Actual & Billed Quantity in Tally

Actual & Billed Quantity in TallyPrime

Actual & Billed Quantity is an inventory feature in TallyPrime used when the actual quantity of goods supplied or received is different from the quantity for which the customer or supplier is billed.

This feature is particularly useful for free quantity schemes, such as Buy 10, Get 2 Free, where the same stock item is supplied in a larger quantity but the invoice is prepared for a smaller quantity.

TallyPrime allows businesses to record both quantities separately so that the actual stock movement and billed quantity can be tracked correctly.

What is Actual Quantity?

Actual Quantity means the total quantity of goods physically received from a supplier or delivered to a customer.

It includes both:

Quantity that is billed
Additional/free quantity supplied

For example, if a supplier sends 12 Nos. of School Bags but charges for only 10 Nos., the Actual Quantity is 12 Nos.

What is Billed Quantity?

Billed Quantity means the quantity for which the supplier charges the company or the company charges the customer.

In the above example, the Billed Quantity is 10 Nos.

Therefore:

Actual Quantity = 12 Nos.
Billed Quantity = 10 Nos.
Free Quantity = 2 Nos.

TallyPrime calculates the transaction amount based on the Billed Quantity, while the inventory reflects the Actual Quantity received or supplied.

Example of Actual & Billed Quantity

Suppose a company purchases 12 School Bags @ ₹500 each, but the supplier gives 2 bags free and charges only for 10 bags.

The entry would be:

Particulars	Actual Qty	Billed Qty	Rate	Amount
School Bag	12 Nos.	10 Nos.	₹500	₹5,000

Calculation

Billed Amount:

10 × ₹500 = ₹5,000

The company actually receives 12 bags, but payment is made for only 10 bags.

Therefore:

Stock received = 12 Nos.

Quantity charged = 10 Nos.

Free quantity = 2 Nos.

This allows TallyPrime to maintain the actual stock quantity while calculating the invoice value from the billed quantity.

Actual & Billed Quantity in Sales

The same feature can be used while selling goods.

For example, a company sells 12 School Bags to a customer at ₹500 each but charges the customer for only 10 bags as part of a free-quantity offer.

Particulars	Actual Qty	Billed Qty	Rate	Amount
School Bag	12 Nos.	10 Nos.	₹500	₹5,000

Here:

12 Nos. are actually delivered to the customer.
10 Nos. are billed.
2 Nos. are supplied free.
Invoice value is calculated using the 10 billed units.
Inventory is reduced by the 12 actual units supplied.

How to Enable Actual & Billed Quantity in TallyPrime

To use this feature:

Gateway of Tally → F11 (Features) → Enable “Use separate Actual and Billed Quantity columns in invoices” → Yes

Actual & Billed Quantity — Practical Assignments

Purchase – Sundry Creditors

Sr. No.	Date & Practical Assignment
1	01/07/2026 — Company purchased 25 Nos. LG TV from Larsen & Toubro Limited, Maharashtra, at ₹15,000 each, but the supplier billed only 20 Nos. with Bill No. LTP/07/101. GST 18%. Store the goods at Mumbai Godown.
2	03/07/2026 — Company purchased 60 Nos. Wireless Mouse from Asian Paints Limited, Maharashtra, at ₹650 each, but the supplier billed only 50 Nos. with Bill No. APL/07/216. GST 18%. Store the goods at Pune Godown.
3	06/07/2026 — Company purchased 40 Nos. Computer Keyboard from Infosys Limited, Karnataka, at ₹900 each, but the supplier billed only 35 Nos. with Bill No. INF/07/088. GST 18% IGST. Store the goods at Bengaluru Godown.
4	09/07/2026 — Company purchased 120 Nos. Notebook from ITC Limited, West Bengal, at ₹80 each, but the supplier billed only 100 Nos. with Bill No. ITC/07/144. GST 12% IGST. Store the goods at Kolkata Godown.
5	12/07/2026 — Company purchased 18 Nos. Computer Headphones from Shree Cement Limited, Rajasthan, at ₹1,500 each, but the supplier billed only 15 Nos. with Bill No. SCL/07/279. GST 18% IGST. Store the goods at Jaipur Godown.

Sales – Sundry Debtors

Sr. No.	Date & Practical Assignment
6	15/07/2026 — Company sold 15 Nos. LG TV to Tata Motors Limited, Maharashtra, at ₹18,000 each, but billed the customer for only 12 Nos. with Bill No. TM/07/302. GST 18%. Dispatch the goods from Mumbai Godown.
7	18/07/2026 — Company sold 50 Nos. Wireless Mouse to Titan Company Limited, Maharashtra, at ₹900 each, but billed the customer for only 40 Nos. with Bill No. TC/07/327. GST 18%. Dispatch the goods from Pune Godown.
8	21/07/2026 — Company sold 30 Nos. Computer Keyboard to Hindalco Industries Limited, Gujarat, at ₹1,200 each, but billed the customer for only 25 Nos. with Bill No. HIL/07/416. GST 18% IGST. Dispatch the goods from Ahmedabad Godown.
9	24/07/2026 — Company sold 100 Nos. Notebook to Eicher Motors Limited, Haryana, at ₹110 each, but billed the customer for only 80 Nos. with Bill No. EM/07/453. GST 12% IGST. Dispatch the goods from Gurugram Godown.
10	27/07/2026 — Company sold 15 Nos. Computer Headphones to Cipla Limited, Gujarat, at ₹2,000 each, but billed the customer for only 12 Nos. with Bill No. CPL/07/490. GST 18% IGST. Dispatch the goods from Vadodara Godown.

Note:-

Actual & Billed Quantity → same item has more actual quantity than billed quantity.

Zero Value Item → a different stock item is received/given free with quantity but no rate/value.

Combined: Zero Value + Actual & Billed Quantity

Sr. No.	Date & Practical Assignment
1	01/08/2026 — Company purchased 25 Nos. LG TV from Larsen & Toubro Limited, Maharashtra, at ₹15,000 each, but the supplier billed only 20 Nos., and also received 2 Nos. Oscar DVD free of cost with Bill No. LTP/08/101. GST 18%. Store the goods at Mumbai Godown.
2	03/08/2026 — Company purchased 60 Nos. Wireless Mouse from Asian Paints Limited, Maharashtra, at ₹650 each, but the supplier billed only 50 Nos., and received 5 Nos. USB Cable free of cost with Bill No. APL/08/216. GST 18%. Store the goods at Pune Godown.
3	06/08/2026 — Company purchased 40 Nos. Computer Keyboard from Infosys Limited, Karnataka, at ₹900 each, but the supplier billed only 35 Nos., and received 3 Nos. Pen Drive free of cost with Bill No. INF/08/088. GST 18% IGST. Store the goods at Bengaluru Godown.
4	09/08/2026 — Company purchased 120 Nos. Notebook from ITC Limited, West Bengal, at ₹80 each, but the supplier billed only 100 Nos., and received 10 Nos. Ball Pen free of cost with Bill No. ITC/08/144. GST 12% IGST. Store the goods at Kolkata Godown.
5	12/08/2026 — Company purchased 18 Nos. Computer Headphones from Shree Cement Limited, Rajasthan, at ₹1,500 each, but the supplier billed only 15 Nos., and received 2 Nos. Calculator free of cost with Bill No. SCL/08/279. GST 18% IGST. Store the goods at Jaipur Godown.
6	15/08/2026 — Company sold 15 Nos. LG TV to Tata Motors Limited, Maharashtra, at ₹18,000 each, but billed the customer for only 12 Nos., and gave 1 Nos. Oscar DVD free of cost with Bill No. TM/08/302. GST 18%. Dispatch the goods from Mumbai Godown.
7	18/08/2026 — Company sold 50 Nos. Wireless Mouse to Titan Company Limited, Maharashtra, at ₹900 each, but billed the customer for only 40 Nos., and gave 4 Nos. USB Cable free of cost with Bill No. TC/08/327. GST 18%. Dispatch the goods from Pune Godown.
8	21/08/2026 — Company sold 30 Nos. Computer Keyboard to Hindalco Industries Limited, Gujarat, at ₹1,200 each, but billed the customer for only 25 Nos., and gave 2 Nos. Pen Drive free of cost with Bill No. HIL/08/416. GST 18% IGST. Dispatch the goods from Ahmedabad Godown.
9	24/08/2026 — Company sold 100 Nos. Notebook to Eicher Motors Limited, Haryana, at ₹110 each, but billed the customer for only 80 Nos., and gave 8 Nos. Ball Pen free of cost with Bill No. EM/08/453. GST 12% IGST. Dispatch the goods from Gurugram Godown.
10	27/08/2026 — Company sold 15 Nos. Computer Headphones to Cipla Limited, Gujarat, at ₹2,000 each, but billed the customer for only 12 Nos., and gave 1 Nos. Calculator free of cost with Bill No. CPL/08/490. GST 18% IGST. Dispatch the goods from Vadodara Godown.