Computer Applications

(Tally Accounting Package)

ACU07318 & SPU07117

IRU07303/ITU07305/SPU07307 1
In this Lecture

Voucher Entry in Tally.ERP 9

❑Voucher Types
❑Accounting Vouchers
❑Inventory Vouchers (Next Lecture)

IRU07303/ITU07305/SPU07307 2
Objectives
❑Describe the purpose of the Tally.ERP 9
Accounting Vouchers
❑ Create and alter Accounting Vouchers
❑Use vouchers to enter Accounting transactions
❑ Describe the use of Non-Accounting Vouchers
❑Describe the purpose of the Tally.ERP 9
Inventory vouchers
❑Create and alter Inventory Vouchers
❑ Using vouchers to enter Inventory
transactions
Voucher Types
•Voucher is a document containing the details of
a financial transaction.
• For example, a purchase invoice, a sales receipt, a
petty cash docket, a bank interest statement, and so
on.
•For every transaction made, a voucher is used
to enter the details into the ledgers , to update
the financial position of the company.
Voucher Types ..

•Tally.ERP 9 provides flexibility to use

predefined voucher types,
comprising of accounting and
inventory voucher types to record
various business transactions.
•Tally.ERP 9 provides flexibility to use
shortcut Keys as well as mouse
operations during voucher entry.
Voucher Types ..
•Tally.ERP 9 follows the Golden Rule of
Accounting when posting accounting
transaction;
Voucher Types ..
•Tally.ERP 9 provides predefined variety of
accounting vouchers.
• Each accounting voucher is designed to
perform a different task.
•Tally.ERP 9 provides users a flexibility to
create different types of vouchers and
record, classify them and segregate
vouchers accordingly
•For e.g. User can further classify payment
vouchers, by creating voucher types with
the names Bank Payment and Cash Payment
Creating a New Voucher Type
•Example; Siphy Trading Company wants
to record bank payment differently and
needs a new voucher type to replace the
pre-defined Payment voucher.
•This can be done as follows;
•Create a Bank Payment voucher
•Go to the
GwT> Accounts Info. > Voucher Types >
Create.
•Name: Bank Payment
•Type of Voucher: Payment
Accounting Vouchers
The following are standard Accounting vouchers In Tally.ERP9
Voucher Types Voucher Types
Contra Voucher (F4) Purchase Voucher (F9)
Payment Voucher (F5) Débit Note Voucher
(CTRL+ F9)
Receipt Voucher (F6) Reversing Journals (F10)
Journal Voucher (F7) Memo voucher
(CTRL+ F10)
Sales Voucher /Invoice (F8)
Credit Note Voucher (CTRL+ F8)
Optional Voucher: All the available vouchers in Tally.ERP 9 (except
non-accounting vouchers) can be marked optional, if required . Post-
dated voucher: All the available vouchers in Tally.ERP 9 can be marked
Accounting Vouchers

GwT→ Accounting Vouchers(V)

Contra Voucher (F4)
• F4 – Contra : For any Deposit/Withdrawal of Cash
from Bank. (Only Cash/Bank A/c are Debited /
Credited in Contra entries.)
• For example: Withdrawing money from the bank for
petty cash
Contra Voucher (F4) ..
•Use a Contra Voucher to record the entry.
>>Setup :
• In Voucher entry mode, press F12: Contra
Configuration and set the following to Yes:
1) Skip the Date field in Create Mode (faster
entry!)
2) Use Cr/Dr instead of To/By during entry
3) Warn on Negative Cash Balance
4) Show Ledger Current Balances
5) Show Balances as on Voucher Date
Contra Configuration screen from Voucher entry
mode—F12 Configuration
Note: Payment/Contra/Receipt vouchers can
be recorded in two modes:
1) Single Entry Mode
2) Double Entry Mode , use F12-configuration
to change either way, To activate these, go to
‘Use Single Entry Mode for (F11-Accounting Features
Pymt/Rcpt/Contra (Yes/No)’ Debit/credit notes ( yes)
Payment Voucher (F5)
• F5 – Payment: For any Payment made whether
cash/Cheque entry should be passed through
Payment entry. (Only Cash/Bank A/c are Credited in
Payment entry.)
•For example, a company settles a
creditor's bill by cheque
Use a Payment Voucher to record the entry.
Go to the Gateway of Tally > Accounting Vouchers > F5: Payment.
Payment Voucher (F5) ..

• Payment in Single Entry Mode

• In Voucher entry mode, use F12: Payment Configuration and set Use
Single Entry mode for Pymt/Rcpt/Contra to Yes.

Note: The advantage of a single entry mode is that you can select multiple
debits or credits depending on the type of entry. Similarly the transactions can
be recorded in single entry mode even in Receipt and Contra vouchers.
Warn on Negative Cash Balance
• Tally.ERP 9 displays a warning if • In the process of making the
the cash balance is NIL when payment, Tally.ERP 9 displays a
Warn on Negative Cash Balance warning at the time of accepting
is set to Yes in the F12: Payment the entry.
Configuration.
• For example, a cash ledger
account has no balance. A
payment of 40,000 TZS towards
Telephone expenses is to be
made

Negative balance
indicated in red
Receipt Voucher (F6)
•F6 – Receipt: For any Receipt whether in
cash/Cheque entry should be passed through
Receipt entry.
• Note that Only Cash/Bank A/c are Debited in receipt
entry

Gateway of Tally → Accounting Vouchers→F6 (Receipt)

Journal Voucher (F7)
• F7 – Journal : Other than Cash/Bank any entry can be
passed through Journal entry. (Transactions where No
Cash/Bank A/c are affected should be passed through
Journal e.g. Year end Provisions entries).
• For example, the company has entered some
expenditure on advertising as general office costs,
rather than recording the transaction in the separate
ledger for advertising.
Gateway of Tally > Accounting Vouchers > F7: Journal
Sales Voucher (F8)

• F8– Sales: For Trading Activities Sales of Goods, Entries should be

passed through this keys.
• For example, a company sells software on credit.
• Gateway of Tally > Accounting Vouchers > F8: Sales; As
Voucher/Invoice →CTRL+V
Press Y or Enter to accept the screen.
Credit Note Voucher (Ctrl + F8)
• This voucher type is made available when the option Use Debit/Credit
Note is set to Yes in the F11: Features (F1: Accounting features).
• For example: A customer returns stock that was incorrectly supplied.
• Go to the
GwT> Accounting Vouchers > F8: Credit Note (CTRL+F8)
Purchase Voucher (F9)

• F9– Purchases: For Trading Activities Purchases of Goods, Entries

should be passed through this keys.
• For example, a company buys computer parts on credit from .
• To post this entry , go to the
• GwT>Accounting Vouchers>F9(Purchase)
Débit Note Voucher (Ctrl + F9)
• This voucher type is made available when the option Use Debit/Credit
Notes is set to Yes in the F11: Features (F1: Accounting Features)
• For example, a company returns damaged goods to a supplier
• Use a Debit Note to record this entry.
Go to the
GwT> Accounting Vouchers > F9: Debit Note (Ctrl + F9)
Press Y or Enter to accept the screen
Reversing Journal Voucher (F10)

• Reversing Journals are special journals that are automatically

reversed after the date of the journal.
• They exist only for a day and are effective on the date of the
reversing journal.
• This voucher type is available only if the feature Use Reversing
Journals & Optional Vouchers is set to Yes in the F11: Features (F1:
Accounting Features).
Go to the Gateway of Tally > Accounting Vouchers
> F10: Reversing Journal.

Reversing Journals are useful in Scenario Management

Memo Voucher (Ctrl + F10)

• Memo Voucher is a non-accounting voucher and the entries

made using it will not affect your accounts.
• In other words, Tally. ERP 9 does not post these entries to
ledgers but stores them in a separate Memo Register.
• You can alter and convert a Memo voucher into a regular
voucher when you decide to bring the entry into your books.
Memo Voucher (Ctrl + F10) ..
GwT> Accounting Vouchers > F10:
memos (Ctrl + F10)
Memo vouchers are used for the following purposes :

❑Making suspense payments

• For example, the company gives an employee cash to buy office supplies, the
exact nature and cost of which are unknown .
• You could have entered a voucher stating petty cash advance, a voucher to
record the actual expenditure details when they are known, and another voucher
to record the return of surplus cash .However, a simpler way is to enter a Memo
voucher when the cash is advanced, and then turn it into a Payment voucher for
the actual amount spent, when known
❑Vouchers not verified at the time of entry
• Sometimes, it happens that you do not understand the details of a voucher you are
entering. In such cases, enter it as a Memo voucher and amend it when you get the
details.
❑Items given on approval
• Usually, entries are made into the books only after a sales transaction is completed.
Items given on approval, can be tracked by using a Memo voucher.
• It can either be converted into a proper Sales voucher or be deleted depending on the
outcome.
Summary-Types of Vouchers
The detailed standard vouchers are:
•Payment Voucher
•Receipt Voucher
•Contra Voucher
•Sales voucher
•Sales Orders
•Sales Vouchers/Invoices
•Delivery Notes
•Rejection In
•Purchase Voucher
•Purchase Orders
•Purchase Vouchers
•Goods Receipt Notes
•Rejection Out
•Journal Voucher
•Credit Notes
•Debit Notes
•Journal
•Memo Voucher
•Reversing Journal
•Stock Journal
•Physical Stock