BST www.accountsarabia.com facebook.com/accountsarabia call Us:0530055606 Lesson 5: Voucher Entry in Tally.ERP 9 Lesson Objectives ‘On completion of this tasson, you wal be able to Describe the purpose of the Tally. ERP9 Accounting Vouchers Greate and aiter Accounting Vouchers Use vauchers to enter Accounting transactions Describe the use of Non-Accounting Vouchers: Describe the purpose of the Tally ERP Inventory vouchers Create and aiter Inventory Vouchers Using vouchers to enter Inventory transactions In accounting terms, a 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 ‘0 on. For every such transaction made, a voucher is used to enter the details into the ledgers to update the financial position of the company. This feature of Tally.ERP 8 will be used most often. Tally. ERP-9 follows the Golden Rule of Accounting : Debit Personal Accounts Nominal Accounts What Comes in The Receiver Expenses and Losses Credit What Goes out The Giver ‘Incomes and Gains 5.1 Accounting Vouchers Tally. ERP 9 is pre-programmed with a variety of accounting vouchers, each designed to perform a different job. The standard Accounting Vouchers are: Contra Voucher (F4) Payment Voucher (F5)Voucher Entry in TallyERP 9 Receipt Voucher (F6) Journal Voucher (F7) 5 Sales Voucher /Invoice (F8) 5 Credit Note Voucher (CTRL+ F8) Purchase Voucher (F9) Debit Note Voucher (CTRL+ F9) 5 Reversing Journals (F10) 2 Meme voucher (CTRL* F10) © Optional Voucher: All th 8 5 Posédated voucher: All the available vouchers in TalERP 9 can be marked postalated, if required. available vouchers in TalyERP 9 (ex: n be marked optional, if required. You can alter these vouchers to suit your company, and also create new ones. Read ahead to understand the function of each voucher type. The following exercises are sample enteries for understanding Voucher entry in Taly.ERP 9, do not make these entries. 5.14 Contra Voucher (Fa) For example: withdrawing money from the bank for petty cash. Description —_| Records funds transfer between cash and bank accounts Voucher Entry Account Amount | Amount ‘State Bank of India Credit (Bank Accounts) Petty Cash Debit (Cash-in-hand) Use a Contra Voucher to record the entry. Setup: In Voucher entry mode, press F12: Contra Configuration and set the following to Yes: 5 Skip the Date field in Create Mode (fasier entry!) Use Cr/Dr instead of To/By during entry Wam on Negative Cash Balance Show Ledger Current Balances ‘Show Balances as on Voucher Date ae‘Voucher Entry in Taly.ERP 9 arate po, 28608 Can Trrweren wom sae Bare faa ~ | Figure 5.1 Conta Voucher a Press Y or Enter to accept the screen, 5.1.2 Payment Voucher (F5) For example, a company settles a creditors bill by cheque Description Records all bank and cash payments Voucher Entry Account ‘Amount | Amount Ledger account paid Debit Kaltronic Lid. {Sundry Creditors) Bank or cash account Credit State Bank of India (Bank Account)Voucher Entry in TallyERP 9 Use a Payment Voucher to record the entry. Go to the Gateway of Tally > Accounting Vouchers > F5: Payment. cro | peace f = a =a [br Kapaa ons pre erae a wor | as ey sees tte ese, |raeraon Jon mo, Figure 52 Paymem Vaucher a Press Y or Enter to accept the screen, Payment in Single Entry Mode In Voucher entry mode, use F12: Payment Configuration and set Use Single Entry mode for Pymt/Rept/Contra to Yes. Description Records all bank and cash payments Voucher Entry ‘Account Amount | Amount Ledger account paid Debit Conveyance Postage (Indirect Expenses) Bank or cash account Credit Petty Cash (Bank Account) a6The entry made in the single entry made appears as shown below: cs apr 2009 Conveyance 0.00 “Zope sae or 20.00 Bote ance Or suxrsaon Accest? er Mo. Figure 5.3 Payment Voucher with Single Entry Mode 5 Press Y or Enter to accept the screen. ‘Voucher Entry in Taly.ERP 9 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 the cash balance is NIL when Warn on Negative Gash Balance is set to Yes in the F12: Payment Configuration. For example, a cash ledger account has no balance. A payment of Rs. 4.500 towards Telephone expenses is to be made. In the process of making the payment, Tally.ERP 9 displays a warning at the time of accepting the entry. The entry made appears as shown below:Voucher Entry in TallyERP 9 =o: nd Meet aa oe Or Tetepnone Expences, asoon0 ‘Ce Fal ASR ‘a Bal ASE Cr epoca onto Re (S00 a8 Figace 5.4 Payment Voucher with Waming on Negative Cash In addition to the warning, Tally. ERP 9 also displays the negative balance amount in Red. 5.1.3 Receipt Voucher (F6) For example, the company receives a bank advice that the interest has been credited to its deposit account. Ear Description Records all receipts into bank or cash accounts Voucher Entry ‘Account ‘Amount | Amount Ledger account receiving Bank Credit Interest (indirect incomes) Bank or cash account Debit Deposit Account‘Voucher Entry in Taly.ERP 9 Use a Receipt Voucher to record the entry. Ensure in F12: Payment Configuration, Use Single Entry mode for Pymt/Rept/Contra is set to No. Go to the Gateway of Tally > Accounting Vouchers > F6: Receipt. The entry made appears as shown below: cr ps fon aay Saar ae ran eno 100 20 Toes amen ce Cr Bepous hecoume 0.0 Cte teeter a fone Figure $5 Receipt Voucher 8 Press Y or Enter to accept the screen. 5.1.4 Journal Voucher (F7) For example, the company has entered some expenditure on advertising as general office costs, rather than recording the transaction in the separate ledger far advertising Description Records adjustments between ledger accounts Voucher Entry | ‘Account Amount | Amount | Advertising Debit (Indirect Expenses) Office Costs Credit (Indirect Expenses)Voucher Entry in TallyERP 9 Use the Journal Voucher to adjust the two accounts. Go to the Gateway of Tally > Accounting Vouchers > F7: Journal, The entry made appears as shown below: Pa be aavertinn ‘hr Bal S68 Oe (a Bal 1,600 Ge igen Sea ae 1 s0000, Womascre Figure 5.6 Journal Voucher 5 Press Y or Enter to accept the screen. 5.1.5 Sales Voucher (F8) For example, a company sells software on credit. ales Vo! Description | Records allsales Voucher Entry ‘Account Amount | Amount Buyer's ledger account Milton & Co. Debit (Sundry Debtors) Sales Accounts (Local Sales) Credit 30‘Voucher Entry in Taly.ERP 9 Use a Sales Voucher for making this entry. Go to the Gateway of Tally > Accounting Vouchers > F8: Sales. The entry made appears as shown below: r annen s.c3 5000.00 Carat Sa0R.08 Or (cr kcal Sates ‘seo. Cire 8408.00 Cr Accape? yes se) Figure 5.7. Sales Voucher 8 Press Y or Enter to accept the screen. 5.1.6 Credit Note Voucher (Ctrl + F8) This voucher type is made available when the option Use Debit/Credit Note to is set to Yes in the F11: Features (F1: Accounting features). For example: A customer returns stock that was incorrectly supplied. Description Records credit note entry for sales returns or Customer over- charging Voucher entry ‘Account Amount | Amount Buyers ledger account Millon & Co Credit (Sundry Debtors) ‘Sales Accounts Local Sales Debit ‘a1Voucher Entry in TallyERP 9 Use a Credit note to record this entry. Go to the Gateway of Tally > Accounting Vouchers > F8: Credit Note. The entry made appears as shown below: scr nama 8 c8 ene ca oa ane ne.ce ior Lea sates 000 ‘Co Ba ACs Aecope? res = mo Figure 5S Credit Note Voucher a Press Y or Enter to accept the screen. 5.1.7 Purchase Voucher (F9) A company buys computer parts on credit. eee Description Records all purchases Voucher Entry ‘Account Amount | Amount Supplier's ledger account Beltron Ld Credit (Sundry Creditor) Purchase Accounts {Local Purchases) Debit 2‘Voucher Entry in Taly.ERP 9 Use a Purchase Voucher to record this entry. Go to the Gateway of Tally > Accounting Vouchers > F9: Purchase. The entry made appears as shown below: apr 200% ome cat ta 390808 2.000.00 Aces? | ves = me _| Figure 59 Purchase Noucher 3 Press ¥ or Enter to accept the screen. 5.1.8 Debit Note Voucher (Ctrl + F9) This voucher type is made available when the option Use Debit/Credit Notes is set to Yes in the F114: Features (F1: Accounting Features) For example, a company returns damaged goods to a supplier. Description Records debit note eniry for purchase returns or over-charging by a supplier aVoucher Entry in TallyERP 9 Voucher Entry Account Amount | Amount Supplier's ledger account Bettron Ltd (Sundry Creditor) Depa Purchase Accounts (Local Purchases) Credit Use a Debit Note to record this entry. Go to the Gateway of Tally > Accounting Vouchers > F9: Debit Note. The entry made appears as shown below: y Sermon us ss020 a Bet BASLAR Ce ‘ssa00 roe secape? eto Me Figure 5.10 Debit Note Vaucher 5 Press Y or Enter to accept the screen. 5.1.9 Reversing Journal Voucher (F10) Reversing Journals are special joumals that are automatically reversed after the date of the joumal. 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). ry‘Voucher Entry in Taly.ERP 9 The entry made for this, is as follows: Description Records the voucher entries in a Reversing Journal Register, without affecting the ledger accounts and financial statements Voucher entry Account Amount | Amount Ledger account | Debit Ledger account ‘Credit Go to the Gateway of Tally > Accounting Vouchers > F10: Reversing Journ: Raversing Journals are useful in Scenario Management. Xe ‘ef 5.1.10 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 nat post these entries to ledgers but stores them in a separate Memo Register. You can alter and convert a Meme voucher into a regular voucher when you decide to bring the entry into your books. Memo vouchers are used for the following purposes : 4. 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 siating 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. 2. Vouchers not verified at the time of entry Sometimes it so 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, 3. 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.Voucher Entry in TallyERP 9 Coneeen Description —_| Records the voucher entries in a memo register, without | affecting the ledger accounts and financial statements Voucher Entry | Account Amount | Amount | Ledger account Debit | Ledger account Credit 5.1.11 Optional Voucher This is another non-accounting voucher which is available only if the feature Use Reversing Journals & Optional Vouchers is set to Yes in the F11: Features (F1: Accounting Features). It differs from the Memo voucher in two respects: 5 Itisnota voucher type, since all the other voucher types can be marked as Optional during ‘a voucher entry. 5 You have the option to bring this voucher into your accounts temporarily and see its effect ‘on financial reports. Any voucher type (except non-accounting voucher) can be designated a8 an Optional voucher. Description Records voucher entries temporarily, to help visualise the effect on reports, without affecting the ledgers Voucher Entry ‘Account ‘Amount | Amount Ledger account Debit Ledger account Credit 5.1.12 Post-dated Vouchers Post-dated Vouchers are ignored by Tally.ERP 9 unti the date in question. This is useful for entering transactions that take place on a regular basis. For example, if you pay for something by instalments, you can set-up the payments in advance, and TallyERP 9 will only enter them in the ledgers as and when they fall due. A voucher is marked as Post-dated while creating or altering it. 5.1.13 Creating a New Voucher Type National Traders wants to record bank and petty cash payments differently and needs two new voucher types to replace the pre-defined Payment voucher. Inorder to do this: Create a Bank Payment voucher 96‘Voucher Entry in Taly.ERP 9 Go to the Gateway of Tally > Accounts Info. > Vaucher Types > Create. 2. 3, 4 Name: Bank Payment Type of Voucher: Payment (Specify the default Ta voucher should copy). Abbr.: Bank Pymt (Specify the abbreviation to denote this new voucher in reports) Method of Voucher Numbering: Automatic [ERP 9 voucher, whose functions the new You can choose one of the following mathods for numbering from the pop-up: om 7, 8. 9. Cores ‘Automatic Far Tally.ERP 9 to do it for you. Manual ‘You doit. You can also specify if you wish to prevent duplicates. | None | Te disable numbering for this voucher type. | Use Advance Configuration: No Use EFFECTIVE Dates for Vouchers: No Make ‘Optional’ as default No (This is to set the voucher type as an Optional voucher, by defautt) Use Common Narration: Yes Narrations for each entry: No 10. Print after saving Voucher: No 11. Name of Class: Skip. taken from the current date mentioned at the ERP 5. However, ihe effective date for the voucher 1 example, entesing a post-dafed cheque a The voucher de at Gateway of Ts ) may bo dif Sf 3 Taly.ERP 9 displays tha namation field which applies to the whole voucher. By setting Use Common Narration option to No. we can have separate narration elds for each Jing on the voucher. Reversing als are used for Scanario Management. a Voucher Classes for Ui is a template ta The Name of Class field enables creat ctive voucher types. (The Voucher clas: se voucher data entry). A Bank Payment Voucher Type Creation screen appears as shown below.Voucher Entry in TallyERP 9 Figure 11 Voucher Type Creston Sersen — Hank Payment 12. Press Y or Enter to accept the screen 5.1.14 Displaying and Altering a Voucher Type Observe the menu, you will notice that you can also display and alter voucher types. Selecting these options brings up a List of Voucher Types, from which you can select the one you want to view or work on. Apart from the heading, the Voucher Type Display/Alter screens are identical to the Creation screen. Practice Exercise Create a Petty Cash Payment Voucher Type Ensure that the details in the Voucher Type Creation screen are as shown below: 8‘Voucher Entry in Taly.ERP 9 ecopt? Sek Me Figure §.12. Voucher Type Creation — Petty Cash 3 Press ¥ or Enter to accept the screen. Ths above sxevcisas ars sample entanss for understanding Vouchss entry In Tally ERP 9. do not make these entnes. 5.1.15 Recording Accounting Transactions Letus record the following business transactions of National Traders for the month of April 2009 : Date Transaction Details 1-4-09 | Paid Rs 500 to Challangar Systems by cheque | 1-4-09 | Bought office supplies for Rs 150 with Peity Cash | 2-4-09 | Wages of Rs 600 paid to employees by cheque 54-09 | Banked a cheque for Rs 5000 received from Data Link Technologies | 6-409 | Sold 1 IBM Pentium IV to Spectrum Computers for Rs 24,785. | 6-409 | Withdrew Rs 200 from Bank Account for Patty Cash | 7-4-09 | Bought 1 Laserjet 1500 from Silver Plus computers on credit for Rs 8,100Voucher Entry in TallyERP 9 The basic steps to be followed while entering each voucher are: 5 Checkif the date is correct and use F2: Date to change it if necessary. 5 Select the voucher type from the button bar and make a further selection from the supple- mentary list that Tally.ERP 9 displays, if necessary. 5 Enter the appropriate reference for the Purchase and Sales vouchers. 5 Select the ledgers and enter the amounts. Type the narration and check whether alll the data is correct before accepting. Create the following Accounting Vouchers in the books of National Traders = Dr- Challenger Systems Bank Payment | Cr- Bank Account 500.00 1-409 | FS: Payment | Dr- Office Costs 150.00 Petty Cash Gr: Pally Cash 150.00 2-409 | F5:Payment | Dr- Wages 600.00 Bank Payment | O°> Bank Account | 600.00 5-408 | F6: Receipt Cr- Data Link Technologies | 3000.00 Dr- Bank Account 5000.00 409 ales Dr- Spectrum Computers 24, 785.00 | Cr- Computer Sales mente €-408 | Fa: Contra Gr- Bank Account 200.00 Dr- Petty Cash 200.00 | 7-£09 | F9:Purehase | Gr- Silverplus Computers 8,100.00 Dr - Printer Purchases ror In tho Purchase/Sales Ledger Mastors, cot Inventory Values are affected fo No and proceed with tha abave transactions. Enable the option to Yes in the Inventory Transactions section. 100Lily sin oF racy ‘Voucher Entry in Taly.ERP 9 A Voucher Entry screen comprises of the following = Type of voucher (tis essential to check Jf you are using the night voucher for the transaction: ‘You can change tha voucher type by selecting a. now type from the button bar if required. For example on the selection of a payment voucher, Tally ERP 9 automatically displays the List of Voucher types you have cre ated. You can select the voucher type required. Voucher number Tally.ERP9 automaticaly sets the voucher number for you. You can change the voucher number manually, ifraquired. You can enter a reference of your choice. A Purchase order number or an Invoice Number can be entered as a reference. Date of voucher The date of the voucher you enter is displayed at the top-rght of the Voucher Creation scmen. The date is faken initially from the Gateway of Tally - Current Date and you may need to change it frequently to ensure that the vouchers are dated as you want, Effective da A voucher type can be configured to afew for an Effective date. The no below the Date of voucher displays the date when the voucher will be effective. Particulars This is where you enter the ledger names and the debit and credit amounts, Each line displays a prompt of Dr or By for debit eniries and Cr or To for credit entries. Depending onthe vouchar type. Tally. ERP 9 selects ether Dr’ or Cr forthe first prompt which you cannot change. Thereafler, you can change the prompt (if necessary) by {yping over if with a D or a ©. To select a ledger, type the first Feller of ts name. Tally ERP 9 then displays a List of Ledger Accounts heginring with the feller highlighted. Only ledgers suitable for the voucher type are displayed. As you continue typing, the highights reduce und! a matef ds found. The curent balance is displayed when you select the Jedger, {if this option has been configured). The revised current balance is shown afferthe amount is entered. On selecting the next ledger, Tally. ERP 9 suggests the balancing amount as the value fo be entered, which may be accepted or typed over. The voucher entry cannot be completed unt the debits equal the credits. tatVoucher Entry in TallyERP 9 $ Narration Here you type whatever appropriately describes the transaction. Remam- ber you can have a separate narration for each line of parfculars, if you configure the vaucher iype in thal way. For Payment Vouchers, where a bank account has been credited, TaliyERP 9 pre-sets the narration to Ch.No. expecting a cheque number to be entered. This canbe aver written if required. © Once the narration is complete, press Enter to bing up te Accept? box. © Once you accept the data, Tally.ERP 9 presents another data entry semen 5.1.16 Trial Balance for April 2009 Go to the Gateway of Tally > Display > Trial Balance After making the above emtries, the Trial Balance of National Traders will appear as shown : Flee dete ‘ono 8. Coteat hae aan. Sate Arcane ro Penaes Becton anoe0 meri tipenmre ont nec pornos oa fo tune we 2000 0 “rane Tanat SESSA 102 Figure $.18 Trial Balance From Apsil 1,309 w April 7, 2009,‘Voucher Entry in Taly.ERP 9 Enter further transactions for National Traders. Business Transactions for the months of May and June 2009 are as follows: Date Transaction Details 10-5-09 | Bank Advice received for bank interest of Rs.500 credited to the deposit account. 41-5-08 | Electricity bill (Office costs) for Rs.400 received from Horizon Enterprises. (Note: Use a Journal Voucher) 13-5-09 | Sold 1 HP Laserjet 1010 Seres for RS 9,500 to a cash customer, retaining the money as Petty Cash. 49-5-09 | Salaries of Rs 2,500. Amount paid through Bank Account 24-5-09 | Sold 1 HCL PentiumIV for Rs. 21,500 to Supreme Computers. 30-5-08 | Purchased 5 USB Pen Drives 64MB @ Rs. 1,250 each from Challenger Sysiems on credit. 01-6-09 | Paid freight charges of Rs 200 from petty Cash 01-6-08 | Paid Challenger Systems Rs. 11,500 by cheque (09-6-09 | Transferred Rs 6,000 from Bank Account to Depasit Account 15-6-09 | Cheque for Rs 15,000 received from Spectrum Computers 22-6-09 | Purchased 41BM Pentium IVs for Rs. 17,100 each froma new supplier and paid by cheque 22-6-09 | Sold 2 IBM Pentium IVs for Rs. 24,785 to a customer who paid by cheque in the Purchase/Sales Ledger Nfasters. set Inventory Values are affected the inventory Transactions coction. fo No.and proceed with the above transactions. Enable the option to Yes inVoucher Entry in TallyERP 9 5.1.17 Trial Balance for June 2009 Go to the Gateway of Tally > Display > Trial Balance ation Treaon Sapeseme ar oR i ce [tens plane Lem Lika 80.0 a ‘aos0no Sd Caveat Aone Asan Sates Accom massa Pech hecoene rtd Dasa topes om eerect omen nsw ees Fopenes ama Pee hee worn rand Total Caw Cae Figure S.14 Trial Balance From April 1, 2009 t June 30, 2009 5.2 Inventory Vouchers. Tally.ERP 9 inventory vouchers perform the same function in the inventory system as accounting vouchers do. They are the means by which you enter transactions relating to the Inventory. The vouchers record transactions relating to the issue and receipt of stock, the transfer of stock between godowns, and physical stock adjustments. The following inventory vouchers are available in Tally.ERP 9: 5 Purchase Order (Alt+F4) 5 Sales Order (Alt+F5) 5 Rejections Out (Att+F6) o Rejections In (Ctri+ F6) Stock Joumal (Alt+F7) Delivery Note (Alt+F8) 5 Receipt Note (Alt+ F9) 5 Physical Stock (Alt+F10) toe‘Voucher Entry in Taly.ERP 9 5.2.1 Purchase Order ‘A Purchase order entry has to be made in the books of the company to assist them in checking whether the goods have been received or not. The Purchase Order number can be used asa ref- erence. For example, the company wishes to place an order with the supplier for some goods. Description Records placing an order for stock items to suppliers | Details recorded | Supplior’s Ledger account, Name and address, Order details, name of stock item, Due on, Godown, Quantity, Rate, Amount, Narration. 5.2.2 Sales Order ‘A Sales Order entry has to be made to record this. The Sales Order number can be used asa ret erence. For example, a customer places an order with the company for purchasing some goods. Description Records order details for stock items received from customers. Details recorded | Customer's Ledger account, Name and address, Order details, name of stock item, Due on, Godown, Quantity, Rate, Amount, Narration 5.2.3 Rejections Out ‘A Rejections Out entry is passed to record the rejected goods. This is a pure inventory voucher. For example: We have purchased some goods and have rejected a part of it. GUroiek sce ene) |Description Records rejected stock details returned to suppliers. | Details recorded | Ledger Account, Suppliers name.and address, stock item, Tracking details, Order details, Godown, Quantity, Rate, Amount, Narration. 5.2.4 Rejections In A Rejections In entry is passed to record the rejected goods. The Rejections In entry is a pure inventory voucher. For example a customer has rejected goods that was sold earlier. Description received from customers Details recorded | Ledger account, Customer's name and address, stock item, tracking details, order details, Godewn, Quantity, Rate, Amount, Narration.Voucher Entry in TallyERP 9 5.2.5 Stock Joumal To record the consumption of goods there is no need for entries on both sides of the voucher. Such entries can be entered in a stock journal voucher. For example: the company transfers items of stock from the warehouse to the shop. eae | Description Essentially records the transfer of stock from one Godown to another, | Details recorded | Names of from and to godowns, name of stock item, quantity, rate, l amount, narration. 5.2.6 Delivery Note Goods that are being delivered to a customer are recorded in a Delivery Note voucher. Delivery Note Description Records delivery of new stock to customers Details recorded | Reference, ledger account, supplier's (if supplementary details are set to yes in F12: Delivery Note Configuration) then, name and address, Order & dispatch details, name of stock item, Tracking details, Order details, Godown, Quantity, Rate(optional), Amount(optional), narration. 5.2.7 Receipt Note Goods that are received from the supplier are recorded in a Receipt Note (Goods Receipt Note — GRN) voucher. Description Records receipt of new stock from suppliers Details recorded | Reference, ledger account, (If supplementary details are set to yes in F12: Receipt Note Configuration) then, Order details, Supplier's name and address, name of stock item, Tracking details, Order details, Godown, Quantity, Rate (optional), Amount (optional), narration. 5.28 Physical Stock Voucher Tally.ERP 9 considers the stock available based on the entry made in a physical stock voucher. For example, on conducting a stock-check, the company finds a discrepancy between the actual stock and the recorded stock figure. ec ion = Description Records the physical stock count as the new stock balance Details recorded | Name of stock tam, Godown, Physical stock quantity. 108‘Voucher Entry in Taly.ERP 9 5.2.9 Pure Inventory Transactions Pure inventory Transactions (vouchers) are those that do not affect financial records. They affect only the stocks. There will be a rise or fall in the stock when such vouchers are entered, The different pure inventory vouchers are: 5 Rejections Out (Al+F6) s Rejections In (Ctt+F6) 5 Stock Joumal (Alt+F7) 5 Delivery Note (Alt+F8) = Receipt Note (Alt+F9) 5 Physical Stock (Alt+F10) co Toenable Delivery Note and Receipt Note, set Yes to Use Tracking Numbers and Use Rejection Notes in F11: Features (F2: Inventory Features). 5 Goto the Gateway of Tally > Fi2: Configuration > Invoicel/Orders Entry ~ Set Com- plete Accounting Allocations in Order/Delivery Note to Yes. co Make sure that Inventory Values are affected? is set to Yes in all ledger accounts under the groups Sales Accounts and Purchase Accounts. ‘An entry made in a purchase voucher can update the stocks. It is not necessary lo make a ‘separate entry in a Goods Receipt Note. This holds true for the goods delivered and recorded in the Sales Voucher itself. We shall now learn how to enter pure inventory vouchers. 5.2.10 Recording Inventory Transactions The inventory transactions of National Traders for April 2009 are: inventory Tra Date Transaction Details 6-4-09 | Delivered 1 HCL PIV from On-Site to Spectrum Computers. 7-4-09 | Received delivery of 2HP Laserjet 1010 Series from Siver Plus Computers and stored in On-Site Godown. ‘9-4-09 | Transferred 2 HCL PIV from On Site to Warehouse. 13-4-09 | Retumed 1 HP Laserjet 1010 Series (Faulty) to Silver Plus Computers. 15-4-09 | Supreme Computers returned 1 HCL Pentium IV which was ordered incomectly 16-4-09 | Stock check reveals physical stock of 3 Boxes of CD ROM Disks 100s in On-Site Godown.Voucher Entry in TallyERP 9 2 in the Purchase/Sales Ledger Masters, set Inventory Values are affected fo Yes and proceed with the abave tansactions. 8 Tracking numbers must be activated and disabled after the exercise is completed. (Tracking numbers will be discussed later.) Go to the Gateway of Tally > Inventory Vouchers. ‘The basic steps to entar the vouchers are: 5 Change the date if necessary. 5 Select the voucher type from the button bar menu. ‘Type the deiails and check whether they are correct before accepting Accept the default rates of items that appear according to the standard cost and standard selling price given in the workbook. Practice Exercise Create the following transactions in the books of National Traders. Voucher 4 Voucher type Alt #F8: Delivery Note Current date 6-4-2009 Ref: ABCIDN/O0654 Ledger account ‘Spectrum Computers Order details Accept the default Name of item HCL PIV Tracking Number Not Applicable Godown, On-Site Quantity it Rate 21,500 / Nos ‘Amount 21,500 In Accounting Details Screen | Computer Sales Narration ‘Computer delivery Accept? Yes or No Yes 108‘Voucher Entry in Taly.ERP 9 ‘Voucher 2 Voucher type Alt +F9: Receipt Note Current daie 7-4-2008 Ref. USC/12089/Del Ledger Account Silver Plus Computers Order Details Accept the default Name of item HP Laserjet 1010 Series Tracking Number Not Applicable Godown On-site Quantity 2 Rate 8,200/ Nos Amount 16,400 In Accounting Details Screen | Printer Purchase Narration Printer received Accept? Yes or No Yes ‘Voucher 3 Voucher type Alt +F7: Stock Journal Current date 9-4-2009 ‘Source (Consumption) Name of item HCL PIV Godown On-site ‘Quantity 2 Rate 17,500 / Nos ‘Amount 3500 | Destination (Production) Name of item HCL PIV Godown Warehouse Quantity 2 Rate 17,500 / Nos Amount 35,000 Narration Transfer of stock ‘Accept? Yes or No Yes ‘Voucher 4 Voucher type Alt +F6: Rejection Out Current date 13-4-2009Voucher Entry in TallyERP 9 110 ‘Supplier's Name and Address Silver Plus Computers Name of item HP Laserjet 1010 Series Tracking Number Not Applicable Godown: On-site Quantity 1 Rate ‘8,200 / Nos ‘Amount 8,200 Narration Rejected goods out ‘Accept? Yes or No “Voucher type ejection In Current date 15-4-2009 Ledger account ‘Supreme Gomputers Customer's Name and Addmss ‘Supreme Computers Name of item HCL PIV Tracking Number Not Applicable Godown: On-site Quantity 1 Nos Rate 21,500 / Nos Amount 21,500 Narration Rejected goods in Accept? Yes or No Yes Voucher 6 Current date 16-4-2009 Voucher type Alt +F40: Physical stock Name of item CD ROM Disks 1005 Godewn, ‘On-site Quantity 3 Box Narration ‘Stock check adjustment Accept? Yes or No Yes‘Voucher Entry in Taly.ERP 9 5.2.11 Stock Summary for April 2009 Go to the Gateway of Tally > Stock Summary. rr rr Figure 5.15 Stock Summary ftom April 1, 2009 ta April 30, 2009 Enter further inventory transactions for National Traders. The sample inventory transactions of the company for the months of May and June 2009 are as follows: National Traders Inventory Transa Date | No Transaction Details 95-09 [1 | Delivered 2 Nos of HCL PIV from warehouse to Spectrum Computers (Ref: ABC/DN/00654 Hint: Select Computer Sales. 17-5-09 |2 | Received 5 Boxes of CDROM Disks 100s from Silver Pius Computers (Ref: USC/13049/Del). 185.09 |3 | Returned 1 Box of CDROM Disks 100s (damaged) to SiNer Plus Computers. i"Voucher Entry in TallyERP 9 1-609 |4 | Received 5 Nos of Wireless Keyboards from Siver Plus Comptuers (Ref-USC/13420/Del). 15-6-09 |5 | Delivered 2 Nos IBM pentium IV from On-site to Supreme Computers (Ref: ABC/DN/00721) Hint: Select Computer Sales 246-096 _| Stock check reveals physical stock HP Laserjet 1010 Series as § Nos 29-6097 | Spectrum Computers returned 1 Nos HCL PIV. 30-86-03 [8 | Transferred 2 Nos of IBM PIV from warehouse to onsite. © Accept the default rafas that appear for each item, as specified in the ‘Standard Cost and Standard Selling Price ofthe Siock Item. 8 if the godown has nol been specified in the lable above, selact On - Site 5.212 Stock Summary for June 2009 Go to the Gateway of Tally > Stock Summary. fiat Fant ro i Figure 516 Stock Summary foam April 1, 2009 ts June 31, 2009 112