You let your salesman create sales orders but not invoices by setting voucher type permission on that Tally member so he can use Sales Order and cannot use the invoice voucher type. The rest of the control sits beside that split: per-register view and create rights, and which ledgers (parties) the member sees. Voucher type permission for a Tally member, on a Guwahati book with five salesmen and about 120 dealers, is Raju on Station Road raising Gupta Stores' order at the counter and leaving the bill to the office. He never invoices. The Sales Order lands in Tally. The invoice waits for the accountant. This how-to walks that orders-but-never-an-invoice setup, the party list he is allowed to open, and the registers he can create in, so the field team stays a field team.
Key Highlights
- A member can be allowed Sales Order and disallowed invoice. That is the orders-but-never-an-invoice split
- Per-register view and create rights decide whether Raju can open a register and whether he can add a voucher in it
- Ledgers (parties) can be restricted, so Raju sees Gupta Stores on Station Road and does not see the rest of the 120
In This Article
- How do I let my salesman create sales orders but not invoices?
- Voucher type permission for a Tally member
- Per-register view and create
- Which ledgers (parties) a member sees
- Orders but never an invoice, on Station Road
- What this permission leaves to the office
- Frequently Asked Questions
How do I let my salesman create sales orders but not invoices?
You set voucher types on the member. Sales Order, allowed. Invoice, not allowed. Raju can raise Gupta Stores' order from the phone after he has checked out, or any other time he has signal. He cannot raise Gupta Stores' invoice. The office writes the bill when the van has gone, the way this company already invoices.
That is the scenario this how-to is for. Five salesmen, about 120 dealers, Station Road, GS Road, Fancy Bazaar, NH-37, Beltola. Each man can book. None of them bills. The owner keeps the number series in the office.
The Salesman app for Tally is the phone that job runs on. Sales order on mobile is the voucher he is allowed to create. Beat-wise sales management is the named list he walks. Voucher type permission is the gate on what he is allowed to write against a party on that list.
Salesman order taking without re-entry still holds. The order is punched once, at the counter, into Tally as a Sales Order. The permission stops the next tap from becoming an invoice while Raju is still in Gupta Stores' doorway.
Voucher type permission for a Tally member
Voucher type permission for a Tally member is which voucher types that person can use. Sales Order is one type. Invoice is another. Raju's member record allows the first and blocks the second. Manoj on GS Road gets the same split. The fill-in who walks Beltola for a week gets it too, or he waits with a beat and no create rights until the owner decides.
The screen is member permissions. Tally remains the neighbour. The Sales Order still lands in Tally. The invoice, when it exists, still lands in Tally. The member cannot be the person who creates the invoice voucher.
Tuesday, 10:52. Raju has signal. Gupta Stores has ordered 14 cartons. He saves a Sales Order. The books have an open order. Invoice create is off for him, so the bill cannot be his. The owner does not rely on Raju remembering to leave billing to the office.
Restrict salesman access is the wider job of hiding other people's parties. Voucher type permission is the narrower job: which voucher he is allowed to create when he is on a party he can see.
Per-register view and create
Member permissions also set view and create rights per register. View is whether Raju can open the register at all. Create is whether he can add a voucher in it. Sales Order create is what the counter needs. Invoice create is what the counter must not have.
The owner sets those two flags on the registers this company actually uses. He gives Sales Order create, holds invoice create back, and leaves the rest of the registers off the phone.
Five men need the same Sales Order create, the same invoice block, and then different parties. The register half of permission is usually copied. The ledger half is where Station Road and GS Road diverge.
A beat assignment is a named list, separate from a register right. Create beats and assign a salesman puts Raju's name on Station Road. Per-register view and create decide what he may do when he opens a party on that list. Both are required for a working Tuesday.
Which ledgers (parties) a member sees
Restrict which ledgers (parties) a member sees, and Raju's working set becomes the shops he is supposed to stand in. Gupta Stores, the next kirana, the twenty-four on Station Road. Manoj's GS Road parties stay off Raju's phone. Fancy Bazaar, NH-37 and Beltola stay off it too.
About 120 dealers is the whole book. Twenty-four is a beat. Permission is what keeps the other ninety-six off a leaving salesman's phone. The beat named the list. The ledger restriction is what the phone actually opens.
The owner still sees everyone. Full-access members see Unassigned dealers on no beat, which is a different door, described with what a beat is in distribution sales. Raju does not get Unassigned. He gets Station Road's parties, and Sales Order create, and no invoice.
Field order collection against the party in front of him only works if that party is one he is allowed to open. Voucher type permission then decides the voucher he writes on that party. Ledgers first, voucher types second.
Orders but never an invoice, on Station Road
Tuesday on Station Road is the test. Raju checks in at Gupta Stores, books 14 cartons as a Sales Order, and leaves. The delivery boy later ticks the Load sheet. The accountant invoices on Wednesday. Raju's member record never had invoice create, so the bill could not have been his even if he had stayed at the shutter until 2:40.
That split keeps Tally's number series in the office. The Sales Order is the promise. The invoice is the books after the cartons have a story. Raju is allowed the promise.
A dealer who orders from a customer self-order link still needs conversion. Conversion is Sales Order create, the same voucher type this how-to already allows. The bill still waits for the office because invoice create stays off.
Pending orders not yet invoiced is what the office opens to see Gupta Stores still waiting for a bill. Raju's permission is why that wait is the office's job. He can add to the pile. He cannot empty it by invoicing.
The owner WhatsApps Raju: "Order laga dena, bill office se jayega." That sentence is the permission, said in the market's words. The member record is what makes the sentence true on the phone.
What this permission leaves to the office
The office still invoices. The office still decides godown, GST, and the series. Marking orders delivered still stays off Tally. None of that moves onto Raju because he was given Sales Order create.
Member permissions do not add a date or a walking order to Station Road. The beat remains a name plus a dealer list. Raju still decides which shutter he stands in first. He just cannot bill when he gets there.
What field teams actually need from a Tally app in India is finishing the counter without calling the accountant, and without being handed the whole company. The accountant keeps the invoice. The salesman keeps the order.
Five salesmen, about 120 dealers, five roads. Copy Sales Order create and the invoice block across the five members. Restrict ledgers so each man sees his own shops. Assign the beat so Today's load has a name on it. The field books. The office bills.
Frequently Asked Questions
Q: How do I let my salesman create sales orders but not invoices?
A: Set voucher type permission on that member so Sales Order is allowed and invoice is not. Raju can save Gupta Stores' order from the phone. He cannot save Gupta Stores' invoice. The office writes the bill later.
Q: What does voucher type permission for a Tally member actually control?
A: Which voucher types that member can use, next to per-register view and create rights, and which ledgers (parties) he sees. Sales Order versus invoice is the usual field split. Station Road's parties are the usual ledger split.
Q: Does beat assignment replace voucher type permission?
A: No. Assigning Raju to Station Road names the list he walks. Voucher type permission decides whether he can create a Sales Order or an invoice against a party on that list. Both are set. Neither substitutes for the other.
Q: Can Raju see other salesmen's dealers?
A: Only if those ledgers are left on his member record. Restricting parties keeps GS Road, Fancy Bazaar, NH-37 and Beltola off his phone. About 120 dealers stay with the owner. Twenty-four stay with Raju.
Q: Does this permission change the voucher after it is saved?
A: No. A Sales Order Raju saves is an ordinary Sales Order in Tally. The office invoices it the way they already do. Permission decides who may create which type. It does not rewrite a saved voucher.
Q: Can an office operator have the opposite split?
A: Yes. View and create are per register, and voucher types are per member. An operator can be allowed invoice and not Sales Order. This how-to stays on the field case, orders but never an invoice, because that is the split owners ask for on Station Road.
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