Training By Himanshu

Tag: logistics accounting software india

  • Tally Prime for Logistics Companies – Step-by-Step Guide with Entries, Job Work, and Profit Reports

    Using Tally Prime for a logistics company can streamline accounting, billing, GST compliance, and financial reporting. Logistics companies deal with freight charges, vehicle expenses, driver payments, and customer billing. Tally Prime can efficiently manage all of these.

    🚛 Tally Prime for a Logistics Company: Full Guide

    ✅ 1. Set Up Your Company in Tally Prime

    • Gateway of Tally → Create Company
      • Company Name: XYZ Logistics Pvt Ltd
      • Financial Year: 1-Apr-2025
      • Base Currency: ₹ Indian Rupee

    Enable essential features:

    • F11 (Features) → Accounting Features:
      • Enable GST: Yes
      • Maintain bill-wise details: Yes
      • Use cost centers: Yes
      • Maintain payroll: Yes (if managing driver salary directly)

    ✅ 2. Ledger Creation

    Create ledgers under the appropriate groups:

    A. Customer / Client

    • Name: ABC Enterprises
    • Under: Sundry Debtors
    • GSTIN: Add GST details
    • Maintain Bill-wise: Yes

    B. Freight Income

    • Name: Freight Charges
    • Under: Sales Account
    • GST Applicable: Yes (Linked to Sales Taxable)

    C. Vehicle Maintenance

    • Name: Truck Repair
    • Under: Indirect Expenses

    D. Fuel Expenses

    • Name: Diesel Expenses
    • Under: Indirect Expenses

    E. Driver Salary

    • Name: Driver Salary
    • Under: Indirect Expenses (or use Payroll module)

    F. Cash / Bank

    • Name: HDFC Bank
    • Under: Bank Accounts

    G. Toll / RTO Charges

    • Name: Toll Charges
    • Under: Direct Expenses

    ✅ 3. Cost Centres (for trip-wise profit)

    Use this if you want to track income & expenses trip-wise or vehicle-wise.

    • Gateway of Tally → Accounts Info → Cost Centres → Create
      • Name: Trip #1001 – Delhi to Mumbai
      • OR use: Vehicle No. MH12AB1234

    In F11, enable “Maintain cost centers” and link to all income/expense ledgers.

    ✅ 4. GST Configuration

    • Gateway of Tally → Statutory & Taxation → GST → Enable → Set details (State, GSTIN, etc.)
    • Assign HSN codes and tax rates in:
      • Freight Charges → GST applicable: Yes → HSN: 9965 → 18%

    🧾 Common Entries for a Logistics Company

    🔹 1. Freight Invoice to Customer (with GST)

    Scenario: XYZ Logistics delivers goods for ABC Enterprises from Delhi to Mumbai. Freight Charges: ₹50,000 + GST @ 18%

    Voucher Type: Sales
    Gateway of Tally → Accounting Vouchers → F8 (Sales)

    FieldValue
    Party A/c NameABC Enterprises
    Sales LedgerFreight Charges
    Amount₹50,000
    GSTIGST @18% (₹9,000)
    Narration“Freight charges for Delhi-Mumbai trip”
    Cost CentreTrip #1001 – Delhi to Mumbai

    ➡️ Auto GST will be calculated if properly set.

    🔹 2. Fuel Purchase

    Scenario: Diesel purchased from Bharat Petroleum for ₹10,000.

    Voucher Type: Payment
    Gateway of Tally → Accounting Vouchers → F5 (Payment)

    FieldValue
    AccountDiesel Expenses
    PartyBharat Petroleum
    Amount₹10,000
    ModeHDFC Bank
    Cost CentreTrip #1001
    NarrationDiesel for Trip 1001

    🔹 3. Toll Charges

    Scenario: Paid ₹2,500 toll on route.

    Voucher Type: Payment

    FieldValue
    AccountToll Charges
    Amount₹2,500
    ModeCash
    Cost CentreTrip #1001

    🔹 4. Driver Salary

    Scenario: ₹15,000 paid to driver Ram.

    Voucher Type: Payment

    FieldValue
    AccountDriver Salary
    Name of DriverRam Kumar
    Amount₹15,000
    ModeCash
    Cost CentreTrip #1001

    🔹 5. Vehicle Maintenance

    Scenario: Repair expenses ₹8,000 for MH12AB1234.

    Voucher Type: Payment

    FieldValue
    AccountTruck Repair
    Amount₹8,000
    ModeHDFC Bank
    Cost CentreMH12AB1234

    📊 6. View Reports

    🧮 A. Profit per Trip / Vehicle

    • Gateway of Tally → Display More Reports → Cost Centre Breakup

    You can see:

    • Income (Freight)
    • Expenses (Fuel, Toll, Salary, Maintenance)
    • Net Profit/Loss per trip or per truck

    📈 B. GST Reports

    • Display → Statutory Reports → GST → GSTR-1 / GSTR-3B

    🧾 C. Outstanding Receivables

    • Display → Statements of Accounts → Outstanding → Receivables

    ✅ Conclusion

    Tally Prime can handle the entire financial tracking of a logistics company — from trip-level profitability to GST compliance.

    📦 Summary of Ledgers You May Need

    CategoryExample Ledgers
    IncomeFreight Charges
    ExpensesDiesel, Toll, Repairs, Salary
    PartiesClients, Fuel Vendors
    BanksHDFC, ICICI
    StatutoryGST (IGST, CGST, SGST)
    Cost CentersTrips, Vehicle Numbers

    Great! In a logistics company, Job Work or Job Creation in Tally Prime can be used when you outsource or track activities like:

    • Consignment handling
    • Loading/unloading jobs
    • Warehousing
    • Driver/truck assignments per consignment
    • Contract-based logistics services

    Tally Prime has Job Work In and Job Work Out modules, but for logistics, we’ll typically use Job Work Out to manage assignments like transport jobs, handling, and third-party logistics tasks.

    🚧 Job Work Out in Logistics – Step-by-Step in Tally Prime

    ✅ 1. Enable Job Work Features

    Go to:

    • F11 (Features) → Inventory Features
      • Enable Job Order Processing: ✅ Yes
      • Enable Cost Tracking: ✅ Yes

    ✅ 2. Create Necessary Masters

    A. Create a Godown (Location)

    Gateway of Tally → Inventory Info → Godowns → Create

Name: On Route – Delhi to Mumbai  
Under: Primary

    B. Create Stock Item (Optional)

    If you also track goods being transported.

    Stock Item: Refrigerator Units  
Unit: Nos  
Under: Finished Goods

    C. Create Job Worker Ledger

    If you outsource part of logistics work (e.g. warehouse handling or trailer vendor):

    Name: Ramesh Transport Services  
Under: Sundry Creditors  
Maintain Balances: Yes  
GST Details: (if applicable)

    ✅ 3. Create Job Work Out Order

    Used when assigning a logistics task to a third-party (job worker).

    Gateway of Tally → Order Vouchers → Alt+F5 (Job Work Out Order)

Party: Ramesh Transport Services  
Job Order No: JOB1001  
Order Date: 01-Aug-2025  
Godown: On Route – Delhi to Mumbai  
Item: Refrigerator Units  
Quantity: 50 Nos  
Due Date: 02-Aug-2025  
Narration: Assigning Delhi-Mumbai trip handling of 50 units

    ➡️ This is useful if the company is coordinating freight for clients but outsourcing part of the movement.

    ✅ 4. Delivery Note (Optional)

    When goods are handed over to job worker.

    Gateway of Tally → Inventory Vouchers → F8 (Delivery Note)

Party: Ramesh Transport Services  
Against Job Order: JOB1001  
Item: Refrigerator Units  
Godown: On Route – Delhi to Mumbai  
Qty: 50 Nos

    ✅ 5. Job Work Out Completion Entry

    Once job is done (delivery completed, task over):

    Gateway of Tally → Inventory Vouchers → F7 (Stock Journal)

Type: Job Work Out  
Job Order: JOB1001  
From: On Route – Delhi to Mumbai  
To: Completed Jobs  
Qty: 50 Nos  
Narration: Job completed by Ramesh Transport

    ✅ 6. Payment Entry to Job Worker

    Gateway of Tally → Accounting Vouchers → F5 (Payment)

Party: Ramesh Transport Services  
Amount: ₹12,000  
Ledger: Transport Charges (Indirect Expenses)
Cost Centre: Trip #1001
Narration: Payment for outsourced transport job

    📊 Reports for Job Work

    • Display → Inventory Reports → Job Work Out Reports
      • Job Orders Outstanding
      • Job Work Analysis
      • Movement Summary

    These help track what work is pending, what was completed, and how much was paid.

    📦 Logistics Job Work Example Summary

    TaskTally Action
    Assign job to contractorJob Work Out Order
    Track item handoverDelivery Note
    Track task completionJob Work Completion (Stock Journal)
    Payment to job workerPayment Voucher
    Monitor job statusJob Work Reports

    🔧 Example Scenario:

    Logistics Company assigns Delhi to Mumbai freight to Ramesh Transport for 50 refrigerator units on 1-Aug.

    • Job Order created in Tally: JOB1001
    • Goods handed over via Delivery Note
    • Completion marked via Stock Journal
    • ₹12,000 paid after delivery

    Based on the logistics company entries (freight billing, fuel, toll, driver salary, job work orders, etc.), here are the Tally Prime reports you can generate step-by-step along with sample report content (as it would appear in Tally):

    📊 1. Cost Centre Breakup Report (Trip-wise Profitability)

    Path:
    Gateway of Tally → Display More Reports → Cost Centres → Cost Centre Breakup

    Select: Trip #1001 – Delhi to Mumbai

    🧾 Sample Report

    ParticularsAmount (₹)
    Income
    Freight Charges50,000.00
    Expenses
    Diesel Expenses10,000.00
    Toll Charges2,500.00
    Driver Salary15,000.00
    Truck Repair8,000.00
    Outsourced Job Payment12,000.00
    Net Profit2,500.00

    ➡️ Use case: This report is key to understanding profitability per trip or per vehicle.

    📦 2. Job Work Out Summary Report

    Path:
    Gateway of Tally → Display More Reports → Job Work Out Reports → Job Work Out Summary

    This shows all job orders given to third-party contractors.

    🧾 Sample Report

    Job Order NoParty NameItem DescriptionQtyStatus
    JOB1001Ramesh Transport ServicesRefrigerator Units50Completed ✅

    📌 3. Outstanding Receivables Report

    Path:
    Gateway of Tally → Display → Statements of Accounts → Outstandings → Receivables

    🧾 Sample Report

    Party NameBill NoDateAmount (₹)Due Days
    ABC EnterprisesINV00101-Aug-2559,000.0031

    ➡️ Use this to follow up on payments.

    📑 4. Day Book (All Entries View)

    Path:
    Gateway of Tally → Display → Day Book

    Filter by Voucher Type or Date Range.

    🧾 Sample Report

    DateVoucher TypeParticularsDebit (₹)Credit (₹)
    01-Aug-25SalesABC Enterprises – Freight59,000.00
    01-Aug-25PaymentDiesel Expenses10,000.00
    01-Aug-25PaymentToll Charges2,500.00
    01-Aug-25PaymentDriver Salary – Ram Kumar15,000.00
    01-Aug-25PaymentTruck Repair8,000.00
    02-Aug-25PaymentRamesh Transport – Job Work12,000.00

    📈 5. Profit & Loss Account

    Path:
    Gateway of Tally → Display → Profit & Loss Account

    If cost centres are enabled, press F7 to filter by Trip/Vehicle.

    🧾 Sample Report (For All Trips)

    ParticularsAmount (₹)
    Freight Charges1,50,000.00
    Less: Diesel30,000.00
    Less: Toll Charges7,500.00
    Less: Driver Salary45,000.00
    Less: Repairs24,000.00
    Less: Job Work36,000.00
    Net Profit7,500.00

    📊 6. GSTR-1 Report

    Path:
    Display More Reports → Statutory Reports → GST Reports → GSTR-1

    🧾 Sample View

    Invoice NoParty NameGST TypeTaxable AmtGST Amt
    INV001ABC EnterprisesIGST₹50,000₹9,000

    🗂️ 7. Ledger Reports

    A. Freight Charges Ledger

    Path:
    Display → Account Books → Ledger → Freight Charges

    DateParticularsAmount (₹)
    01-Aug-25Sales – ABC Enterprises50,000.00

    📎 Bonus: Trip Register Format (Custom Report Idea)

    You can use a Cost Centre Summary Report to manually compile this format:

    Trip IDFrom – ToDateFreightExpensesProfit
    Trip #1001Delhi – Mumbai01-Aug-2550,00047,5002,500

    ✅ Summary of Key Reports

    Report NameUse Case
    Cost Centre BreakupTrip/Vehicle-wise profit analysis
    Job Work Out SummaryMonitor outsourced logistics jobs
    Outstanding ReceivablesTrack client payments
    Day BookView all entries
    Profit & Loss AccountOverall profitability
    GST Reports (GSTR-1/3B)Monthly GST filing
    Ledger ReportsIncome/Expense account-wise details

    Featured products