TallyERP9 Tutorial Part-11: Voucher Classes

Voucher Classes are used to automate accounting allocations in transactions. It is a table for predefining the entries to make invoice entry a simple task. This is useful in sales invoicing where the nominal ledger accounts to be credited for each item of sale is defined once.

During voucher entry, the accounting credits for items sold are done automatically. Additional accounting entries like tax, freight, and other  charges,  can  be predefined to be carried out untouched during actual invoicing.

Voucher Classes are available for all major voucher types like Contra, Payment, Receipt, Journal, Sales, Credit Note, Purchases, Debit Note, Sales Order, Purchase Order, Delivery Note, Stock Journal and Payroll.

Tally.ERP9 Book (Advanced Usage) @ Rs.550
Tally.ERP9 Book (Advanced Usage) @ Rs.550

1. Voucher Class for ‘Sale Voucher’ in TallyERP9

Here we have to create a Voucher Class with a name ‘GST’ in case of Sale Voucher where we will fix the Sale Account (Sale-GST/IGST), GST Ledger i.e. CGST & SGST, Automated Rounding Off with assigning a Ledger i.e. Rounded off Exp. Ledger.

Example :

Swayam Sales sold the following items to Chitra & Co. on Credit

ItemQtyRateValueCGSTSGSTTotal Value
Desktop HCL Infinity213,50027,0009%9%31,860
Desktop Lenovo K200147,56047,5609%9%56,120.80
Gross Total87,980.80

Note : Alter Voucher Type – ‘Sale’ with Voucher Class – GST. Record the Sales transactions using the corresponding Voucher Classes i.e. GST.

Solutions :

Step 1 :

Alter the Sales Voucher Type

1.            Go to Gateway of Tally.ERP9 à Accounts Info à Voucher Type à Alter Sales

2.            Select Sale Voucher

Voucher Classes for Sale Voucher in Tally.ERP9
Voucher Classes for Sale Voucher in Tally.ERP9

3.            Retain the rest of the fields as they are.

4.            In the Voucher Type alternation screen, write ‘GST’ in the Name of Class field.

Voucher Classes for Sale Voucher in Tally.ERP9
Voucher Classes for Sale Voucher in Tally.ERP9

Ensure that voucher type class is defined as shown in figure.

Voucher Classes for Sale Voucher in Tally.ERP9
Voucher Classes for Sale Voucher in Tally.ERP9

Note:

  1. Since Sale can be made under 3 types…Cash, Bank & Credit Sales, So under Include Groups section select only Bank Accounts, Cash-in-hand, Sundry Debtor Groups only.
  2. Select the Sale Ledger (I.e. Sale-GST/IGST)  to be credited by default of all invoice value. So Selection of Ledger is not required at the time of Sale Voucher entry.
  3. In third section, select local CGST , SGST Ledger with ledger Rounded off(+/-) for auto Rounding as per Type of Calculation selected in figure above.
  4. You can also select IGST ledger for Outside State sale in third section instead CGST & SGST and given the image in last.

Step 2 :

Make an entry of the transaction in a Sales Voucher – Voucher Class GST

Go to Gateway of Tally.ERP 9 à Accounting Vouchers à  F8 : Sales à  Select ‘GST’ under Voucher Class List

Voucher Classes for Sale Voucher in Tally.ERP9

Ensure that the Sales Invoice entries are as given in the Figure and accept the Sales Invoice Entries.:

Voucher Classes for Sale Voucher in Tally.ERP9
Voucher Classes for Sale Voucher in Tally.ERP9

Note :

  1. In this case, No Sale Ledger, No GST Ledger, No Rounded Off Ledger has to be select at the time of Sale Voucher Entry.
  2. The Rounded Off (+/-) Expenses Ledger should not be linked with GST Applicable at the time of creation.
Voucher Classes for Sale Voucher in Tally.ERP9
Voucher Classes for Sale Voucher in Tally.ERP9

Similarly, you can create a another Voucher Class – IGST ( for Outside State Sale) in Sale Voucher as shown in figure :

Voucher Classes for Sale Voucher in Tally.ERP9
Voucher Classes for Sale Voucher in Tally.ERP9

2. Voucher Classes for ‘Contra Voucher’ in TallyERP9

Contra Voucher in Tally.ERP9 is for Cash Deposit, Cash Withdrawal, and any amount transfer either in Main Cash to Petty Cash or from one Bank Account to another Bank Account. In other words, funds or money movements within the business.

Voucher Classes are available for all major voucher types like Contra, Payment, Receipt, Journal, Sales, Credit Note, Purchases, Debit Note, Sales Order, Purchase Order, Delivery Note,  and Stock Journal.

So in case of Contra Voucher, we can create various Voucher Classes.. like Cash Deposit, Cash Withdrawal, Fund Transfer.

Voucher Classes for Contra Voucher F4 in Tally.Erp9

Alter the Contra Voucher Type

1.   Go to Gateway of Tally.ERP9 > Accounts Info > Voucher Type > Alter ‘Contra Voucher’

Voucher Classes for Contra Voucher F4 in Tally.Erp9
Voucher Classes for Contra Voucher F4 in Tally.Erp9

2.   Retain the rest of the fields as they are.

3.   In the Voucher Type alternation screen, write ‘Cash Deposit’ in the Name of Class field.

4.   Ensure that voucher type class is defined as shown in figure.

(A) For ‘Cash Deposit’ Class under Contra Voucher

Voucher Classes for Contra Voucher F4 in Tally.Erp9
Voucher Classes for Contra Voucher F4 in Tally.Erp9

(B) For ‘Cash Withdrawal’ Class under Contra Voucher

Voucher Classes for Contra Voucher F4 in Tally.Erp9
Voucher Classes for Contra Voucher F4 in Tally.Erp9

(C) For ‘Fund Transfer’ Class under Contra Voucher

Voucher Classes for Contra Voucher F4 in Tally.Erp9
Voucher Classes for Contra Voucher F4 in Tally.Erp9

This Fund Transfer Class is applicable for Amount Transfer from one Bank account to another Bank Account.

If this fund transfer from main Cash to Petty Cash, then you should include Cash ledger under the section of Include theses Groups.

3. Voucher Classes for ‘Payment & Receipt Voucher’ in TallyERP9

All Payment or Receipt are of two types….either Cash or Bank ( may be NEFT/Debit Card/ Credit Card/Direct Transfer)

Voucher Classes are available for all major voucher types like Contra, Payment, Receipt, Journal, Sales, Credit Note, Purchases, Debit Note, Sales Order, Purchase Order, Delivery Note,  and Stock Journal.

So, we can create two Classes – Cash Payment/Receipt  & Bank Payment/Receipt.

Let’s we create a Two Class in case of Payment Voucher:

Voucher Class Name in TallyERP9

Alter the Payment Voucher Type

1.            Go to Gateway of Tally.ERP9  >  Accounts Info > Voucher Type > Alter ‘Payment Voucher’

Voucher Classes for Payment & Receipt Voucher in Tally.Erp9
Voucher Classes for Payment & Receipt Voucher in Tally.Erp9

2.            Retain the rest of the fields as they are.

3.            In the Voucher Type alternation screen, write ‘Cash Payment’ in the Name of Class field.

4.            Ensure that voucher type class is defined as shown in figure.

Voucher Class for Payment Voucher in TallyERP9
Voucher Class for Payment Voucher in TallyERP9

Note:

  1. Since it is a Cash Payment , select Cash-in-hand under Include Groups section and select Cash Ledger in third section. So that at the time of voucher entry , Cash ledger will select automatically.
  2. Similarly, in case of Bank Payment, selection of Bank Ledger in third section is not required (select Not Applicable)  if the business have multiple Bank Ledger Account.

5.            Make an entry of the transaction in a Payment Voucher – Voucher Class Cash Payment

Go to Gateway of Tally.ERP9 à Accounting Vouchers à  F5 : Payment à  Select ‘Cash Payment’ under Voucher Class List

Voucher Class for Payment Voucher in TallyERP9

Ensure that the Payment Voucher entries are as given in the Figure:

Voucher Class for Payment Voucher in TallyERP9
Voucher Class for Payment Voucher in TallyERP9

Note : In this case, No Cash Ledger has to be select at the time of Payment Voucher Entry.

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