6 Things to Check Before Bulk-Generating Stock Sale/Purchase Entries

It's the 28th. A client has sent data for 600 bills and all of it has to go into Tally. After 40 manual vouchers you already know this will run late into the night.

That's what bulk entry is for. But a stock voucher carries item, quantity, rate and GST on every row, so one wrong detail can hold up the whole voucher. Run through these six checks before you hit generate.

1. Item names must match Tally exactly

"Steel Rod 12mm" and "Steel Rod 12 mm" look the same to you and different to Tally. Use the spelling from your stock item master. If the item is new, create it in masters first.

2. The party ledger must already exist

A new customer shows up and there's no ledger for them in Tally. It happens every month. Scan the parties in your batch once and create whatever is missing. Duplicate ledgers cause trouble here too, which is why it pays to clean your masters first.

3. Fill both quantity and rate

An amount alone isn't enough for a stock voucher. Tally needs quantity and rate per item, and the amount should come from those two. That's how totals match.

4. Get intra-state vs inter-state right on every row

Party and godown in the same state means CGST + SGST. Party in another state means IGST. One batch can hold both, so decide per row. Row-level checks verify the type, but the type is your call.

5. One item, one GST rate

Don't show the same item at 12% in one row and 18% in another unless that's genuinely the case. This is exactly the kind of thing that causes GSTR-1 headaches at filing time.

6. Recheck dates and voucher type

A wrong month or wrong voucher type is hard to hunt down after import. Take one last look at both before generating.

What happens next

1. Create your entries and run validation. Errors show up with row numbers.
2. Check totals in the preview.
3. Generate the XML.
4. Import the XML into Tally yourself (TallyPrime: Alt+O > Transactions). Here's the full import guide.

One run handles up to 10,000 transactions. For your first time, try a small batch of 20-30 entries. If Tally shows everything correctly, run the big one. Every generated file stays in import history, so you can re-download it anytime.

Bulk entry doesn't remove checking. It moves it to one place, row-wise validation, instead of 600 separate voucher screens.

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