Invoice Auto-Printing and Format Configuration

Configuring Sunrise Retail's GST invoice with logo, GSTIN, bank details, and auto-print on save

Module 29 of 31 — Tally Prime. Configure Tally to auto-print Sunrise Retail's GST Tax Invoice with logo, GSTIN, bank details, and the required three-copy format. Duration: 40 min.

Learning Objectives

Configure auto-print so every saved Sales voucher triggers a print prompt
Add Sunrise Retail's company logo and GSTIN to the invoice header
Add SBI bank account details to the invoice footer
Verify the mandatory GST Tax Invoice fields are all present

Prerequisites: Sales Voucher — tally-10

Step 1 — Enable Auto-Print on Save

Gateway → Masters → Voucher Types → Sales → Alter
→ Print after saving: Yes
→ Print format: Tax Invoice
→ Ctrl+A

Now every time a Sales voucher is accepted with Ctrl+A, Tally shows a print prompt immediately.

Step 2 — Global Invoice Print Configuration

Gateway → Configuration → Printing → Sales Invoice

Or access during any print preview:

Open any Sales voucher → Alt+P (Print) → C (Configure during preview)

Company Information Settings

Print Company Information: Yes

Name:    Sunrise Retail Private Limited
Address: Plot 45, 2nd Floor, Madhapur Main Road
         Madhapur, Hyderabad, Telangana — 500081
GSTIN:   36AACCS1234A1ZP
PAN:     AACCS1234A
CIN:     U52100TG2023PTC178234
Phone:   040-48567890
Email:   accounts@sunriseretail.in

Buyer Information Settings

Print Buyer Information: Yes
Show Buyer GSTIN: Yes
Show Buyer Address: Yes
Show Place of Supply: Yes

GST-Mandatory Fields

Print HSN/SAC Code: Yes
Print GST Rate: Yes
Print CGST / SGST / IGST separately: Yes
Print Place of Supply: Yes
Print IRN (if e-invoice enabled): Yes
Print QR Code (when IRN available): Yes

Declaration / Foot Note:
  "Bank Transfer: State Bank of India — Madhapur Branch
   A/C No: 38291047823 | IFSC: SBIN0020229
   Please quote invoice number in NEFT/RTGS payment reference.
   Payment due within credit period agreed. E&OE."
→ Ctrl+A

Invoice Totals

Show Invoice Total in Words: Yes
(e.g., "Five Lakhs Sixty-Six Thousand Four Hundred Only")

Signature Line:
  "For Sunrise Retail Private Limited"
  "___________________________"
  "Authorised Signatory"

Step 3 — Configure Three Invoice Copies

For GST compliance and transport:

Print Configuration → Number of Copies: 3
Copy Labels:
  Copy 1: "Original for Buyer"
  Copy 2: "Duplicate for Transporter"
  Copy 3: "Triplicate for Supplier"
→ Ctrl+A

Sunrise Retail Invoice Template — After Configuration

Visual: Complete Invoice Layout

┌──────────────────────────────────────────────────────────────────┐
│  [SUNRISE LOGO]    SUNRISE RETAIL PRIVATE LIMITED                │
│                    Plot 45, 2nd Floor, Madhapur Main Road        │
│                    Madhapur, Hyderabad, Telangana – 500081       │
│                    GSTIN: 36AACCS1234A1ZP  |  PAN: AACCS1234A   │
│                    Ph: 040-48567890  |  accounts@sunriseretail.in│
├──────────────────────────────────────────────────────────────────┤
│  TAX INVOICE                                                     │
│  Invoice No: SR-2025-0042        Date: 10-Apr-2025               │
│  Place of Supply: Telangana (36)                                 │
│  Original for Buyer                                              │
├──────────────────────────────────────────────────────────────────┤
│  Bill To:                                                        │
│  Digital Hub Retail Pvt Ltd                                      │
│  Shop 12, MG Road, Secunderabad, Hyderabad — 500003              │
│  GSTIN: 36AAADH4321E1ZQ                                          │
├────┬──────────────────┬─────┬────┬────────┬──────────┬───┬───────┤
│ Sl │ Description      │ HSN │ Qty│ Rate   │ Value    │GST│ Total │
├────┼──────────────────┼─────┼────┼────────┼──────────┼───┼───────┤
│  1 │ Samsung Galaxy   │8517 │ 30 │₹16,000 │₹4,80,000 │18%│       │
│    │ A54 5G           │     │    │        │          │   │       │
├────┴──────────────────┴─────┴────┴────────┴──────────┴───┴───────┤
│  Taxable Value:  ₹4,80,000                                       │
│  CGST @ 9%:       ₹43,200                                        │
│  SGST @ 9%:       ₹43,200                                        │
│  ─────────────────────────                                       │
│  TOTAL:          ₹5,66,400                                       │
│  Five Lakhs Sixty-Six Thousand Four Hundred Only                 │
├──────────────────────────────────────────────────────────────────┤
│  Bank: State Bank of India, Madhapur Branch                      │
│  A/C No: 38291047823  |  IFSC: SBIN0020229                       │
│  Please quote invoice number in payment reference.               │
│  Payment due within 15 days. E&OE.                               │
├──────────────────────────────────────────────────────────────────┤
│  For Sunrise Retail Private Limited                              │
│  ____________________                                            │
│  Authorised Signatory                                            │
└──────────────────────────────────────────────────────────────────┘

Auto-Print Workflow in Practice

Kiran enters SR-2025-0063 (new sale to Tech Park)
F8 → fill all details → Ctrl+A

  ┌────────────────────────┐
  │  Print Voucher?        │
  │  [Yes]     [No]        │
  └────────────────────────┘

→ Press Enter (Yes)
→ Printer: select connected laser printer
→ Paper: A4
→ Copies: 3 (Original + Duplicate + Triplicate)
→ Print executes

Hand original to buyer's representative.
File triplicate in invoice file.
Attach duplicate to delivery note for transport.

For email delivery:

Ctrl+A (Save) → Print prompt → No
→ Alt+M (Email from within the voucher)
→ To: buyer@digitalhub.com
→ Subject: Invoice SR-2025-0063 from Sunrise Retail
→ Attachment: PDF (auto-generated by Tally)
→ Send

Print Preview

Before physically printing, use preview to verify:

After saving Sales voucher → Print preview opens automatically
→ Zoom in (Ctrl+Scroll or View menu)
→ Check: logo position, GSTIN, HSN codes, GST amounts, bank details
→ Press P to print, or Esc to cancel

Practice Exercise

Exercise: Sunrise Retail wants to add a UPI QR code to their invoice for instant payment. Explain the options and what information the QR code contains.

Show Solution

Option A — Static UPI QR (quick):

Generate a static UPI QR for sunriseretail@sbi (from PhonePe Business / Google Pay Business / Razorpay)
Save as BMP (Tally logo format)
Embed as a second "logo" in the invoice footer (some customisation required)

Option B — Include UPI ID as text: Add UPI ID: sunriseretail@sbi to the Declaration/Footer — buyers manually enter it.

What the QR contains:

UPI ID: sunriseretail@sbi
Merchant name: Sunrise Retail Pvt Ltd
Amount (dynamic QR) or blank (static QR — buyer enters amount)

Note on GST IRN QR Code (different thing): Applicable only when aggregate turnover exceeds ₹5 Crore — Sunrise Retail (projected ₹1.07 Crore) is not in e-invoice scope. The GST QR code shown on e-invoices contains: IRN hash, supplier GSTIN, buyer GSTIN, invoice date, and total value — generated by the IRP portal, not by Tally manually.

Key Terms

Term	Meaning
Auto-Print	Tally prints immediately when a voucher is saved (configured per voucher type)
Tax Invoice	GST invoice format — used when the supplier is GST-registered and charges tax
Print Format	Template type — Tax Invoice / Bill of Supply / Delivery Note
Alt+P	Print shortcut from within any saved voucher
Alt+M	Email a report or voucher as PDF directly from Tally
IRN QR Code	e-Invoice QR code containing the IRP-generated Invoice Reference Number
Copy Labels	Original for Buyer / Duplicate for Transporter / Triplicate for Supplier

Module Summary

Auto-print: Voucher Types → Sales → Print after saving: Yes
Configure print layout: F12 from print preview or Configuration → Printing → Sales
Mandatory GST fields: GSTIN, HSN, rate, CGST/SGST/IGST, Place of Supply — all auto-populated
Invoice footer: add SBI bank details in Declaration/Footnote — applies to all invoices automatically
Three copies standard: Original for Buyer, Duplicate for Transporter, Triplicate for Supplier

Quick Quiz

1. To make Tally auto-print when a Sales voucher is saved:

a) F11 → Inventory Features → Enable Auto-Print: Yes
b) Voucher Types → Sales → Print after saving: Yes
c) F12 → Always Print: Yes
d) Alt+P after every voucher manually

Answer

b) Voucher Types → Sales → Print after saving: Yes — this setting enables the auto-print prompt after every accepted Sales voucher.

2. "Original for Buyer," "Duplicate for Transporter," and "Triplicate for Supplier" labels are configured in:

a) Ledger master
b) Company creation
c) Print configuration — Number of Copies + Copy Labels
d) F11 Company Features