Voucher Entry in Tally.ERP 9 (less than 40 chars

5: Tall
Lesson Voucher Entry in y.ERP 9
Lesson Objectives On completion of this lesson, you will be able 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 financial transaction. 'or e(ample, a purchase in#oice, a sales receipt, a petty cash !oc)et, a ban) 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. This feature of Tally.ERP 9 will be use! most often. 1
Voucher Entry in Tally.ERP 9
Tally.ERP 9 follows the *ol!en Rule of Accounting +

Real Accounts Debit re!it ,hat omes in ,hat *oes out Personal Accounts The Recei#er The *i#er Nominal Accounts E(penses an! -osses &ncomes an! *ains
5. Accountin! Vouchers
Tally.ERP 9 is pre%programme! with a #ariety of accounting #ouchers, each !esigne! to perform a !ifferent .ob. The stan!ar! Accounting Vouchers are+

ontra Voucher /'01 Payment Voucher /'21
2 2
Receipt Voucher /'31 4ournal Voucher /'51 6ales Voucher 7&n#oice /'81 re!it $ote Voucher / TR-9 '81 Purchase Voucher /'91 Debit $ote Voucher / TR-9 '91 Re#ersing 4ournals /':;1 <emo #oucher / TR-9 ':;1
Optional Voucher: All the available vouchers in Tally.ERP 9 (except non-accounting vouchers) can be marke optional! i" re#uire . Post-dated voucher: All the available vouchers in Tally.ERP 9 can be marke post- ate ! i" re#uire . =ou can alter these #ouchers to suit your company, an! also create new ones. Rea! ahea! to un!erstan! the function of each #oucher type. The following e(ercises are sample enteries for un!erstan!ing Voucher entry in Tally.ERP 9, !o not ma)e these entries. 5. . "ontra Voucher #$%&
'or e(ample+ with!rawing money from the ban) for petty cash.
"ontra Voucher
'escri(tion Voucher Entry
Recor!s fun!s transfer between cash an! ban) accounts Account 6tate >an) of &n!ia />an) Accounts1 Petty ash / ash%in%han!1 Amou nt Deb it Amou nt re! it
)se a "ontra Voucher to recor* the entry.
+etu( :
&n Voucher entry mo*e, press $ ,: "ontra "on-i!uration an! set the following to .es+

6)ip the Date fiel! in reate <o!e /faster entry?1 "se r7Dr instea! of To7>y !uring entry ,arn on $egati#e 6how -e!ger ash >alance urrent >alances
6how >alances as on Voucher Date
*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 cheAue.
Payment Voucher 'escri(tion Voucher Entry Recor!s all ban) an! cash payments Accou nt -e!ger account pai! Baltronic -t!. /6un!ry re!itors1 Amou nt Deb it Amou nt
>an) or cash account 6tate >an) of &n!ia />an) Account1
re! it
)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 -or Pymt3Rc(t3"ontra to .es. Payment Voucher 'escri(tion Voucher Entry Recor!s all ban) an! cash payments Accou nt -e!ger account pai! on#eyance Postage /&n!irect E(penses1 Amoun t Deb it Amou nt
>an) or cash account Petty ash />an) Account1
re! it
The entry ma!e in the single entry mo!e appears as shown below+
Figure 5.3 Payment Voucher with Single Entry
o!e
The a!#antage of a single entry mo!e is that you can select multiple !ebits or cre!its !epen!ing on the type of entry. 6imilarly the transactions can be recor!e! in single entry mo!e e#en in Receipt an! ontra #ouchers. 4arn on Ne!ative "ash 5alance Tally.ERP 9 !isplays a warning if the cash balance is $&- when 4arn on Ne!ative "ash 5alance is set to .es in the $ ,: Payment "on-i!uration. 'or e(ample, a cash le!ger account has no balance. A payment of Rs. 0,2;; towar!s Telephone e(penses is to be ma!e. &n the process of ma)ing the payment, Tally.ERP 9 !isplays a warning at the time of accepting the entry. The entry ma!e appears as shown below+
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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 Voucher Entry Recor!s all receipts into ban) or cash accounts Accou nt -e!ger account recei#ing >an) &nterest /&n!irect &ncomes1 Amou nt Amou nt re! it
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>an) or cash account Deposit Account
Deb it
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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 set to 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 #$9&

'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 Voucher Entry Recor!s a!.ustments between le!ger accounts Accou nt A!#ertising /&n!irect E(penses1 Amou nt Deb it Amou nt
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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 $9: 8ournal. The entry ma!e appears as shown below+
Figure 5.6 *ournal Voucher
5. .5 +ales Voucher #$:&

'or e(ample, a company sells software on cre!it. +ales Voucher 'escri(tion Voucher Entry Recor!s all sales Accou nt >uyerCs le!ger account <ilton D o. /6un!ry Debtors1 6ales Accounts /-ocal 6ales1 Amou nt Deb it re! it Amou nt
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)se a +ales Voucher -or ma;in! this entry. *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $:: +ales. The entry ma!e appears as shown below+
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 to .es in the $ : $eatures #$ : Accountin! -eatures&. 'or e(ample+ A customer returns stoc) that was incorrectly supplie!. "re*it Note Voucher 'escri(tion Voucher entry Recor!s cre!it note entry for sales returns or o#er% charging Accou nt >uyerCs le!ger account <ilton D o /6un!ry Debtors1 ustomer Amount re! it
Amount
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6ales Accounts -ocal 6ales
Deb it
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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. The entry ma!e appears as shown below+
Figure 5.8 Cre!it $ote Voucher
5. .9 Purchase Voucher #$9& A company buys computer parts on cre!it.

Purchase Voucher 'escri(tion Voucher Entry Recor!s all purchases Accou nt 6upplierCs le!ger account >eltron -t! /6un!ry re!itor1 Amou nt Amou nt re! it
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Purchase Accounts /-ocal Purchases1
Deb it
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)se a Purchase Voucher to recor* this entry. *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $9: Purchase. The entry ma!e appears as shown below+
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 to .es 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%charging by a supplier
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Voucher Entry
Accou nt 6upplierCs le!ger account >eltron -t! /6un!ry re!itor1 Purchase Accounts /-ocal Purchases1
Amount Deb it
Amount
re! it
)se a 'ebit Note to recor* this entry. *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $9: 'ebit Note. The entry ma!e appears as shown below+
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 the .ournal. 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 is set to .es in the $ : $eatures #$ : Accountin! $eatures1.
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The entry ma!e for this, is as follows+ Reversin! 8ournal Voucher 'escri(tion Voucher entry Recor!s the #oucher entries in a Re#ersing 4ournal Register, without affecting the le!ger accounts an! financial statements Accou nt -e!ger account -e!ger account *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $ =: Reversin! 8ournal. Amount Debit re!it Amount
Reversing Journals are use"ul in Scenario Management.
5. . = 2emo Voucher #"trl < $ =& <emo Voucher is a non%accounting #oucher an! the entries ma!e using it will not affect your accounts. &n other wor!s, Tally.ERP 9 !oes not post these entries to le!gers but stores them in a separate 2emo Re!ister. =ou can alter an! con#ert a <emo #oucher into a regular #oucher when you !eci!e to bring the entry into your boo)s. 2emo vouchers are use* -or the -ollo0in! (ur(oses : . 2a;in! sus(ense (ayments 'or e(ample, the company gi#es an employee cash to buy office supplies, the e(act nature an! cost of which are un)nown. =ou coul! ha#e entere! a #oucher stating petty cash a!#ance, a #oucher to recor! the actual e(pen!iture !etails when they are )nown, an! another #oucher to recor! the return of surplus cash. Eowe#er, a simpler way is to enter a <emo #oucher when the cash is a!#ance!, an! then turn it into a Payment #oucher for the actual amount spent, when )nown. ,. Vouchers not veri-ie* at the time oentry 21
6ometimes it so happens that you !o not un!erstan! the !etails of a #oucher you are entering. &n such cases, enter it as a <emo #oucher an! amen! it when you get the !etails. 6. ?tems !iven on a((roval "sually, entries are ma!e into the boo)s only after a sales transaction is complete!. &tems gi#en on a((roval, can be trac)e! by using a <emo #oucher. &t can either be con#erte! into a proper 6ales #oucher or be !elete! !epen!ing on the outcome.
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2emo Voucher 'escri(tion Voucher Entry Recor!s the #oucher entries in a memo register, without affecting the le!ger accounts an! financial statements Accou Amount -e!ger account -e!ger account nt Deb it it
Amount 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 to .es in the $ : $eatures #$ : Accountin! $eatures&. &t !iffers from the <emo #oucher in two respects+
&t is not a #oucher type, since all the other #oucher types can be mar)e! as Optional !uring a #oucher entry. =ou ha#e the option to bring this #oucher into your accounts tem(orarily an! see its effect on financial reports. Any #oucher type /e(cept non%accounting #oucher1 can be !esignate! as an Optional #oucher. O(tional Voucher
'escri(tion Voucher Entry
Recor!s #oucher entries temporarily, to help #isualise the effect on reports, without affecting the le!gers Accou nt -e!ger account -e!ger account Amount Deb it it Amount re!
5. . , Post@*ate* Vouchers
Post%!ate! Vouchers are ignore! by Tally.ERP 9 until the !ate in Auestion. This is useful for entering transactions that ta)e place on a regular basis. 'or e(ample, if you pay for something by instalments, you can set%up the payments in a!#ance, an! Tally.ERP 9 will only enter them in the le!gers as an! when they fall !ue. A #oucher is mar)e! as Post%!ate! while creating or altering it.
5. . 6 "reatin! a Ne0 Voucher Ty(e

National Tra*ers wants to recor! ban) an! petty cash payments !ifferently an! nee!s two new
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#oucher types to replace the pre%!efine! Payment #oucher. &nor!er to !o this+ reate a 5an; Payment #oucher
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*o to the /ate0ay o- Tally F Accounts ?n-o. 1 Voucher Ty(es 1 "reate. :. Name+ 5an; Payment G. Ty(e o- Voucher+ Payment /6pecify the !efault Tally.ERP 9 #oucher, whose functions the new #oucher shoul! copy1. H. Abbr.: 5an; 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! Automatic 2anual None Pur(os e 'or Tally.ERP 9 to !o it for you. =ou !o it. =ou can also specify if you wish to pre#ent !uplicates. 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 AO(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 $ate%ay o" Tally.ERP 9. &o%ever! the effective date "or the voucher may be i""erent. 'or example! entering a post- ate che#ue. Tally.ERP 9 isplays the narration "iel %hich applies to the %hole voucher. (y setting Use Common Narration option to No! %e can have separate narration "iel s "or each line on the voucher. Reversing )ournals are use "or *cenario +anagement. The Name of Class "iel enables creation o" ,oucher
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-lasses "or the respective voucher types. (The ,oucher class is a template to custom- ise voucher ata entry).
A 5an; Payment Voucher Ty(e
reation screen appears as shown below+
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Figure 5.11 Voucher -y)e Creation Screen . /an0 Payment :G. Press . or Enter to accept the screen. 5. . % 'is(layin! an* Alterin! a Voucher Ty(e Obser#e the menu, you will notice that you can also !isplay an! alter #oucher types. 6electing these options brings up a List o- Voucher Ty(es, from which you can select the one you want to #iew or wor) on. Apart from the hea!ing, the Voucher !pe "ispla!#$lter screens are i!entical to the Creation screen. Practice ECercise "reate a Petty "ash Payment Voucher Ty(e Ensure that the !etails in the Voucher Type below+ reation screen are as shown
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Figure 5.12 Voucher -y)e Creation . Petty Ca&h
The above exercises are sample enteries "or un erstan ing ,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 April G;;9 +
National Tra*ers 5usiness Transactions 'ate :%0%;9 :%0%;9 Transaction 'etails Pai! Rs 2;; to hallenger 6ystems by cheAue >ought office supplies for Rs :2; with Petty ash
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G%0%;9 2%0%;9 3%0%;9 3%0%;9 5%0%;9
,ages of Rs 3;; pai! to employees by cheAue >an)e! a cheAue for Rs 2;;; recei#e! from Data -in) Technologies 6ol! : &>< Pentium &V to 6pectrum omputers for Rs G0,582. ,ith!rew Rs G;; from >an) Account for Petty ash >ought : -aser.et :2;; from 6il#er Plus computers on cre!it for Rs 8,:;;
2"
The basic steps to be followe! while entering each #oucher are+

hec) if the !ate is correct an! use $,: 'ate to change it if necessary. 6elect the #oucher type from the button bar an! ma)e a further selection from the supple% mentary list that Tally.ERP 9 !isplays, if necessary. Enter the appropriate reference for the Purchase an! +ales #ouchers. 6elect the le!gers an! enter the amounts. Type the narration an! chec) whether all the !ata is correct before accepting.
reate the following Accountin! Vouchers in the boo)s of $ational Tra!ers 1 'ate Voucher Ty(e Le*!ers to be +electe* 'ebit :%0%;9 :%0%;9 G%0%;9 2%0%;9 3%0%;9 3%0%;9 5%0%;9 $5:Payment >an) Payment $5: Payment Petty ash $5: Payment >an) Payment $7: Recei(t $:: +ales $%: "ontra $9:Purchase Dr % hallenger 6ystems r % >an) Account Dr % Office osts r % Petty ash Dr % ,ages r % >an) Account r % Data -in) Technologies Dr % >an) Account Dr % 6pectrum omputers r % omputer 6ales r % >an) Account Dr % Petty ash r % 6il#erplus omputers Dr % Printer Purchases 2;;;.; ; G0,582.; ; 2;;.; ; :2;.; ; 3;;.; ;
"re*it 2;;.; ; :2;.; ; 3;;.; ; 2;;;.; ;
G0,582.; ; G;;.; G;;.; ; ; 8,:;;.; ;
8,:;;.; ;
.n the Purchase#Sales %edger +asters! set &nventor! Values are affected to No an procee %ith the above transactions. Enable the option to 'es in the &nventor! ransactions section.
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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 create . 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 or er 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 le ger names an the ebit an cre it amounts. Each line isplays a prompt o" "r or *! "or ebit entries an Cr or o "or cre it entries. 2epen ing on the voucher type! Tally.ERP 9 selects either 32r4 or 3-r4 "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 le ger! type the "irst letter o" its name. Tally.ERP 9 then isplays a %ist of %edger $ccounts beginning %ith the letter highlighte . 5nly le gers suitable "or the voucher type are isplaye . As you continue typing! the highlights re uce until a match is "oun .The current balance is isplaye %hen you select the le ger! (i" this option has been con"igure ). The revise current balance is sho%n a"ter the amount is entere . 5n selecting the next le ger! Tally.ERP
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Voucher Entry in Tally.ERP 9 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 cre its.
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Narration &ere you type %hatever appropriately escribes the transaction. Remember! 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 cre ite ! 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 5alance -or A(ril ,==9

*o to the /ate0ay o- Tally 1 'is(lay 1 Trial 5alance. 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 2)ril 13 2''" to 2)ril 73 2''"
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Enter -urther transactions -or National Tra*ers. >usiness Transactions for the months of <ay an! 4une G;;9 are as follows+ National Tra*ers 5usiness Transactions 'ate :;%2%;9 ::%2%;9 :H%2%;9 :9%2%;9 G0%2%;9 H;%2%;9 ;:%3%;9 ;:%3%;9 ;9%3%;9 :2%3%;9 GG%3%;9 GG%3%;9 Transaction 'etails >an) A!#ice recei#e! for ban) interest of Rs.2;; cre!ite! to the !eposit account. Electricity bill /Office costs1 for Rs.0;; recei#e! from EoriIon Enterprises. (1ote/ 7se a )ournal ,oucher) 6ol! : EP -aser.et :;:; 6eries for Rs 9,2;; to a cash customer, retaining the money as Petty ash. 6alaries of Rs G,2;;. Amount pai! through >an) Account. 6ol! : E - Pentium &V for Rs. G:,2;; to 6upreme omputers. Purchase! 2 "6> Pen Dri#es 30<> J Rs. :,G2; each from 6ystems on cre!it. Pai! freight charges of Rs G;; from petty ash Pai! hallenger 6ystems Rs. ::,2;; by cheAue Transferre! Rs 3,;;; from >an) Account to Deposit Account. heAue for Rs :2,;;; recei#e! from 6pectrum omputers Purchase! 0 &>< Pentium &Vs for Rs. :5,:;; each from a new supplier an! pai! by cheAue 6ol! G &>< Pentium &Vs for Rs. G0,582 to a customer who pai! by cheAue hallenger
.n the Purchase#Sales %edger +asters! set &nventor! Values are affected to No an procee %ith the above transactions. Enable the option to 'es in the &nventor! ransactions section.
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5. . 9 Trial 5alance -or 8une ,==9

*o to the /ate0ay o- Tally 1 'is(lay 1 Trial 5alance
Figure 5.14 -rial /alance From 2)ril 13 2''" to *une 3'3 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 /Alt9'01 6ales Or!er /Alt9'21 Re.ections Out /Alt9'31 Re.ections &n / trl9 '31 6toc) 4ournal /Alt9'51 Deli#ery $ote /Alt9'81 Receipt $ote /Alt9'91
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Physical 6toc) /Alt9':;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)ing whether 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 'etails recor*e* Recor!s placing an or!er for stoc) items to suppliers. 6upplier@s -e!ger account, $ame an! a!!ress, Or!er !etails, name of 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 a ref% erence. 'or e(ample, a customer places an or!er with the company for purchasing some goo!s. +ales Or*er 'escri(tion 'etails recor*e* Recor!s or!er !etails for stoc) items recei#e! from customers. ustomer@s -e!ger account, $ame an! a!!ress, Or!er !etails, name of stoc) item, "ue on, *o!own, Kuantity, Rate, Amount, $arration.
5.,.6 Rejections Out

A Re.ections Out entry is passe! to recor! the re.ecte! goo!s. This is a pure in#entory #oucher. 'or e(ample+ ,e ha#e purchase! some goo!s an! ha#e re.ecte! a part of it. Rejections Out #Purchase Returns& 'escri(tion 'etails recor*e* Recor!s re.ecte! stoc) !etails returne! to suppliers. -e!ger Account, 6uppliers name an! a!!ress, stoc) item, Trac)ing !etails, Or!er !etails, *o!own, Kuantity, Rate, Amount, $arration.
5.,.% Rejections ?n
A Re.ections &n entry is passe! to recor! the re.ecte! goo!s. The Re.ections &n entry is a pure in#entory #oucher. 'or e(ample a customer has re.ecte! goo!s that was sol! earlier. Rejections ?n #+ales Returns& 'escri(tion 'etails recor*e* Recor!s re.ecte! stoc) !etails recei#e! from customers -e!ger account, ustomer@s name an! a!!ress, stoc) item, trac)ing !etails, or!er !etails, *o!own, Kuantity, Rate, Amount, $arration.
38
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 transfers items of stoc) from the warehouse to the shop. +toc; 8ournal 'escri(tion 'etails recor*e* Essentially recor!s the transfer of stoc) from one *o!own to another. $ames of from an! to go!owns, name of stoc) item, Auantity, 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 'etails recor*e* Recor!s !eli#ery of new stoc) to customers Reference, le!ger account, supplierCs /if supplementary !etails are set to yes in ':G+ Deli#ery $ote onfiguration1 then, name an! a!!ress, Or!er D !ispatch !etails, name of stoc) item, Trac)ing !etails, Or!er !etails, *o!own, Kuantity, Rate/optional1, Amount/optional1,
5.,.9 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 'etails recor*e* Recor!s receipt of new stoc) from suppliers Reference, le!ger account, /&f supplementary !etails are set to yes in ':G+ Receipt $ote onfiguration1 then, Or!er !etails, 6upplierCs name an! a!!ress, name of stoc) item, Trac)ing !etails, Or!er !etails, *o!own, Kuantity, Rate /optional1, Amount /optional1, narration.
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 actual stoc) an! the recor!e! stoc) figure. Physical +toc; Voucher 'escri(tion 'etails recor*e* Recor!s the physical stoc) count as the new stoc) balance $ame of stoc) item, *o!own, Physical stoc) Auantity.
3"
5.,.9 Pure ?nventory Transactions

Pure in#entory Transactions /#ouchers1 are those that !o not affect financial recor!s. They affect only 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+

Re.ections Out /Alt9'31 Re.ections &n / trl9'31 6toc) 4ournal /Alt9'51 Deli#ery $ote /Alt9'81 Receipt $ote /Alt9'91 Physical 6toc) /Alt9':;1
+etu( :
To enable 'elivery Note an! Recei(t Note, set .es to )se Trac;in! Numbers an! )se Rejection Notes in $ : $eatures #$,: ?nventory $eatures&. *o to the /ate0ay o- Tally 1 $ ,: "on-i!uration 1 ?nvoice3Or*ers Entry L 6et "om@ (lete Accountin! Allocations in Or*er3'elivery Note to .es. <a)e sure that ?nventory Values are a--ecte*D is set to .es in all le!ger accounts un!er the groups 6ales Accounts an! Purchase Accounts.
An entry ma!e in a purchase #oucher can up!ate the stoc)s. &t is not necessary to ma)e a separate entry in a *oo!s Receipt $ote. This hol!s true for the goo!s !eli#ere! an! recor!e! in the 6ales Voucher itself. ,e shall now learn how to enter pure in#entory #ouchers.
5.,. = Recor*in! ?nventory Transactions

The in#entory transactions of $ational Tra!ers for April G;;9 are+ National Tra*ers ?nventory Transactions 'ate 3%0%;9 5%0%;9 9%0%;9 :H%0%;9 :2%0%;9 Transaction 'etails Deli#ere! : E - P&V from On%6ite to 6pectrum omputers.
Recei#e! !eli#ery of G EP -aser.et :;:; 6eries from 6il#er Plus omputers an! store! in On%6ite *o!own. Transferre! G E - P&V from On 6ite to ,arehouse. Returne! : EP -aser.et :;:; 6eries /'aulty1 to 6il#er Plus omputers. 6upreme omputers returne! : E - Pentium &V which was or!ere! incorrectly
4'
:3%0%;9
6toc) chec) re#eals physical stoc) of H >o(es of D RO< Dis)s :;;s in On%6ite *o!own.
41
.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* Voucher Voucher type urrent !ate Ref+ -e!ger account Or!er !etails $ame of item Trac)ing $umber *o!own Kuantity Rate Alt 9'8+ 'elivery Note 3%0%G;;9 A> 7D$7;;320 6pectrum E - P&V $ot Applicable On%6ite : G:,2;; 7 $os omputers Accept the !efault 'etails to be entere*
42
Amount &n Accounting Details 6creen $arration AcceptM =es or $o
G:,2;; omputer 6ales omputer !eli#ery =es
43
Voucher , Voucher type urrent !ate Ref+ -e!ger Account Or!er Details $ame of item Trac)ing $umber *o!own Kuantity Rate Amount &n Accounting Details 6creen $arration AcceptM =es or $o Voucher 6 Voucher type urrent !ate Source -Consumption. $ame of item *o!own Kuantity Rate Amount "estination -Production. $ame of item *o!own Kuantity Rate Amount $arration AcceptM =es or $o Voucher % E - P&V ,arehouse G :5,2;; 7 $os H2,;;; Transfer of stoc) =es E - P&V On%site G :5,2;; 7 $os H2,;;; Alt <$9: +toc; 8ournal 9%0%G;;9 Alt <$9: Recei(t Note 5%0%G;;9 "6 7:G;897Del 6il#er Plus omputers Accept the !efault EP -aser.et :;:; 6eries $ot Applicable On%site G 8,G;; 7 $os :3,0;; Printer Purchase Printer recei#e! =es
Voucher type urrent !ate
Alt <$7: Rejection Out :H%0%G;;9
:;9
6upplierCs $ame an! A!!ress $ame of item Trac)ing $umber *o!own Kuantity Rate Amount $arration AcceptM =es or $o Voucher 5 Voucher type urrent !ate -e!ger account ustomerCs $ame an! A!!ress $ame of item Trac)ing $umber *o!own Kuantity Rate Amount $arration AcceptM =es or $o Voucher 7 urrent !ate Voucher type $ame of item *o!own Kuantity $arration AcceptM =es or $o
6il#er Plus
omputers
EP -aser.et :;:; 6eries $ot Applicable On%site : 8,G;; 7 $os 8,G;; Re.ecte! goo!s out =es "trl<$7: Rejection ?n :2%0%G;;9 6upreme omputers 6upreme omputers E - P&V $ot Applicable On%site : $os G:,2;; 7 $os G:,2;; Re.ecte! goo!s in =es :3%0%G;;9 Alt <$ =: Physical stoc; D RO< Dis)s :;;s On%site H >o( 6toc) chec) a!.ustment =es
::;
5.,.
+toc; +ummary -or A(ril ,==9
*o to the /ate0ay o- Tally 1 +toc; +ummary.
Figure 5.15 Stoc0 Summary 4rom 2)ril 13 2''" to 2)ril 3'3 2''"
Enter -urther inventory transactions -or National Tra*ers. The sample in#entory transactions of the company for the months of <ay an! 4une G;;9 are as follows+ National Tra*ers ?nventory Transactions 'ate 9%2%;9 N o : Transaction 'etails Deli#ere! G $os of E - P&V from warehouse to 6pectrum omputers /Ref+ A> 7D$7;;320 &int/ *elect -omputer *ales. Recei#e! 2 >o(es of DRO< Dis)s :;;s from 6il#er Plus omputers /Ref+ "6 7:H;097Del1. Returne! : >o( of omputers. DRO< Dis)s :;;s /!amage!1 to 6il#er Plus
:5%2%;9 :8%2%;9
G H
474747
:%3%;9 :2%3%;9
0 2
Recei#e! 2 $os of ,ireless Beyboar!s from 6il#er Plus omptuers /Ref+"6 7:H0G;7Del1. Deli#ere! G $os &>< pentium &V from On%site to 6upreme omputers /Ref+ A> 7D$7;;5G:1 &int/ *elect -omputer *ales 6toc) chec) re#eals physical stoc) EP -aser.et :;:; 6eries as 2 $os. 6pectrum omputers returne! : $os E - P&V. Transferre! G $os of &>< P&V from warehouse to onsite.
G0%3%;9 G9%3%;9 H;%3%;9
3 5 8
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 go o%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.
484848
Figure 5.16 Stoc0 Summary 4rom 2)ril 13 2''" to *une 3'3 2''"
4"4"4"
The Total +toc; value shoul! be ,E65E65= ma!e up of "om(uters @ E=6E:==, Peri(herals @ % E95= an! Printers @ :9E7==.
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 or in#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 with in#oice. Therefore, you nee! to select the stoc) items that come in or mo#e out at the time of purchase 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 re.ecte! an! returne! to supplier. re!it $ote for *oo!s re.ecte! an! returne! by customer.
Debit $otes an! re!it $otes are use! to recor! the return of goo!s an! the correspon!ing re#ersal of sales an! purchases. *i#en below are e(amples of Purchase, 6ales, Debit $ote an! in#entory !etails + Purchase voucher 'or e(ample+ the company recei#es new stoc) from a supplier. Purchase Voucher 'escri(tion 'etails recor*e* Recor!s receipt of new stoc) with in#oice from suppliers. Reference, le!ger account, supplierCs name an! a!!ress, name of stoc) item, go!own, Auantity, rate, amount, purchase le!ger, other le!gers /if reAuire!1, narration. re!it $ote #ouchers with
+ales voucher 'or e(ample+ the company !eli#ers goo!s from its stoc) to a customer. +ales Voucher 'escri(tion 'etails recor*e* Recor!s the !eli#ery of goo!s an! in#oice to customers. Reference, le!ger account, customerCs name an! a!!ress, name of stoc) item, go!own, Auantity, rate, amount, sales le!ger, sales ta( le!ger /if reAuire!1, narration.
5'5'5'
'ebit Note 'or e(ample+ the company re.ects an! returns goo!s to the supplier. 'ebit Note 'escri(tion 'etails recor*e* Recor!s the !eli#ery of goo!s an! !ebit note to supplier. Reference, le!ger account, supplierCs name an! a!!ress, name of stoc) item, go!own, Auantity, rate, amount, purchase le!ger, other le!gers /if reAuire!1, narration.
"re*it Note 'or e(ample+ the company recei#es re.ecte! goo!s from a customer. "re*it Note 'escri(tion 'etails recor*e* Recor!s receipt of re.ecte! goo!s with a!#ice from customer. ompany issues cre!it note. Reference, le!ger account, customerCs name an! a!!ress, name of stoc) item, go!own, Auantity, rate, amount, sales le!ger, sales ta( le!ger /if reAuire!1, narration.
Tally.ERP 9 permits the entries of these #ouchers in Voucher <o!e as well as in in#oice mo!e. &n this section, you will learn how to enter them in Voucher <o!e. +et u( :
6et .es to )se 'ebit3"re*it Notes in $ acti#ate the in#oice mo!e.
: $eatures #$ : Accountin! $eatures&. Do not
<a)e sure that ?nventory Values are a--ecte*D is set to .es in all le!ger accounts un!er the groups 6ales Accounts an! Purchase Accounts. 6et )se Trac;in! Numbers to No in $ : $eatures #$,: ?nventory $eatures&.
*o to the /ate0ay o- Tally 1 Accountin! Vouchers.
Ensure that in $
: $eatures #$ : Accountin! $eatures& Allo0 ?nvoicin! is set to No.
reate the following Accountin! Vouchers with ?nventory *etails.
515151
i. +ales voucher
6elect $:: +ales from the button bar an! enter. $iel* :%5%G;;9 >lan) 6upreme omputers G:,2;; omputer 6ales $ame of &tem % F"L P?V *o!own % On@site Kuantity % Rate %, E5== G:2;; 6ales ma!e =es 'etai ls
Date Ref+ Dr Debit Amount r &n#entory Allocation
re!it Amount $arration AcceptM =es or $o ii. Purchase voucher
6elect $9: Purchase from the button bar an! enter+ $iel*s :%5%G;;9 >lan) 6il#er Plus omputers :,2;; Purchases $ame of &tem % 4ireless 2ouse *o!own % On@site Kuantity % 7 Rate %,5= :,2;; Purchases ma!e =es 'etai ls
Date Ref+ r re!it Amount Dr &n#entory Allocation
Debit Amount $arration AcceptM =es or $o
525252
iii. Payment voucher
Date Dr
6elect $5: Payment from the button bar, Petty "ash, an! enter+ $iel*s 'etai ls :%5%G;;9 Office osts 82 Petty ash 82 Office cost pai! =es
Debit Amount r re!it Amount $arration AcceptM =es or $o
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! sales an! 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 to .es in Purchases -e!ger. Ensure that the ?nventory values are a--ecte*D is set to .es in Parts 6ales, 6oftware 6ales an! omputer 6ales.
2a;e the -ollo0in! entry o- +ales in Voucher 2o*e. *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $:: +ales.
535353
Ensure the button abo#e the Post@'ate* option rea!s As ?nvoice. This button enables you to toggle between the #oucher an! in#oice format for !ata entry. The button #isible is the format NOT in use.
Enter the following !ata as on @9@,==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 ls 6upreme omputers. H,G;; omponent 6ales "6> Pen Dri#es 30 <> On%site G $os :,3;; /accept1 $os /accept1 H,G;;.;; N =es
Ref+ Dr Debit Amount r $ame of item *o!own Kuantity Rate Per Amount $arration AcceptM =es or $o
2a;e the -ollo0in! entry o- +ales in ?nvoice 2o*e+ :. 'ate+ ,@9@,==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 6upreme omput% ers. /at the stan!ar! price1 an! up!ate the accounting an! stoc) recor!s+ $iel*s Ref+ PartyCs A7c $ame Despatch Details A!!ress $ame of item *o!own Kuantity Rate Per Discount 'etai ls 6upreme omputers. Accept the !efault trl9A to accept all "6> Pen Dri#es 30 <> On%site G $os :,3;; /accept1 $os /accept1 :;O
&n &tem Allocation for+ "6> Pen Dri#es 30 <> 6creen
545454
Amount
G,88;.;; /accept L then )eep pressing Enter until the accounting !etails screen appears1 omponent 6ales G,88;.;; /accept1 N =es
Particulars /Accounting allocation sub% form1 Amount $arration AcceptM =es or $o
5.6.
?tem ?nvoice an* Account ?nvoice
Tally.ERP 9 gi#es you an option calle! Account ?nvoice where you can select the le!gers instea! of the stoc) items. An ?tem ?nvoice on the other han!, allows you to select stoc) items instea! of le!gers. >usinesses that reAuire 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 selecting items an! entering their Auantity, 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 to .es. H. *o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $:: +ales. 0. The in#oice screen must !isplay the columns % Name o- ?temE GuantityE RateE (erE Amount, etc. 2. PartyHs A3c Name+ "ustomer One /create one, if it is not !isplaye! in the list of le!gers1. 3. Press Enter till you reach the P$ame of &temC fiel! an! press the spacebar to #iew the -ist of 6toc) &tems. 5. The !ifferent stoc) items with their balances are !isplaye! as follows+.
Figure 5.17 Sale& Voucher 5n 5tem 5n%oice
o!e
555555
=ou alrea!y )now how to enter an item in#oice. $ow, let us go to the /ate0ay o- Tally to learn how Account &n#oices are entere!.
5.6.6 4al;@throu!h to create an Account ?nvoice

*o to the /ate0ay o- Tally 1 Accountin! Vouchers 1 $:: +ales.
:. The in#oice screen must !isplay the following columns+ Name o- ?temE GuantityE RateE (er an* Amount. G. lic) on the Acct ?nvoice button. =ou will notice that Tally.ERP 9 now !isplays the columns as ParticularsE RateE (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 !isplays the -ist of -e!gers.
Figure 5.18 Sale& Voucher 5n 2ccounting 5n%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.
565656
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!s from 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 <emo Register is a non%accounting #oucher an! the entries ma!e using it will not affect your accounts. An Optional #oucher is not a #oucher type. All other #oucher types /e(cept non%accounting #ouchers1 can be mar)e! Optional !uring #oucher entry. &n#entory #ouchers perform the same function in the in#entory system as accounting #ouchers in Tally.ERP 9. Tally.ERP 9 allows to create an! print sales in#oices.
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5: Tall

Lesson Voucher Entry in y.ERP 9

Lesson Objectives On completion of this lesson, you will be able to

Voucher Entry in Tally.ERP 9

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

ontra Voucher /'01 Payment Voucher /'21

'escri(tion Voucher Entry

)se a "ontra Voucher to recor* the entry.

6how >alances as on Voucher Date

Voucher Entry in Tally.ERP 9

*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&

Voucher Entry in Tally.ERP 9

Voucher Entry in Tally.ERP 9

>an) or cash account 6tate >an) of &n!ia />an) Account1

Voucher Entry in Tally.ERP 9

Figure 5.2 Payment Voucher

Press . or Enter to accept the screen.

Voucher Entry in Tally.ERP 9

>an) or cash account Petty ash />an) Account1

Voucher Entry in Tally.ERP 9

Figure 5.3 Payment Voucher with Single Entry

Press . or Enter to accept the screen.

Voucher Entry in Tally.ERP 9

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

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

Voucher Entry in Tally.ERP 9

>an) or cash account Deposit Account

Voucher Entry in Tally.ERP 9

Figure 5.5 (ecei)t Voucher

Press . or Enter to accept the screen.

5. .% 8ournal Voucher #$9&

Voucher Entry in Tally.ERP 9

Office osts /&n!irect E(penses1

Voucher Entry in Tally.ERP 9

Figure 5.6 *ournal Voucher

Press . or Enter to accept the screen.

5. .5 +ales Voucher #$:&

Voucher Entry in Tally.ERP 9

Figure 5.7 Sale& Voucher

Press . or Enter to accept the screen.

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

Voucher Entry in Tally.ERP 9

6ales Accounts -ocal 6ales

Voucher Entry in Tally.ERP 9

Figure 5.8 Cre!it $ote Voucher

Press . or Enter to accept the screen.

5. .9 Purchase Voucher #$9& A company buys computer parts on cre!it.

Voucher Entry in Tally.ERP 9

Purchase Accounts /-ocal Purchases1

Voucher Entry in Tally.ERP 9

Figure 5." Purcha&e Voucher

Press . or Enter to accept the screen.

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

Voucher Entry in Tally.ERP 9

Figure 5.1' +e,it $ote Voucher

Press . or Enter to accept the screen.

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

Voucher Entry in Tally.ERP 9

Reversing Journals are use"ul in Scenario Management.

Voucher Entry in Tally.ERP 9