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As a business owner, you have to continuously record transactions for the purpose of accounting, inventory management and statutory compliance.
If you are already using Tally.ERP 9, then like many other users of Tally, you must be quite acquainted with vouchers that are available in Tally.ERP 9. However, if you are new to Tally.ERP 9, then we would like to take you through the basic vouchers to make it easier for you.
Below is an outline of the commonly used vouchers in Tally.ERP 9 with details on how to use them.
The Sales Voucher is most widely used by the users of Tally.ERP9, it is a type of accounting voucher. Depending on the nature of your business, it can be created in the Invoice mode or Voucher mode. In the Invoice mode, you can print and provide a copy of the invoice to your customers. The Voucher mode can be used when you want to basically record transactions for statutory purpose only, and when you don’t necessarily have the need to print and share the information with your customer. Tally.ERP 9 gives you the flexibility to address different needs.
The Purchase Voucher too can be recorded either in the Voucher or Invoice mode based on the nature of business operations. It comes under accounting vouchers in Tally.ERP 9.
Suppose you change your mind and decide to change the mode when entering details of a purchase transaction? What if you have entered all the details and decide to change the mode in the last second? TallyERP 9 helps you to convert a voucher into an invoice, or vice versa, without expecting you to re-enter the details. It auto adjusts to your preference. Just use the Toggle button.
You can add more details by enabling options. Press F12 to do so.
The Payment Voucher in Tally.ERP 9 lets you provide all types of details when creating it. While making payment to a party you can provide details such as the instrument number, and even print the cheque. As soon as you pass a Payment Voucher, you can print the corresponding cheque. To see the list of cheques which need to be printed, go to Banking and click on Cheque Printing.
Tally.ERP 9 supports over 500 banks from both India and abroad. After making the payment, you can generate a Payment Advice in Tally.ERP 9 and share it with your supplier as it will update him with the details of all your payments.
When you create a Receipt Voucher, Tally.ERP 9 prompts you to take a look at all the pending invoices for which payments are yet to be received. As and when your customer makes a payment, you can record details such as against which invoice the payment is made; whether you received the payment by cash, cheque or via NEFT/RTGS; and what the instrument numbers are. You can even email this information to your customer. This way, you will never lose track of the payments.
Contra Vouchers are generally used by businesses to withdraw cash from banks or to deposit cash in banks. With Tally.ERP 9 you can also generate a cash deposit slip. Tally.ERP 9 also provides the denomination of notes to let you track and take a print of the same at the time of depositing money.
The Journal Voucher is used by businesses for multiple purposes, based on their business types. Some accountants use them for purchases and sales as well. Both accounting and inventory Journal Vouchers are available in Tally.ERP 9. The Inventory Journal Vouchers can be used to adjust inventory or for movement of inventory from one godown to another.
The Credit Note Voucher is used generally for a sales return. By default, the Credit Note is not enabled in Tally.ERP 9. It can be enabled by pressing on F11 and configuring the Features. While passing Credit Note, you can refer to the original invoice number as well. Upon selection of a party, Tally.ERP 9 will by default show you all the invoices which have been raised against the particular party for easy reference.
A Debit Note is used for purchase returns. With Tally.ERP 9, a user can either pass a Debit Note as a voucher or as an invoice where the inventory values also get affected. The Debit Note Voucher can be enabled by pressing F11 and configuring the Features. You can provide details of the original invoice numbers as well.
During physical stock verification, in cases of changes in the inventory count, one has to update the changes in books as well. It comes under Inventory vouchers in Tally.ERP 9.
Generally, businesses do this either on a monthly, quarterly or yearly basis to match the stock in hand with stock available as per the books. With Tally you can simply create a voucher to adjust the inventory.
The Material In and Material Out vouchers are available in Tally.ERP 9 to track inventory sent for job work and inventory received after job work. By using these vouchers, you can easily get an overview of inventory across all job works. Enable these vouchers by pressing F11.
As the name suggests, the Delivery Note Vouchers can be used to record the delivery of goods. Sometimes, they are also referred to as Delivery Challans. While passing a Delivery Note, you can provide transporter details such as lorry number, dispatch document number, bill of lading, and so on. Similarly, you can create a receipt notes as and when you receive consignments from suppliers.
Many businesses receive purchase orders from their parties or place orders to their suppliers. Purchase Order or Sales Order Vouchers can be passed using Tally.ERP 9 to keep a track of the complete order cycle.
The Purchase Order and Sales Order Vouchers in Tally.ERP 9 simplify order processing for businesses. Businesses typically receive purchase orders from their parties or place orders to their suppliers. While passing these orders, you can provide details such as by when would the order be processed, rates, and so on. Later as and when required, you can partially fulfill an order and track the remaining order, or you can even pre-close the order.
For more details on vouchers in Tally.ERP9, visit www.help.tallysolutions.com.
Watch Video on How to Change Mode to Switch Between Voucher Modes in TallyPrime