Lesson 5 - Voucher Entry Basics

Account Voucher

Voucher is a document containing the details of a transaction. For every transaction, you make a voucher. The voucher entry option at the Gateway enables you to make your day-to-day entries.

Voucher Entry in Tally 9

To make your voucher entries, press V at the Gateway. This brings you the Voucher Creation screen as shown in Figure.

F12: Configure: At any voucher screen, when you press F12: Configure, you get a screen as shown to configure your options.

The options are classified under two sections, namely

Accounting Vouchers, Inventory Vouchers
Now we will discuss accounting vouchers,

Show Cost Centre Details?
If you want to allocate transactions to Cost Centres, set this option to yes which will pop-up a window for cost allocation during Voucher entry.

Show Inventory Details?
If you want to input Inventory Details in Vouchers like Sales or Purchase, set this option to Yes which will pop-up a window for Inventory allocation during voucher entry.

Show Table of Bills details for Selection?
Normally, the list of Outstanding Bills appear when you make any transaction relating to ledger for which Bill by Bill option is set to Yes, and you select Ag Ref, so that you can pick up the Bill you want to adjust. However, if there is long outstanding list it may slow down the pace of voucher entry. To prevent the Outstanding Tables from being popped up during Data Entry, set this option to No, to speed up data entry.

Show Bill-wise Details?
If you want to input Billwise details in Vouchers for the ledgers for whom you have set yes to maintain bill wise details, set this option to Yes which will pop-up a window for Billwise allocation during Voucher entry.

Expand into multiple lines?
In the bill wise details, if you wish to view another line displaying the due date of the bill also, se this option to yes.

Show Balance as on Voucher Date?
If you have set the previous option to Yes, current balance of the ledger as at end-of-period will be displayed. If you turn this option to yes, Current Balances as at voucher date will be shown during Voucher entry, instead of end-of-the period. This is particularly helpful if you enter vouchers of previous date when you want display of balance for the ledger as at the Voucher date instead of end-of-the period.

Use Payment/Receipt as contra?
Normally Fund Transfer transactions are entered in contra Voucher, however, if you prefer to record such transactions in payment / receipt vouchrers, set this option to yes (e.g when you transfer fund through bank draft / DD and pay bank charges, a payment voucher will be more convenient than contra voucher)

A note of caution here. Normally you should make fund transfer entries through contra voucher only, unless you have specific reasons to do otherwise. When you use Receipt or Payment vouchers for fund transfer, stick to a particular voucher type otherwise you may get partial or wrong report when you view for a specific type of voucher.

Allow cash Accounts in Journals?
Norally cash transactions are recorded in Contra, Receipt or Payment Vouchers and such entries are not permitted in Journal Vouchers which are exclusively used for adjustments between Ledgers other than Cash and Bank Accounts. However, if you wish to pass a journal Voucher involving cash / bank Ledger, set this option to Yes.

Use Cr/Dr instead of To/By during Entry?
By default To and By appears during Tally Voucher entry, however if your preference is Cr & Dr, set this option to Yes

Warn on Negative Cash Balance?
During Vouchers entry if you want a warning when cash balance becomes negative, set this option to Yes.

Pre-Allocate Bills for payment?
Normally, you first enter the total amount paid/received and then select the Bills adjusted. By turning this option to Yes, you can first select the bills during Payment Voucher Creation. In such case, while entering a party account in a Payment Voucher, the list of outstanding bills come up to select the bills to be adjusted, simplifying the task of making payments without pre-calculating the total of the bills.

Allow Expenses/Fixed Asset in Purchase Vouchers?
Purchase Vouchers are normally allowed to include Direct Expenses (when this option is set to No). To allow Fixed Assets and Indirect Expenses also, set this option to Yes.

Allow Income Accounts in Sales Vouchers?
Sales Vouchers will be allowed to include Direct / Indirect Incomes by setting this option to Yes.


The voucher Creation Screen


Top portion of voucher Creation window displays the name of the company for which you are creating the voucher (Current company)

Description of items on the voucher screen:

Type of Voucher: Top left corner of the screen displays the selected type of Voucher. To select any other Type of Voucher, press relevant button. Different Types of Vouchers will be explained in detail.

Voucher Number: Just after the Type of Voucher, Number of the Voucher is displayed. If automatic numbering was set for the selected voucher type, it would be generated automatically and cursor would not move to this field. By default automatic voucher numbering is enabled in Tally 9. If manual numbering has been set cursor will move to the voucher number field to input number from keyboard.

Reference: This field appears in all types of vouchers except receipt, payment, journal, Reversing Journal and Memorandum Vouchers. It's a free field where you may input any reference relating to the Voucher. For example, you may enter Order Number, or Invoice number,in Purchase, Delivery challan number in sales voucher.

Date of Voucher: Date of the Voucher is displayed at top right corner of the screen which indicates date of voucher entry. The Current Date at Gateway of Tally is taken by default as date of voucher. To change the date, press F2 on keyboard.

Effective Date: This is the date which is considered for the computation of Due Date /Interest. This field appears if you have set Yes to the option, Use Effective Date for the specific voucher. Date of Voucher and Effective Date may be different. Also to change Effective Date, press F2 button that prompts Effective Date below Current Date.


Particulars

If you create Accounts voucher

In this field you should specify Dr or Cr. Type the letter D or Dr over the existing prompt to change, then select the ledger name from the pop-up list that Tally opens. There may be multiple Debit and Credit entries in one single voucher.

If you create Inventory voucher

If you are creating inventory voucher in Tally you will give information about the stock item you receive or issue and item related details like the Godown/warehouse, Batch Details, Quantity, Rate, Amount etc.

Debit / Credit Amount:

This field appears in Accounts voucher only. Enter the amount of transaction and press Enter key. Tally will update current balance of the ledger and display it. This will happen only if you gave 'Yes' to the question 'Show Ledger Current Balance?' under Accounting Voucher in Vouchers Entry under F12: configure option. The total will appear on the bottom of the Debit and Credit columns. If both credit and Debit totals are not equal Tally will prompt to enter further Credit / Debit to balance the voucher. If both are equal Tally will move the cursor to Narration field.

The Narration field

The last field of Voucher is Narration, here you enter details of the transaction entered in the voucher. It is not mendatory / compulsory to give narration. You can type anything about the transaction or just leave this field blank. You can turn off narration by responding No to the question 'Use Common Narration?' at voucher creation/alteration screen.

Saving the Voucher:

After entering narration, when you press Enter key a confirmation prompt will appear Asking 'Accept Yes/No?'. Press Y or Enter to save the voucher or press N to return cursor to the first entry allows you to alter any data in the voucher. If you give Y Tally will save the voucher and blank screen will appear next to continue voucher entry.

Voucher Types in Tally:

Payment voucher:

The payment voucher is for all payments you make through cash or Bank. These payments can be towards expenses, purchases, to trade creditors, etc. Follow the below procedure to create a payment voucher.

All payment vouchers must have first entry a debit and at least one credit to a Cash or a Bank Account. You can have any number of debit and credit entries. However, if you do not credit one cash or bank account and still try to accept the voucher a message appears asking for a cash or bank account.

If configured, Fund Transfer entries can also be made in payment voucher.

If you have given Yes to 'Print After Saving Voucher?' in Voucher Type creation/Alteration Tally will print the voucher immediately after saving.

Receipt Voucher

The receipt voucher in Tally is for all receipts into the Cash/Bank account. The voucher is similar to the payment voucher except that you debit cash or bank A/cs and credit the ledger from which you receive. The first entry in receipt must be credit and at least one debit to a cash or bank account. There can by any number of debit and credit entries. If you do not debit one Cash or bank account, a message appears asking you to rectify the entry.

If you have given Yes to 'Print After Saving Voucher?' in Voucher Type creation/Alteration Tally will print the voucher immediately after saving.

Alternatively you can print any voucher later by going to Voucher Alteration screen using Display menu. Open the voucher and press Alt-P to display the 'Print Voucher' Screen. Give 'Y' to the Print? Prompt.

Sales Voucher

The first entry must be a debit involving any debtor, bank or cash account and second should be a credit to ledger placed under sales account group. Rest of the accounts may be any Revenue account or any account under the Group current liabilities. Thus you can include Duties&Taxes from 3rd entry onwards.

Purchase voucher

The first entry must be a credit involving any creditor, Cash or Bank account and second entry should be a debit to a ledger placed under purchase account group. Rest of the accounts may be any revenue account or any account under the Group Current Liabilities

Contra Voucher

The contra voucher is for Fund transfers between cash and Bank accounts only. The following is the rule,

For example, If you pay Rs. 10000 cash into State bank Account. Your contra entry should be like this,

Particulars Debit/credit
Cr. Cash Credit - 15000
Dr. State bank ac Debit - 15000


Credit Note:

Credit Note is raised when a buyer reutrns some goods that you sold him. or you give him credit due to rate difference or discount/rebate or when there is an exces debit to any party

Debit Note:

You create a Debit Note when you make purchse return or when you have shortbilled a customer or you are granted credit by your supplier due to rate difference, discount etc.

Memo Voucher

This is purely Non-accounting voucher. These entries will not affect your accounts nor does affect your final results. You can alter and convert a Memo Voucher into a regular voucher when you decide to bring the entry into your books.

You can use memo vouchers to make suspense payments, vouchers not verified at the time of entry, Items given on approval.