KGS, NOS or MTR: don't lose the unit on the way to Tally.

Twenty-seven of what?

Write 27 on a sheet of paper. Ask stores what arrived. Without the unit, the number cannot answer. Twenty-seven pieces, metres and kilograms describe different receipts, even if the supplier's invoice total happens to be the same.

The unit on a purchase invoice is easy to overlook because it is often short and familiar. NOS fits in a narrow cell. KGS may be printed next to the quantity rather than in its own column. An OCR result can preserve the number and lose the part that gives it meaning.

I would review them together. The quantity question is not finished until the printed unit and any price basis are understood. Our quantity transcription article explains why balanced rupees cannot settle that reading.

The GST portal's return guides are the official starting point for reporting fields. For current Tally mapping and import behaviour, use Tally Help. Do not train the desk from a remembered list of menu names.

Keep the supplier's language first

Suppose a fictional invoice prints 120 MTR of tube, priced per metre. Your stock item uses kilograms because that is how stores records consumption. The invoice's quantity is still 120 metres. Do not overwrite it with a calculated kilogram quantity and call that the original extraction.

The conversion needs a product-specific basis. Different wall thicknesses can have different weights per metre. A catalogue specification, agreed item master or approved weighment method may be relevant. The right evidence depends on the material and your controls; the tax code is not a shortcut.

“Bag” needs similar care. It may mean a fixed pack for one supplier and a variable pack for another. A master that maps every bag to the same weight can make the stock register tidy while moving the error out of sight.

Where the supplier writes a local abbreviation, keep the literal reading before normalising it. That makes a later dispute answerable. Someone can see both what was printed and what your system chose to call it.

A price basis deserves its own note. An amount quoted per hundred pieces is not a price per piece. A clerk changing the unit label without changing the meaning of the price can produce a record that looks clean but cannot be reconciled to the PO.

Build a mapping sheet that can refuse a row

Give the sheet a supplier identity and an item reference. A supplier-wide unit mapping is not enough when one vendor sells material by weight and consumables by packet. Keep the printed unit beside the proposed reporting or stock unit.

Record who approved the mapping and the document it relies on. If a conversion is necessary, keep its basis and effective date. That is an internal control, not a claim that every invoice legally requires your particular worksheet.

Let unresolved rows remain unresolved. A blank conversion field tells purchase there is a question to answer. A default of one hides that question and gives downstream formulas a reassuringly ordinary number.

For a repeated purchase, compare the new printed unit with the approved mapping. Suppliers can change pack sizes. A stable name does not guarantee a stable physical basis, and an old PO cannot automatically explain a new label.

If the unit is absent from the extraction, return to the page. Do not borrow it from another row simply because the HSN matches. The same material can be billed under different packaging or measurement conventions.

This is also where vendor mapping stops being the whole job. A supplier ledger tells you which account receives the liability. It does not identify the stock item or prove the unit conversion. Keep those responsibilities distinct.

A field in JSON is not a qualified stock import

EntryLedger's canonical JSON retains a line unit when it is extracted or explicitly reviewed. The NIC-style export has a unit field as well. That does not establish that a literal supplier abbreviation has been validated as the correct reporting code.

The current Tally accounting-voucher preview is not a qualified inventory-import path. Do not assume a unit captured in canonical data will appear in a stock item entry or a GST quantity report in Tally. Actual import and report qualification remain unverified.

Our export format comparison is useful for choosing a handoff format. The more important question for your desk is which fields that handoff actually carries. Inspect a sample with your operator, using the relevant Tally version and a safe test company.

A successful file download proves that a file was delivered. It does not prove a stock conversion, a mapped UQC or a completed import. Record what you checked and what remains outside the workflow.

Nor does human confirmation make a missing physical basis appear. The reviewer needs the supplier document or agreed item information. If those disagree, purchase and stores should resolve the business question before AP changes the field.

For the next metre-to-kilogram purchase, leave the supplier's unit intact and ask for the approved conversion record. If nobody can produce it, you have found a master-data question. Answer that question once, with evidence, rather than guessing it every time a bill arrives.