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.

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🚛 Tally Prime for a Logistics Company: Full Guide

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✅ 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)

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✅ 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

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✅ 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.

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✅ 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%

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🧾 Common Entries for a Logistics Company

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🔹 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)

Field	Value
Party A/c Name	ABC Enterprises
Sales Ledger	Freight Charges
Amount	₹50,000
GST	IGST @18% (₹9,000)
Narration	“Freight charges for Delhi-Mumbai trip”
Cost Centre	Trip #1001 – Delhi to Mumbai

➡️ Auto GST will be calculated if properly set.

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🔹 2. Fuel Purchase

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

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

Field	Value
Account	Diesel Expenses
Party	Bharat Petroleum
Amount	₹10,000
Mode	HDFC Bank
Cost Centre	Trip #1001
Narration	Diesel for Trip 1001

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🔹 3. Toll Charges

Scenario: Paid ₹2,500 toll on route.

Voucher Type: Payment

Field	Value
Account	Toll Charges
Amount	₹2,500
Mode	Cash
Cost Centre	Trip #1001

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🔹 4. Driver Salary

Scenario: ₹15,000 paid to driver Ram.

Voucher Type: Payment

Field	Value
Account	Driver Salary
Name of Driver	Ram Kumar
Amount	₹15,000
Mode	Cash
Cost Centre	Trip #1001

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🔹 5. Vehicle Maintenance

Scenario: Repair expenses ₹8,000 for MH12AB1234.

Voucher Type: Payment

Field	Value
Account	Truck Repair
Amount	₹8,000
Mode	HDFC Bank
Cost Centre	MH12AB1234

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📊 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

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📈 B. GST Reports

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

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🧾 C. Outstanding Receivables

• Display → Statements of Accounts → Outstanding → Receivables

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✅ Conclusion

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

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📦 Summary of Ledgers You May Need

Category	Example Ledgers
Income	Freight Charges
Expenses	Diesel, Toll, Repairs, Salary
Parties	Clients, Fuel Vendors
Banks	HDFC, ICICI
Statutory	GST (IGST, CGST, SGST)
Cost Centers	Trips, Vehicle Numbers

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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.

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🚧 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

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✅ 2. Create Necessary Masters

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A. Create a Godown (Location)

Gateway of Tally → Inventory Info → Godowns → Create

Name: On Route – Delhi to Mumbai  
Under: Primary

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B. Create Stock Item (Optional)

If you also track goods being transported.

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

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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)

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✅ 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.

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✅ 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

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✅ 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

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✅ 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

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📊 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.

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📦 Logistics Job Work Example Summary

Task	Tally Action
Assign job to contractor	Job Work Out Order
Track item handover	Delivery Note
Track task completion	Job Work Completion (Stock Journal)
Payment to job worker	Payment Voucher
Monitor job status	Job Work Reports

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🔧 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

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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):

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📊 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

Particulars	Amount (₹)
Income
Freight Charges	50,000.00
Expenses
Diesel Expenses	10,000.00
Toll Charges	2,500.00
Driver Salary	15,000.00
Truck Repair	8,000.00
Outsourced Job Payment	12,000.00
Net Profit	2,500.00

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

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📦 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 No	Party Name	Item Description	Qty	Status
JOB1001	Ramesh Transport Services	Refrigerator Units	50	Completed ✅

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📌 3. Outstanding Receivables Report

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

🧾 Sample Report

Party Name	Bill No	Date	Amount (₹)	Due Days
ABC Enterprises	INV001	01-Aug-25	59,000.00	31

➡️ Use this to follow up on payments.

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📑 4. Day Book (All Entries View)

Path:
Gateway of Tally → Display → Day Book

Filter by Voucher Type or Date Range.

🧾 Sample Report

Date	Voucher Type	Particulars	Debit (₹)	Credit (₹)
01-Aug-25	Sales	ABC Enterprises – Freight		59,000.00
01-Aug-25	Payment	Diesel Expenses	10,000.00
01-Aug-25	Payment	Toll Charges	2,500.00
01-Aug-25	Payment	Driver Salary – Ram Kumar	15,000.00
01-Aug-25	Payment	Truck Repair	8,000.00
02-Aug-25	Payment	Ramesh Transport – Job Work	12,000.00

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📈 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)

Particulars	Amount (₹)
Freight Charges	1,50,000.00
Less: Diesel	30,000.00
Less: Toll Charges	7,500.00
Less: Driver Salary	45,000.00
Less: Repairs	24,000.00
Less: Job Work	36,000.00
Net Profit	7,500.00

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📊 6. GSTR-1 Report

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

🧾 Sample View

Invoice No	Party Name	GST Type	Taxable Amt	GST Amt
INV001	ABC Enterprises	IGST	₹50,000	₹9,000

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🗂️ 7. Ledger Reports

A. Freight Charges Ledger

Path:
Display → Account Books → Ledger → Freight Charges

Date	Particulars	Amount (₹)
01-Aug-25	Sales – ABC Enterprises	50,000.00

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📎 Bonus: Trip Register Format (Custom Report Idea)

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

Trip ID	From – To	Date	Freight	Expenses	Profit
Trip #1001	Delhi – Mumbai	01-Aug-25	50,000	47,500	2,500

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✅ Summary of Key Reports

Report Name	Use Case
Cost Centre Breakup	Trip/Vehicle-wise profit analysis
Job Work Out Summary	Monitor outsourced logistics jobs
Outstanding Receivables	Track client payments
Day Book	View all entries
Profit & Loss Account	Overall profitability
GST Reports (GSTR-1/3B)	Monthly GST filing
Ledger Reports	Income/Expense account-wise details

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