K.L.

MEHTA
DAYANAND
WOMEN
COLLEGE
VOUCHER
ENTRY
Table of Contents

Accounting Vouchers ............................................................................................. 3

Contra Voucher (F4) ............................................................................................... 4

Payment Voucher (F5) ........................................................................................... 5

Payment in Single Entry Mode ............................................................................... 6

Receipt Voucher (F6) ............................................................................................. 7

Journal Voucher (F7) .............................................................................................. 8

Sales Voucher (F8) ................................................................................................. 9

Credit Note Voucher (Ctrl + F8) ............................................................................ 10

Purchase Voucher (F9) ......................................................................................... 11

Debit Note Voucher (Ctrl + F9) ............................................................................. 12

Creating a New Voucher Type .............................................................................. 13

VOUCHER ENTRY
Accounting Vouchers
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 so 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.

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)
Receipt Voucher (F6)
Journal Voucher (F7)
Sales Voucher /Invoice (F8)
Credit Note Voucher (CTRL+ F8)
Purchase Voucher (F9)
Debit Note Voucher (CTRL+ F9)
Reversing Journals (F10)
Memo voucher (CTRL+ F10)

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 entries for
understanding Voucher entry in Tally.ERP 9, do not make these entries.
 Go to the Gateway of Tally > Accounting Vouchers > F4: Contra. Press Y or Enter to accept the
screen.

Contra Voucher (F4)

For example: withdrawing money from the bank for petty cash.
Description Records funds transfer between cash and bank accounts
Voucher Entry Account
Amount State Bank of India (Bank Accounts) Credit
Amount Petty Cash (Cash-in-hand) Debit

VOUCHER NAME

VOUCHER DATE
LEDGER NAME

Use a Contra Voucher to record the entry. Setup: In Voucher entry mode, press F12:
Contra Configuration and set the following to Yes: Skip the Date field in Create Mode (faster
LEDGER NAME
entry!) DEBIT AMT
Use Cr/Dr instead of To/By during entry Warn on Negative Cash Balance Show
Ledger Current Balances Show Balances as on Voucher Date

CHEQUE NO CREDIT AMT

CHEQUE DATE

NARRATION IS VERY IMPORTANT FOR JOURNAL

DETAILS YOU CAN WRITE ANY TEXT FOR THIS BOX

THIS IS ENTRY IS DOUBLE ENTRY MODE

For example: withdrawing money from the bank for petty cash. Use a Contra Voucher to record the
entry. Setup: In Voucher entry mode, press F12: Contra Configuration and set the following to Yes:
Skip the Date field in Create Mode (faster entry!) Use Cr/Dr instead of To/By during entry Warn

on Negative Cash Balance Show Ledger Current Balances Show Balances as on Voucher Date
Payment Voucher (F5)

Go to the Gateway of Tally > Accounting Vouchers > F5: Payment. Press Y or Enter to accept
the screen.
For example, a company settles a creditor's bill by cheque.
Description Records all bank and cash payments Voucher Entry Account
Amount Ledger account paid circle & components. (Sundry Creditors) Debit
Amount Bank or cash account State Bank of India (Bank Account) Credit

Use a Payment Voucher to record the entry. Go to the Gateway of Tally > Accounting Vouchers
> F5: Payment.

Creditor name circle & components show

pending amount 94392 paid amount
162500 it mean total outstanding
162500+94392=256892

Tally show ledger balance on voucher

screen
 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. Payment Voucher Description Records all bank and cash payments
Voucher Entry Account
Amount Ledger account paid Conveyance Postage (Indirect Expenses) Debit
Amount Bank or cash account Petty Cash (Bank Account) Credit
The entry made in the single entry mode appears as shown below:
Press Y or Enter to accept the screen. 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.

SINGLE ENTRY MODE

IT’S MEAN SELECT CASH OR BANK

Choose mode by
voucher Configuration

Single entry mode or

double entry mode
Receipt Voucher (F6)
For example, the company receives a bank advice that the interest has been credited to its
deposit account. Receipt Voucher Description Records all receipts into bank or cash accounts
Voucher Entry Account
Amount Ledger account receiving Bank Interest (Indirect Incomes) Credit
Amount Bank or cash account Deposit Account Debit

Use a Receipt Voucher to record the entry. Ensure in F12: Payment Configuration, Use Single
Entry mode for Pymt/Rcpt/Contra is set to No. Go to the Gateway of Tally > Accounting
Vouchers > F6: Receipt. The entry made appears as shown below:

THIS ENTRY IS DOUBLE ENTRY MODE

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 for advertising. Journal
Voucher Description Records adjustments between ledger accounts Voucher Entry Account
Amount Advertising (Indirect Expenses) Debit
Amount Office Costs (Indirect Expenses) Credit.
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: Press Y or Enter to accept
the screen.

JOURNAL ENTRY
OPEN ALWAYS
DOUBLE ENTRY
MODE
Sales Voucher (F8)
For example, a company sells software on credit. Sales Voucher Description Records all sales
Voucher Entry Account
Amount Buyer’s ledger account Milton & Co. (Sundry Debtors) Debit
Amount Sales Accounts (Local Sales) Credit
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:
Press Y or Enter to accept the screen.

SALES ENTERED IN
VOUCEHR SCREEN
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. Credit Note Voucher Description Records credit note entry for sales returns
or Customer over-charging Voucher entry Account
Amount Buyer’s ledger account Milton & Co (Sundry Debtors)
Amount Credit Sales Accounts Local Sales Debit
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: Press Y or Enter to accept the screen.

MILTON & CO TOTAL SALES AMT=6500(BILL NO-261)

BUT SALES RETURN AFTER OUTSTANDING ONLY = 4977

BECAUSE SALES RETURN AGAINST BILL NO-261

TOTAL OUTSTANDING = 6500-1523=4977

Purchase Voucher (F9)
A company buys computer parts on credit. Purchase Voucher Description Records all
purchases Voucher Entry Account
Amount Supplier’s ledger account Beltron Ltd (Sundry Creditor) Credit
Amount Purchase Accounts (Local Purchases) Debit
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:
Press Y or Enter to accept the screen.
Debit 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. Debit Note Voucher Description
Records debit note entry for purchase returns or over-charging by a supplier

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:
Press Y or Enter to accept the screen.

BELTRON TOTAL OUTSTANDING PAYABLE =12500

BUT AFTER DEBIT NOTE ENTRY(PURCHASE

RETURN) PENDING OUTSTANDING ONLY=6000

PURCHASE RETURN=6500

TOTAL OUTSTANDING=12500-6500=6000
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

Go to the Gateway of Tally > Accounts Info. > Voucher Types > Create.

1. Name: Bank Payment

2. Type of Voucher: Payment (Specify the default Tally.ERP 9 voucher, whose functions the
new voucher should copy).

3. Abbr.: Bank Pymt (Specify the abbreviation to denote this new voucher in reports)

4. Method of Voucher Numbering: Automatic You can choose one of the following methods for
numbering from the pop-up:

5. Use Advance Configuration: No

6. Use EFFECTIVE Dates for Vouchers: No
7. Make ‘Optional’ as default: No (This is to set the voucher type as an Optional voucher, by
default)
8. Use Common Narration: Yes
9. Narrations for each entry: No
10. Print after saving Voucher: No
11. Name of Class: Skip.