Professional Documents
Culture Documents
ACCOUNTS INFORMATION............................................................ 63
Groups ................................................................................................... 66
Advanced Usage ................................................................................ 86
Managing groups in multiple companies........................................... 93
Ledgers................................................................................................... 95
Expert Usage ................................................................................... 121
1
Cost Categories and Cost Centres ..................................................... 125
Introduction ..................................................................................... 125
Expert Usage ................................................................................... 132
Advanced Usage .............................................................................. 136
Expert Usage for Cost Categories.................................................... 140
Expert Usage for Cost Centres under Cost Categories .................... 146
Budgets................................................................................................. 151
How to manage and operate budgets ............................................... 151
Create a budget ................................................................................ 152
Alter a budget .................................................................................. 154
Delete a budget ................................................................................ 154
Voucher Types ..................................................................................... 155
How to manage and operate voucher types ..................................... 156
Advanced Usage .............................................................................. 159
Currencies............................................................................................ 166
Introduction ..................................................................................... 166
Managing and operating multiple currencies .................................. 167
INVENTORY INFORMATION........................................................ 175
2
Display or alter a stock category ..................................................... 195
Stock Items .......................................................................................... 197
Creating a stock item ....................................................................... 198
Expert Usage ................................................................................... 201
Display or alter a stock item ............................................................ 203
Advanced Usage .............................................................................. 203
Locations/godowns.............................................................................. 210
Voucher Types ..................................................................................... 212
Units of measure` ................................................................................ 213
Create a unit of measure .................................................................. 213
Displaying and altering units of measure ........................................ 216
VOUCHER ENTRY ........................................................................... 217
3
How to create Sales Orders.............................................................. 272
Alter a Sales Order .......................................................................... 275
Delete a Sales Order ........................................................................ 275
View order position.......................................................................... 276
Invoice Entry ....................................................................................... 280
Printing invoices and vouchers ........................................................ 289
Display/Alter a voucher/invoice ...................................................... 290
Advanced voucher entry..................................................................... 291
Advanced accounting vouchers ....................................................... 291
DISPLAY – THE ALL POWERFUL EIS TOOL............................ 307
4
Company Information
5
Company Information
The very first time you start Tally, you would require to 'create' a
Company Info. company. 'Create Company' simply means giving basic
information about the company whose books of accounts Tally is
to maintain for you. Tally is smart, but it does need an
introduction to your company. The initial screen would appear
like this:
6
The left-hand side gives information of the companies that are
F12:Configure – already loaded or selected. It also gives information of the
General currently loaded company's accounting period and the date.
configuration to Current date is not the calendar date but the date you worked last
set country during the current period. You can select a company only if the
specific
company exists (obviously). Select one or companies if you need
defaults. Use it
before creating to switch between companies or if you need information from
a company. one or more companies for comparison purposes.
7
Create a company
Gateway of Tally Æ Company Info. Æ Create
8
The screen for India/Asia would, however, be:
Name
Give the name of the company whose books are being opened. It
is typically your company. If you are a professional accountant
and are maintaining the books of your clients, give the Client
Company's name.
(Of course, you would maintain your firm's books on Tally too!
In that case, give your firm's name).
9
& The name is not restricted to the visible length of the (field)
space for entry. Tally's marvellous innovative technology allows
entry of long (really long) names. It compresses the characters
horizontally, so that the name is fully visible and you needn't
scroll sideways (Now you do not have to wonder whether the
name visible on the screen is complete or not. Scrolling
sideways almost always makes you forget the first few words
that you had read and you have to scroll back).
10
& Notice the vertical compression at work. You are permitted to
give any number of lines for the address. All the lines are visible.
Currency Symbol
Give the symbol of the base currency, e.g., £, $, Rs., or even
GBP, US $, etc. Tally uses this symbol in reports, where
necessary. You will maintain your accounts in this currency. For
more details, refer to the section on Currency Information below.
11
It is not compulsory to give this information and you may skip it.
On the other hand, you may give either or both, as applicable.
Similarly, VAT is the value-added tax levied on transfer of most
goods and services in the UK and Europe.
Maintain
Specify whether you want to maintain only financial books of
accounts or only inventory or both accounts and inventory. Select
from the popup list.
Let us examine each option and its applicability.
12
Inventory only
Select this only if you do not want to maintain ANY financial
records for this company (may be suitable for pure stock
points/godowns and factories). Tally prevents financial
information from being recorded or displayed.
& You may opt for Accounts Only in your corporate office and
Inventory Only at your remote stock point.
Accounts-with-Inventory
This obviously allows you to maintain both financial accounts
and inventory. You may choose not to use one or the other until
the need arises.
Once you have created the company and load it you would find a
button - [F11] Company Features - on the bottom right hand
corner of your screen. Company Features are modifiable settings
pertaining to the current company you are working with. One of
the settings is a question pertaining to maintenance of accounts-
with-inventory, viz., Integrate accounts and inventory
(Yes/No?). Why should this question be asked at all?
13
An explanation is in order here:
While creating the company, you have selected accounts-
with-inventory to be maintained. Tally will, now, allow
maintenance of both accounts and inventory for the
company but you may or may not integrate the two. The
difference from accounts only and inventory only is that you
need to create only one company in this case. In the other
case, you would have to create two companies - one for
accounts and the other for inventory. Moreover, you can
then select to integrate or not integrate at any time. The
data is organised in a manner that the separation or merger
is done without taking any time.
The effects of integrated and non-integrated is described
below:
Integrated Accounts-and-inventory:
You are allowed transactions in Inventory records and the
account balances are automatically reflected in the Balance
Sheet as Closing Stock. You are not allowed to directly
change the closing balance of an account under this group.
Non-integrated Accounts-and-inventory:
Accounts that fall under the group ‘stock-in-hand’, are not
permitted any transactions. It allows you to hold opening
and closing balances only. Since no vouchers can be
passed for these accounts, they are the only accounts for
which the closing balances can be directly altered (by an
authorised user only)
14
1st April even if the company is actually established on, say, 16
August 1997). You are permitted to modify the date at any time
(subject to security permissions, of course) and the FY will
change accordingly. In a manner of speaking, it is actually a
floating financial period.
& However, you may display or, in many ways, work through any
number of months; even more than 12. This flexibility can be
used to view performance of projects that take more than 12
months or when the accounting period itself is more than 12
months (in cases of first year of operation).
15
FY stated previously is April-March. The books will begin on 19th
August 97 and close on 31st March 1998. It ensures smooth
transition to the next year.
This concept can be applied even when you are migrating to
Tally from any other system on any day during the FY. Simply
close books in that other system on the previous day and start
books on Tally from this day. You are allowed to give opening
balances of all ledger accounts including revenue accounts. (Of
course, you can take advantage of Tally's Import ability to import
data from that other system).
16
Use TallyAudit features
TallyAudit allows the administrator or an auditor profile user to
track changes in accounting information. If you wish to use this
facility, select Yes. TallyAudit will be available only to the
administrator/auditor, through Display of Statements of
Accounts. It will be discussed in fuller detail under the Security
Control section in Advanced Usage.
17
Base Currency Symbol
Give the symbol of the currency, e.g., £, $, Rs., or even GBP, US
$, etc. Tally uses this symbol in reports, where necessary.
Formal Name
The full name of the currency, e.g., Indian Rupees, Sterling
Pounds, U.S. Dollars. Why do you need formal name?
It is expected that you will have more than one company on the
same computer. They may be branches, sister-companies or any
entity whose data you occasionally combine for consolidation or
bring together for analysis. If in one company you have the
symbol $ to mean Australian Dollars and in another company,
the same $ means U S Dollars, consolidating their accounts
would give an erroneous picture. In such cases, the formal name
is used to match them.
18
Load a company
When the company is created it gets loaded automatically the
first time. However, you must Select the company to load it.
(Select and load are synonymous)
Start Tally by double clicking the Tally icon.
Tally can be configured to automatically load companies by
Load a company appropriately setting the TALLY.INI file. The relevant portion of
the TALLY.INI file is reproduced below:
19
On the other hand, if you do not want to load any company be
default, i.e., Default Companies=No, then on clicking the Tally
icon, Select a company you want to load:
Bring arrow to Select Company and press <ENTER> or double-
click the option.
20
The left side of the screen gives details of the loaded companies.
Load more than In the example below, two companies (out of the 11 created -
one company refer the data directory listing above) are currently loaded:
21
Shut a company
Shut a company
Shut a company means to unload it. It does not mean that you
-unload it
have deleted it. Simply select it again to load and work on it
again. Double-click the button [ALT][F1]:Shut Cmp or press
[ALT]+F1 and select the company you want to shut.
Alter a company
Alter company
info. You can modify, at any time, any information given whilst
creating the company.
At the Gateway of Tally
[ALT]+F3 Æ Alter
The menu below gives options relating to company information.
This includes Alter.
The option Create Group Company is not active when only one
company is currently loaded. For this option to be used, more than
one company should have been loaded.
22
Activate Company Features [F11]
The different features of a company can be selected or modified
by F11 button. This button is available in almost all screens of
Tally as you might wish to modify it as your requirements
change. The Company Features screen is reproduced below:-
23
Please note that certain features like multi-currency and multi-
locations, once set to Yes, cannot be modified if the feature has
been used. However, other features like Cost Centres and Bill-
wise details can be modified even if they are used. If you reset
the option after having used the feature in transactions, it is
advisable to rewrite the company by [CTRL+[ALT]+[R].
The two features - Cost centres and Bill-wise details- must be
activated here for them to be available for ledger accounts. Each
ledger account can then individually be set for the feature as
required. For example, the options will become available for both
‘A & Co’ (a Debtor A/c) and ‘Rent’ (an Indirect Expenses A/c).
You would want Bill-wise details but not Cost Centres for A &
Co and vice-versa for Rent. Further details on these features are
mentioned under Ledgers.
24
General
This has already been configured by you before creating the
company. It caters to country specific requirements.
Numeric Symbols
This enables you to set the number styles. Defaults are also
given. You may change them by overwriting. For example
change negative sign from (-) to only ().
25
Accts/Inv Info
This gives control over what details should appear in the masters
over and above those provided as default. This is available in the
Accounts and Inventory Master screens through the F12 button
and can be modified according to the needs at any time.
These have been discussed in detail in the relevant masters chapters.
26
Voucher Entry
Configure different features of your voucher entry screen. The
screen will be filled up with varying details as specified here.
27
These are defaults and should be changed if required. Please
note that these are questions asked of you and you need Yes to
activate the facility and No to deactivate it.
Invoice/Orders Entry
Configure details for invoices, sales and purchase order entry.
The following options are country specific to Britain/Europe.
Again, the options are in the form of questions and you need to
state Yes or No to them. They have also been explained in the
relevant invoice entry sections.
28
For India/Asia, the options would automatically use Excise
instead of Interstate provided you have set your General
Configuration accordingly.
29
Printing
To configure voucher layouts for print output. Printing of
vouchers, invoices and statements are configurable through this
menu.
30
General
This configuration is applicable for all print reports.
Quick Format
Tally prints in two formats – Neat and Quick. Neat printing takes
advantage of fonts of the printer and is the default. It also
compresses long data like long names and amounts and auto-fits
them according to space.
Quick printing is suitable for Dot Matrix printers where speed is
an issue. Hence, quick printing does not print fancy fonts. The
auto-fit facility is, thus, not possible in quick printing.
31
Therefore, it will truncate data longer than the allotted space. To
prevent this, set Yes for the two questions under Quick Format.
32
Sales Invoice, Delivery Note and Sales
Order/Quotation{ XE "Printing: Notes, Orders"}
Printing configuration of all sales vouchers like invoices, Delivery
notes and Sales Orders are accessible through Sales Transactions
under Printing menu. Each transaction type is separately
configurable and selectable from the sub-menu.
33
Sales Invoice
This is the configuration for the Tally invoice. Change as
necessary.
34
Delivery Note
Delivery Note appears very similar to Invoices. However, fields
like rate and amount may be required by some companies to be
printed out on Delivery Notes. Others might not wish it. Hence,
select the options as relevant to your company.
35
Sales Order/Quotation
Print sales orders and quotations as you want by configuring the
following: Sales Orders, if marked ‘Optional’, during voucher
entry, are printed as Quotations.
36
Purchase Voucher/Invoice
37
Purchase Orders
Purchase Orders are required to be printed and sent to suppliers.
38
Reminder Letters
Two paragraphs have been already provided which can be used
as themselves or modified or extended. To view the reminder
letter, simply print one out. Of course, you might want to make
subtle changes thereafter. You may, as usual.
39
Confirmation Statements
Confirmation Statements are not the same as Reminder Letters.
These serve to confirm the account balances with customers,
suppliers, lenders and borrowers. Their use is most at period
ends, but can be produced for any period, at anytime.
You may change the text as per your requirements.
40
Advanced Usage
Group Company
Introduction
Accounts of different companies belonging to the same
management or owners are normally required to be consolidated
to present the financial position of the group of companies as a
whole. In many developed countries, it is mandatory to
consolidate group company accounts. Shareholders would first
like to know the performance of the group as a whole and then
only the performance of individual constituent companies.
Tally eis 5.4 makes consolidation of accounts that is ready at all
times an easy task. The concept is simple yet so powerful (that is
the hallmark of Tally, is it not?) that you can consolidate the
accounts of any number of companies at any time, as well as
keep them separate. You may virtually play around with bringing
companies into the group and separating them at will. All this is
done in a jiffy!
You have to create a Group Company. This is simply a name and
Concept of a an identity given to the merged accounts of constituent (member)
group company companies of the group.
You may even have a group company that includes other group
companies. For example, assume that yours is a world-wide,
trans-national organisation (or a 'group') headquartered in the UK
having subsidiary companies in many countries around the
world. The group has different lines of business. Let's say the
businesses are Thread, Fashion Retail, Home Fabrics and
41
Accessories. You would prefer to present your group accounts in
grouped according to businesses which in turn are themselves
grouped accounts of the different companies around the world.
With Tally, it's easy!
The accounts structure would look something like this:
G rou p A c cou n ts
Th read
F as h ion R etail
F ab rics
42
Create a Group Company
A group company can be created only for companies that have
Create a group already been loaded . Hence, you must first load the companies
company whose accounts are to be grouped. The companies can be loaded
automatically if specified in the TALLY.INI file (refer the
Installation Manual for details). Alternatively and what you
would normally do, select the companies using F1:Select Cmp
Button, e.g, the following companies have been selected as
shown in the right portion of the Gateway of Tally screen:
Once the constituent companies are loaded, you can create your
group company. Press <ALT>+F3 or click the button [F3:
Create Cmp] Select Create Group Company
43
Enter the name (which is mandatory), address and tax details.
The members of the group have to be selected from the popup
list.
Say, you have selected the two as given. Select end of list to
finish selection.
44
The group company Thread will be created and loaded. It also
becomes the active company. Notice the consituent companies
are given below the group company and are slightly indented to
distinguish the group company.
You can now display and print group accounts through the
'Thread’ company.
45
Alter a Group Company
Simply follow the normal Alter method of a company for the
Group Company as well.
46
For example,
47
Security Control
48
Types of Security (security or authority levels)
Owner has full access rights. The other predefined type, Data
Entry, is based on owner but is restricted by default. The default
settings for Data Entry are as follows. You can change them to
allow more or less rights as necessary.
Types of Security [enter] ÆData Entry[enter]
49
Create a new security level
Types of Security Æ Data EntryÆ [Down Arrow]
Create new (Press the down arrow key at the option data entry.)
levels of
security
* This is one of the few places in Tally, where you create a
new entry in this fashion.
50
The level definition screen
51
Disallow the following facilities/Allow the following
Define security facilities
levels The screen is now divided into two broad columns each have two
sub-columns. The left side is to disallow access to the various
options of the system. The right side allows the security level the
different facilities.
The different access rights options – Types of Access - are
available in a pop-up list when the cursor is on an access rights
field (the first left column in the screen above). The options
sought to be controlled, are on the right (the second column from
the left).
52
Access for Balance Sheet, you want to prevent any access to
Balance Sheet by this security level.
Conversely, under ‘Allow the following facilities’, if you select
Full Access for Balance Sheet, you want to allow full access.
Full access incorporates all rights.
Select [End of List] at the Type of Access field to complete the
definition.
You are taken back to the screen ‘Security Levels for Company’
at a blank field following the one you just created, viz., Manager.
If you have any other level to create, simply type the name and
follow the same procedure. Otherwise press [enter] at the blank
field to accept and return from this screen.
53
& You need to create security levels first and then users.
54
Ta l l y Au d i t
TallyAudit provides the capability to the administrator/auditor to
track changes in the accounts following his previous review.
Changes of two areas are important – changes in transactions or
vouchers and changes in ledger masters. Only material changes
are considered, i.e., a change in the narration does not affect the
integrity of a transaction, hence it would not be considered as
changed. Any other change in a voucher is material and would be
logged. The name of a ledger account if changed, it is material,
hence it would be tracked. So also a change in the opening
balance of a ledger master.
TallyAudit feature should be enabled while creating the company
TallyAudit – and authority lists. Only a user designated as an auditor or the
track changes administrator can view the audit list and act upon it. Tally tracks
all changes made to vouchers that are more than 30 days old.
Hence, changes to vouchers that are less than 30 days old are not
reported. This is to allow adequate time to correct mistakes. A
change includes insertion of new transactions or accounts.
You are not required to make any additional input of data. The
authorised user simply needs to display TallyAudit lists and may
print out the lists. If he is satisfied with the authenticity of the
changes, he accepts the changes either selectively or all of them (by
clicking on the relevant button). Once the changes are accepted,
they are removed from the audit list and would not be available
again. If, however, a change is repeated, it is reflected in the audit
list.
55
How to view TallyAudit Lists
Gateway of Tally ÆDisplay ÆStatements of
AccountsÆTallyAudit
56
Audit listing of changes to vouchers with names
of users
F12:Configure
57
The listing now incorporates the user’s name.
Now print the list for records. Assess each or all the entries for
authenticity and accept. F7: Accept One can be pressed after
placing the cursor bar on the relevant voucher. This would accept
the voucher as valid and remove from this exception list. If you
are satisfied that all the vouchers are valid then press F7:Accept
All to accept them all together.
58
Display Ledgers Audit List
To display the changes to ledger masters, follow the same steps
as for vouchers. The listing is differs from the vouchers in two
ways:
The first audit list below shows all accounts and there are no
accounts that were modified or created after the last review. The
second audit list below shows ledger accounts that were either
modified since last review or created. The modification could be
in the name or in the opening balance. The name is considered
important as a creditor’s name could be changed to some other
name with mala fide intentions. Please note that you need to
identify a change even in cases where two names are
interchanged. This would enable identification of fraudulent
transfer of account balances. You are able to make the
identification through the ID assigned to each ledger account. Of
course, you must first take a print of all the ledger accounts with
their original ID with which to match subsequent audit lists.
59
All accounts display
The Audit List is presently empty.
Now, we make changes to the name of ID 66 Saebord Pvt Ltd,
and ID 72 Bank Interest. These will be logged in the Audit List.
60
Audit List – List of new or altered ledger accounts
(Since last acceptance)
Important steps
Display the audit list of all accounts when they are set up.
Take a print for future reference.
Accept the list so that they do not remain as exceptions.
Plan for periodic review of the audit list.
Now in following reviews, display the audit list. The list will
show the new accounts created since last review as well as
those that were changed in any way. In rare circumstances,
you may need to note the ID of changed accounts and
match with the original list that you had printed out.
61
Backup and Restore
Gateway of Tally - Buttons [F4] and [ALT]F4
F4 for Backup, and Alt+F4 for Restore is now enabled from all
menus. You will need to provide the Destination directory
(typically, A:\or B:\, or A:\directoryname\) and the list of
companies, which you wish to backup or restore.
You may also backup to a Hard Disk or Network Disk by
specifying the appropriate path (e.g. C:\BACKUP)
62
Accounts Information
63
* The top bar of the screen contains the product message, system
date and time.
* The left hand side of the screen displays the activity status.
* The right side contains the menu system and the button bar. The
menu Accounts Info. Is the current active menu.
64
Main functions in Masters menu
Accounts Information contains the masters as listed in the menu
above. Each master has to have the following functions, besides
others and are consistent in all Masters menus throughout Tally:-
Create
This enables creation of new masters. Once a master has been
created, any modification to it must be done through the Alter
mode.
Display
Use this mode to view Master information. Changes are not
permitted.
Alter
Use this mode to view and change master information. You
cannot create a new master.
We shall begin discussion on Accounts Information with how to build
Groups and then follow with other accounts masters.
65
Groups
(Classification of Account-heads)
Introduction
Tally follows the 'Single Ledger' concept of accounting, which is
the modern way of managing accounts. This is in direct contrast
to Subsidiary Ledger Accounting. Thus, all financial entries are
performed using ledgers or account heads. Ledger account heads
are created to identify transactions. The single ledger concept
does away with the need for sub-ledgers and corresponding
control accounts in General Ledger. Ledger balances by
themselves do not convey much without some form of
classification. Tally, therefore, gives you a powerful way to group
ledger information, which is meaningful in reports and compliant
with laws. Groups, in Tally, serve to both classify and identify
account heads according to their nature and enable presentation
of summarised information.
Traditionally, grouping of accounts is a post-accounting activity
Introduction to that is done only when reports are needed. This has an inherent
Groups drawback of delayed reports that are not available at hand when
required. Tally gives you great flexibility in setting up your chart
of accounts. It allows you to group your ledger accounts right at
time of creating your accounts chart. Your reports and
statements will reflect the desired classification at all times.
Further, Tally permits you to re-group your ledgers anytime (with
some minimal restrictions), should re-classification be necessary.
We acknowledge that re-grouping is always possible and would,
in practice, be resorted to, when there are changes in the nature
of information. However, re-grouping can be done only by a
user account that has requisite authority under the access control
66
list. At the highest level of grouping, accounts are classified into
capital or revenue - more specifically into assets, liabilities,
income and expenditure. Based on mercantile accounting
principles, Tally provides a set of reserved groups and allows
you to modify their names or create sub-groups.
1. Capital Account
Primary Groups Reserves and Surplus [Retained Earnings]
of capital nature 2. Current Assets
Bank Accounts
Cash-in hand
Deposits (Asset)
Loans & Advances (Asset)
Stock-in-hand
Sundry Debtors
3. Current Liabilities
Duties and Taxes
Provisions
Sundry Creditors
4. Fixed Assets
5. Investments
67
6. Loans (Liability)
Bank OD Accounts [Bank OCC Accounts]
Secured Loans
Unsecured Loans
7. Suspense Account
8. Miscellaneous Expenses (Asset)
9. Branch/Divisions
Cash-in hand
Tally automatically opens one Cash A/c under this group.
You are permitted to open more cash accounts, if
necessary.
68
Note: An account under Cash-in-hand group or Bank
Accounts/Bank OCC A/c group is printed as separate Cash
Book in the traditional Cash Book format and does not form
part of the Ledger.
Deposits (Asset)
In essence, a place for Fixed Deposits, Security Deposits, or
any deposit made by the company (not received by the
company, which is a liability).
Loans & Advances (Asset)
For all loans given by the company and advances of a non-
trading nature, e.g., advance against salaries, or even for
purchase of Fixed Assets. We do not recommend you to
open Advances to Suppliers account under this group.
Doing so gives rise to the difficulty in ascertaining advance
position of a particular supplier and to adjust future bills
against such advances. For further details, please refer to
the section on Common Errors.
Stock-in-hand
This is a special group. You may wish to open accounts like
Raw Materials, Work-in-Progress and Finished Goods.
How the balances are controlled depends on whether you
opted to maintain an integrated account-cum-inventory
system in the company features. (refer to Company creation
section for more details) Let's consider the options:
Integrated Accounts-cum-Inventory :
You are allowed transactions in Inventory records and the
account balances are automatically reflected in the Balance
Sheet as Closing Stock. You are not allowed to directly
change the closing balance of an account under this group.
Non-integrated Accounts-cum-Inventory:
Accounts that fall under this group are not permitted any
transactions. It allows you to hold opening and closing
balances only. Since no vouchers can be passed for these
accounts, they are the only accounts for which the closing
balances can be directly altered (by an authorised user
only)
Sundry Debtors
For your customer accounts. Do not open them under the
Sales Account group, which is a revenue account. For more
information on common and possible errors in grouping of
accounts, please refer below to the separate paragraph on
the topic.
69
3. Current Liabilities
You may open accounts like Outstanding Liabilities,
Statutory Liabilities and other minor liabilities directly under
this group. Sub-groups under Current Liabilities are Duties
and Taxes, Provisions and Sundry Creditors
5. Investments
To group your investment accounts like Investment in
Shares, Bonds, Govt. securities, long term Bank deposit
accounts, etc. A convenient place to view the total
investments made by the company.
6. Loans (Liability)
For loans, typically long term, taken by the company.
70
Secured Loans
For term loans and other long/medium term loans that have
been obtained against security of some asset. Tally does
not verify the existence of the security. Typical accounts
would be Debentures, Term Loans, etc.
Unsecured Loans
For loans obtained without any security .e.g., Loans from
Directors/partners or outside parties.
7. Suspense Account
Theoretically speaking, this group should not exist. However,
in modern accounting, many large corporations use a
Suspense Ledger to track moneys paid or recovered, the
nature of which is not yet known. The most common
example is money paid for Travelling Advance whose
details would be known only upon submission of the TA bill.
Some companies may prefer to open such accounts under
Loans and Advances (Asset) group. Please note that
Suspense Account is a Balance Sheet item. Any expense
account even if it has 'suspense' in its name, should be
opened under a Revenue group like Indirect Expenses and
not under Suspense Account group.
71
9. Branch/Divisions
This group is provided to keep the ledger accounts of all
companies that are your company's branches, divisions,
affiliates, sister concerns, subsidiaries, etc. This is a group
of convenience. You may not wish to utilise it in this
manner. Note that Tally permits Sales and Purchase
transactions to take place with accounts opened here.
Remember, these are their accounts in your books and not
their books of accounts. Just treat them as you would any
party account. If you wish to maintain the books of that
branch/division on you computer, you must open a separate
company. (Tally allows maintenance of multiple company
accounts).
72
11. Purchase Account
This is similar to sales accounts, except for the purpose of the
transaction.
Debtor/Creditor classification
Placing individual party accounts under Sales or Purchase Accounts
groups:
Accounts of parties with whom your company has trade
relationship must be opened under any of the following
groups (or sub-groups under them) only:
Sundry Debtors
Sundry Creditors
Branch/Divisions
73
Sales and Purchase account groups are meant for revenue
accounts and would be reflected in the Profit & Loss
Account. If you open party accounts under these groups, you
will find it difficult to pass sales or purchase voucher
transactions. For example, in a sales voucher transaction
entry, you must debit an account which is a sundry debtor,
branch/division or even a sundry creditor (why a creditor? - it
will be explained soon). Moreover, other facilities like bill-
wise allocation and tracking would not become available
unless the accounts belong to one of these groups.
Opening two accounts of the same party:
Tally has separately classified debtors, creditors and
branch/divisions only for convenience. There is no
operational distinction except for the purpose of keeping the
accounts of a particular group together during displays and
analysis. Thus you can pass both sales and purchase entries
for a party account placed under Sundry Debtors. We
recommend that you use the classification depending on the
most natural group for the party. For example, parties from
whom you buy more frequently then you sell to, could be
placed under Sundry Creditors, as that would be the natural
place for you to look for his account. Tally does not restrict
the accounts from having obverse balances. Thus, a Sundry
Debtor can have a credit balance depending on the state of
his account.
You would, therefore, note that you need not open two
accounts of the same party - one under Sundry Debtors and
another under Sundry Creditors. Remember, Tally restricts
you from opening two identical ledger accounts. Of course,
you may decide to circumvent by marking one account as "A
& Co - S/Dr" and another "A & Co - S/Cr". Doing this would
allow you to have two accounts of the same party under two
groups, but you would lose the advantage of analysing his
net position in one place. We recommend that you maintain
a single account to obtain best benefits.
Placing expenditure items under a Liabilities group, e.g., the
expenditure item 'Rates & Taxes' under the group 'Duties
and Taxes'.
The group Duties and Taxes is specifically meant to handle
taxation liabilities of your company. Rates & Taxes and other
statutory expenses should be placed under Indirect
Expenses.
74
Simply adhering to the reserved groups may be sufficient for
many organisations. For greater diversity, Tally allows you to
create your own groups, either as sub-groups or primary groups.
Groups can be sub-classified to practically an unlimited level, to
give a virtual accounting tree. At the lowest level, of course,
would be the ledger account. An example of sub-groups would
help illustrate the power of this facility:-
Indirect Expenses
Administrative Expenses
Interest Paid
Interest paid to banks
Interest paid to others
Marketing Expenses
Selling and distribution expenses
Packing expenses
Transportation
Sales Promotion expenses
Advertising expenses
Direct Promotion expenses
75
This idea can be easily extended to other areas like Sundry Debtors,
Sales Accounts, Purchase Accounts, etc. For example,
Debtors and Creditors are very useful when sub-grouped
according to geographical areas:
(Ledgers are shown in italics)
Sundry Debtors
Domestic Customers
Midland customers
A & Co
B & Co
Provincial customers
Foreign customers which can be further classified
European customers
Asian customers
Indian customers and so on.
You may prefer to classify creditors according to their tax
status, e.g.,
Sundry Creditors
Non-Trade Creditors
Party account 1
Party account 2
Trade Creditors (exempt from tax)
Party account 3
Party account 4 , etc.
Trade Creditors (tax registered)
Party account 5
Party account 6 , etc.
Trade Creditors (tax unregistered)
Party account 7
Party account 8 , etc.
76
You can see that unlimited levels of sub-grouping is a convenience to
be used thoughtfully. Use it to give a never before depth to
your presentation of accounting information but take care to
not carry it too far. Too many levels of sub-groups may
make their use redundant and their management unwieldy.
A simple guideline could be to create branches of sub-
groups or ledgers only if they are two or more than in
number. A situation where you have created groups as
follows should be avoided:
Marketing Expenses
Selling and distribution expenses
Selling and distribution expenses
Sales Promotion expenses
Sales Promotion expenses
Obviously, you could have done with simply creating
ledgers directly under Marketing Expenses.
77
How to manage and operate Groups
Gateway of TallyÆAccounts InfoÆGroups.
How to manage
and operate
Groups
78
Creating a group
If you are creating groups for the first time, it is advisable to
configure them before you proceed:
You may configure your groups to enable/disable advanced
mode.
[F12]ÆAcct/Inv infoÆAccounts masters
79
Single Group
Gateway of TallyÆAccounts InfoÆGroupsÆSingle Create.
80
Buttons in single group screens
F3:Company: To work with a different company. In the creation mode, you
can create groups in the other company. In alter mode, you
can copy the information by accepting the screen (<enter> or
<Ctrl>+<A>). The old company's information remains. Not
available in Display mode.
F3: New Cmp: To work on the same report of another company. Available
only in display mode.
Groups, Ledgers, Cost Categories, Cost Centres, Voucher Types:
To enable you to switch to these areas without having to quit
from the current screen.
F11:Features: To change company features. A detailed discussion on
features has been done in earlier section under Gateway of
Tally.
F12:Configure: To change configuration of master information.
81
If you have not opted for advanced entries in masters, you will need
to enter only the following information to create a group:
Creating a
single group
Name of Group
Enter the name of the desired group or sub-group. (e.g.,
Administrative expenses).
Alias
Give an alias to allow access the group using the Alias in
addition to its name; or leave it blank. (e.g., for Administrative
expenses, you can give 'Office Expenses' or even an
alphanumeric code, say 'E001', as an alias)
Under
Specify under which existing (Parent) group the sub-
classification is needed. You may create a new Parent Group by
using <Alt>+<C>. The use of <Alt>+<C> is explained in the
Annexure "Key operations".
82
Advanced mode of master entries for Groups
83
Display or Alter a Group
Gateway of TallyÆAccounts InfoÆGroupsÆSingle
Display/AlterÆ#select name from List of Groups
84
You are allowed to alter any information in the screen except in
specific circumstances given below (these apply to multiple
alteration of groups as well):
Deleting a group
Gateway of TallyÆAccounts InfoÆGroupsÆSingle/Alter.
The Delete function is performed through the single alteration
Delete a Group mode. You cannot delete groups from the multiple alteration
mode.
Select the group to be deleted.
Press <Alt>+<D> to delete.
85
Advanced Usage
Position index in reports
Advanced * Position index is the primary key for sorting groups and
Usage: ledgers for reports; the group name being the secondary
Position Index key. It determines the position of the group in relation to
in Reports other groups in a report. It is the default sorting method in
most reports. Sorting method can be changed when
viewing lists by changing the configuration [F12].
86
Indirect Expenses [Expenses Indirect] 280
Your own Primary Groups 500
All reports, e.g. Trial Balance, including the above list, will be
sorted according to the position index in increasing order. You
will observe that it is not alphabetic. The positions have been
ascribed for the Balance Sheet and Profit & Loss Account, which
is based roughly on the liquidity concept and company law.
These indices may be changed to effect a shift in the location of
an account, as illustrated in the following example. The same
index number can be assigned to more than one group in which
case they will appear one after another in alphabetic order
(sorted on the secondary key).
Create a Group "My Own Group" under Primary as an Asset. It’s
sort index would default to 500.
You may verify this using single alteration of the group "My
Own Group".
87
Open a ledger account "My Own Ledger" under this group with
opening balance of 10,000. The group's position in the Balance
Sheet would be thus:
Let us now alter the Position Index (sort position) of the group
"My Own Group" to 45. (You may do this quickly by
positioning the cursor on ‘My Own Group’ and pressing
<Ctrl>+<Enter>).
88
The Balance Sheet would now be rearranged as follows:
89
Expert Usage
Multiple creation of groups
Explanation on Buttons
F3:Company: To work with a different company. In the creation mode, you
can create groups in the other company. In alter mode, you
can copy the information by accepting the screen (<enter> or
<Ctrl>+<A>). The old company's information remains. Not
available in Display mode.
F3: New Cmp: To work on the same report of another company. Available only
in display mode.
F4:Chg Parent: To change parent of the selected group from popup names of
groups list.
for example, you are currently altering groups classified
under Loans Liability, and wish them all to be re-classified
90
under 'Bank OCC A/c'. Instead of individually altering each,
name, you may do so by pressing F4.
F4: New Parent: To change the parent group. (relevant in Alteration/Display
mode only)
for example, you are currently altering groups classified
under Loans Liability, and now wish to ABANDON the
current activity, and alter groups under Bank OCC instead.
F6: Skip names: For faster data entry when you need to alter only the parent of
many sub-groups but not the name of the sub-group itself.
F8:Skip Parent: For faster data entry when you do not need to alter the parent
of sub-groups but the sub-group names and/or position
indices.
F10:Chg Sort or Skip Sort: Toggle for altering the Sort Position
Groups, Ledgers, Cost Categories, Cost Centres, Voucher
Types:
To enable you to switch to these areas without having to
quit from the current screen.
F11:Features: To change company features. A detailed discussion on
features has been done in earlier section under Gateway of
Tally.
F12:Configure: To change configuration of master information.
Under Group:
F4:Parent or first letter of existing group
The entry screen allows you to specify the parent group under
which the sub-group can be created in a columnar list. You are
91
allowed to create a new parent using <alt>+<C>. Select [All
Items] if the new sub-groups may have different parent groups.
Below the Parent Group, of the three columns 'Sl no.', 'Name of
Group' and 'Under', Sl no is filled up automatically. You must
give the new sub-group names in the Group Name column. The
"Under" column defaults to the Parent group name you had
specified in 'Under Group'. If you had selected [All Items], you
must specify the Parent Group for each sub-group. When
finished, press <enter> in the blank 'Name of Group' field and
<enter> again or yes to accept the list.
92
Managing groups in multiple companies
Copy masters from one company to another
Master information is generally similar for most group
Managing companies and it is certainly beneficial to maintain same group
groups in structure and ledgers, more so if you have a parent company with
multiple subsidiaries or branches. This ensures uniformity of reports in all
companies companies and proper consolidation of accounts. To avoid the
tedious task of re-creating masters in other companies, Tally
enables you to copy the groups created in one company to
another.
The companies must be selected to allow switching of
companies.
Gateway of Tally Æ Select Company A
Gateway of Tally Æ Select Company B
93
On accepting the screen, you are returned to the source
company 'list of groups'. The same group now also exists in
the destination company.
& Note: The above method can be used for copying other masters
like ledgers, cost categories and cost centres.
94
L e d g e rs
Introduction
In the previous chapter, the concept of groups, as implemented in
Introduction to Tally, was explained. You were also given a number of examples
ledgers of grouping ledger accounts. You will now learn how Tally is
used to work with ledgers. A Ledger is the actual account head to
which you identify a transaction. You pass all accounting
voucher entries using ledgers. However, as mentioned in the
introduction to Groups, all ledgers have to be classified into
groups. Hence, a thorough understanding of account
classification is important for working with ledgers. We have
reproduced certain portions from the groups chapter here.
95
Normal users would work with Single Ledger. Hence, we shall
discuss the different operations under Single Ledger here.
Multiple ledger operation is meant for expert users who may refer to
the paragraph 'Expert Usage' at the end of this Chapter.
96
Name
Feel free to give the full name of the account. Tally fits it all in.
Press <enter> to move to the next field. Tally does not allow
duplicate names. The uniqueness check is made here itself
instead of after you have entered all other information.
You will find that punctuation and other non-relevant
information are ignored by Tally in its recognition of a name,
Thus, CST, C.S.T. and C. S. T. are all considered identical.
We have already given you the philosophy of Tally in the first
few pages of this manual. You will now actually experience the
small conveniences, which you would soon take for granted. You
notice that Tally converts the first letter of all relevant words to
upper case which helps you speed up your data entry. You need
not bother about changing the case every time it is a different
word.
Group
All accounts must be classified in their appropriate groups. (You
Ledger under a should go through the Chapter on Groups now if you not already
Group done so). You must specify which group the ledger falls under.
The method of selecting an item from a popup list has been
explained in the chapter on the Philosophy of Tally.
97
& alter a ledger or a group from any display by <ctrl>+<enter>.
Debtor/Creditor classification
98
2. Opening two accounts of the same party:
Tally has separately classified debtors, creditors and
branch/divisions only for convenience. There is no
operational distinction except for the purpose of keeping the
accounts of a particular group together during displays and
analysis. Thus you can pass both sales and purchase
entries for a party account placed under Sundry Debtors.
We recommend that you use the classification depending
on the most natural group for the party. For example, parties
from whom you buy more frequently then you sell to, could
be placed under Sundry Creditors, as that would be the
natural place for you to look for his account. Tally does not
restrict the accounts from having obverse balances. Thus, a
Sundry Debtor can have a credit balance depending on the
state of his account.
You would, therefore, note that you need not open two
accounts of the same party - one under Sundry Debtors and
another under Sundry Creditors. Remember, Tally restricts
you from opening two identical ledger accounts. Of course,
you may decide to circumvent by marking one account as
"A & Co - S/Dr" and another "A & Co - S/Cr". Doing this
would allow you to have two accounts of the same party
under two groups, but you would lose the advantage of
analysing his net position in one place. We recommend that
you maintain a single account to obtain best benefits.
99
Groups - a revisit
Simply adhering to the reserved groups may be sufficient for many
organisations. For greater diversity, Tally allows you to create your
Groups - a own groups, either as sub-groups or primary groups. Groups can be
revisit sub-classified to practically an unlimited level, to give a virtual
accounting tree. At the lowest level, of course, would be the ledger
account. An example of sub-groups would help illustrate the power
of this facility:-
The group Indirect Expenses can be sub-classified as under (ledgers
given in italics):
Indirect Expenses
Administrative Expenses
Interest Paid
Interest paid to banks
Interest paid to others
Marketing Expenses
Selling and distribution expenses
Packing expenses
Transportation
Sales Promotion expenses
Advertising expenses
Direct Promotion expenses
Remember, that during voucher entry, only the ledger accounts are
used, - and the grouping structure remains transparent, irrespective
of the use of sub-classification.
This idea can be easily extended to other areas like Sundry Debtors,
Sales Accounts, Purchase Accounts, etc. For example, Debtors and
Creditors are very useful when sub-grouped according to
geographical areas:
100
You may prefer to classify creditors according to their tax status, e.g.,
Sundry Creditors
Non-Trade Creditors
Party account 1
Party account 2
Trade Creditors (exempt from tax)
Party account 3
Party account 4 , etc.
Trade Creditors (tax registered)
Party account 5
Party account 6 , etc.
Trade Creditors (tax unregistered)
Party account 7
Party account 8 , etc.
Marketing Expenses
Selling and distribution expenses
Selling and distribution expenses
Sales Promotion expenses
Sales Promotion expenses
Obviously, you could have done with simply creating ledgers directly
under Marketing Expenses.
101
Opening Balance
& Tip to speed up data entry: You may use <Ctrl>+<A> at the
field following which the information in other fields do not need to
be changed.
102
Display or alter a ledger account
Information in display and alter is the same, hence only alter is
Display or alter discussed. Display option does not permit any modification.
a ledger Alter option is accessible only to authorised users.
Gateway of Tally Æ Accounts Info. Æ Ledgers Æ Single Alter
Æ select ledger
You are allowed to alter any information of the ledge master with
the exception of the Closing Balance of a ledger account, if any,
other than closing balance of accounts under the group 'Stock-in-
hand'.
Please refer to 'Advanced Usage' for specifying closing stock
values.
103
Advanced Usage
Assuming that you have set up your configuration and features as
Advanced below..
usage
[F12] Configure
F11] Features
…And that you have also activated bill wise details and cost
centres in features.
104
Your ledger creation screen would now require/allow additional
information.
(alias)
(unless you have configured not to give this information)
A simple mechanism to call an account head by another name.
For example, an account head by the name Peutronics Pvt Ltd
could also be called Tally 5.4. If you need to do so, simply open
Peutronics Pvt Ltd as 'Name' and under 'alias' give Tally 5.4.
Another possible example is International Business Machines,
which is popularly abbreviated as IBM. In such a case, you
105
might want to use IBM as an alias. For those of you who wish to
continue with account codes, you may use this field to enter your
codes. If an 'alias' is given, both 'Name' and 'alias' are available to
you while entering a voucher. You may use either to affect the
same account. If you do not want an alias, simply press <enter>
in the blank field.
Tally permits you to create any number of aliases for a ledger
name. Therefore, in the above example screen, you find the
account name Peutronics Pvt Ltd with two aliases, viz., Tally
5.4, and 001005001.
Currency of ledger
Give the currency in which the ledger will be maintained. Tally
allows you to maintain ledgers in any currency. The account will
reflect amounts in the selected currency.
106
Advanced information
(ONLY if the ledger is maintained in base currency). (The
relevant options should have been activated in the company
features)
107
Due date (or credit days)
Give the credit period or the date when the bill is due. You may
give either. Tally automatically calculates the other. Another
of those small conveniences that make life easier. In the
above example, we have given the credit period as 45 days.
Tally has calculated the due date from the date of the bill 15
May 95. (You may enter the period as days, weeks, mths, or
even years, e.g. 6 weeks)
Note: During transaction entry, there would be another concept-
that of effective date. If you opt for "using effective dates"
instead of "bill dates" the due date would be calculated
accordingly.
Amount
For the amount of the bill due.
You would give particulars of all the pending bills one by one.
Tally fills in the difference between your Opening Balance,
and the sum of the Bills, and reflects it as ‘On Account’ at
the bottom of the screen. If all your bills exactly cover the
Opening Balance, the On Account becomes NIL. You may
have Bills totalling beyond the opening balance, in which
case the On Account will accumulate obversely. In the
above example, we have shown two bills 1000 and 1100 of
5000/- each. Now if the balance brought forward is 12000/- ,
the On Account amount will reflect 2000/-. If you obtain the
bill particulars at a later date, you can always alter the
ledger to put in the details, which will nullify the On Account.
108
Allocate to Cost-centres (Yes/No)
If you have activated Cost Centres in the Company Features
[F11], you will be asked this information. Tally presumes that
you would want Cost Centres for Revenue Accounts but not for
non-revenue accounts like Assets and Liabilities. Hence, in this
case you will find it set to No. If you want cost centre allocation
to this account during voucher entry, give Yes. The cost centre
concept is discussed separately.
109
Inventory values affected?
This is applicable only in case your accounts are integrated with
inventory. Accounts like sales and purchases would normally
affect inventory values in which case set this field to Yes. For
other accounts, set it to No. Tally does not restrict you to
particular accounts as you may have the need to affect inventory
with accounts like Customs Duty, and perhaps, direct expenses
related to purchases such as Freight Inwards.
110
Method of Calculation
111
When creating your Inventory item masters, you might specify
Rate of Duty for each item. In your account books, you would
open a ledger for the duty, possibly by the name VAT 17.5% or
Excise Duty 12.5%. You will select this method to instruct Tally
to pick up the Rate of Duty specified in your Inventory item
master during invoice entry. If one or more items exist with the
same rate of duty, then the amount is calculated using the total.
Otherwise, it is calculated on total sales. For example,
Your invoice lists:
Item A (Rate 10%) for 10000/-
Item B (Rate 12%) for 15000/-
Item C (Rate 10%) for 18000/-
Duty (VAT or Excise) will be calculated as follows:
10% on 28000/- = 2800/- (Item A & C)
12% on 15000/- = 1800/- (Item B)
Total Duty = 4600/-
Additional Duty
When excise duty is not enabled for invoicing purposes in
Company Features [F11] (as applicable for many products in
India), Additional Duty and Surcharge function alike. In case it is
enabled, then Additional Duty is added to the ‘Duty Based on
Items’ in the invoice to reflect the ‘Total Duty payable’. Its
method of calculation is explained under ‘Surcharge’.
112
On Total Sales
As the type suggests, duty will be calculated on the total of
individual values of the items. It does not consider the Rate of
Duty specified for each item in your inventory masters.
It does not calculate duty on the current sub-total unless you
have specifically opted for it in the company features. Hence, the
two scenarios could be as follows:
Surcharge on Tax
Surcharge and Additional Duty are charged on the immediately
preceding entry. A surcharge is treated as a percentage of the
duty levied. Tally expects the preceding line in the invoice to be
the duty on which surcharge is to be calculated. Hence, in the
113
above example if you have added a line Surcharge 10% it will
appear as:
Item A 10000/-
Item B 15000/-
-----------
25000/-
Tax 2% 500/-
Surcharge 10% 50 /- (10% of 500/-)
If your invoice is as below:
Item A 10000/-
Item B 15000/-
----------
25000/-
Tax 2% 500/-
Surcharge 10% 50/- (10% of 500)
Addl. Surcharge 8% 4/- (8% of 50)
114
and discounts. Sales Tax may be calculated on the total of item
values, viz., Inventory sub-total, or you may specify it to
calculate on the immediately preceding sub-total. In the latter
case, the immediately preceding sub-total could include any
entry that you may have passed, e.g. Delivery Charges. Tally
does not make any presumptions and would not verify its
appropriateness or otherwise.
Normally, you would not answer Yes to this option. The facility
of Surcharge being available, the need to calculate on current
sub-total is fulfilled by it. Hence, use it sparingly, maybe only
when you have both Excise Duty and Sales Tax (on Excise Duty)
applicable on an item.
115
To enter the closing stock as on a specific date, you must alter
the ledger account. Simply follow the ledger alteration procedure
or go from the Balance Sheet via Current Assets. Assuming that
you had a ledger account 'Stock ' under the group 'Stock-in-hand'
116
Effective Date for Reconciliation (Bank Accounts
only)
To be given for accounts falling under the Bank Accounts Group
Effective date (or Bank OCC a/c). Default is the books beginning date.
for
reconciliation -
for Bank
accounts
This is the date from which you can reconcile your bank account
in your books with the bank statements. Normally, it would the
beginning date itself. However, you could have imported data
from a previous version of Tally or from any other system (where
the reconciliation process was not available or was different). In
that case, you may not need to reconcile the bank account with
your bank statements from the very beginning. Give the date
from which you want the reconciliation facility to be activated.
Then, previous entries will not appear for reconciliation.
117
Mailing & related details
Applicable basically for party accounts like Sundry Debtors,
Creditors and Branch Divisions. This is also available for loan
accounts. You are to give the party's particulars here. These are
used in mailing outputs like statement of accounts.
118
Indirect Expenses
119
& You can change the index from the display screen itself by
positioning the cursor on the particular account and pressing
<control>+<enter> to bring up its master to alter.
Indirect Expenses
120
Expert Usage
Multiple ledgers
& Default values are inserted for Cost Centres and Inventory
values are affected options. The defaults are : Cost Centres – for
revenue accounts – Yes, for non-revenue accounts – No.
Inventory Values are affected – Yes for Sales and Purchase
Accounts, No for others.
121
Under Group
Give the name of the group under which you want to create the
ledgers. Here, we have selected Bank Accounts from the List of
Groups.
Below this field, the other fields are arranged in a table. The
cursor rests at the field Name of Ledger.
Name of Ledger
Type in the ledger name.
Under
This field defaults to the parent group selected for 'Under Group'
e.g. Bank Accounts. All entries in this column would be the same.
Your cursor skips this column. However, in case the 'Under Group'
field is 'All Items', this column is not skipped and you may specify
the group. You are then allowed to even create a new group.
122
Opening Balance
- For the opening balance of the ledger account. This is the
balance remaining when you first put your books on Tally, i.e.,
the date of beginning of books. If you have opted to maintain
balances bill-by-bill, you must give the bill details. (for more on
this refer to the explanation given above under single mode
ledger creation)
Dr
Specify whether the Opening Balance is Debit or Credit. Tally
follows the normal accounting principals of accounting. (For
details, refer to the explanation under single mode ledger
creation).
123
Explanation on Buttons
F3:Company: To work with a different company. In the creation mode, you can
create cost categories in the other company. In alter mode, you
can copy the information by accepting the screen (<enter> or
<Ctrl>+<A>). The old company's information remains. Not
available in Display mode.
F3: New Cmp: To work on the same report of another company. Available only
in display mode.
F4: Parent: To move the cursor to the field 'Under Group'
F4: New Parent: To bring up the list of Groups to select a new parent Group.
Zero Op Bal: To delete (zeroise) all opening balances in this group.
F6: Skip names: For faster data entry when you do not need to the names of
ledgers. The cursor will not go to that column. Toggle to 'Edit
names'.
F7:Skip Parent: For faster data entry when you do not need to alter the parent
Group. The cursor will not go to the column 'Under'. Toggle to
'Edit Parent'.
F8:Skip Details: The cursor will not go to the columns Opening Balance and
Dr/Cr. Toggle to 'Edit Details'.
F9:Show Closing: Closing Balances replace Opening Balances. This is available
only in alter mode. Closing balance is not alterable and the cursor
skips the field.
F10:Chg Sort: To display a column of sorting position indices. Toggle to 'Skip
Sort'. You may change display positions of ledger accounts under
the group. (refer to the discussion on the subject in Advanced
Usage).
Groups, Ledgers, Cost Categories, Cost Centres:
To enable you to switch to these areas without having to quit from
the current screen.
F11:Features: To change company features. A detailed discussion on features
has been done in earlier section under Gateway of Tally.
F12:Configure: To change configuration of master information.
Configuration changes affect all companies whereas Features changes affect on the
current company.
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Cost Categories and Cost Centres
Introduction
Cost Centres
Tally's concept of Cost Centres allows an additional dimension to
Introduction to a transaction. While a ledger account would indicate the nature
Cost Centres of a transaction, it would not readily disclose, except in the
narration, which part of an organisation was involved. By
providing cost centres, a transaction can be allocated to it which
would then enable extraction of all transactions for a cost centre.
Hence, a cost centre can be said to be any unit of an organisation
to which transactions (generally revenue) can be allocated.
When only costs or expenses are allocated to these units, they are
referred to as cost centres. Tally gives you the cost centre break-
up of each transaction as well as details of transactions for each
cost centre. When you also allocate income to the units, they
become Profit Centres. You can now obtain a Profit and Loss
account of each such Profit Centre. For your purposes, the terms
Cost Centre and Profit Centre are interchangeable.
Examples of cost centres:
125
Use of Cost Centres
126
Cost Categories (For advanced usage only)
Cost Categories have been introduced for organisations requiring
allocation of resources to parallel sets of cost centres. Such
organisations would usually be project oriented.
127
Now, Salesman A incurs conveyance expenses of 1000/- .
If he has incurred it for marketing, allocate this amount to
the cost centres Marketing and his own cost centre
Salesman A. (You would do it while entering a payment
voucher debiting Conveyance and credit Cash. If the
salesman now incurs expense for the project Buildings, you
would allocate to the cost centres Salesman A and
Buildings. You may allocate an expense to one or more
cost centres and it is not essential to always allocate to all
cost centres. An expense can remain unallocated to other
cost centres.
If you did not have cost categories, you would have been
able to allocate the expense to either the Project Buildings
cost centre or Salesman A and not to both. In such a case,
you would not obtain the third dimension.
128
How to manage and operate Cost Centres
In the introduction to this chapter, the concept and use of cost
centres were explained. You should go through them now if you
have not already done it.
Category
This field appears only when you have opted for 'more than ONE
Cost Category'. Otherwise, Tally automatically creates a
'Primary Cost Category' to which all cost centres are assigned.
This default Primary Cost Category is transparent to you and you
need not worry about it till you want more than one cost
category. (Cost categories have been explained above and under
Advanced usage). You will normally not need more than one
category and should not use it till you are absolutely sure that the
same information is not available with cost centres alone. We
shall create a primary cost centre Bangalore.
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Name
The name of the Cost Centre. We create the Cost Centre
'Bangalore' here.
alias
We can call the Cost Centre Bangalore with another name, say
Head Office, or even a code number.
Under
This field is for the parent cost centre of the cost centre
Bangalore under creation. You had already created a Primary
Cost Centre Departments with cost centre Marketing, Salesman
A, Salesman B and Salesman C. You may put the cost centre
Bangalore under any one of these. However, since it would not
be suitable you may have it as a primary cost centre. Assign
Bangalore to Primary and accept the screen. You may go on to
create a new Cost Centre 'Finance' under 'Departments' as an
exercise.
130
Name and alias
Change them if you need to do so.
Under
You may change the parent to any other cost centre.
Explanation on
Buttons for cost
centres in single
mode
131
Expert Usage
132
All Items
In case the parent cost centre is 'All Items', you will have to fill
up all the columns. The table below 'Under Cost Centre' has the
columns Name of Cost Centre and Under (Parent cost centre). If
your parent cost centre (the field 'Under Cost Centre') is not 'All
Items', your cursor would only go the column Name of Cost
Centre. This is obviously because the information is already
known.
Under
Give the parent cost centre here. You may not create a parent
here - the ubiquitous <alt>+<C> is not available for this field.
133
Alter Cost Centres in multiple mode
Gateway of Tally Æ Accounts Info. Æ Cost Centres Æ Multiple
Cost Centres Alter ÆSelect from List of Cost Centres
134
Explanation on Buttons
F3:Company: To work with a different company. In the creation mode, you can
create cost categories in the other company. In alter mode, you can
copy the information by accepting the screen (<enter> or
<Ctrl>+<A>). The old company's information remains. Not
available in Display mode.
F4: Parent: To move the cursor to the field 'Under Cost Centre'
F4: New Parent: To bring up the list of cost centres to select a new parent
cost centre.
F6: Skip names: For faster data entry when you need to alter only the
Category and the Parent Cost Centre but not the names.
When you skip names, you might change the category or the
parent cost centre to one which belongs to another category.
Since this violates categorisation rules, Tally complains after
you accept the screen. (The error message is reproduced after
the explanation on buttons.
F7:Skip Parent: For faster data entry when you do not need to alter the
parent cost centres but only the name of the cost centre. The
same error as is possible with Skip names should be avoided.
Groups, Ledgers, Cost Centres:
To enable you to switch to these areas without having to quit
from the current screen.
135
Advanced Usage
Name
The name of the cost category, e.g., Products. Earlier, we had
created Departments, Branches and Executives.
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* There is no sub-classification of cost categories and hence
you do not find an 'Under' option. Though there is a primary
cost category, it is not a parent of other categories.
Alias
You may call the category by another name or even a code
number.
The following information is additionally available when you
have opted for Advanced Information in [F12] Accounts
Configuration.
137
items of non-revenue (capital) or Balance Sheet items, you may
select 'Yes'. Organisations are increasingly requiring allocation of
capital items to cost centres. They wish to monitor the capital
expenditure incurred on cost centres and measure them against
revenue earned. Hence, recognising this trend, Tally has provided
this facility.
138
Buttons in single cost category screens
139
Expert Usage for Cost Categories
Create Multiple Cost Categories
Gateway of Tally Æ Accounts Info. Æ Cost Categories Æ
140
Alter Cost Categories in multiple mode
Gateway of Tally Æ Accounts Info. Æ Cost Categories Æ
Multiple Cost Category Alter
141
Explanation on Buttons
Buttons in multiple mode
142
How to manage and operate Cost Centres under
Cost Categories
In the introduction to this chapter, the concept and use of cost
centres were explained. You should go through them now if you
have not already done it.
Category
This field appears only when you have opted for 'more than ONE
Cost Category'. Otherwise, Tally automatically creates a
'Primary Cost Category' to which all cost centres are assigned.
This default Primary Cost Category is transparent to you and you
need not worry about it till you want more than one cost
category. (Cost categories have been explained above). We had
already created the cost category Branches. We shall now create
Cost Centres under this category. Select Category from the List
of Categories or create one using <alt>+<C>. If your cursor goes
straight to the next field Name, press <backspace> if you wish to
go back to Category.
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Name
The name of the Cost Centre. We create the Cost Centre
'Bangalore' here.
alias
We can call the Cost Centre Bangalore with another name, say
Head Office, or even a code number.
Under
This field is for the parent cost centre of the cost centre
Bangalore under creation. The parent must belong to the same
Cost Category -Branches. Since you do not have any other cost
centre under Branches cost category, you will find only Primary
as the available parent in the popup list of Cost Centres. Assign
Bangalore to Primary and accept the screen.
144
Category
Though your cursor does not come to it right away, you are
allowed to change the Cost Category of the cost centre. Press
<backspace> to go to Category.
Under
You may change the parent to any other cost centre under the
Category.
145
Expert Usage for Cost Centres under Cost
Categories
Create Multiple Cost Centres under Cost
Categories
Gateway of Tally Æ Accounts Info. Æ Cost Centres Æ Multiple
Create
146
fields is already known. In the above screen, rapidly create cost
centres Taxation, Management Accounts and Financial Accounts.
Select End of List to accept and quit.
All Items
In case the parent cost centre is 'All Items', you will have to fill
up all the columns. The cursor will wait at the first Category
field.
Category
For the category under which the cost centre will be created.
Select from List of Categories or create a new category using
<Alt>+<C>.
To accept the screen and end entry select End of List from the
List of Categories. You are not permitted to accept a blank table.
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Under
Give the parent cost centre here. The popup List of Cost Centres
will allow you to select only those cost centres that belong to the
category. For example, while creating the cost centre
Management Accounts, the List of Cost Centres for the field
Under would contain only the Departments Finance,
Manufacturing and Marketing. Other cost centres will be
excluded. You may not create a parent here - the ubiquitous
<alt>+<C> is not available for this field.
Category
You may change the category or create a new one.
148
Under
Select from the available list of Cost Centres under the specified
category. Observe that even Taxation is available as a parent.
149
F8:Skip Parent: For faster data entry when you do not need
to alter the parent cost centres but only the
name of the cost centre. The same error as is
possible with Skip names should be avoided.
Groups, Ledgers, Cost Categories, Cost Centres:
To enable you to switch to these areas
without having to quit from the current
screen.
F11:Features: To change company features. A detailed
discussion on features has been done in
earlier section under Gateway of Tally.
F12:Configure: To change configuration of master
information.
150
Budgets
Tally allows you to create multiple budgets. There could be a
budget for specific purposes, e.g., for the bank, for the head
office, optimistic budget, realistic budget, pessimistic budget, etc.
Departmental Budgets can also be created, e.g., Marketing
Budget, Finance Budget, etc.
As usual, you first create budgets. You can of course alter them.
Budget figures are used to compare against actuals and to display
variances. This is done by bringing up a new column when
displaying a statement and selecting the appropriate budget.
We shall now go through the creation and alteration of budgets.
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Create a budget
Name
Give the budget a name, in this case, Corporate Budget. As you
may have other budgets as well, the name distinguishes them.
Under
In the true Tally tradition, you can have a hierarchical budget set-
up. At the top level is the Primary Budget. You can set up more
than one Primary Budget. Under each Primary Budget, sub-
budgets can be created.
Period of Budget
Specify the period of the budget. The period could be a month, a
year or any period starting from any date to any date.
Set/Alter Budgets of
You may want to set the budget for groups of ledger accounts or
for ledger accounts individually or for cost centres or all of them.
152
We shall take up budget for group only. Follow the same process
for setting budgets for individual ledgers and cost centres.
Group
Yes, if you want to set budgets for a group or groups of ledgers.
If yes, fill in the fields in the Group Budget sub-screen:
Account Name
Give the names of the groups for which the budget is being set.
Cost Centre
For each group name, a cost centre may be earmarked, i.e.,
Indirect Expenses for a particular cost centre or a group of cost
centres only. If you select ‘Not Applicable’, then the budget is
not for any particular cost centre but the company as whole.
Type of Budget
Budgets could be of two types:
On Nett Transactions – where transaction amounts are to be
monitored and not the balances. Nett is net of debits and credits
for the specified period. Hence, nett transactions for Indirect
Expenses would mean the debit amount for the specified period
153
after reducing the credits for the same period. Opening and
closing balances notwithstanding.
On Closing Balance – where you wish to monitor the balance of
the accounts and are not too keen on the transactions., e.g.,
balances of Bank Accounts, balances of debtors.
Amount
The budget amount for the account for the specific cost centre.
Alter a budget
Accts Info. ÆBudgets ÆSelect the budget to alter
If you select the alter the Corporate Budget of Groups of ledger
accounts, say Yes to ‘Set / Alter Budgets of Groups’. The default
is No.
Delete a budget
Choose to Alter a budget. Press [ALT]+[D] to delete it.
154
Vo u c h e r Ty p e s
Introduction to Introduction
voucher types A voucher is the primary online document for recording
transactions. Transaction recording and analysis are greatly
facilitated by having specific formats for different types of
transactions. Tally provides 16 different predefined voucher
formats or what it calls predefined types of vouchers. These are
used for recording various transactions. A payment voucher is
used for all types of payments, a receipt voucher for all types of
money receipts, a sales voucher for recording sales transactions,
and so on.
These predefined vouchers fulfil your normal transaction needs.
They pertain to both accounting and inventory. Some of these
vouchers can also be used differently according to the situation,
e.g., sales vouchers can be used as invoices, vouchers can be
post-dated, etc. Such use can be decided at the time of voucher
entry by selecting the appropriate button.
The predefined voucher types can be displayed as follows:
155
Gateway of Tally Æ DisplayÆ List of Accounts Æ <Ctrl>+<V>
Introduction to [Voucher Types]
voucher types
156
You would need to alter a voucher type to change default settings
for different information appearing in vouchers. Using [F12] can
further configure a voucher.
157
Name
Give the name of the new voucher type, e.g., Bank Payment
Voucher.
Type of Voucher
The type of voucher should be any one of the predefined voucher
types (listed in introduction above). The new voucher type would
inherit the properties of this predefined voucher type. It would
function exactly like the predefined voucher.
Abbreviation
An abbreviation is required particularly for unformatted reports,
which do not use compressing techniques. (Tally allows printing
of both formatted and unformatted reports). In this example, give
'BPymt' as the abbreviation. Though there is no restriction on the
158
length of the abbreviation, it should preferably be five characters
or less.
Advanced Usage
A further discussion on these options is necessary:
None
This will disable numbering of such vouchers. If you select this
method, no further information is required.
Manual
This method will allow you to number vouchers of this type
yourself. It does not check for sequence of the numbers and
permits you to specify anything you wish in the voucher number
field. However, you may choose to prevent entry of duplicate
numbers. If you do, enable the next field 'Prevent Duplicates'.
159
* Prevention of Duplicates is possible if you enable the option
at the time of creation. You may enable it later (by
alteration) only if there are no transactions of this voucher
type.
Starting number
Give the number for the first voucher. Usually it is 1. You can set
it to any number you want. Tally will auto-increment from this
number for subsequent vouchers. However, the numbering of
vouchers also depends on other variables supplied by you, which
follow hereafter.
160
Profile with ZERO?
When the width is specified, the digits before the number is
blank if 'No' and zeroes if 'Yes'.
E.g. 001 1
010 10
PEU/001/96-97
PEU/1/96-97
PEU/ 1/96-97
161
Example of separate narration for each entry: -
162
Print after saving voucher?
If you want to print every voucher after entering it, select Yes,
else select No. This is suitable for an online environment where
you use the Tally printed voucher as the formal voucher.
Remember, however, that the transaction is already recorded and
posted and should you wish to make corrections to the printed
voucher, you must alter the Tally voucher online and print it out
again.
163
Use EFFECTIVE dates for vouchers?
Select Yes if you want to enter effective dates for vouchers. You
would opt for this if you have instances where a transaction
under consideration for overdue/ageing analysis is recorded
currently but will take effect from another date. If effective date
is entered, the overdue/ageing will be considered from the
effective date and not from voucher date.
Restart Numbering
Voucher Numbering may be restarted with the starting number
(as specified) at intervals selected by you - Monthly, Yearly or
Never. You must give the date whence numbering should restart
under the field Applicable from. The date must be the first day of
the month. You may specify more than one Restart dates. For
example, should you wish to renumber your vouchers from 01
June 96 on yearly basis, you must specify it in the next field.
This would retain the numbering system in the prior period. If,
however, you want to change the numbers from the beginning
from monthly to yearly basis, simply alter the first field itself.
Prefix Details
If you want the voucher numbers to be prefixed with some fixed
information, give the information here. Examples of prefix
details are:
164
* The numeric portion begins immediately after the prefix
information. Therefore, be sure to give a space or a slash '/'
or some such character should you want a separation, e.g.
we have specified April/. The slash would cause the
voucher number to appear as April/001, otherwise it would
be April001. This facilitates simple usage for fixed number
series appearing as 200100001 where 2001 is the prefix,
and 00001 is the starting number with a width of 5, and with
leading zeros.
Suffix Details
You can also give fixed suffix information for the voucher
number. The same rules and effects as for Prefix Details apply.
165
Currencies
(Multiple currencies and foreign exchange)
Introduction
For many organisations, globalisation of business has
Introduction to necessitated working with more than one currency. Transactions
multiple are often made in currencies other than the home currency. Such
currencies transactions have to be recorded either in the home currency or
in the foreign currency. If they are recorded in home currency,
the rate at which the foreign currency is exchanged for the home
currency should be recorded as well. Sometimes you need to
record the transaction in foreign currency itself. This would arise
when you maintain the balance of the concerned account in
foreign currency. Tally uses the term base currency for the
currency in which your account books is kept (typically in home
currency). Foreign Exchange is used interchangeably with
foreign currency.
You had, of course, specified your base currency while creating
the company.
Tally has attempted to make the complex task of handling
multiple currencies very easy for you. You would find some new
ways of working with multiple currencies, automatic calculations
of exchange rates, automatic conversion of any currency used to
record a transaction to the currency of the account, etc.
166
* The Balance Sheet and Profit & Loss Account of the
company will always be maintained in the base currency.
Conversion of foreign currency account balances will be
done as per rules set by you. An explanation on the rules
will be given below.
167
Create a foreign currency master
You will now need to create the foreign currencies that would be
used.
Gateway of Tally Æ Accounts Info. Æ Currencies Æ Create
Create a foreign
currency master
168
Symbol
Give the Currency symbol, as it should appear in all reports. If
your keyboard does not have the symbol, you may use ASCII
special characters with [Alt] key combination. Utilities like
Character Map in Windows will give the key combination for
most symbols. Some notebook computers may not easily allow
input of special characters through [Alt] key combination.
Consult the computer's user manual or ask the vendor.
Tally prevents you from having duplicate symbols.
Formal Name
This is meant for the name of the currency, e.g., U.S. Dollars,
Pound Sterling, Indian Rupees, etc. You are not allowed
duplicates.
Advanced users would be interested in the main reason for requiring
a formal name:
Suppose you have two companies, viz., Tally Demo & Company
and Tally Demo. Each company would have its own set of
currencies. In one you may have used the symbol $ for
Australian Dollars and in the other the symbol $ may be for U.S.
Dollars. You might have occasion to compare an account in the
two companies (by using New Column in displays). For proper
comparison, you would want the accounts in the same currency.
Since the symbol is the same but refer to two different
currencies, The Formal Name is used to distinguish them. How
does it do it?
The company that has been loaded first will retain the original
symbol for display purposes. The other company's currency
symbol will be prefixed with the first letter of the formal name (or
as many letters as necessary to make it unique). E.g., If Tally
Demo is loaded first and then Tally Demo & Company, the
symbol $ will remain for Australian Dollars in Tally Demo. In Tally
Demo and Company, the symbol $ will be prefixed with the letter
U which is the first letter of its formal name. Though you may not
appreciate the significance when working within one single
company, it will be quite apparent when you wish to compare
data with another company.
169
Number of Decimal places
Give the number of decimal places for the currency. You cannot
specify the name for loose change e.g. pence, cents, paisa etc.
Hence, you must specify decimal places. Some currencies have 2
decimal places, e.g. paisa; some have 3, e.g., Dinar. Still some
others do not have any decimal places at all, e.g., Vietnamese
Dong.
* You are not permitted to change the number of decimal places once
you have used the currency in entry of transactions.
170
Here the default is either millions or lakhs selected by you for
the base currency.
& If you put a '.' after a prefixed symbol, do not opt for a space.
This could be found suitable for currencies like Rs. where
amounts would appear Rs.100/-
Display
The Display screen is identical to the create screen. Use it to
display the particulars for a currency.
171
Alter Currency
Alteration of If you do not have multiple currencies, the Alter screen is
currency
identical to the Display screen. When you have more than one
masters
currency,
Select the currency whose details are to be altered.
Change any of the particulars. You may even delete the currency
here by using [Alt][D], provided you have not used it in any
voucher.
The specified rates of Exchange can also be altered. Specified
rates are those input by you through the Rates of Exchange menu
(discussed below) or may even be input now. Specified rates are
usually the rates quoted in the newspapers or obtained from
banks. The actual transaction rate may vary depending on the
fluctuation in the exchange rate.
172
Rates of Exchange
The screen always comes up in Alter mode:-
Std. Rate
The standard rate is used to calculate variances from the actual
transaction rates. You may choose to leave it blank.
173
buy currency from you in this case) used for receipt voucher
entry where you receive foreign exchange. This foreign exchange
would be sold to your bank (which buys it at its buying rate).
The actual rate at which the currency was last used is displayed
and cannot be changed.
The specified rate is used for calculating foreign exchange
variances only in case there is no standard rate.
174
Inventory
Information
175
I nv e n t o r y I n f o r m a t i o n
The different inventory information that you would provide to
Creating, Tally by way of masters are:
viewing and
Gateway of TallyÆInventory Info
altering stock
control master
information
Stock Items
Like Ledgers, Stock items are the primary inventory entity. You
Explanation on will use stock items while recording their receipts and issues.
stock items and This is lowest level of information about your inventory. Each
stock groups item that is required to be accounted for, needs to be created. In
fact, you will create a stock ledger account for each item and
Tally calls this account ‘Stock Item’.
Stock Groups
Stock items can be grouped together under Stock Groups to
reflect their classification based on some commonality. Grouping
would enable easy location and reporting of stock items in
176
statements. Hence, items of a particular brand can be grouped
together so that you can extract stock of all items of that brand.
For example, create Stock Groups like Sony, Maxell, Verbatim.
Your stock items could then be Sony 3.5” disks, Maxell 3.5”
disks, Sony tapes, Maxell tapes, etc. Classify the Sony products
under the Stock Group Sony. Now you have ready details of all
Sony products suitably classified. You may even group items as
Raw materials and Finished Goods.
You can create sub-groups of Stock Groups for deeper analysis.
Stock Categories
The concept is similar to Cost Categories. You may wish to refer
Explanation on to the Chapter on Cost Categories to grasp the
stock categories similarity/differences.
& This option will come up in the menu only if you have opted for
stock categories in [F11] Comp. Features.
177
& The Stock Query option under Statements of Inventory Display
will reveal the strength of this feature.
& You should configure inventory info using [F12] and [F11] to
select only those features that you need. Try not to select
features that you do not need.
178
Advanced Usag e
Configuration
And company features affecting inventory information
For advanced You can control the detail and type of information that you need
users and from the [F12] configuration settings and [F11] company
administrators
features settings.
Carefully study your needs and select the desired options. Of
course, Tally allows you to modify most settings at any time.
[F12]ConfigureÆAccts/Inv Info
Configuration
options
affecting
inventory
decisions
179
The questions pertaining to Inventory masters have default
answers set to No. If you set them to Yes, the features are made
available to you. Typically, they are additional fields that appear
during master creation, which enable you to obtain more
information and analysis. We shall discuss them in the
appropriate places. For that purpose, we would set all the
answers to Yes.
[F11] Comp. Features
Company
features
affecting
inventory
decisions
180
* Tally would internally assign stock groups to default
Primary Stock Category. If you had initially selected No
but now set it to Yes, you may want to alter all previous
stock groups/items to properly categorise them, else they
would remain under Primary Stock Category.
181
number of stock points. You will be able to know your stocks at
each location as well as assign stock movement to one or more
locations during voucher entry.
182
bad that it is useless even for you to take back. Hence, you can
record the fact when raising the invoice without altering the
delivery note or passing a rejection entry. Select this option if
you have many such occasions.
183
* From an accounting stand-point, both entries are identical.
The ledger accounts – Purchase Tax and packing charges
are not debited with the amounts and these figures will not
appear in those accounts. These are reflected only as
break-up or analysis figures of Purchases account. The
Actuals figure reveal the total cost incurred on the
Purchase and will also affect the stock value.
184
Stock Groups
Gateway of TallyÆ Inventory InfoÆStock Groups
Stock groups –
creation,
display,
alteration
185
Stock items can be grouped together under Stock Groups to
reflect their classification based on of some commonality.
Grouping would enable easy location and reporting of stock
items in statements. Hence, items of a particular brand can be
grouped together so that you can extract stock of all items of that
brand. For example, create Stock Groups like Sony, Maxell,
Verbatim. Your stock items could then be Sony 3.5” disks,
Maxell 3.5” disks, Sony tapes, Maxell tapes, etc. Classify the
Sony products under the Stock Group Sony. Now you have ready
details of all Sony products suitably classified. You may even
group items as Raw materials and Finished Goods.
You can create sub-groups of Stock Groups for deeper analysis.
Name
Give the name of the stock group. Here we wish to create a
group Sony.
186
Under
Specify whether it is a primary group or a sub-group of another
group. Select from the pop-up list. Here we select Primary from
the list.
& Use Alt+C to create a parent if you do not have the group you
want in the list.
187
Expert Usage
Under Group
Select the parent group under which you want the new groups to
fall. If you select any group other than ‘All Items’, e.g., Software,
you indicate that all new groups being created at this time will
fall under the group ‘Software’. In that case, the column ‘Under’
is filled up automatically with ‘Software’ and your cursor skips
this column. This speeds up data entry.
Selecting ‘All Items’ allows you to specify the parent of each new
group created and would give flexibility and the cursor moves to the
column field ‘Under’ for the parent of each new group.
Name
Give the name of the stock group. In this case, we have given
Computers.
188
Under
Since we selected ‘All Items’ in Under Group, we specify the
parent here. We want the parent of Computers to be Primary and
not as a sub-group of any other group.
189
Display or alter a stock group
Gateway of TallyÆInventory InfoÆStock
GroupsÆSingle/Multiple Display
Or
Gateway of TallyÆInventory InfoÆStock
GroupsÆSingle/Multiple Alter
Select the stock group whose particulars you wish to display.
When you display or alter a stock group the information entered
while creating it is displayed.
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Stock Categories
Gateway of TallyÆInventory InfoÆStock Categories
Stock
categories –
creation,
display,
alteration
* This option will come up in the menu only if you have opted
for stock categories in [F11] Comp. Features.
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Stock Categories offers parallel classification of items. You may
create Stock Categories like Floppy Disks and Floppy Drives. In
the above example in Stock Groups, you would know how many
Sony 3.5” floppies are in stock and separately, the stock of
Maxell floppies. You would also know from the Sony stock
group the stock of all Sony items. However, should you require
information like total stock of floppy disks or alternative items
that could be used, these would be best available through Stock
Categories. If you classify both Sony 3.5” diskettes and Maxell
3.5” diskettes under the Stock Category Floppy Disks, you know
your total stock of floppy disks. Since the items are substitutes of
each other, if one is out of stock, you can offer the other of the
same category.
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Name
Give the name of the stock category. Here we wish to create a
category Floppy Disks
Under
Specify whether it is a primary category or a sub-category of
another category. Select from the pop-up list. Here we select
Primary from the list (there is no other, at this moment).
& Use Alt+C to create a parent if you do not have the category
you want in the list.
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Expert Usage
Under Category
Select the parent category under which you want the new
categories to fall. If you select any category other than ‘All
Items’, e.g., Floppy Disks, you would indicate that all new
categories being created, will fall under the category ‘Floppy
Disks’. In that case, the column ‘Under’ is filled up automatically
with ‘Floppy Disks’ and your cursor skips this column. This
speeds up data entry.
Selecting ‘All Items’ allows you to specify the parent of each
new category created and would give flexibility and the cursor
moves to the column field ‘Under’ for the parent of each new
category.
S No.
The serial number is automatically filled up.
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Name of the category
Give the name of the stock category. In this case, we have given
Floppy Drives and Cartridge Tapes.
Under
Since we selected ‘All Items’ in Under Category, we specify the
parent here. We want the parent of both items to be Primary and
not as a sub-category of any other category.
Buttons
F4:Parent
To change the parent ‘Under Category’ when you may
have created sub-categories under it. The change
affects all the sub-categories created under the parent
and they would belong to the new parent.
F8:Skip Details
If the answer to the question ‘Under’ is to remain the
default, which is the same as ‘Under Category’ for all
new names, then use this button. Your cursor will not
go to that column which speeds up data entry.
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Select the stock category whose particulars you wish to display.
When you display or alter a stock category, the information
entered while creating it is displayed.
* You can delete a stock category only if it does not have any
children under it. The children could be stock category or
stock group or both.
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Stock Items
Gateway of TallyÆInventory InfoÆStock Items
Stock items –
creation,
display,
alteration
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Creating a stock item
(Please refer to the Advanced Usage section for other
Create a stock fields/information that would appear if activated in the Inventory
item master configuration and company features. This section deals with
creation of basic stock item ).
Gateway of TallyÆInventory InfoÆStock ItemÆSingle Create
Name
Give the name of the stock item. Here we wish to create an item
Sony Disks 3.5”.
Alias
This is for alternative names of stock items.
Under
Specify the group to which it belongs. The different groups that
we had created were Sony, Maxell and Computers. These as well
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as Primary would appear in the pop-up list. Select ‘Sony’ from
the pop-up list.
& Use Alt+C to create a parent if you do not have the item you
want in the list.
Units
Give the unit of measurement of the item here. You would
normally use this unit for trading in this item. Select Box on 100
Pcs from the popup list. Please refer to the section ‘Units’ for
explanation of units. As usual, use [alt]+[C] to create a new unit.
Advanced Users and administrators
The unit ‘Packs of 10 Pcs’ is a compound unit. Tally has the
concept of simple and compound units. To create a
compound unit, you would first create its components as
simple units and then give their relation. In this case, ‘pcs’
and packs were created as simple units. Then a compound
unit ‘Packs of 10 Pcs’ was created separately. While
creating a compound unit, if the cursor goes straight to the
field ‘Symbol’ and you find the field ‘Type’ stating ‘Simple’,
backspace to the ‘Type’ field to select ‘Compound’.
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Opening Balance
If you already have stock of this item at the time of creating its
account in Tally, give its balance particulars, i.e., quantity, rate,
unit and amount.
F3:Companies
To switch to another loaded company to create stock
item.
Groups
Categories
Location
Vch Types
Units
Currency
You may switch to these master types to create them.
Currency option is activated only when you have
opted for multi-currency in [F11]: Company Features.
Other options like categories appear only if they too
were activated .
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Expert Usage
Under Group
Select the parent group under which you want the new items to
fall. If you select any group other than ‘All Items’, e.g., Sony,
you indicate that all new items being created at this time will fall
under the group ‘Sony’. In that case, the column ‘Under’ is filled
up automatically with ‘Sony’ and your cursor skips this column.
This speeds up data entry.
Selecting ‘All Items’ allows you to specify the parent of each
new item created and would give flexibility and the cursor moves
to the column field ‘Under’ for the parent of each new item.
S No.
The serial number is automatically filled up.
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Name of the item
Give the name of the stock item.
Under
Since we selected ‘All Items’ in Under Item, we specify the
parent here. We have picked the parent from the popup list. Use
[ALT]+[C] to create a new parent.
Opening Balance
If you already have stock of this item at the time of creating its
account in Tally, give its balance particulars, i.e., quantity, rate,
unit and amount.
Buttons
F4:Parent
To change the parent ‘Under Group’ when you may have
created items under it. The change affects all the
items created under the parent and they would belong
to the new parent.
F8:Skip Details
To avoid the cursor going to the opening quantities field,
use this button. It toggles with Edit Details, which
allows to entry of opening details.
Use the following buttons to switch to the respective masters
for creation
Groups
Category (if activated)
Location
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Display or alter a stock item
Gateway of TallyÆInventory InfoÆStock ItemsÆSingle/Multiple
Display or Alter
Select the stock item whose particulars you wish to display.
Display or alter When you display or alter a stock item, the information entered
a stock item while creating it is displayed.
Advanced Usage
(We shall assume that all the advanced features of Inventory have
been activated under [F12]:Configuration and [F11]: Company
Features).
This section deals with the additional fields you would input
during creation of a stock item.
& If you do not find a field that you are looking for, or if you want
to remove some or all the extra fields, check configuration and/or
company features. Usually, you will be able to configure the
information to your requirements.
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Gateway of TallyÆInventory InfoÆStock ItemsÆSingle Create
Part No
This is optional. You might wish to give part number for the item
to identify them. In certain industries, e.g., the automobile
industry, various parts are better known by their part number.
This field can be used alternatively for Bin Card number, code
number for the item, etc.
Alias
You are allowed to give aliases for the part number. Its use may
arise, where, for example, the manufacturer specifies his part
number, but you understand it better by its Bin Card number that
you have allotted it. Give both.
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Description
Give a description of the stock item that would appear in your
invoices as well, if you want them to.
Category
Classify stock items into stock categories. Refer to the section on
stock categories. Here we create a new stock category
‘Miscellaneous’ by using [ALT]+[C] at the field. (It did not exist
on the popup list). Modify previously created stock items to
assign them to stock categories, e.g., Sony Floppy Disks and
Maxell Floppy Disks to the category Floppy Disks.
Remarks
This is more to help identify the product or its usage when you
look at its details. For example, you may create a stock item
‘Printer Cable Type A’ under stock group ‘Printer cables’ and
stock category ‘Bi-tronic cables’ Give additional information
here, e.g., particulars of printers and other devices that can use
this cable. When you, now, query the stock of this item, it will
give these remarks, which will help you decide/advise whether
the item is suitable for a particular requirement.
Alternate Units
Different selling This is another unit, apart from the main unit, that you can use
and buying for the stock item. This is particularly useful when you need to
units
deal in different units at different times. For example, you buy
sugar by weight in kgs but sell in packets. Alternatively, you sell
the Maxell Cleaning kits both in pieces and in packs of 2 pieces.
For alternate units, you are asked to give a conversion factor so
that a link is maintained between the two. Here we give 2. What
you give here is simply a conversion factor that comes up as a
default during voucher entry. You may specify a different factor
during the voucher entry.
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Enter Standard Rates?
Standard rates – If you wish to specify standard purchase and sales rates for the
cost and selling item, select Yes. Standard rates enable valuation of inventory at
price standard purchase or standard sales price. Moreover, these prices
come up by default during transaction entry, (but they can be
overridden with adequate authority). The standards are set to be
effective from specified dates and they continue to be used at
these rates until the next date where the standard rate changes.
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Use BoM?
BoM or Bill of Materials has been dealt with separately. Please
refer to the Bill of Materials Chapter. It is however pertinent to
mention here that BoM should be used only for items that have
sub-assemblies or are manufactured.
Costing method
Select the method of valuation for the inventory. Tally permits
different valuation methods for different items – it does not
restrict you to one method of valuation only for all items. Hence,
select the appropriate costing method. You may, of course,
choose to use the market valuation method to value the inventory.
It would be interesting to know the value of your stock, both on
cost as well as sale basis. It could give you comfort with the
knowledge of approximate profit margins lying in the stocks.
The different costing methods are :
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The different Market Valuation methods are:
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Ignore Negative Balances (Y/N)?
This question really takes permission to ignore the item in stock
reports, should it have a negative balance. Select as required.
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Locations/godowns
You may want to distinguish between stock held on-site and at
Maintain the warehouse, and this can be done by creating two separate
multiple stock stock locations. You may even amend Tally’s default location and
locations create a new location for the warehouse. Tally permits any
number of locations that can be grouped and sub-grouped to
match the structure you need.
Create a location
Gateway of TallyÆ Inventory Info.Æ LocationsÆCreate
Name
In the Name field, give the name of the location.
Alias
Give an alias for the name, if required.
Under
Give the location under which this location is to be sub-grouped.
Use [alt]+[C] to create the parent location. Select primary if it is
not a child of any location.
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Allow Storage of Materials?
Tally permits you to create a location/godown where you may
not store materials at all but treat it as a virtual location. Virtual
location are useful in case like Head Office which may have
many different stock points under it that store materials. Hence,
Head Office acts like a primary group location. Or , for example,
designate London as a virtual location with Wimbledon
Warehouse, Harrow Warehouse, Brixton Warehouse as
sublocations/ godowns. These sub-locations or godowns will
allow storage of materials.
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Vo u c h e r Ty p e s
This is exactly similar to Voucher Types under Accounting
Inventory section. Please refer to that section. You may wish to alter
voucher types – existing inventory voucher types or create new ones based on
refer accounting those existing.
voucher types
* Your attention is drawn to the Stock Journal Voucher Type,
which can be used to create a Manufacturing Journal. This
has been discussed in the Chapter Bill of Materials.
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Units of measure`
You will need to create units of measure for stock items. These
Specify your can be simple units such as numbers., metres, kilograms, pieces,
own units of or compound units, e.g. box, where, say, one box equals ten
measure – pieces.
simple and
compound
Create a unit of measure
Gateway of TallyÆInventory Info.Æ Units of MeasureÆ Create
Type
Symbols are of two types: Simple and Compound.
Simple units are considered as stated by you and Tally just
checks for duplication and nothing else. If you wish to give unit
symbol that are single and not a combination of other units ,
select Simple. Tally defaults to Simple and if you want to change
to compound, use Backspace from the Symbol field and select
compound from the popup list.
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Symbol
Give the symbol of the unit, e.g., No., Mtrs. This symbol given
by you is used in all displays and printouts. We give the symbol
‘no’ (for numbers.
Formal Name
Give the formal name of the symbol. This explains the symbol,
which is also used during consolidation of data of different
companies where the symbols might be the same but are
assigned to different Units. The formal name will be used to
match them. Here we type Number as the formal name for the
symbol ‘no’.
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Compound units
A compound unit is a relation between two simple units. Hence,
before you create a compound unit, ensure that the two simple
units have been previously created. In the example here, we use
dozens as another simple unit (created as we did nos.) Now we
must give the relation between dozens and numbers as one dozen
equals twelve numbers.
Select doz. as the First Unit. Type and enter 12 as the Conversion
factor. Select nos. as the Second Unit and accept the data.
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Displaying and altering units of measure
Gateway of TallyÆInventory Info.Æ Units of MeasureÆ
Display/Alter
Once created, units of measure can be displayed and altered. You
can delete a unit of measure in the alteration screen by pressing
[Alt]+[D]. However, you cannot delete a unit of measure that is
part of a compound measure. The compound measure must be
deleted first.
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Voucher Entry
217
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S i m p l e vo u c h e r e n t r y
You should set the configuration for voucher entry so that only
Simple voucher those features that you require appear when entering vouchers.
entry, first
We shall first learn simple vouchers, for accounting and
accounting then
inventory. inventory. Extra information would be dealt with under
Advanced Advanced Usage section.
voucher entry
Hence, in the voucher entry configuration, set all the features to
treated in a
separate No.
section. Selectively set to Yes only those features that you want. (To be
discussed under advanced usage).
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A voucher is the basic recording document. To input any data
into Tally, you must use a voucher. Inputting data through the
voucher entry mode may be called creating a voucher or voucher
entry. You may create a voucher on-line on Tally and print it for
hard copy and authentication.
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Switching between screen areas
On selecting Voucher Entry from the Gateway of Tally, you are
Use the taken to the main voucher entry area. However, you may toggle
calculator on between this and the Direct Commands/Calculator area at the
screen. bottom of the screen, by pressing [Ctrl] + [N] or [Ctrl] + [M] as
indicated on the screen. The active area of the screen is
highlighted by a green bar. [Ctrl] + [N] to go to the
Calculator/Direct Commands area and [Ctrl] + [M] for the
voucher entry area.
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Ty p e s o f vo u c h e r s
Tally is pre-programmed with a variety of accounting vouchers,
Types of each designed to perform a different job. The standard vouchers
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
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You can alter these vouchers to suit your company, and also
create new ones. For example, if you wish to distinguish between
cash and bank payments you can create vouchers to do this.
The function of each voucher type is now explained.
Payment voucher
For example, the company settles an electricity bill by cheque.
Payment voucher
Description Records all bank and cash payments
Receipt voucher
For example, the company receives notice that interest has been
credited to its bank account.
Receipt voucher
Description Records all receipts into bank or cash accounts
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Contra voucher
For example, the company withdraws cash from the bank for
petty cash or transfers funds from one bank account to another.
Contra voucher
Sales
Sales Orders
To record orders for supply of goods or services. Record orders
received, follow them up by delivery notes and then invoices or,
if necessary, place Purchase Orders.
Sales voucher
For example, the company sells some software on credit. In this
case, the company has to account for VAT/Sales Tax on the
transaction. If inventory values are affected for sales accounts in
case of Acct-with-Inventory companies, item details have to be
given too. Where tracking numbers are not active, goods and
services move with the voucher/invoice. The invoice entry
section and the section ‘How to enter sales vouchers without
tracking numbers’ should be read.
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Sales voucher
Sales Invoices
To make invoices on customers. The same sales voucher data
entry screen will toggle for invoice and voucher (please see
invoice entry).
Rejections In
To record receipt of goods rejected by the customer.
Purchases
Purchase Orders
Record orders placed on suppliers for supply of goods or
services. Print the orders as well.
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Purchase voucher
For example, the company buys computer parts on credit. Again,
the company has to account for the VAT on the transaction. If
inventory values are affected for purchase accounts in case of
Acct-with-Inventory companies, item details have to be given
too. The section under advanced usage and inventory should be
read.
Purchase voucher
Description Records all purchases
Voucher entry Account Amount Amount
Purchases (Purchase Accounts) Debit
Input VAT/Tax Debit
Supplier’s ledger account, e.g. US Credit
Computers (Sundry Creditor)
Rejection Out
To record despatch to suppliers of goods rejected by you.
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Journals
Journal voucher
For adjustment entries, for example, the company had entered some
expenditure on advertising as general office costs, rather than
recording the transaction in the separate ledger for advertising.
Journal voucher
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Debit note voucher
For example, the company returns damaged goods to a supplier.
For inventory records, you will also effect inventory details.
Memo voucher
This is a non-accounting voucher and the entries made using it
Memo vouchers will not affect your accounts. That is, Tally 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. View all
optional vouchers through Display ÆException Reports Æ
Optional Vouchers. View them from the Day Book as well.
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Some uses for Memo vouchers
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 enter a voucher for the 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
It sometimes happens that you do not understand the
details of a voucher you are entering. Enter it as a
Memo voucher and amend it when you get the details.
Items given on approval
You will normally only enter completed sales into the
books. Suppose items are given “on approval”. You
can track them with a Memo voucher and convert it
into a proper Sales voucher, or delete the memo
voucher, depending on the outcome.
Reminder service
You can enter a Memo voucher for a transaction that will
take place in the future and get Tally to remind you
about it one day prior to the date. For example,
insurance premiums due, taxes due, installment
payments, post-dated cheques.
Memo voucher
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Optional voucher
This is another non-accounting voucher. However, it differs
Optional from the Memo voucher in that it is not a separate voucher type.
voucher You mark an existing voucher, (e.g., a payment voucher or a
receipt voucher) as ‘Optional’. Press [CTRL]+[L] or click on the
button. This button toggles with ‘Regular’. By marking it
‘Optional’ the voucher does not get posted anywhere but remains
in the have the Optional Register. You can view all optional
vouchers through Display ÆException Reports Æ Optional
Vouchers. View them from the Day Book as well.
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For example, it is 30th June and you want to view the Balance
Sheet as of today but June salaries are not due for payment until
the first week in July. There is, therefore, a large liability, which
would not be reflected in the Balance Sheet. To overcome this,
you would enter a reversing journal voucher dated 30th June
which would look something like this:
Dr Salaries 5,000
Cr Provisions (Current Liabilities) 5,000
When you view the Balance Sheet, you would ask Tally for the
report with the reversing journals included. The voucher affects
the report only for that day, i.e., 30th June.
Post-dated vouchers
Post-dated While entering vouchers, you can post-date them, and Tally will
vouchers not update the ledgers until the date in question. This is most
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 Tally will only enter them in
the ledgers as they fall due. Mark vouchers ‘Post Dated’ by
[CTRL]+[D] or click on the button. The button toggles with
‘Regular’.
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The default voucher entry screen that is displayed the very first time
you opt for it is the Payment Voucher. You do not need to get out of
this screen for other vouchers. Simply switch the vouchers using the
Button Bar or Function keys.
The screens for entering accounting vouchers are all very similar:
Let us consider a simple payment voucher screen.
Type of voucher
You need to check you are using the right voucher for the
transaction. You change the voucher type by selecting the new
type from the button bar. In some cases, Sales, Purchase and
Journal, as well as where you have created your own voucher
types, e.g. under Payment, Tally will display a List of Vouchers
for the type you select, from which you make a further choice.
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Voucher number
Tally will enter this for you if you have set-up the voucher type
to do it. If it is to be entered manually, do so.
Date of voucher
The date of the voucher you are entering is displayed at the top-
right of the Voucher Creation screen. The date is taken initially
from the Gateway of Tally Current Date and you may need to
change it frequently to ensure vouchers are entered with the date
you want.
* You change the date using the F2: Date button on the
button bar.
Particulars
To/By or Dr/Cr
Tally defaults to To/By but this can be changed to ‘Dr’ and ‘Cr’
by selecting F12: Configure in the Voucher Creation screen. Tab
down to Use Cr/Dr instead of To/By during entry and type Yes.
Each voucher line displays a prompt of ‘Dr’ or ‘By’ for debit
entries, or ‘Cr’ or ‘To’ for credits.
Depending on the voucher type, Tally selects either ‘Dr’ or ‘Cr’
for the first prompt, which you cannot change. Thereafter, you
can change the prompt (if necessary) by typing over it with a D
or C.
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Particulars – ledger name and amount
After To/By or Dr/Cr, you enter the ledger names and the debit
and credit amounts. To select a ledger, type the first letter of its
name (either case) and Tally displays a List of Ledger Accounts,
(the ledgers starting with the typed letter are highlighted). Only
ledgers suitable for the voucher type are displayed. As you
continue typing, the highlights reduce until a match is found.
When you select the ledger, the current balance is displayed (if
this option has been configured). When you enter the amount, the
revised current balance is shown. After selecting the next ledger,
Tally suggests the balancing amount as the value to enter, which
may be accepted or typed over. You cannot complete the voucher
entry until the debits equal the credits.
Narration
Here you type whatever is appropriate for the transaction. You
can have a separate narration for each line of particulars, if you
configure the voucher in that way.
Once you accept the data, Tally presents another blank data entry
screen.
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Buttons in a typical voucher entry screen
F2: Chg Date. Use this button to change the date of the voucher.
F3: Chg Cmp. This would allow you to switch to another loaded
company and enter a voucher in it. Therefore, you can, almost
simultaneously enter vouchers for more than one company.
Accounting Vouchers
F4: Contra voucher
F5: Payment voucher
F6: Receipt voucher
F7: Journal. This is split into Journal, Debit Notes and Credit
Notes
F8: Sales
F9: Purchase
F10: Memos
F7: Stock Journal
F10: Phys.Stock. This allows recording of physical stock in hand
as distinct from computed stock figures.
Other Buttons
As Invoice. Available only in the sales voucher screen.
Post Dated. To mark the current voucher post dated.
Optional. To mark the current voucher optional. Toggles with Regular
F11: Features
F12: Configure
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& To check the accuracy of the vouchers entered, one of the
many ways is to select Day Book from the Display Menu. Then
Select F2: Period from the button bar and enter the period of
display (it defaults to the current date only but you may display
all the transactions for a particular period). Select F1: Detailed.
Check the vouchers against what you were asked to do. If you
find a mistake, position the highlight bar over the offending item
and press Enter for Tally to display the voucher details for
alteration.
& The alteration facility is subject to security and access rights. All
alterations are available for audit.
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Inventory allocations
Inventory items need to be considered in financial vouchers in
Inventory cases where you use ledger heads that have stated ‘Yes’ to the
allocations in an question ‘Are Inventory Values affected?’. (Display your Sales
accounting Account to verify). Typically, you will have the accounts of the
voucher type Sales and Purchases affecting inventory. Hence, when you
enter a voucher (usually a Sales or a Purchase Voucher) a sub-
screen pops up after the concerned ledger head and amount
requiring you to give inventory item details.
Name of Item
Pick the item from the list of items (or create a new item by
[ALT]+[C].
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Location
Multiple If you have more than one location, you must specify the
locations location to which this item relates. Hence, a sub-screen would
come up after the tracking number to enable you to specify the
location quantity, rate and amount for the item. You can give
multiple locations, e.g.
Batch Number
In the locations sub-screen itself, the batch number can be given,
Batch numbers if batch numbers have been activated in Company Features.
Select a batch number from the list of existing batch numbers, or
give a new number for a new batch.
Mfg. Date
Again, it appears only if it has been activated. Give the date of
manufacture. This enables you to set expiry date for the batch as
a period from the date of manufacture e.g. three months from the
date of manufacture.
Expires on
It appears only if it has been activated. Give the date of expiry or
a period from the date of manufacture. If, for the item, you had
disallowed the use of expired goods; you cannot issue them after
the expiry date. (Check item master).
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Quantity
Normally, no explanation is required. However, you can set
Actual and Company Features to allow Actual and Billed Quantities. Then,
Billed Quantities you have to give both quantities here. The actual quantity
updates stock and the billed quantity affects the accounts. Give
the quantity either in the main unit or the alternate unit. You may
even specify quantities in both units, e.g., 100 bars=150 Kgs.
Rate
Give the rate for the stock item. If you have entered Standard
Rate for the item (Standard Cost and Standard Selling Price – see
item master), the voucher will pick the relevant standard rate for
that date by default. You may, however, modify it while entering
the voucher.
Per
Give the unit of measure for the quantity of the item here. This
can be the main unit or even the alternate unit.
Amount
The quantity multiplied by the rate per unit is the amount.
End of List
Select End of In all multiple allocations or selections, you must either be
List or press required to select the option ‘End of List’ or press [enter] at the
[enter] as the
case may be, for
first blank field. This would accept the multiple allocation and
multiple take you back to the parent screen. E.g., Multiple locations,
allocations batches or items.
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Pure Inventory vouchers
Pure Inventory vouchers perform the same function in the
inventory system as accounting vouchers in the accounting
system, i.e. they too, are means of entering transactions. In this
case, the vouchers record the receipt and issue of goods/stock,
the transfer of stock between locations, and physical stock
adjustments.
If you have chosen not to integrate accounts with inventory,
Pure Inventory inventory vouchers will not have any impact on the Balance
vouchers Sheet stock figures. They will separately maintain the stock
balances. However, you can configure Tally so that the inventory
entries would automatically update the Balance Sheet stock
figures. (By choosing to integrate Accounts and Inventory in
F11:Company Features). Remember, you can trace an entire
transaction right from the goods transfer stage to the financial
accounting of it, irrespective of integration status. For example,
the purchase of stock can be tracked from the purchase voucher
through to the receipt note, through to the invoice from the
supplier, and on through to the eventual payment.
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* Unless you have Tracking numbers activated in
F11:Company Features, the Goods In Receipt Note and
Goods Out Delivery Note vouchers will not be activated.
Tally will assume that goods are received along with
Purchase Vouchers and Goods are delivered along with
Sales Vouchers/Invoices. When Tracking Numbers are
activated, you inform Tally that you may receive goods that
are not accompanied by Supplier’s invoice – the invoice will
arrive separately. Also that you may not deliver goods
together with your invoice – you may invoice later.
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Rejections-in voucher
For recording goods received back that was rejected by a
customer. For example, the company takes back into stock items
rejected by a customer.
Rejections-in voucher
Description Records return of goods by customers
Details recorded Reference, ledger account, customer’s name and address,
name of stock item, stock location, quantity, rate,
amount, narration
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Rejections-out voucher
For recording of goods that are rejected and returned to a
supplier. For example, the company returns items that had
previously been taken into stock to the supplier
Rejections-out voucher
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Physical stock voucher
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A typical inventory voucher screen:-
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Voucher number
Tally will enter this for you if you have set-up the voucher type
to do it. If it is to be entered manually, do so.
Reference number
This is optional. You can enter a reference such as Purchase
Order Number or Supplier’s Delivery Note Number.
Date of voucher
The date of the voucher you are entering is displayed at the top-
right of the Voucher Creation screen. The date is initially the
Current Date and you may need to change it to ensure vouchers
are entered with the date you want.
& You change the date using the F2: Date button on the button
bar.
Ledger Account
To select a ledger, type the first letter of its name (either case)
and Tally displays a List of Ledger Accounts, (the ledgers
starting with the typed letter are highlighted). Only ledgers
suitable for the voucher type are displayed. As you continue
typing, the highlights reduce until a match is found. Here you
usually need a supplier’s ledger account.
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Name of the Item
From the popup list of Stock item, select the stock item that is
being received. If it is not in the list, create it using [ALT]+[C].
Tracking Number
You will use the tracking number to link this receipt note with
Tracking the Supplier’s Invoice that will be received later. (You will record
Numbers – the the Supplier’s Invoice through the Purchase Voucher). Hence,
important link select the number you think will help maintain the link. Tally
between gives you two numbers that are defaults of the Receipt Note
accounting and
number and the Reference. However, you may opt to give your
inventory
details - where own number, in which case select New Number. If you do not
goods do not wish to give a tracking number at all, select Not Applicable.
accompany
An explanation on the four options in the list is necessary.
invoices.
Tracking numbers link the different accounting and inventory
vouchers as follows:
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New number
– give a number not in the list. You will use this number to
reconcile, when making a Purchase Voucher entry.
Not applicable
– if you do not want a tracking number. This may be resorted to
in cases where you want to update stocks immediately with this
entry and no goods inward entry will be needed. When in an
inventory voucher if you select ‘Not Applicable’, that will update
stocks and you do not want to make a separate
accounting/invoice entry. .Not Applicable option is important and
hence we repeat the cases where you would use it:-
Reference number
The reference field if field in becomes the default. Tally also lists
the voucher number and the reference number of the current
voucher for selection. Select the one that is easy to track later.
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Pending tracking number
If you have a pending tracking number from a previous voucher,
it will be listed here together with details like location, quantity,
rate and amount. You will select a pending tracking number to
adjust that with the current voucher entry. This could be a
Purchase Voucher received and recorded, for which the goods are
now being received.
Order details
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existed, by selecting the order number from the pop-up list of
orders, the rest of the fields are automatically filled up. These
are, however, available for editing (can alternatively be set so that
editing is not permitted – through F12:Configuration).
Otherwise, select a new number to input order details at this
point.
Location
Multiple If you have more than one location, you must specify the
locations location to which this item relates. Hence, a sub-screen would
come up after the tracking number to enable you to specify the
location quantity, rate and amount for the item. You can give
multiple locations, e.g.
Batch Number
In the locations sub-screen itself, the batch number can be given,
Batch numbers if batch numbers have been activated in Company Features.
Select a batch number from the list of existing batch numbers, or
give a new number for a new batch.
Mfg. Date
Again, it appears only if it has been activated. Give the date of
manufacture. This enables you to set expiry date for the batch as
a period from the date of manufacture e.g. three months from the
date of manufacture.
Expires on
It appears only if it has been activated. Give the date of expiry or
a period from the date of manufacture. If, for the item, you had
disallowed the use of expired goods; you cannot issue them after
the expiry date. (Check item master).
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Quantity
Actual and Normally, no explanation is required. However, you can set
Billed Quantities Company Features to allow Actual and Billed Quantities. Then,
you have to give both quantities here. The actual quantity
updates stock and the billed quantity affects the accounts. Give
the quantity either in the main unit or the alternate unit. You may
even specify quantities in both units, e.g., 100 bars=150 Kgs.
Rate
Give the rate for the stock item. If you have entered Standard
Rate for the item (Standard Cost and Standard Selling Price – see
item master), the voucher will pick the relevant standard rate for
that date by default. You may, however, modify it while entering
the voucher.
Per
Give the unit of measure for the quantity of the item here. This
can be the main unit or even the alternate unit.
Amount
The quantity multiplied by the rate per unit is the amount.
End of List
Select End of In all multiple allocations or selections, you must either be
List or press required to select the option ‘End of List’ or press [enter] at the
[enter] as the
case may be, for
first blank field. This would accept the multiple allocation and
multiple take you back to the parent screen. E.g., Multiple locations,
allocations batches or items.
Narration
Here you type whatever is appropriate for the transaction.
Once you accept the data, Tally presents another data entry
screen.
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How to create a Stock Journal
Gateway of Tally Æ Voucher Entry Æ [ALT]+F7 or Click on
Stock Journal
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technically correct where an expense incurred on production or
inward has been accounting for in the cost of that item.
The Stock Journal Screen has three parts – the top part accepts
general information, the left hand side is the Source location or
Consumption Part and the right hand side is the Destination
location or the Production Part. While you must furnish the
common information required in the top part, you may elect to
give information for only the left or the right part or both.
Common information
Source (Consumption)
Here give the name of the item and the location from which it
moves or where it is consumed as well as the rate and amount. If
the rate is specified in the stock item master, it will be brought up
when you indicate the item name.
Destination (Production)
Here give the name of the item and the location into which the
named item moves. It is not necessary that the item names
should match the names in the source part. This is because of a
totally new item could be produced out of materials consumed.
You can specify the rate of the item and amount. If the rate is
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specified in the stock item master, it will be brought up when you
indicate the item name.
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You may specify additional costs for transferring or producing
the item. These would, typically be wages, power, freight etc.
Remember that you must have ledger accounts opened for the
additional costs. Moreover, additional costs entered for the
ledgers, do not reflect in the relevant ledger with the amount but
only add to the cost of the item.
%
You can specify the additional cost by way of a percentage of the
cost of the item, in which case give the number, e.g. 2 for 2% of
the cost of the item. You may, alternatively, skip the percentage
field and input an amount directly.
Actuals
This displays the total additional cost for the item and the
effective cost per unit of item/product produced.
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Bill of Materials
Introduction to Introduction
Bill of Materials A Bill of Materials contains a list of items that make up another
item. In other words, it is a list of constituent items.
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A Bill of Material should be available while manufacturing an
item. Hence, first enable manufacturing entries. This is done
through a stock journal. It is wise to create a new voucher type,
say, Mfg Journal which is based on Stock Journal.
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How to create a new manufacturing journal
Gateway of TallyÆAccts.InfoÆVoucher TypeÆCreate
Name
Give a new name to the voucher type, e.g., Mfg. Journal. It could
Create a new be any other name.
manufacturing
journal Type of Voucher
This must be Stock Journal. Pick it up from the pop-up list.
Abbr.
The abbreviation to the voucher type name. Type in a suitable
abbreviation, e.g. Mfg. or mfg.jrnl.
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How to create a Bill of Material
How to create a
You can create a bill of material (BoM) for any stock item.
bill of material
Typically, you would like to create a BoM only for those items
that are being assembled in-house. For trading items, you do not
need a BoM. Therefore, we need to specify a BoM at the time of
creating a stock item (or altering its master)
Let us create a new stock item and specify its BoM.
Gateway of TallyÆInventory InfoÆStock ItemsÆCreate
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The difference for India/Asia would be in the terminology for
tax/duty:-
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Unit of Manufacture
Give the appropriate (usually the minimum) number of the
finished product item that will be made. While manufacturing
(and recording through a stock/manufacturing journal), you will
make the item in multiples of this unit of manufacture. At that
time, the components will also multiply by the same factor
automatically. (You are, of course, allowed to alter the
components while recording to reflect actual consumption, if
there is a change from BoM).
Input your options for other questions for the stock item and
accept the screen.
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Select Mfg. Journal
Input fields
Reference
Give a reference number, if required.
Name of Product
For the stock item to be manufactured.
Location
Give the location in which it is to be manufactured. This location
will show the stock.
Qty
Give the quantity of the item to be manufactured.
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Component (Consumption)
The component list for the product to be manufactured and the
proportionate quantity of each component (based on the quantity
specified for the product) is produced. The default location as
specified in the BoM is also given for each component. However,
the entire component list can be altered, components added or
removed and locations amended.
* Any change made during this entry will not affect the original Bill of
Material for this product.
Cost of components
The base cost of the components are automatically added and
displayed.
%
You can specify the additional cost by way of a percentage of the
cost of components, in which case give the number, e.g. 2 for 2%
of the cost of components. You may, alternatively, skip the
percentage field and input an amount directly.
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Total additional cost
This displays the total additional cost for the item.
Effective cost
This is the sum total of the cost of components and additional
costs.
Effective rate
Effective cost per unit of item/product produced.
Advanced usage
You may create a stock or manufacturing journal directly while
creating a sales invoice. The need often arises in situations where the
manufacture has not been recorded but the invoice is being prepared.
While creating an invoice, when the cursor is at the quantity field
of the stock item (manufactured product), press [ALT]+[V] to
bring up the manufacturing stock journal screen for the
product/item. On completing the mfg journal, you are brought
back to the next field in the invoice screen. Thus, the item would
be manufactured, its components reduced from stock, and also
invoiced in a single transaction entry.
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Buttons in a typical voucher entry screen
F2: Chg Date. Use this button to change the date of the voucher.
F3: Chg Cmp. This would allow you to switch to another loaded
company and enter a voucher in it. Therefore, you can, almost
simultaneously, enter vouchers for more than one company.
Post Dated. To mark the current voucher post dated.
Optional. To mark the current voucher optional.
F11: Features
F12: Configure
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Purchase and Sales Orders
Tally permits you to produce Purchase and Sales Orders from the
system. Purchase Orders may be produced, printed and sent to
suppliers. Goods received are linked with the PO s and Invoices.
Outstanding Purchase Orders should be monitored. In the
Chapter : Voucher Entry, we have shown how orders are linked
with delivery notes and invoices. Hence, we will only consider
creation, alteration and deletion of Purchase Orders here. Display
order position of any item from the Stock Summary. The
Purchase Order Book will list out all the Purchase Orders placed.
Likewise, Sales Orders received are recorded in Sales Order
Entry Screen. The details are available during Delivery Note and
Invoicing. You may view the order position in the Stock
Summary. The Sales Order Book lists all Sales Order received.
Activate Purchase and Sales Order Processing in F11:Company
Features.
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How to create a Purchase Order
Purchase Order details will also depend on configuration
Purchase settings. Hence, have a look at the configuration and voucher
Orders types.
Gateway of TallyÆVoucher Entry ÆF9:Purchase ÆSelect
Purchase Order
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Order No
The voucher number can be treated as your Purchase Order
number. You may configure the voucher type through Acct.
InfoÆVoucher Types to set prefixes and suffixes for Purchase
Orders. This particular Order No. field is an additional field to
record order number if different from the voucher number.
Due on
The due date for delivery of the item. This will enable
monitoring of outstanding deliveries. The order can be split for
delivery on different dates.
Location
In case multiple location feature is active, this field is required to
be given, else it does not appear.
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Quantity, Rate and Amount
Give the quantity of the item required, and its rate. The amount is
calculated but is modifiable to enable rounding off.
Next Item
The cursor then comes to the Item field once again and you can
enter another item to order. If no other item is required, press
[enter] on the blank field to take the cursor to the tax/expense
field.
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Expense/Tax
Once the item details have been entered, you might specify tax to
be charged and other expenses like freight, if any. The tax or
expense has to exist as a ledger account or it may be created
using [alt]+[C]. We shall select tax @ 17.5% to be charged on
the item values. The order entry screen would then appear thus:
Narration
Optional. You may give some particulars about the order.
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Alter a Purchase Order
You can alter a Purchase Order by displaying it from a variety of
place but is easier through the Purchase Orders Book or the Day
Book.
Gateway of Tally ÆDisplay Æ Day Book or
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How to create Sales Orders
Sales order entry is exactly like Purchase Orders.
Sales Orders Sales Order details will also depend on configuration settings.
Hence, have a look at the configuration and voucher types.
Gateway of TallyÆVoucher Entry ÆF8:Sales ÆSelect Sales
Order
Order No
The voucher number can be treated as your internal serialised
order number. The field Order No. is advised to be used for the
customer’s order number.
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Name of the item
Give the name of the stock item for which the order is to be
placed. Once the name is given the Item Allocations sub-screen
pops-up that needs to be filled in.
Due on
The due date for delivery of the item. This will enable
monitoring of outstanding deliveries. The order can be split for
delivery on different dates.
Location
In case multiple location feature is active, this field is required to
be given, else it does not appear.
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Next Item
The cursor then comes to the Item field once again and you can
enter another item to order. If no other item is required, press
[enter] on the blank field to take the cursor to the tax/expense
field.
Expense/Tax
Once the item details have been entered, you might specify tax to
be charged and other expenses like freight, if any. The tax or
expense has to exist as a ledger account or it may be created
using [alt]+[C]. We shall select tax @ 17.5% to be charged on
the item values. The order entry screen would then appear thus:
Narration
Optional. You may give some particulars about the order.
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Alter a Sales Order
You can alter a Sales Order by displaying it from a variety of
place but is easier through the Sales Orders Book or the Day
Book.
Gateway of Tally ÆDisplay Æ Day Book or
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View order position
Stock summary is perhaps the best place to view the order
position.
Gateway of Tally Æ Stock Summary ÆDetailed [F1]
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You get the following menu.
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We will limit our view to Tally here.
Note that though you have stock in hand of 4 Nos., your
outstanding sales orders already due to be delivered are 7 nos.,
leaving you with a negative balance of 3 Nos. Obviously, you
cannot take further orders. However, when you look at purchase
orders placed on suppliers, and the stock is already due to be
delivered, you are left with 2 Nos. of Tally for which you can
accept orders for sale from customers.
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You may further drill down into each column to view greater
detail. In the Stock Summary screen, you can even bring up a
new column using [alt]+[C] the New Column button and get
more options for detail. Please experiment with the different
Types of Values to get familiar with them. They are powerful and
give great business information.
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I nvo i c e E n t r y
Invoicing or sales invoicing is not very different from sales
voucher entry. In fact, you use the same voucher but select ‘As
Invoice’ option to turn it into a sales invoice. Purchase invoices
are recorded through normal Purchase Voucher entry and it does
not have the provision of being converted into an invoice format
for entry purposes. However, you can print the purchase voucher
as a Purchase Invoice or even a Purchase Order.
& The advantage of using the invoice format for sales invoice
entry is that it enables automatic calculations of taxes and duties
accounts (those falling under the group ‘Duties & Taxes’ or those
groups for which the field ‘Used for calculation’ is enabled.
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Ensure that:
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Configuring the invoice
Gateway of TallyÆF12:ConfigureÆInvoice Entry/Delivery Note
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Further to invoice entry configuration, you can configure its
printing.
Gateway of Tally ÆF12:ConfigureÆPrintingÆSales
Transactions ÆSales Invoice
Set the print options as desired. As you would see, you can
configure the invoice to a great extent. The options depend on the
various F11:Company Features and F12:Configure options that
have been set for your company either by you or by the
administrator. In the above screen, the options are tuned to
Britain/Europe settings. These would change if you opt for
India/Asia in the basic company settings.
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Likewise, the details that you give during invoice entry, depend
very much on the configuration settings. Let us look at a typical
invoice entry screen:-
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Sales Voucher number
This number is controlled by the settings in the voucher type
masters.
Date
Change date using [F2], when you need to.
Reference
This is an optional field. Give any reference particulars that can
be later picked up using the range or filter mechanism. This has,
traditionally, been used for tracking missing tax forms.
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Dispatch Details
Give the despatch details here. These are printed out on the
invoice.
Order Details
The order particulars may be entered here. If a prior order was
recorded for the customer, a pop-up list of pending orders
appears from which you select the relevant order or orders. You
may raise an invoice against a single order or even multiple
orders. Select New Number if no prior order exists for this
invoice but you want to record the order particulars. Select Not
Applicable if not applicable. Select End of List to move to the
next item.
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Buyer’s Details
The Buyer’s Address as per the master records appear as default,
but you may alter it. If you have configured to have the
Consignee address as well as Buyer address, its details too
appear. Accept or modify them as necessary.
Inventory allocations
Inventory items that are to be invoiced have to be entered. Once
you have selected the first item and the tracking number, if you
have multiple locations set up, a secondary screen pops up for
accepting the item particulars:
Give the quantity rate and unit particulars. You may select more
than one location from where the goods have been despatched.
Press [enter] at the first blank location field to accept the first
item’s allocation of location and other details. You now have to
give the accounting ledger that will be affected for the sale of
this item.
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Accounting details
This information is to be given in a secondary screen that pops
up after allocation of the each item. Select the relevant sales
account to be debited for the first item. The screen would be as
below:
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Bill Details
After the cursor leaves the total amount field, you must give bill-
wise particulars, if the feature is activated for this particular party
ledger.
You do this in the bill-wise details screen.
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You can always configure the printing options by selecting the
appropriate buttons.
You can give additional information, change titles, print
additional pages, change printer settings, etc.
The buttons [Pre-Printed] and [Quick Format] are toggles for
[Plain Paper] and [Neat Format] respectively. These are print
specifications that you give. Pre-printed is for pre-printed
stationery. Quick Format does not give fonts or other niceties but
is ideal for fast printing. Select copies and give the number of
copies to be printed. 1 is the default. You can set the default
number of copies in Invoice Printing Configuration
(Gateway of Tally ÆF12:Configuration Æ Printing )
Display/Alter a voucher/invoice
You can display a voucher or alter it (subject to authority), by
simply drilling down any display screen. For example, from the
Balance Sheet, press [enter] on the group Sundry Debtors, then
on the ledger Response Tech Ltd which brings up its monthly
summary. Continue the selection process till you see the list of
vouchers and then the voucher itself. You may opt to alter a
voucher by going through the ledger display screen or the Day
Book. Since the display interfaces are identical, feel free to use
the path most convenient for the circumstance.
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A d v a n c e d vo u c h e r e n t r y
Advanced accounting vouchers
Please refer to Ledgers, Groups and Cost centres chapters for
more explanation on the different concepts. Here we will discuss
entry issues only.
Advanced usage in voucher entry involves using more features of
Tally. This would mean entering of data in various pop-up sub-
screens depending on the context and configuration (both F12
and F11) settings.
Bill-wise details
Bill-wise details
entry in Bill –wise details are available, firstly when activated in
vouchers F11:Company Features, and secondly when set to Yes in the ledger.
Bill-wise details are pertinent only for party accounts, viz.,
ledger accounts classified under Sundry Debtors, Sundry
Creditors and Branch/Divisions.
You would activate Bill-wise details if you wish to track each
invoice to its conclusion and you wish to adjust the bills and
payments bill by bill.
Moreover, you want to obtain such information as outstanding
analysis, ageing analysis, pending, due and overdue bills, etc.
(These are available through DisplayÆStatement of
AccountsÆOutstandings).
& You give bill details during voucher entry itself. This has the
advantage of immediate reconciliation of bills/invoices with
payments/receipts.
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Hence, bill wise details sub-screen comes up for party accounts
during receipt/payment voucher entry or purchase/sale voucher
entry or debit note/credit note entry.
Type of Ref
Bill reference can be of four types:
Advance
New Ref
Against Ref
On account
You must select one or more of these to adjust the amount. The
amount can be broken up and different references given. E.g. the
15000 above could have been firstly 5000 where it is due on 8
Aug 97 and then 10000 where it is due on, say, 31 Aug 97.
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Advance
This is relevant where you receive or pay monies in advance. You
can adjust this advance when making the sale or purchase entry.
At that time, it will be available for adjustment.
New Reference
You select this for new transactions, e.g.
For a new bill raised by you on your customer or raised on you
by your supplier.
If you mark the bill as a new reference, it is add to the list of
outstandings.
In the field, you can give the voucher number, the reference
number, or any alphanumeric set of characters that would
identify the reference and help set it off later using against
reference. You are not allowed to give the same name for two
new references. In other words, new references must be unique.
Against Reference
Select this when adjusting against a previous reference, i.e.;
adjust against a bill marked new reference. Typically, You would
mark a bill new reference and adjust its payment by marking the
payment against reference. When selecting against reference, a
list of pending references (bills) for the party comes up from
which you select. You may adjust the whole bill or part of it. The
rest of the bill remains unadjusted. You can use Against
Reference even to adjust advance with an invoice. This you
would do when entering a purchase or sales voucher. If there are
no pending bills, the option will not be available.
On account
On Account is selected when you are unable to mark a payment
or a receipt against specific pending references. Typically, you
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would do this in cases of lump sum payments where a number of
bills are pending but you are not instructed against which bill the
money should be adjusted.
Name
In the field, you can give the voucher number, the reference
number, or any alphanumeric set of characters that would
identify the reference and help set it off later using against
reference. You are not allowed to give the same name for two
new references. In other words, new references must be unique.
We have given New Bill as new reference (this is actually not a
good unique name).
Amount
Give the amount for the adjustment. You can break up the
amount and adjust it in several instalments giving different
references.
Dr/Cr
Specify whether the adjustment is debit or credit.
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Cost centre allocations
Cost centre allocations would be relevant if you have opted for
Cost centre cost centres in [F11]: Company Features. Moreover, it applies to
allocations in only those ledgers for which you have activated cost centres. You
voucher entry may wish to display relevant ledgers through Gateway of
TallyÆAccounts InfoÆLedgers.
By allocating ledgers to cost centres at the time of voucher entry,
you do away with the need to reconcile them – they are
reconciled from that very moment. Hence, you save time and
effort when you wish to use the information for analysis. Cost
centre analysis is a powerful tool that enables you to know the
performance of the cost centres. Display cost centre information
through Gateway of TallyÆDisplayÆStatement of
AccountsÆCost Centres.
Assuming that you have created cost centres and cost categories
in Accounts Info (masters) as below, we shall see how they
appear.
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Cost Categories
Cost Categories: Departments Executives Projects
Cost Centres: Marketing Salesman A Airports
Manufacturing Salesman B Roads
Finance Salesman C Buildings
If you did not have cost categories, you would have been able to
allocate the expense to either the Project Buildings cost
centre or Salesman A and not to both. In such a case, you
would not obtain the third dimension.
You may not have cost categories activated if you do not need to.
Without cost categories, you will allocate the ledger amount to
only one set of cost centres, and not to parallel sets. Hence, you
would allocate the conveyance expense to Salesman A only and
not to both Salesman A and Project Buildings. You may,
however, allocate the expense partly to Salesman A and partly to
Project Buildings that adds up to the total amount. This
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information will not enable you to know how much, Salesman A
spent, for the Project Buildings.
Cost Centre allocations have to be done in pop-up sub-screens in
the main voucher entry screen. The sub-screen pops up after the
amount field pertaining to the ledger for which cost centres have
been activated. Hence, the following is the sub-screen for the
ledger Conveyance – amount 1000/- in a payment voucher: -
Inventory allocations
Inventory items need to be considered in financial vouchers in
Inventory cases where you use ledger heads that have stated ‘Yes’ to the
allocations in an question ‘Are Inventory Values affected?’. (Display your Sales
accounting Account to verify). Typically, you will have the accounts of the
voucher type Sales and Purchases affecting inventory. Hence, when you
enter a voucher (usually a Sales or a Purchase Voucher) a sub-
screen pops up after the concerned ledger head and amount
requiring you to give inventory item details.
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* The inventory details that you give in an accounting
voucher (like Sales and Purchase Voucher), affects stocks
by immediately updating them, only if Tracking Numbers
are not activated in [F11]: Features. Otherwise, the
inventory allocation tracks against Goods In or Goods Out
notes through tracking numbers.
Name of Item
Pick the item from the list of items (or create a new item by
[ALT]+[C].
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Tracking Number
The tracking number pop-up list appears after you have entered
the name of the item. A default list will contain the following:
Tracking
numbers – use
of ‘Not
Applicable’
New number – give a number not in the list. You will use
this number to reconcile, when making goods inward entry.
Not applicable – if you do not want a tracking number. This
may be resorted to in cases where you want to update
stocks immediately with this entry and no goods inward
entry will be needed. When in an inventory voucher if you
select ‘Not Applicable’, that will update stocks and you do
not want to make an invoice entry.
Not Applicable option is important and hence we repeat the
cases where you would use it:-
When you raise a sales voucher/invoice that accompanies
the goods and you do not want to pass Goods Out entry.
‘Not Applicable’ will update stocks without the Goods Out
entry.
When you send out samples for approval, where you do not
want to raise an invoice. Likewise when you receive
samples but no invoice will be forthcoming.
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Default voucher number and reference number
The voucher number and the reference number of the current
voucher are also listed and available for selection. Select the one
that is easy to track later.
300
Batch Number
Batch numbers
Mfg. Date
Again, it appears only if it has been activated. Give the date of
manufacture. This enables you to set expiry date for the batch as
a period from the date of manufacture e.g. three months from the
date of manufacture.
Expires on
It appears only if it has been activated. Give the date of expiry or
a period from the date of manufacture. If, for the item, you had
disallowed the use of expired goods; you cannot issue them after
the expiry date. (Check item master).
Quantity
Normally, no explanation is required. However, you can set
Company Features to allow Actual and Billed Quantities. Then,
Actual and
you have to give both quantities here. The actual quantity
Billed Quantities
updates stock and the billed quantity affects the accounts. Give
the quantity either in the main unit or the alternate unit. You may
even specify quantities in both units, e.g., 100 bars=150 Kgs.
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Rate
Give the rate for the stock item. If you have entered Standard
Rate for the item (Standard Cost and Standard Selling Price – see
item master), the voucher will pick the relevant standard rate for
that date by default. You may, however, modify it while entering
the voucher.
Per
Give the unit of measure for the quantity of the item here. This
can be the main unit or even the alternate unit.
Amount
The quantity multiplied by the rate per unit is the amount.
End of List
In all multiple allocations or selections, you must either be
Select End of required to select the option ‘End of List’ or press [enter] at the
List or press first blank field. This would accept the multiple allocation and
[enter] as the take you back to the parent screen. E.g., Multiple locations,
case may be, for batches or items.
multiple
allocations
Foreign Exchange transactions
Entering foreign exchange transaction in Tally vouchers is quite
simple once you understand the principals of it. It would be
worthwhile going through the chapter on Currencies now.
302
Based on the above settings, we shall examine a Purchase
voucher entry of an import transaction in foreign exchange and
then a payment entry made from a forex bank account.
Example 1: Foreign exchange transaction of an import
transaction.
In the purchase voucher:
303
adjusted automatically. If you want to give only the base
currency, clear the forex field and Rate of Exchange field
and simply mention the Value in base currency. The
exchange rate would then be ineffective.
304
The forex entry method is repeated here:
* If you want to give only the base currency, clear the forex
field and Rate of Exchange field and simply mention the
Value in base currency. The exchange rate would then be
ineffective. Of course, if you do not enter a foreign currency
in the amount field, the amount is assumed to be in
home/base currency.
305
The forex gain or loss in the transaction is automatically
calculated and is shown as unadjusted Forex gain/loss in
the Balance Sheet. You may pass a journal entry affecting
the profit and loss account with the forex gain/loss figure to
bring it into the books.
If you view the ledger account of the supplier, you will notice
that its account has balanced out but a forex gain has accrued on
the transaction due to a rise in the exchange rate for the pound.
306
Display – the all
powerful eis tool
307
Display – Tally’s forte
Tally’s Display of information has been designed to give you
maximum benefit of the data that has been entered through
vouchers. You would have found that voucher entry itself is so
much like your thought process. Display of information and the
amazing variety of it all, puts you in charge of your business
information. The best way to extract utmost from Displays is to
experiment with the different options. It is not possible to cover
the almost infinite options and ways in which you can present
your data in a single manual. It is through Displays that Tally
users get money saving ideas!
The purpose of putting in all your data is, after all, to present
Display screens them in the form of comprehensible accounting reports. Tally far
take advantage exceeds these expectations. By way of entry, all you do is to
of your enter your vouchers. You do that, any way for your accounting
monitor’s purposes. Tally uses the same data and gives you management
capabilities.
control reports in addition to all books and statements. Tally is
They are
dynamic and real-time – all reports are up-to-date at all times. They are
interactive and displayed as at the last voucher entered.
are not merely
print files. & All reports are very pleasing to the eye and obtained
instantaneously. They are not spooled print files thankfully, but
are specially designed for the screen. However, whatever you
see on the screen, you can print as well – but using the printer’s
capabilities.
308
Displays are divided as follows:
Only the Balance Sheet and Profit & Loss Account are displayed
Books and directly from the Gateway of Tally. Tally accords these
statements are statements the highest importance. As you can see from the
separated for menu, displays are roughly organised into Accounts information
both accounts displays and Inventory information displays – conforming to the
and inventory.
two major areas of operations. Each area is grouped separately
into books and statements.
Conforming to showing the main financial statements separately,
the Cash and Funds Flows are not grouped under Statements of
Accounts.
The Day Book contains all the vouchers for the day, including
inventory vouchers. Its purpose is to show you a day’s
transactions. However, you can display any report for any period
by using the change period option.
309
The List of Accounts gives the tree structure of all your masters –
Groups. Ledgers, stock items, cost centres, currencies, etc.,
310
Basic features of displaying
reports
Tally prepares the books of account and financial statements
based on the vouchers you have entered to date. You can then
vary the appearance of reports according to your needs, for
example, to make comparisons between different companies,
periods of the financial year, groups and ledgers.
In each case, when you display a report, you can step-down to
Basic features the next level of detail by highlighting the item and pressing
of display Enter, and you can keep going until you reach an individual
screens voucher. Similarly, you can step back to higher levels by pressing
[Esc]. The special features available for the currently displayed
report are indicated on the button bar, and can be selected with a
single click of the mouse.
Accessing reports
The Gateway of Tally menus provide access to all the financial
reports, as in the diagram opposite. For example, if you want to
view the Sales Register then, in the Gateway of Tally menu
select Display, Account Books and Sales Register in turn, and
Tally will display the report for the currently selected period.
Modifying reports
Once you have selected a report and its screen appears, you can
modify the display to suit your requirements using the
appropriate buttons on the button bar. You will get to know the
functions of the various buttons as you become more familiar
with Tally but some buttons perform similar functions in all
reports, providing they are appropriate to the screen you are
viewing.
311
If you select the buttons using the keyboard, the conventions are:
Fn: - just press the Fn key.
Fn: - press [Alt]+Fn.
Fn: - press [Ctrl]+Fn.
F1: Detailed/Condensed
Adds a further level of detail to the report, or condenses the
report to a higher level of detail.
F2: Period
Enables you to change the period of the report by specifying
new from/to dates.
F3: Company
If you have more than one company selected, this button
enables you to change companies to display the new
company data in the current screen format.
F4: to F10:
The functions performed by these buttons vary from report to
report.
F11: Company Features
This button is not related to displaying reports but to
selecting options that affect voucher entry. The screen it
displays must not be changed during training.
F12: Configure
This button is very relevant to displaying reports and enables
you to define the report-specific options you wish to use. For
example, depending on the report you are in, you can
specify whether it should be in horizontal or vertical format,
show percentages, show gross profit, show opening and/or
closing balances, change the periodicity, change the sorting
method, and so on.
312
F12: Range
This button enables you to filter the information you see
displayed based on monetary value. For example, you can
specify you only want closing balances greater than £5,000.
F12: Value
This button enables you to filter which vouchers you wish to
be used in the calculations. For example, you can specify
you only want vouchers having a narration containing the
expression ‘XYZ Project’.
New Column
This button enables you to add another column to the report
to display comparable information for another company, or
for a different period for the same company, all on the same
screen.
Alter Column
This button enables you to alter the details of a new column
you have previously created, for example, the date range.
You select the column to alter by positioning the cursor in it
prior to selecting the button.
Del Column
You use this button to delete columns you no longer wish to
see in the report.
Auto Column
You use this button to add multiple columns to a report, for
example, columns for each month, or to accommodate
several companies. You can also have a total column for
the total of each item across all columns.
313
Printing reports
You can obtain a printed version of the screen you are currently
displaying by selecting Print from the top of the button bar
menu. This brings up new button bar options and the Print
Configuration screen for the report, which asks Print? Yes or
No. If you select Yes, the report will be printed using the options
specified on the screen. If you select No, you can change the
options before printing.
& Tally’s neat printing is just too neat! Print out an invoice and you
would not consider using pre-printed stationery at all.
314
Auto Column:
- If the screen version of the report supports Auto Column, this
button will be available and performs a similar function.
Titling:
- To change the title of the report.
Page Nos:
- To specify the starting page number and page number range.
Pre-Printed / Plain Paper:
- Toggle to make the selection.
Quick Format / Neat Format:
- Toggle between quick (draft) and neat (standard) formats.
With Colour:
- This option is only relevant if you have a colour printer.
Copies:
- To specify the number of pages to be printed.
Printer:
- To change the printer settings. This also displays the default
paper size that you have set for the printer.
Multi-Account Printing
Print multiple
accounts Gateway of Tally ÆMulti-Account Printing
Principally geared towards printing the Primary Books of
Accounts, like the Cash and Bank Books, Account Ledgers,
Sales and Purchase Registers etc, without needing to select the
accounts one at a time and pressing Alt+P. The facilities provide
for printing One Account at a time, All Accounts, or All
Accounts in a selected Group. Before printing, the date range
and other selections may also be set up.
315
The current mechanism of printing used by Tally, will require
that for large company accounts, you choose to print each ledger
account on separate pages, - otherwise the memory requirements
of the system become so large as to bring most systems to their
knees.
316
Display Account books & statements
317
& This is a typical display method and is available from most
places, including statements. For example, even from a Balance
Sheet, you would first display the group summary, then the
ledger monthly summary and finally the transaction voucher
itself.
318
Example 1 - viewing Bank books
Gateway of TallyÆ DisplayÆ Account BooksÆ Bank Books
This displays the Bank Group Summary.
319
Example 2 - viewing the Balance Sheet
Gateway of TallyÆ Balance Sheet
Notice the format of the display.
320
Select Detailed to give break-up of the grouped figures.
Select F12: Configure to bring up the Configuration screen.
Select the following options and observe the new display.
Configuration
321
Scroll down to highlight Net Profit and press Enter. This
takes you to the Profit and Loss screen. Select F1: Detailed
to show a more detailed report.
322
Place the cursor on any amount in the column for 16-12-97.
Different Select Alter Column. Change period to 1-1-97 to 31-5-97
Inventory and valuation to Last Purchase Cost. Notice the change in
Valuation – closing stock value and consequently the change in profit
select Valuation figures.
button or see
the difference in
another column
323
Select F12: Range and in the Range of Information in
Report screen, set up Ledgers having Closing Balance
greater than 20000.
To exit, keep pressing [Esc] until you return to the Gateway
of Tally menu.
You are welcome to experiment. It is simply your opportunity to
explore the powerful display features of Tally. You have seen
some of the reports and how they can be stepped-through,
configured and modified, so use that knowledge to try similar
and new things on the other reports.
For example, you might like to look at the following:
324
Reconciliation of Bank accounts
325
(where the reconciliation process was not available or was
different. In that case, you may not wish to reconcile the bank
account with your bank statements from the very beginning. Give
the date from which you want the reconciliation facility to be
activated. Then, previous entries will not appear for
reconciliation, but will be taken as a reconciled Opening Balance.
A quick experiment with Reconciliation will show you what is
meant. Here is how you go about it:
326
Bring up the monthly summary of any Bank Book. (You
could do this from the Balance Sheet, Trial Balance, or
Display/Account Books/Bank Books, and selecting a
Bank).
Bring you cursor to the first month (typically April), and
press Enter. This brings up the Vouchers for the month of
April. Since this is a Bank Account, an ‘additional’ button
F5: Reconcile will be visible on the right. Press F5.
The display now becomes an ‘Edit’ screen in
‘Reconciliation’ mode. The primary components are:
A column for the ‘Bankers Date’
The ‘Reconciliation’ at the bottom of the screen, showing:
Balance as per Company Books
Amounts not reflected in Bank
Balance as per Bank
The Balance as per Company Books reflects your Balance as on
the last date (in our example case, 30- Apr).
The Amounts not reflected in Bank is the debit and credit sums
of all those vouchers whose Bank Date is either BLANK, or
GREATER than 30-Apr (i.e. these vouchers have not yet been
reflected in the Bank Statement).
The Balance as per Bank is the Nett effect of your Book
Balance offset by the amounts not reflected in the Bank – which
should equal the balance in the Bank Statement. (Of course,
some variation may persist due to entries made in the Bank
Statement which you have not yet entered in your Books – but
since you WILL definitely enter them, and only then print your
reconciliation, it will ultimately reflect the correct balance).
You will find, as you mark off the individual vouchers by setting
the ‘Bank Date’, that the Reconciliation at the bottom of screen
327
keeps reflecting those changes instantly. When you are finished,
press Ctrl+A (or press Enter as many times as necessary to skip
over the unmarked vouchers), and accept the screen. (If your
screen has a largish number of vouchers it may take some time to
complete the acceptance – be patient).
The next time you come for reconciliation, you will be presented
only with those vouchers which remain unreconciled. Thus, the
task keeps becoming simpler.
(It may be possible, that due to an error of entry made earlier,
you wish to see those vouchers which are already marked as
reconciled – so that you may modify their marking. To do this,
press F12:Configure. In case you have already pressed a few
keys BEFORE pressing F12, Tally will query whether you wish
to discard changes made so far, if any, by asking ‘Quit Y/N’.
Simply press Y – and the configuration screen will appear. Here,
specify whether you wish to see the reconciled vouchers also).
Remember, to print your Reconciliation, just press Alt+P!
328
Display inventor y repor ts &
statements
Tally prepares the inventory reports based on the vouchers you
Display of have entered to date. You can then vary the appearance of reports
inventory according to your needs, for example, to make comparisons
reports – button between different companies, periods of the financial year, and
options are the so on.
same as in
accounting In each case, when you display a report, you can step-down to
reports the next level of detail by highlighting the item and pressing
Enter, and you can keep going until you reach an individual
voucher. Similarly, you can step back to higher levels by pressing
[Esc]. The special features available for the currently displayed
report are indicated on the button bar, and can be selected with a
single click of the mouse.
In other words, inventory operates in exactly the same way as
accounting regarding displaying, modifying and printing the
reports, and so you can use the knowledge gained during the
accounting module to good effect with inventory.
Because it is very similar in operation, the function of the buttons
on the button bar and the various printing options are not
repeated here. Instead, this unit concentrates on highlighting
some of the special inventory screens, before giving you the
opportunity to practice.
329
Examples on displaying inventory reports
Stock Summary
Gateway of Tally Æ DisplayÆ Statements of Inventory ÆStock
Summary
330
Auto Column, Half-yearly and No. You should now have three
columns showing the stock groups and items at the end of May,
June and July.
331
332
Example 3 - making a stock query
Gateway of TallyÆDisplayÆ Statements of InventoryÆStock
Stock query – Query.
the one place
for all Select an item, from the List of Items. Notice how Tally
information on uses the Stock Category to display Items of the same
an item Category. You can offer alternative products immediately.
The locations at which you have stocks are also given,
which is invaluable for your logistics planning.
333
Select F4:Item to switch to another item to display. Notice
the stocks at different locations.
334
Bring up the initial display of each report and use Enter & [Esc] to
work your way down through the levels of detail & back up again.
335
You can analyse stock movements by stock groups, or
categories or even by financial group or ledger.
Movement Analysis of a selected stock group brings up the Total
Inward and Outward movement of all the items in the selected
Stock Group. The Quantities shown are ‘Actual Quantities’ of
movement (which in some cases, may be different from the ‘Billed
Qty’ in the transactions.) The ‘Inward’ detail shows the Effective
Rate or Final Landed Cost of the materials, after considering all
overhead costs (see ‘Valuation of Purchases’). In case the
Effective Rate is different from the basic Invoice rate of the
materials, it is shown in ‘Bold’ - to highlight a possible candidate
for further study. The ‘Outward’ detail shows the Basic Invoice
Rate and Value of goods sold/transferred out.
336
The next level of information (press Enter on the stock Item),
brings up the Party-wise/Transfer-wise detail of Movements In
and Out. The Inward details show the Basic Invoice Rate as well
as the Effective Rate.
337
The next level of information (press Enter on the Party Name or
Stock Journal Name), gives the transaction level detail of
information. Here, the Date of goods received/sold, the
Quantities, Basic Rates, Addl. Costs, and Effective Rate for each
transaction may be viewed. Pressing ‘Enter’ expands into the
Date, Type and Number of the Vouchers which have contributed
to this transaction.
The default screen shows the Addl.Costs (if any), put together in
a single column. To view the ‘spread’ of costs, press F12:
Configure, and select to view ‘A;; Addl. Costs’. This brings up
the bifurcation of all ‘Additional Costs’ entered (see ‘Valuation
of Purchases’).
Ledger Analysis is ‘similar’ to Movement Analysis, except for
Analyse all bringing up the movements of the items for the selected Ledger
purchases from (Party). Thus, you get an ‘analysis’ of all purchases made from a
a supplier supplier, or all items sold to a customer. The next level of
information brings up the transaction level detail.
Transfer Analysis gives the movement details of each type of
Stock transfer ‘Stock Journal’. This can be used powerfully by following a
analysis simple discipline of using different Stock Journal types for each
‘nature’ of transaction. For example, ‘Item A Prod’, ‘Item B
Prod’ can be used for the production of Items A and B
respectively. In this scenario, the report then represents the total
of Item A produced, as well as the ‘Raw Materials’ used for its
production, with overhead costs (as entered). This becomes a
very useful costing and waste analysis tool. In non-
manufacturing segments, but with Multiple Godowns, this report
becomes a quick check to verify that all transfer entries have
been entered correctly – since the Total Movement In and Out
must match.
338
The Expansive Tally
339
Import of Data
Gateway of Tally -> Import of Data
Data may be imported in Tally in either Tally 4.5 Format, or
Tally 5.4 Format. The support for Tally 4.5 Format has been
included keeping in mind the few hundred programs which were
working in tandem with the earlier versions of Tally, and which
users may wish to continue using – for example, to import
Payroll related data.
Tally 5.4 Formats are inherently richer in content and more
Import of Data complex than the 4.5 Formats. Lists of Accounts (Masters), and
Vouchers (e.g. Daybook), exported out from Tally eis 5.4 are in
this format, and may be imported into another company or
location. A typical use of this facility is to export the daily
vouchers from a Branch, and send it to the Head Office for
importing into the main Accounts.
The structure of the import files are sufficiently complex not to
merit discussion in a user level manual. For the normal user, it is
adequate to know, that the files exported out of Tally 5.4, may be
imported back using the Tally 5.4 Format. For those who wish to
enable other programs to create Data Files to be imported into
Tally, contact Peutronics at ‘support@peutronics.com’, or write
in to us for the structure of import files.
Tally creates a log of the import activity in a file TALLY.IMP
which is located in the same directory as the Executable
Program. Please do refer to this file to check whether all records
were successfully imported.
340
Export of Data
Export of data is provided mainly for summaries and statement
reports like Trial Balance, Stock Summary, etc. The main use
would be to export data to, say, a spreadsheet, and reorganise it
for statutory presentation.
Two formats are possible, ASCII and SDF.
Export is available through <ALT>=<P> along with Print in
Export of Data displays, on the top in the buttons bar (toggle with Print).
Various options similar to printing are available. Experiment
with them to get what you need.
341
All Reports excepting the ‘List of Accounts’ and Voucher Level
Reports are exported to give approximately the same information
that you see on screen. The ‘List of Accounts’ and the Voucher
Level Reports, e.g., DayBook, are exported in a format suitable
for Importing back into Tally 5.4.
342
Special key combinations
Key Function Where available
Combination
ENTER To accept anything you type into a You have to use this key at most
field. areas in TALLY.
To accept a voucher or master At the receivables report – press
Enter at a pending bill to get
To get a report with further details of
transactions relating to this bill
an item in a report.
(e.g., original sale bill, receipts
and payments against this bill,
etc)
ESC To remove what you typed into a field -------------------do---------------
To come out of a screen
To indicate you do not want to accept
a voucher or master.
CTRL + A To accept a form – wherever you use At almost all screens in TALLY,
this key combination, that screen or except where a specific detail
report gets accepted as it is has to be given before accepting.
CTRL + Q To abandon a form – wherever you At almost all screens in TALLY.
use this key combination, it quits that
screen without making any changes to
it.
ALT + C To create a master at a voucher screen At voucher entry and alteration
(if it has not been already assigned a screens, at a field where you
different function, as in reports like have to select a master from a
Balance Sheet, where it adds a new list. If the necessary account has
column to the report) not been created already, use this
key combination to create the
master without quitting from the
voucher screen.
343
Key Function Where available
Combination
ALT + D To delete a voucher At Voucher and Master (Single)
alteration screens. Masters can
To delete a master
be deleted subject to conditions,
(if it has not been already assigned a as explained in the manual.
different function, as explained above)
ALT + I To insert a voucher At List of Vouchers – inserts a
voucher before the one where
you positioned the cursor and
used this key combination.
ALT + A To Add a voucher At List of Vouchers – adds a
voucher after the one where you
positioned the cursor and used
this key combination.
ALT + 2 To Duplicate a voucher At List of Vouchers – creates a
voucher similar to the one where
you positioned the cursor and
used this key combination
344
Key Function Where available
Combination
SHIFT + To explode a line into its details In almost all Reports:
ENTER
At a Group/Stock Group/Cost
Category/Godown/Stock
Category – displays Sub Groups
and Ledgers/Stock Items/Cost
Centres/Secondary
Godowns/Secondary Stock
Categories
At a Stock Item –
At a Voucher – displays its
entries and narration
At a Stock Item- displays its
godowns and batch details
CTRL + To alter a master while making an At voucher entry and alteration
ENTER entry or viewing a report screens
At all reports
ALT + R To remove a line in a report At all reports
ALT + S To bring back a line you removed At all reports
using ALT + R
345
346
Ta l l y U s e r M a n u a l : I n d e x
A B
Accounting period ............... 15 Backup and Restore ............ 63
Accounts info Bank reconciliation statement325
alter ................................. 66 Base Currency ..................... 17
Create .............................. 66 Bill of Materials ................ 262
display ............................. 66 Books Beginning From ....... 15
Main functions ................ 66 Budgets ............................. 153
Activate Company Features. 24 Buying Rate....................... 177
Advanced accounting vouchers
C
...................................... 298
actual & billed............... 309 character compression
batch nbrs ...................... 308 scrolling .......................... 10
cost centre allocations ... 302 closing stock values........... 117
foreign exchange ........... 310 Configure
forex payment ............... 313 Confirmation Statements 41
forex sub-screen ............ 311 Delivery Note ................. 36
multiple locations .......... 307 Invoice and Purchase Order37
pending tracking nbr ..... 307 Invoices, Orders.............. 29
tracking numbers........... 305 printing............................ 31
Advanced Usage Reminder Letters ............ 40
Group companys ............. 42 Sales Order/Quotation .... 37
Alias .................... 84, 107, 139 Voucher Entry................. 28
Alter a company .................. 22 contents ................................. 1
alter a ledger ...................... 105 Cost Categories ................. 129
Alter ledgers in multiple mode Expert use ..................... 142
...................................... 125 manage and operate ...... 138
automatic Discount calculation under cost centre ........... 148
...................................... 112 Cost Centre
automatically load ............... 19 Alter a cost centre ......... 146
347
Use of ............................ 128 in categorisation............ 152
Cost Centres .............. 111, 127 Excise Duty ....................... 113
manage and operate....... 131 Export of Data................... 342
multiple Cost Centres.... 134
F
country-specific ..................... 7
create a company ................... 8 Financial Year ..................... 14
Create a company greater than 12 months.... 15
name.............................. 9 foreign currency master..... 170
Create a ledger account........ 98 Formal Name..................... 171
Currency G
Formal name ................... 18
not modifiable ................. 25 Group
Currency symbol ............... 171 Delete a Group................ 87
Currency Symbol........... 11, 18 Group company
option inactive ................. 22
D Group Company.................. 42
date ........................................ 7 accounts structure ........... 43
Date for Reconciliation...... 119 Alter ................................ 47
decimal places ..................... 18 concept............................ 42
Delete a ledger................... 105 identify............................ 47
Delete ledgers in multiple mode voucher level................... 46
...................................... 125 Groups................................. 67
Display............................... 308 Advanced mode .............. 85
accessing reports ........... 311 Advanced Usage ............. 88
comprehensive info ....... 308 Alias................................ 84
daybook......................... 309 avoiding errors................ 79
features.......................... 311 classification Intro .......... 67
layout............................. 309 Common grouping errors100
modifying ...................... 311 creating groups................ 81
Display/alter multiple groups94 errors in........................... 75
Expert Usage................... 92
E
extended to...................... 78
Errors manage............................ 80
348
multiple companies ......... 95 inventory reports ............... 329
Parent Group ................... 84 Invoicing ........................... 286
Position index.................. 88 configuring.................... 288
Primary Groups68, 70, 74, 89
K
reserved groups ............... 70
single ledger .................... 67 Key Combinations344, 346, 347
sorting reports ................. 89 Keyboard shortcuts344, 346,
sub-groups....................... 68 347
Subsidiary Ledger ........... 67 L
unlimited level................. 77
Ledger ................................. 97
I activate bill-wise details.. 25
import files ........................ 341 activate cost centre.......... 25
Import Of Data .................. 341 Introduction .................... 97
Indirect Expenses............... 121 Ledger account
Internet............................... 340 Advanced usage ............ 106
Inter-state Sales Tax Number12 Currency of ................... 108
Inventory info .................... 179 Ledger Analysis ............... 338
additional costs.............. 186 Ledger under a Group ......... 99
advanced use ................. 182 Letter Case .......................... 99
batch detail? .................. 184 Load a company .................. 19
compare suppliers ......... 186 Load more than one company21
configuration ................. 182 Local Sales Tax Number ..... 12
expiry date..................... 184 location
features affecting........... 183 not modifiable................. 25
maintain stock cat?........ 183 M
multiple locations .......... 185
rejection notes ............... 185 Mailing Name and address.. 10
stock categories ............. 180 making a stock query ...... 333
stock groups .................. 179 Manufacturing journal
stock items..................... 179 advanced use................. 270
tracking numbers........... 185 create new ..................... 264
Inventory Movements........ 335 Manufacturing Journal ...... 263
349
Menu...................................... 6 entry.............................. 250
Migrating to Tally................ 16 tracking number ............ 253
Movement Analysis .......... 336 types.............................. 246
Multiple currencies............ 168 Pure Inventory vouchers ... 246
Multiple ledger ...................... 98
R
Multiple ledgers................. 123
Rates of exchange ............ 169
N
Rates of Exchange ........... 176
Numeric Symbols ................ 26
S
O
Sales Orders ...................... 272
Opening Balance ............... 104 alter ............................... 281
delete............................. 281
P
how to create................. 278
Permanent Account Number 11 Security ............................... 49
Printing access rights .................... 49
Date & Time of Report ... 32 Back-dated vouchers....... 52
general............................. 32 create new level .............. 51
invoice............................. 35 levels............................... 49
neat.................................. 32 password management.... 16
Quick............................... 32 Passwords ....................... 54
Quick Format .................. 32 Users ............................... 54
vouchers .......................... 33 Security Control .................. 16
Printing invoices and vouchers Set-up .................................... 5
...................................... 295 Accounts only ................. 12
printing options.................. 314 Accounts-with-Inventory 13
Printing reports .................. 314 configuration................... 24
Profit Centres................... 127 configure......................... 25
Purchase Orders................. 272 create................................. 6
alter ............................... 277 Inventory only................. 13
how to create ................. 273 main & branch office ...... 13
Pure inventory vouchers Maintain.......................... 12
batch number................. 256 Non-integrated .............. 14
350
postpone .......................... 13 internet .......................... 341
Shut a company - unload ..... 22 Surcharge on Tax .............. 115
Single Ledger ........................ 98
T
Stock categories......... 180, 196
creating.......................... 197 Tally directories .................. 19
delete ............................. 201 TALLY.INI ................... 19, 44
display or alter............... 200 TallyAudit ........................... 56
expert............................. 199 audit list ......................... 60
multiple ......................... 199 first time.......................... 59
Stock groups ...................... 189 Important steps................ 62
creating.......................... 190 names changed................ 60
delete ............................. 194 track changes .................. 56
expert............................. 192 Tax / VAT registration numbers
explanation .................... 189 ........................................ 11
items addable ................ 192 Tax numbers........................ 11
multiple stock groups .... 192 Transfer Analysis ............ 338
Stock items ........................ 202 U
advanced ....................... 208
bill of materials ............. 212 Unit of measure
creating.......................... 203 compound unit .............. 220
display or alter............... 208 decimals ........................ 219
ignore negative.............. 214 display & alter .............. 221
multiple ......................... 206 symbol .......................... 219
opening balance............. 205 Units of measure ............... 218
rejections inward ........... 214 V
standard rates................. 211
vertical compression............ 11
tax.................................. 204
View order position........... 282
Stock Journal ..................... 258
view TallyAudit Lists.........See
Stock locations .................. 215
viewing Bank books......... 319
display & alter............... 216
viewing stock items.......... 331
Stock Summary ................. 330
viewing the Trial Balance 323
Support
Voucher
351
batch numbers ............... 244 debit note ...................... 233
data entry....................... 237 display / alter ................ 296
inventory allocations ..... 243 Introduction .................. 157
sale & purchase ............. 242 journal........................... 233
Voucher entry .................... 224 manage.......................... 158
direct commands ........... 225 memo ............................ 234
types .............................. 228 optional ......................... 236
Vouchers............................ 157 post dated...................... 237
creater............................ 159 predefined voucher ....... 159
credit note...................... 233 reverse journal .............. 236
352