Accounting Vouchers in Tally.ERP9

3.1. Accounting Vouchers

        3.1.1. Contra Vouchers (F4)

        3.1.2. Payment Voucher (F5)

        3.1.3. Receipt Voucher (F6)

        3.1.4. Sales Vouchers (F8)

3.2. Pre-defined Voucher Types in Tally.ERP 9         

        3.2.1. Alter a Pre-defined Voucher Type Practical

By default in Tally.ERP 9, there are 18 different pre-defined Voucher types (where Payroll feature is enabled, the number of pre-defined voucher types will be 20). Voucher type pertains to Accounting, Inventory and Payroll. These are used for recording various transactions according to the user needs.

Examples include Cash Payment Vouchers and Bank Payment vouchers where the relevant predefined voucher is Payment Voucher. You may have two or more sets of Sales Vouchers for different kinds of sales transactions e.g. Credit Sales, Cash Sales, etc.

If a voucher type is created, you can:

• Have the different Voucher numbering methods.

• Give own prefix and suffix details for the voucher numbering.

• Use the Effective Dates for the vouchers.

• By default, make some vouchers optional if required.

• Decide to have the Common Narration or Narration for each entry.

• Automate the printing immediately after saving the vouchers.

• Get separate reports for each type of voucher.

3.3.1. Accounting Vouchers

Tally.ERP is Pre-programmed with a variety of accounting vouchers, each designed to perform a specific job. The standard vouchers are :

1. Contra Voucher
2. Payment Voucher
3. Receipt Voucher
4. Journal Voucher
5. Sales Invoice

Tally.ERP 9 has a set of short cut keys for accessing vouchers easily.

3.3.1.1. Contra Voucher (F4)

As per accounting rules , contra entry is a transaction indicating transfer of funds from..

• Cash Account to Bank Account (Cash Deposit)
• Bank Account to Cash Account (Cash Withdrawal)
• One Bank Account to another Bank Account (Bank Transfer)

The following Vouchers can be done through the Contra Vouchers :
(a)          Cash Deposited into Bank
(b)          Cash Withdrawal from the Bank
(c)           Funds Transfer from One Bank to another Bank
(d)          Cash Transfer to Petty Cash

Go to Gateway of Tally.ERP 9 Ø Accounting Vouchers Ø F4 : Contra to display the Contra Voucher.

(A) Cash Deposit Voucher

Transactions : ₹. 5000 deposited in State Bank Of India as on 1-04-2020.

(B) Cash Withdrawal Voucher

Transactions : ₹. 5000 withdrawn from Axis Bank Ltd. as on 1-04-2020.

(C) Fund Transfer Voucher

Transactions : ₹. 5000 transfer from Axis Bank Ltd to State Bank Of India as on 1-04-2020.

3.3.1.2. Payment Voucher (F5)

Payment voucher is used to account all the payments made by the company by way of Cash/Bank.

Payment voucher can be passed using Single Entry or Double Entry mode by configuring the setting Use Single Entry mode for Pymt/Rcpt/Contra in F12 configuration .

Gateway of Tally.ERP 9 > Accounting  Vouchers > F5 : Payment displays the Payment Voucher.

Transactions : Paid Salaries of ₹. 5000 and Rent of ₹.2000 by cheque of  State Bank of India as on   1-04-2020.

1. Voucher Classes for Payment & Receipt Voucher

All Payment or Receipt are of two types….either Cash or Bank ( may be NEFT/Debit Card/ Credit Card/Direct Transfer)

Voucher Classes are available for all major voucher types like Contra, Payment, Receipt, Journal, Sales, Credit Note, Purchases, Debit Note, Sales Order, Purchase Order, Delivery Note,  and Stock Journal.

So, we can create two Classes – Cash Payment/Receipt  & Bank Payment/Receipt.

Let’s we create a Two Class in case of Payment Voucher:

Alter the Payment Voucher Type

1.            Go to Gateway of Tally.ERP9 > Accounts Info > Voucher Type > Alter ‘Payment Voucher’

2.            Retain the rest of the fields as they are.

3.            In the Voucher Type alternation screen, write ‘Cash Payment’ in the Name of Class field.

4.            Ensure that voucher type class is defined as shown in figure.

Note:

• Since it is a Cash Payment , select Cash-in-hand under Include Groups section and select Cash Ledger in third section. So that at the time of voucher entry , Cash ledger will select automatically.
• Similarly, in case of Bank Payment, selection of Bank Ledger in third section is not required (select Not Applicable)  if the business have multiple Bank Ledger Account.

5.            Make an entry of the transaction in a Paymnet Voucher – Voucher Class Cash Payment

Go to Gateway of Tally.ERP 9 > Accounting Vouchers >  F5 : Payment > Select ‘Cash Payment’ under Voucher Class List

Ensure that the Payment Voucher entries are as given in the Figure:

Note :
In this case, No Cash Ledger has to be select at the time of Payment Voucher Entry.

 3.3.1.3. Receipt Voucher(F6)

Transactions involving receipt of Money are entered in the Receipt Voucher.

Gateway of Tally.ERP > Accounting Vouchers > F6 : Receipt displays the Receipt Voucher.

Transactions : Amount collected and deposited to SBI Bank Rs. 93,600 from Swayam Computer

Transactions : Rs.500 interest received from SBI Bank.

3.3.1.4. Sales Invoice (F8)

You can record the sales of both goods and services in the same invoice by selecting the required sales ledger and GST ledgers (state tax and central tax for local sales; integrated tax for interstate sales)

Example:

Transactions :    Sold the following Goods to Chitra & Co. (within state customer) on Credit on 01/04/2020 with ‘Installation Charges’ Rs.1,000 extra which attracts GST 5% apart from Products GST.

Setup :

Create a Ledger “Installation Charges” under ‘Direct Income’ with GST Applicable @ 5% as details below :

Under Statutory Information, write YES in Set/Alter GST Details. Immediately you will be move to GST Details for Ledger screen as below :

Select ‘Sales Taxable’ under Nature of Transaction list with GST % i.e. 5% as per screen below:

You can view the tax details by clicking Alt+A : Tax Analysis. Click Alt+F1 : Detailed to view the tax break-up.

3.3.2. Pre-defined Voucher Types in Tally.ERP 9

Go to Gateway of Tally > Display > List of Accounts > Ctrl+V [Voucher Types]

Or

Go to Gateway of Tally > Accounts info / Inventory Info > Voucher types > Alter

 Image-2

3.3.2.1. Alter a Pre-defined Voucher Type

When goods / services are sold, a document detailing the transaction (item name, tax, etc) has to be given to the buyer or debtor as proof of purchase by him. This document is called Sale Invoice or Sale Bill or Cash Memo. Tally.ERP9 has facility to generate invoices according to the business requirements.

Even if you do not need extra voucher types, you would normally alter the predefined voucher types to customize them according to your needs, e.g., to control their numbers.

Go to Gateway of Tally > Display > List of Accounts > Ctrl+V [Voucher Types]         

Or

Go to Gateway of Tally > Accounts info / Inventory Info > Voucher types > Alter Sales Voucher          

Select one of the Pre-defined Voucher List to be Alter , say For Example – Sales

The pre-defined Sales Voucher screen will be shown below :

The Voucher Type creation screen is divided into three sections depending on various settings.

• General
• Printing
• Voucher Class

1. ‘General’ Setting in Sale Voucher Type

Type of Voucher

The type of voucher should be any one of the predefined voucher types (already listed). The new voucher type would inherit the properties of this predefined voucher type. It would function exactly like the predefined voucher.

Abbr (Abbreviation)

An abbreviation is required particularly for unformatted reports, which do not use compressing techniques. (Tally.ERP 9 allows printing of both formatted and unformatted reports). Even if the Abbreviation is not specified, Tally.ERP 9 automatically sets a default name for the Voucher. In this example, Sale is the abbreviation. Though there is no restriction on the length of the abbreviation, it should preferably consist of five characters or less.

Method of Voucher Numbering

This is, perhaps, one reason for your opting for a new voucher type. There are three methods available:

Automatic

This method is flexible. If Automatic method is selected, then Tally.ERP 9 numbers the vouchers automatically.

Automatic (Manual Override)

Select Automatic (Manual Override) if you want to auto-number the vouchers and manually override the auto-numbering, if required. For example, if the voucher number is 10, you can manually override the voucher number as required, say 21. The next voucher number will be 22.
Set Prevent Duplicated to Yes to avoid duplicate voucher numbers during entry. You can enable this option only if there are no transactions of this voucher type.

Manual

This method allows you to number the vouchers manually. It does not check for the sequence of the numbers and permits you to specify anything that you wish in the voucher number field. However, you may choose to prevent entry of duplicate numbers. If you would like to do so, then set Prevent Duplicates to Yes.

• Prevention of Duplicates is possible if you enable the option at the time of creation. You may enable it later (by alteration) only if there are no transactions of this voucher type.
• If you face difficulty due to existing transactions, just create another voucher type for preventing duplicates of subsequent voucher numbers.

Multi User Auto Voucher Numbering

The Multi-User Auto Voucher Numbering feature in Tally.ERP 9 works effectively in a multi user environment where multiple users are working on the company data and recording vouchers.
Multi-user auto voucher numbering helps:

• When multiple users are attempting to pass a sales voucher simultaneously, the process may be hindered due to the voucher number allocation.
• When a specific voucher number is used by one of the user the other user will have to re-accept the voucher so that the next available voucher number is allotted to his voucher.
• To ensure that the vouchers are numbered sequentially.
• To ensure that the bill-wise details do not have to be re-entered manually as it will get updated with the new voucher number on acceptance of the voucher entry.

Let us consider three users: Mr. Mohan, Mr. Ram and Mr. Shyam. All the three users are trying to record a sales voucher. The voucher on each of their system is numbered as 25. Mr.Mohan saves the voucher first and his voucher will be saved as 25. But when Ram and Shyam attempt to save the voucher, the error message "Voucher Number 25 already used ! New number will be appears.
In order to eliminate this error message and avoid the re-acceptance of the voucher, Tally.ERP 9 provides the option of Multi-User Auto Voucher Numbering.

None

This will disable numbering of such vouchers. If you select this method, no further information is required.

Use Advance Configuration in Method of Voucher Numbering:

If the Method of Voucher Numbering is set to Automatic, then an additional field to set the advanced configuration for the Voucher type is displayed. Setting this field to Yes, Voucher Type Creation (Secondary) screen is displayed.

The figure shown in the below voucher for Credit Card Purchase which will be available under the Purchase Voucher.

Number Scheme for different types of Vouchers :

You can generate different number series for different types of Voucher for identifying the voucher as monthly or by yearly. Example :

A further discussion on these options is necessary.

Use EFFECTIVE dates for Vouchers?

Select Yes if you want to enter effective dates for vouchers. You would opt for this if you have instances where a transaction under consideration for overdue/ageing analysis is recorded currently but will come into effect from another date. If the effective date is entered, the overdue/ageing will be considered from the effective date and not from voucher date.

Make Optional as Default

Setting this option to Yes, will set your Voucher to Optional Voucher by default. Refer to Optional Vouchers for further details.

Note:     For Memorandum and Reversing Journal voucher the option Make Optional as Default will not be shown.

Use Common Narration?

Select Yes to give a common narration for the entire voucher. Tally.ERP 9 vouchers can have multiple entries. Hence, you may wish to give a common narration for all the entries of the voucher. Select No, if you do not want a common narration.

Example of common narration in a voucher:

Narrations for each entry - Yes

Select Yes, if you want to give a separate narration for each entry of a voucher. This would be applicable for a multiple entry voucher where you want separate details for each entry. Select No if you do not want a separate narration for each entry.

Note:     To get the Narration for each entry raise the sales in As Voucher and for Payment or Receipt vouchers, set Use Single Entry mode for Pymt/Rcpt/Contra to No in F12:Configurations.

For Delivery Note, Receipt Note, Sales order, Purchase order, Physical Stock, Stock Journal, Rejection In and Rejection Out, the option Narration for each entry is deactivated.

2.  ‘Printing’ Setting in Voucher Type

Print after saving voucher?

Select ‘Yes’ to print every voucher after entering it, else select ‘No’. This is suitable for an online environment where you use Tally.ERP 9 printed vouchers as the formal voucher. Remember, that the transaction is already recorded and posted and should you wish to make corrections to the printed voucher, you must alter the Tally.ERP 9 voucher online and print it again.

Note: If we select Receipt as  Type of Voucher the option Print Formal Receipt after saving will be displayed. Depending on the Type of Voucher you have selected to create or alter, different printing features appear in this field.

Use for POS (Point Of Sale) Invoicing

If you would like to use the sales invoice as POS invoice then set this option to Yes.

Default Print Title to Print in Invoice

If you would like to give the default print title for POS Invoice then specify the same. So when ever you print the POS Invoice this title will be printed.

Default Bank Account Details to Print in Invoice

Select the Bank Ledger from a list of created Bank Accounts Ledger which will display Bank Account details that given at the time of creation inside the Invoice .

Default Jurisdiction to Print in Invoice

Place of Jurisdiction in case of any legal matter has to be mention which will be print below the invoice.

Set / Alter Declaration to Print in Invoice

It this option is set to Yes, a Space will be shown to write any Declaration or Terms & Conditions to be printed inside the Invoice . (This is default declaration by the Tally)