Voucher Entry in Tally.erp 9

8/12/2019 Voucher Entry in Tally.erp 9

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Lesson5: Voucher

Entry in

Tall y.ERP 9

Lesson Objectives

On completion of this lesson, you will beable to

Describe the purpose of the Tally.ERP 9 Accounting Vouchers

reate an! alter Accounting Vouchers

"se #ouchers to enter Accounting transactions

Describe the use of $on%Accounting Vouchers

Describe the purpose of the Tally.ERP 9 &n#entory #ouchers

reate an! alter &n#entory Vouchers "sing #ouchers to enter &n#entory transactions

&n accounting terms, a #oucher is a !ocument containing the !etails of a financialtransaction. 'or e(ample, a purchase in#oice, a sales receipt, a petty cash !oc)et, aban) interest statement, an! so on. 'or e#ery such transaction ma!e, a #oucher is use!to enter the !etails into the le!gers to up!ate the financial position of the company. Thisfeature of Tally.ERP 9 will be use! most often.

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Voucher Entry in Tally.ERP 9

Tally.ERP 9 follows the *ol!en Rule ofAccounting +

Real Accounts Personal Accounts Nominal Accounts

Debit hat omes in The Recei#er E(penses an! -osses

re!it hat *oes out The *i#er &ncomes an! *ains

5. Accountin! Vouchers

Tally.ERP 9 is pre%programme! with a #ariety of accounting #ouchers, each !esigne! to performa !ifferent ob. The stan!ar! Accounting Vouchers are+

ontra Voucher /'01

Payment Voucher /'21

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Receipt Voucher /'31

4ournal Voucher /'51

6ales Voucher 7&n#oice /'81

re!it $ote Voucher /TR- '81

Purchase Voucher /'91

Debit $ote Voucher /TR- '91

Re#ersing 4ournals /':;1


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&n Voucher entry mo*e, press $,: "ontra "on-i!uration an! set the following toes+

6)ip the Date fiel! in reate


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*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $%: "ontra.

Figure 5.1 Contra Voucher

Press or Enter to accept the screen.

5.., Payment Voucher #$5&

'or e(ample, a company settles a cre!itor@s bill by cheue.

Payment Voucher

'escri(tion Recor!s all ban) an! cash payments

Voucher Entry Accou Amou Amou

-e!ger accountpai! Baltronic -t!./6un!ry re!itors1

Debit

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>an) or cash

account 6tate >an)

of &n!ia />an)

re!it

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)se a Payment Voucher to recor* the entry.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $5: Payment.

Figure 5.2 Payment Voucher


Payment in +in!le Entry 2o*e

&n Voucher entry mo*e, use $,: Payment "on-i!uration an! set )se +in!le Entry mo*e -orPymt3Rc(t3"ontra toes.

Payment Voucher'escri(tion Recor!s all ban) an! cash payments

Voucher Entry Accou Amoun Amou

-e!ger account pai!on#eyance

Postage

/&n!irect E(penses1

Debit

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>an) or cash account

Petty ash

/>an) Account1

re!it

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Figure 5.4 Payment Voucher with #arning on $egati%e Ca&h

&n a!!ition to the warning, Tally.ERP 9 also !isplays the negati#e balance amount in Re!.

5..6 Recei(t Voucher #$7&

'or e(ample, the company recei#es a ban) a!#ice that the interest has been cre!ite! to its!eposit account.

Recei(t Voucher

'escri(tion Recor!s all receipts into ban) or cash accounts


-e!ger account recei#ing>an)&nterest

re!it

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>an) or cash account

Deposit Account

Debit

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)se a Recei(t Voucher to recor* the entry.

Ensure in $,: Payment "on-i!uration, )se +in!le Entry mo*e -or Pymt3Rc(t3"ontra is setto No.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $7: Recei(t.

The entry ma!e appears as shown below+

Figure 5.5 (ecei)t Voucher


5..% 8ournal Voucher #$&

'or e(ample, the company has entere! some e(pen!iture on a!#ertising as general office costs,rather than recor!ing the transaction in the separate le!ger for a!#ertising.

8ournal Voucher

'escri(tion Recor!s a!ustments between le!ger accounts


A!#ertising/&n!irect E(penses1

Debit

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Office osts/&n!irect E(penses1

re!it

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)se the 8ournal Voucher to a*just the t0o accounts.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $: 8ournal.


Figure 5.6 *ournal Voucher


5..5 +ales Voucher #$&

'or e(ample, a company sells software on cre!it.

+ales Voucher

'escri(tion Recor!s all sales


>uyerCs le!ger account


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)se a +ales Voucher -or ma;in! this entry.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $: +ales.


Figure 5.7 Sale& Voucher


5..7 "re*it Note Voucher #"trl < $&

This #oucher type is ma!e a#ailable when the option )se 'ebit3"re*it Note to is set toes in the$: $eatures #$: Accountin! -eatures&.

'or e(ample+ A customer returns stoc) that was incorrectly supplie!."re*it Note Voucher

'escri(tion Recor!s cre!it note entry for sales returns or ustomero#er% charging

Voucher entry Accou Amount Amount

>uyerCs le!ger account


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6ales Accounts

-ocal 6ales Deb

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)se a "re*it note to recor* this entry.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $: "re*it Note .


Figure 5.8 Cre!it $ote Voucher


5.. Purchase Voucher #$9&

A company buys computer parts on cre!it.

Purchase Voucher

'escri(tion Recor!s all purchases


6upplierCs le!ger account

>eltron -t!

/6un!ry re!itor1

re!it

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Purchase Accounts

/-ocal Purchases1 Deb

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)se a Purchase Voucher to recor* this entry.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $9: Purchase.


Figure 5." Purcha&e Voucher


5.. 'ebit Note Voucher #"trl < $9&

This #oucher type is ma!e a#ailable when the option )se 'ebit3"re*it Notes is set toes in the

$: $eatures #$: Accountin! $eatures&.

'or e(ample, a company returns !amage! goo!s to a supplier.

'ebit Note Voucher

'escri(tion Recor!s !ebit note entry for purchase returns or o#er%chargingby a supplier

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Voucher Entry Accou Amount Amount

6upplierCs le!ger account>eltron -t! /6un!ry re!itor1

Deb

Purchase Accounts

/-ocal Purchases1 re!

)se a 'ebit Note to recor* this entry.

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $9: 'ebit Note .


Figure 5.1' +e,it $ote Voucher


5..9 Reversin! 8ournal Voucher #$=&

Re#ersing 4ournals are special ournals that are automatically re#erse! after the !ate of theournal. They e(ist only for a !ay an! are effecti#e on the !ate of the re#ersing ournal. This#oucher type is a#ailable only if the feature )se Reversin! 8ournals > O(tional Vouchers isset toes in the $: $eatures #$: Accountin! $eatures1.

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The entry ma!e for this, is as follows+

Reversin! 8ournal Voucher

'escri(tion Recor!s the #oucher entries in a Re#ersing 4ournal Register,without affecting the le!ger accounts an! financial statements

Voucher entry Accou Amount Amount

-e!ger account Debit

-e!ger account re!it

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $=: Reversin! 8ournal.

Reversing Journals are use"ul in Scenario Management.

5..= 2emo Voucher #"trl < $=&


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6ometimes it so happens that you !o not un!erstan! the !etails of a #oucher you areentering. &n such cases, enter it as a


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2emo Voucher

'escri(tion Recor!s the #oucher entries in a memo register,without affecting the le!ger accounts an! financial

Voucher Entry Accou Amount Amount

-e!ger account Deb

-e!ger account re!

5.. O(tional Voucher

This is another non@accountin! #oucher which is a#ailable only if the feature )se Reversin!8ournals > O(tional Vouchers is set toes in the $: $eatures #$: Accountin! $eatures&.&t !iffers from the


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#oucher types to replace the pre%!efine! Payment #oucher. &nor!er to !o this+

reate a an; Payment #oucher

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*o to the /ate0ay o- Tally F Accounts ?n-o. 1 Voucher Ty(es 1 "reate.

:. Name+ an; Payment

G. Ty(e o- Voucher+ Payment /6pecify the !efault Tally.ERP 9 #oucher, whose functions the new#oucher shoul! copy1.

H. Abbr.: an; Pymt /6pecify the abbre#iation to !enote this new #oucher in reports1

0. 2etho* o- Voucher Numberin!+ Automatic

=ou can choose one of the following metho!s for numbering from the pop%up+

2etho* o- Numberin! Pur(os

Automatic 'or Tally.ERP 9 to !o it for you.

2anual =ou !o it. =ou can also specify if you wish topre#ent !uplicates.

None To !isable numbering for this #oucher type.

2. )se A*vance "on-i!uration+ No

3. )se E$$E"T?VE 'ates -or Vouchers+ No

5. 2a;e O(tionalB as *e-ault+ No /This is to set the #oucher type as an Optional #oucher, by!efault1

8. )se "ommon Narration+es

9. Narrations -or each entry+ No

:;. Print a-ter savin! Voucher+ No

::. Name o- "lass+ +;i(.

The voucher ate is taken "rom the current ate

mentione at the $ate%ay o" Tally.ERP 9. &o%ever! the

effective date "or the voucher may be i""erent. 'orexample! entering a post-ate che#ue.

Tally.ERP 9 isplays the narration "iel %hich applies to

the %hole voucher. y setting Use Common Narration

option to No! %e can have separate narration "iels "or

each line on the voucher. Reversing ournals are use "or

*cenario +anagement.

The Name of Class "iel enables creation o" ,oucher

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lasses "or the respective voucher types. (The ,oucher

class is a template to custom- ise voucher ata entry).

A an; Payment Voucher Ty(e reation screen appears as shown below+

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Figure 5.11 Voucher -y)e Creation Screen /an0 Payment

:G. Press or Enter to accept thescreen.

5..% 'is(layin! an* Alterin! a Voucher Ty(e

Obser#e the menu, you will notice that you can also !isplay an! alter #oucher types.6electing these options brings up a List o- Voucher Ty(es, from which you can selectthe one you want to #iew or wor) on. Apart from the hea!ing, the Voucher !pe"ispla!#$lter screens are i!entical to the Creation screen.

Practice

ECercise"reate a Petty "ash Payment VoucherTy(e

Ensure that the !etails in the Voucher Type reation screen are as shownbelow+

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Figure 5.12 Voucher -y)e Creation Petty Ca&h


The above exercises are sample enteries "or unerstaning,oucher entry in Tally.ERP 9! o not make these entries.

5..5 Recor*in! Accountin! Transactions

-et us recor! the following business transactions of $ational Tra!ers for the month of AprilG;;9 +

National Tra*ers usiness Transactions

'ate Transaction

:%0%;9 Pai! Rs 2;; to hallenger 6ystems by cheue

:%0%;9 >ought office supplies for Rs :2; with Petty ash

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G%0%;9 ages of Rs 3;; pai! to employees by cheue

2%0%;9 >an)e! a cheue for Rs 2;;; recei#e! from Data -in) Technologies

3%0%;9 6ol! : &>< Pentium &V to 6pectrum omputers for Rs G0,582.

3%0%;9 ith!rew Rs G;; from >an) Account for Petty ash

5%0%;9 >ought : -aseret :2;; from 6il#er Plus computers on cre!it for Rs

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A Voucher (ntr! screen comprises o" the "ollo%ing /

!pe of voucher

t is essential to check i" you are using the right voucher "or the transaction.

0ou can change the voucher type by selecting a ne% type "rom the button

bar! i" re#uire. 'or example on the selection o" a payment voucher!Tally.ERP 9 automatically isplays the %ist of Voucher types you have cre-

ate. 0ou can select the voucher type re#uire.

Voucher num)er

Tally.ERP 9 automatically sets the voucher number "or you. 0ou can change

the voucher number manually! i" re#uire.

Reference

0ou can enter a re"erence o" your choice. A Purchase orer number or an

nvoice 1umber can be entere as a re"erence.

"ate of voucher

The ate o" the voucher you enter is isplaye at the top-right o" the,oucher reation screen. The ate is taken initially "rom the $ate%ay o"

Tally - urrent 2ate an you may nee to change it "re#uently to ensure

that the vouchers are ate as you %ant.

(ffective date

A voucher type can be con"igure to allo% "or an (ffective date. The line

belo% the "ate of voucher isplays the ate %hen the voucher %ill be

e""ective.

Particulars

This is %here you enter the leger names an the ebit an creit amounts.

Each line isplays a prompt o" "r or *! "or ebit entries an Cr or o "or

creit entries.

2epening on the voucher type! Tally.ERP 9 selects either 32r4 or 3r4 "or the

"irst prompt! %hich you cannot change. Therea"ter! you can change the

prompt (i" necessary) by typing over it %ith a " or a C. To select a leger!

type the "irst letter o" its name. Tally.ERP 9 then isplays a %ist of %edger

$ccounts beginning %ith the letter highlighte. 5nly legers suitable "or the

voucher type are isplaye. As you continue typing! the highlights reuce

until a match is "oun.The current balance is isplaye %hen you select the

leger! (i" this option has been con"igure). The revise current balance is

sho%n a"ter the amount is entere. 5n selecting the next leger! Tally.ERP

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9 suggests the balancing amount as the value to be entere! %hich may be

accepte or type over. The voucher entry cannot be complete until the

ebits e#ual the creits.

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Narration

&ere you type %hatever appropriately escribes the transaction. Remem-ber! you can have a separate narration "or each line o" particulars! i" you

con"igure the voucher type in that %ay.

'or Payment ,ouchers! %here a bank account has been creite!Tally.ERP

9 pre-sets the narration to Ch+No+ expecting a che#ue number to be

entere. This can be over %ritten i" re#uire.

5nce the narration is complete! press (nter to bring up the Accept6

box.

5nce you accept the ata! Tally.ERP 9 presents another ata entry

screen.

5..7 Trial alance -or A(ril ,==9

*o to the /ate0ay o- Tally 1 'is(lay 1 Trial alance.After ma)ing the abo#e emtries, the Trial >alance of $ational Tra!ers will appear as shown +

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Figure 5.13 -rial /alance From )ril 1 2''" to )ril 7 2''"

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Enter -urther transactions -or National Tra*ers.

>usiness Transactions for the months of


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5.. Trial alance -or 8une ,==9

*o to the /ate0ay o- Tally 1 'is(lay 1 Trial alance

Figure 5.14 -rial /alance From )ril 1 2''" to *une 3' 2''"

5., ?nventory Vouchers

Tally.ERP 9 in#entory #ouchers perform the same function in the in#entory system as accounting#ouchers !o. They are the means by which you enter transactions relating to the &n#entory. The#ouchers recor! transactions relating to the issue an! receipt of stoc), the transfer of stoc)between go!owns, an! physical stoc) a!ustments. The following in#entory #ouchers are

a#ailable in Tally.ERP 9 +

Purchase Or!er /Alt'01

6ales Or!er /Alt'21

Reections Out /Alt'31

Reections &n /trl '31

6toc) 4ournal /Alt'51

Deli#ery $ote /Alt'81

Receipt $ote /Alt'9136


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Physical 6toc) /Alt':;1

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5.,. Purchase Or*er

A Purchase or!er entry has to be ma!e in the boo)s of the company to assist them in chec)ingwhether the goo!s ha#e been recei#e! or not. The Purchase Or!er number can be use! as a ref%erence. 'or e(ample, the company wishes to place an or!er with the supplier for some goo!s.

Purchase Or*er

'escri(tion Recor!s placing an or!er for stoc) items to suppliers.

'etails recor*e* 6upplier@s -e!ger account, $ame an! a!!ress, Or!er !etails, nameof stoc) item, "ue on, *o!own, Kuantity, Rate, Amount, $arration.

5.,., +ales Or*er

A 6ales Or!er entry has to be ma!e to recor! this. The 6ales Or!er number can be use! as aref% erence. 'or e(ample, a customer places an or!er with the company for purchasing somegoo!s.

+ales Or*er

'escri(tion Recor!s or!er !etails for stoc) items recei#e! from customers.

'etails recor*e* ustomer@s -e!ger account, $ame an! a!!ress, Or!er !etails, nameof stoc) item, "ue on, *o!own, Kuantity, Rate, Amount, $arration.

5.,.6 Rejections OutA Reections Out entry is passe! to recor! the reecte! goo!s. This is a pure in#entory #oucher.'or e(ample+ e ha#e purchase! some goo!s an! ha#e reecte! a part of it.

Rejections Out #Purchase Returns&

'escri(tion Recor!s reecte! stoc) !etails returne! to suppliers.

'etails recor*e* -e!ger Account, 6uppliers name an! a!!ress, stoc) item,Trac)ing !etails, Or!er !etails, *o!own, Kuantity, Rate, Amount,

5.,.% Rejections ?n

A Reections &n entry is passe! to recor! the reecte! goo!s. The Reections &n entry is a purein#entory #oucher. 'or e(ample a customer has reecte! goo!s that was sol! earlier.

Rejections ?n #+ales Returns&

'escri(tion Recor!s reecte! stoc) !etails recei#e! from customers

'etails recor*e* -e!ger account, ustomer@s name an! a!!ress, stoc) item,trac)ing !etails, or!er !etails, *o!own, Kuantity, Rate, Amount,

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5.,.5 +toc; 8ournal

To recor! the consumption of goo!s there is no nee! for entries on both si!es of the #oucher.6uch entries can be entere! in a stoc) ournal #oucher. 'or e(ample+ the company transfersitems of stoc) from the warehouse to the shop.

+toc; 8ournal

'escri(tion Essentially recor!s the transfer of stoc) from one *o!own to another.

'etails recor*e* $ames of from an! to go!owns, name of stoc) item, uantity,rate, amount, narration.

5.,.7 'elivery Note

*oo!s that are being !eli#ere! to a customer are recor!e! in a Deli#ery $ote #oucher.

'elivery Note

'escri(tion Recor!s !eli#ery of new stoc) to customers

'etails recor*e* Reference, le!ger account, supplierCs /if supplementary !etails are setto yes in ':G+ Deli#ery $ote onfiguration1 then, name an! a!!ress,Or!er !ispatch !etails, name of stoc) item, Trac)ing !etails, Or!er

5.,. Recei(t Note

*oo!s that are recei#e! from the supplier are recor!e! in a Receipt $ote /*oo!s Receipt $ote L*R$1 #oucher.

Recei(t Note

'escri(tion Recor!s receipt of new stoc) from suppliers

'etails recor*e* Reference, le!ger account, /&f supplementary !etails are set to yesin ':G+ Receipt $ote onfiguration1 then, Or!er !etails, 6upplierCsname an! a!!ress, name of stoc) item, Trac)ing !etails, Or!er!etails, *o!own, Kuantity, Rate /optional1, Amount /optional1,

5.,. Physical +toc; Voucher

Tally.ERP 9 consi!ers the stoc) a#ailable base! on the entry ma!e in a physical stoc) #oucher.'or e(ample, on con!ucting a stoc)%chec), the company fin!s a !iscrepancy between the actualstoc) an! the recor!e! stoc) figure.

Physical +toc; Voucher

'escri(tion Recor!s the physical stoc) count as the new stoc) balance

'etails recor*e* $ame of stoc) item, *o!own, Physical stoc) uantity.

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5.,.9 Pure ?nventory Transactions

Pure in#entory Transactions /#ouchers1 are those that !o not affect financial recor!s. They affectonly the stoc)s. There will be a rise or fall in the stoc) when such #ouchers are entere!.

The !ifferent pure in#entory #ouchers are+

Reections Out /Alt'31

Reections &n /trl'31

6toc) 4ournal /Alt'51

Deli#ery $ote /Alt'81

Receipt $ote /Alt'91

Physical 6toc) /Alt':;1

+etu( :

To enable 'elivery Note an! Recei(t Note, setes to )se Trac;in! Numbers an! )seRejection Notes in $: $eatures #$,: ?nventory $eatures&.

*o to the /ate0ay o- Tally 1 $,: "on-i!uration 1 ?nvoice3Or*ers EntryL 6et "om@(lete Accountin! Allocations in Or*er3'elivery Note toes.


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:3%0%;9 6toc) chec) re#eals physical stoc) of H >o(es of D RO< Dis)s :;;s in On%6ite*o!own.

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n the Purchase#Sales %edger +asters! set &nventor! Values are

affected to 'es an procee %ith the above transactions.

rac,ing num)ers must be activate an isable a"ter the exercise

is complete. (Tracking numbers %ill be iscusse later.)

*o to the /ate0ay o- Tally 1 ?nventory Vouchers.

The basic steps to enter the #ouchers are+

hange the !ate if necessary.

6elect the #oucher type from the button bar menu.

Type the !etails an! chec) whether they are correct before accepting.

Accept the !efault rates of items that appear accor!ing to the stan!ar! cost an! stan!ar!selling price gi#en in the wor)boo).

Practice ECercise

reate the following transactions in the boo)s of National Tra*ers.

$iel* 'etails to be entere*

Voucher

Voucher type Alt '8+ 'elivery Note

urrent !ate 3%0%G;;9

Ref+ A>7D$7;;320

-e!ger account 6pectrum omputers

Or!er !etails Accept the !efault

$ame of item - P&V

Trac)ing $umber $ot Applicable

*o!own On%6ite

Kuantity :

Rate G:,2;; 7 $os

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Amount G:,2;;

&n Accounting Details 6creen omputer 6ales

$arration omputer !eli#ery

AcceptM =es or $o =es

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Voucher ,

Voucher type Alt


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Voucher type Alt


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6upplierCs $ame an! A!!ress 6il#er Plus omputers

$ame of item P -aseret :;:; 6eries

Trac)ing $umber $ot Applicable

*o!own On%site

Kuantity :

Rate 8,G;; 7 $os

Amount 8,G;;

$arration Reecte! goo!s out


Voucher 5

Voucher type "trl


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5.,. +toc; +ummary -or A(ril ,==9

*o to the /ate0ay o- Tally 1 +toc; +ummary.

Figure 5.15 Stoc0 Summary rom )ril 1 2''" to )ril 3' 2''"

Enter -urther inventory transactions -or National Tra*ers.

The sample in#entory transactions of the company for the months of


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:%3%;9 0 Recei#e! 2 $os of ireless Beyboar!s from 6il#er Plus omptuers/Ref+"67:H0G;7Del1.

:2%3%;9 2 Deli#ere! G $os &>< pentium &V from On%site to 6upreme omputers/Ref+ A>7D$7;;5G:1

&int/ *elect omputer *ales

G0%3%;9 3 6toc) chec) re#eals physical stoc) P -aseret :;:; 6eries as 2 $os.

G9%3%;9 5 6pectrum omputers returne! : $os - P&V.

H;%3%;9 8 Transferre! G $os of &>< P&V from warehouse to onsite.

Accept the e"ault rates that appear "or each item! as speci"ie in the

Standard Cost an Standard Selling Price o" the *tock tem.

" the goo%n has not been speci"ie in the table above! select On -Site.

5.,., +toc; +ummary -or 8une ,==9

*o to the /ate0ay o- Tally 1 +toc; +ummary.

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Figure 5.16 Stoc0 Summary rom )ril 1 2''" to *une 3' 2''"

4"4"4"


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The Total +toc; value shoul! be ,6565= ma!e up of "om(uters @ =6==, Peri(herals @%95= an! Printers @ 97==.

5.,.6 Enterin! ?nventory 'etails in Accountin! Vouchers

Assume that the in#entories ha#e to be up!ate! at the same time as entering the accounting#ouchers. This is particularly useful for organisations that sen! an! recei#e goo!s with a bill orin#oice only. &n other wor!s, they !o not want to up!ate stoc)s with only a !eli#ery note neither!o they want to with a *oo!s Receipt $ote. Tally.ERP 9 permits stoc) mo#ement along within#oice. Therefore, you nee! to select the stoc) items that come in or mo#e out at the time ofpurchase or sales #oucher entry.

Apart from the 6ales an! Purchase Vouchers that recor! the in#entory mo#ements, the following#ouchers are use! to recor! the stoc) mo#ements.

Debit $ote for *oo!s reecte! an! returne! to supplier.

re!it $ote for *oo!s reecte! an! returne! by customer.

Debit $otes an! re!it $otes are use! to recor! the return of goo!s an! the correspon!ingre#ersal of sales an! purchases.

*i#en below are e(amples of Purchase, 6ales, Debit $ote an! re!it $ote #ouchers within#entory !etails +

Purchase voucher

'or e(ample+ the company recei#es new stoc) from a supplier.

Purchase Voucher

'escri(tion Recor!s receipt of new stoc) with in#oice from suppliers.

'etails recor*e* Reference, le!ger account, supplierCs name an! a!!ress, nameof stoc) item, go!own, uantity, rate, amount, purchase le!ger,other le!gers /if reuire!1, narration.

+ales voucher

'or e(ample+ the company !eli#ers goo!s from its stoc) to a customer.

+ales Voucher'escri(tion Recor!s the !eli#ery of goo!s an! in#oice to customers.

'etails recor*e* Reference, le!ger account, customerCs name an! a!!ress, nameof stoc) item, go!own, uantity, rate, amount, sales le!ger, salesta( le!ger /if reuire!1, narration.

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'ebit Note

'or e(ample+ the company reects an! returns goo!s to the supplier.

'ebit Note

'escri(tion Recor!s the !eli#ery of goo!s an! !ebit note to supplier.

'etails recor*e* Reference, le!ger account, supplierCs name an! a!!ress, nameof stoc) item, go!own, uantity, rate, amount, purchase le!ger,other le!gers /if reuire!1, narration.

"re*it Note

'or e(ample+ the company recei#es reecte! goo!s from a customer.

"re*it Note

'escri(tion Recor!s receipt of reecte! goo!s with a!#ice fromcustomer. ompany issues cre!it note.

'etails recor*e* Reference, le!ger account, customerCs name an! a!!ress, nameof stoc) item, go!own, uantity, rate, amount, sales le!ger, salesta( le!ger /if reuire!1, narration.

Tally.ERP 9 permits the entries of these #ouchers in Voucher


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i. +ales voucher

6elect $: +ales from the button bar an! enter.

$iel* 'etai

Date :%5%G;;9

Ref+ >lan)

Dr 6upreme omputers

Debit Amount G:,2;;

r omputer 6ales

&n#entory Allocation $ame of &tem % F"L

P?V *o!own % On@site

Kuantity %

Rate %,5==

re!it Amount G:2;;

$arration 6ales ma!e


ii. Purchase voucher

6elect $9: Purchase from the button bar an! enter+

$iel*s 'etai

Date :%5%G;;9

Ref+ >lan)

r 6il#er Plus omputers

re!it Amount :,2;;

Dr Purchases

&n#entory Allocation $ame of &tem % 4ireless 2ouse

*o!own % On@site

Kuantity % 7

Rate %,5=

Debit Amount :,2;;

$arration Purchases ma!e


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iii. Payment voucher

6elect $5: Payment from the button bar, Petty "ash, an! enter+

$iel*s 'etai

Date :%5%G;;9

Dr Office osts

Debit Amount 82

r Petty ash

re!it Amount 82

$arration Office cost pai!


Ensure that in the /01: Pa!ment Configuration! Use Single (ntr! mode

for P!mt#Rcpt#Contra is set to No+

5.6 ?nvoicin!

Tally.ERP 9 has an in%built system to create an! print sales in#oices. =ou will now recor! salesan! purchase in#oice !etails, a!ust accounting an! in#entory balances.

To enable the option of in#oicing, set es to Allo0 ?nvoicin!, Enter Purchases in ?nvoice$ormat an! +e(arate 'iscount "olumn in invoices in $: $eatures #Accountin! $eatures3?nventory $eatures&.

Ensure that the ?nventory values are a--ecte*D is set toes in Purchases -e!ger. Ensure that the ?nventory values are a--ecte*D is set toes in Parts 6ales, 6oftware

6ales an! omputer 6ales.

2a;e the -ollo0in! entry o- +ales in Voucher 2o*e.


Ensure the button abo#e the Post@'ate* option rea!s As ?nvoice. This button enablesyou to toggle between the #oucher an! in#oice format for !ata entry. The button #isible isthe format NOT in use.

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Enter the following !ata as on @@,==9 to recor! the sale of G $os of "6> Pen Dri#es 30 to 6upreme omputers. /at the stan!ar! price1 an! up!ate the accounting an! stoc)recor!s+

$iel* 'etai

Ref+

Dr 6upreme omputers.

Debit Amount H,G;;

r omponent 6ales

$ame of item "6> Pen Dri#es 30

*o!own On%site

Kuantity G $os

Rate :,3;; /accept1

Per $os /accept1

Amount H,G;;.;;

$arration N


2a;e the -ollo0in! entry o- +ales in ?nvoice 2o*e+

:. 'ate+ ,@@,==9.

G. Voucher Ty(e+ +ales

H. lic) on the Toggle >utton As ?nvoice /so it rea!s As Voucher1

0. lic) on the Toggle >utton ?tem invoice /so it rea!s Acct ?nvoice1

2. Enter the following to recor! the sale of two nos of "6> Pen Dri#es 30 to 6upremeomput% ers. /at the stan!ar! price1 an! up!ate the accounting an! stoc) recor!s+

$iel*s 'etai

Ref+

PartyCs A7c $ame 6upreme omputers.

Despatch Details Accept the !efault

A!!ress trlA to accept all

$ame of item "6> Pen Dri#es 30

&n &tem Allocation for+ "6> Pen Dri#es 30 6creen

*o!own On%site

Kuantity G $os

Rate :,3;; /accept1

Per $os /accept1

Discount :;

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Amount G,88;.;; /accept L then )eep pressingEnter until the accounting !etailsscreen appears1

Particulars /Accounting allocation sub% form1 omponent 6ales

Amount G,88;.;; /accept1

$arration N


5.6. ?tem ?nvoice an* Account ?nvoice

Tally.ERP 9 gi#es you an option calle! Account ?nvoice where you can select the le!gersinstea! of the stoc) items. An ?tem ?nvoice on the other han!, allows you to select stoc) items

instea! of le!gers.>usinesses that reuire an in#oice raise! with the item !etails, can select the &tem &n#oice option.>usinesses that want to raise in#oices for ser#ices ren!ere!, can !o so by selecting the Account&n#oice.

At this point, it is un!erstoo! that you alrea!y )now how to enter an &tem &n#oice, by selectingitems an! entering their uantity, rate, !iscount, etc.

5.6., 4al;@throu!h to create an ?tem ?nvoice

:. Ensure that you are at the /ate0ay o- Tally of ?n*us Enter(rises.

G. Ensure Allo0 ?nvoicin! option in $: $eatures #$: Acountin! $eatures& is set toes.

H. *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $: +ales.0. The in#oice screen must !isplay the columns % Name o- ?tem Guantity Rate (er Amount,

etc.

2. PartyHs A3c Name+ "ustomer One /create one, if it is not !isplaye! in the list of le!gers1.

3. Press Enter till you reach the $ame of &temC fiel! an! press the spacebar to #iew the -ist of6toc) &tems.

5. The !ifferent stoc) items with their balances are !isplaye! as follows+.

Figure 5.17 Sale& Voucher n tem n%oice o!e

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=ou alrea!y )now how to enter an item in#oice. $ow, let us go to the /ate0ay o- Tally to learnhow Account &n#oices are entere!.

5.6.6 4al;@throu!h to create an Account ?nvoice


:. The in#oice screen must !isplay the following columns+ Name o- ?tem Guantity Rate (eran* Amount.

G. lic) on the Acct ?nvoice button. =ou will notice that Tally.ERP 9 now !isplays the columns asParticulars Rate (er an* Amount.

H. 6elect the PartyHs A3c Name as "ustomer One.

0. Press Enter till you reach the Particulars fiel!. Press the 6pace >ar an! Tally.ERP 9 !isplaysthe -ist of -e!gers.

Figure 5.18 Sale& Voucher n ccounting n%oice o!e

2. 6elect the "onsultin! $ees /create one if it is not !isplaye! un!er Direct &ncome1.

3. 6pecify the amount as Rs. %5=== an! press Enter.

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Points to Remember

A #oucher is a !ocument containing the !etails of a financial transac%

tion.

As per accounting rules, any transaction in!icating the transfer of fun!sfrom cash account to ban) accountQ ban) account to cash account an!

ban) account to ban) account is referre! to as a ontra Entry.

Re#ersing 4ournals are special ournals that are automatically re#erse!

after the !ate of the ournal.

A

Voucher Entry in Tally.erp 9

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