with the corresponding sales invoice, making it easier to track deliveries that have not yet been billed.
Can I use tracking numbers in Receipt Notes?
Yes. Tracking references help connect received goods with their corresponding purchase invoices.
Is a tracking number mandatory in TallyPrime?
It depends on your voucher configuration and business requirements. It is useful when you want to maintain a connection between inventory movements and invoices.
What is the difference between a Delivery Note and a Receipt Note?
A Delivery Note records goods sent to customers, while a Receipt Note records goods received from suppliers. Both help maintain accurate stock movement records.
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