TallyERP9 Tutorial Part-9 : Alter Pre-defined ‘Sale’ Voucher Types with Voucher Classes

Even if you do not need extra voucher types, you would normally alter the predefined voucher types to customize them according to your needs, e.g., to control their numbers.

Go to Gateway of Tally > Display > List of Accounts > Ctrl+V [Voucher Types]         

Or

Go to Gateway of Tally > Accounts info / Inventory Info > Voucher types > Alter Sales Voucher          

Select one of the Pre-defined Voucher List to be Alter , say For Example – Sales

Note:
1. You can also create a New Voucher on the basis of Pre-defined Voucher types. But the screen features and settings are same.
2. This Alternation of Voucher is same for all Pre-defined Vouchers

The pre-defined Sales Voucher screen will be shown below :

Alter Sale Voucher type in TallyERP9
Alter Sale Voucher type in TallyERP9

The Voucher Type creation screen is divided into three sections depending on various settings.

  • General
  • Printing
  • Voucher Class
Tally.ERP9 Book (Advanced Usage) @ Rs.550
Tally.ERP9 Book (Advanced Usage) @ Rs.550

1. ‘General’ Setting in Voucher Type

Alter Sale Voucher type in TallyERP9
Alter Sale Voucher type in TallyERP9

Type of Voucher

The type of voucher should be any one of the predefined voucher types (already listed). The new voucher type would inherit the properties of this predefined voucher type. It would function exactly like the predefined voucher.

Abbr (Abbreviation)

An abbreviation is required particularly for unformatted reports, which do not use compressing techniques. (Tally.ERP 9 allows printing of both formatted and unformatted reports). Even if the Abbreviation is not specified, Tally.ERP 9 automatically sets a default name for the Voucher. In this example, Sale is the abbreviation. Though there is no restriction on the length of the abbreviation, it should preferably consist of five characters or less.

Method of Voucher Numbering

This is, perhaps, one reason for your opting for a new voucher type. There are three methods available:

Method of Voucher Numbering in TallyERP9
Method of Voucher Numbering in TallyERP9

Automatic

This method is flexible. If Automatic method is selected, then Tally.ERP 9 numbers the vouchers automatically.

Automatic (Manual Override)

Select Automatic (Manual Override) if you want to auto-number the vouchers and manually override the auto-numbering, if required. For example, if the voucher number is 10, you can manually override the voucher number as required, say 21. The next voucher number will be 22.

Set Prevent Duplicated to Yes to avoid duplicate voucher numbers during entry. You can enable this option only if there are no transactions of this voucher type.

Manual

This method allows you to number the vouchers manually. It does not check for the sequence of the numbers and permits you to specify anything that you wish in the voucher number field. However, you may choose to prevent entry of duplicate numbers. If you would like to do so, then set Prevent Duplicates to Yes.

  1. 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.
  2. If you face difficulty due to existing transactions, just create another voucher type for preventing duplicates of subsequent voucher numbers.

Multi User Auto Voucher Numbering

The Multi-User Auto Voucher Numbering feature in Tally.ERP 9 works effectively in a multi user environment where multiple users are working on the company data and recording vouchers.

Multi-user auto voucher numbering helps:

  • When multiple users are attempting to pass a sales voucher simultaneously, the process may be hindered due to the voucher number allocation.
  • When a specific voucher number is used by one of the user the other user will have to re-accept the voucher so that the next available voucher number is allotted to his voucher.
  • To ensure that the vouchers are numbered sequentially.
  • To ensure that the bill-wise details do not have to be re-entered manually as it will get updated with the new voucher number on acceptance of the voucher entry.

Let us consider three users: Mr. Mohan, Mr. Ram and Mr. Shyam. All the three users are trying to record a sales voucher. The voucher on each of their system is numbered as 25. Mr.Mohan saves the voucher first and his voucher will be saved as 25. But when Ram and Shyam attempt to save the voucher, the error message “Voucher Number 25 already used ! New number will be appears.

In order to eliminate this error message and avoid the re-acceptance of the voucher, Tally.ERP 9 provides the option of Multi-User Auto Voucher Numbering.

None

This will disable numbering of such vouchers. If you select this method, no further information is required.

Use Advance Configuration in Method of Voucher Numbering:

If the Method of Voucher Numbering is set to Automatic, then an additional field to set the advanced configuration for the Voucher type is displayed. Setting this field to Yes, Voucher Type Creation (Secondary) screen is displayed.

Method of Voucher Numbering in TallyERP9
Method of Voucher Numbering in TallyERP9
Method of Voucher Numbering in TallyERP9
Method of Voucher Numbering in TallyERP9

The figure shown in the below voucher for Credit Card Purchase which will be available under the Purchase Voucher.

Method of Voucher Numbering in TallyERP9
Method of Voucher Numbering in TallyERP9

Number Scheme for different types of Vouchers :

You can generate different number series for different types of Voucher for identifying the voucher as monthly or by yearly. Example :

Voucher typeMethodStart NumberPrefixSuffix
ContraYearly1CTR//20-21
PaymentYearly1PMT//20-21
ReceiptYearly1REC//20-21
JournalYearly1JRN//20-21
PurchaseYearly1PUR//20-21
SalesYearly1SAL//20-21
ReceiptYearly1PMT//20-21

A further discussion on these options is necessary.

Alter Sale Voucher type in TallyERP9
Alter Sale Voucher type in TallyERP9

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 come into effect from another date. If the effective date is entered, the overdue/ageing will be considered from the effective date and not from voucher date.

Make Optional as Default

Setting this option to Yes, will set your Voucher to Optional Voucher by default. Refer to Optional Vouchers for further details.

Note:     For Memorandum and Reversing Journal voucher the option Make Optional as Default will not be shown.

Use Common Narration?

Select Yes to give a common narration for the entire voucher. Tally.ERP 9 vouchers can have multiple entries. Hence, you may wish to give a common narration for all the entries of the voucher. Select No, if you do not want a common narration.

Example of common narration in a voucher:

Narrations for each entry – Yes

Select Yes, if you want to give a separate narration for each entry of a voucher. This would be applicable for a multiple entry voucher where you want separate details for each entry. Select No if you do not want a separate narration for each entry.

Alter Sale Voucher type in TallyERP9
Alter Sale Voucher type in TallyERP9

Note:     To get the Narration for each entry raise the sales in As Voucher and for Payment or Receipt vouchers, set Use Single Entry mode for Pymt/Rcpt/Contra to No in F12:Configurations.

For Delivery Note, Receipt Note, Sales order, Purchase order, Physical Stock, Stock Journal, Rejection In and Rejection Out, the option Narration for each entry is deactivated.

2. ‘Printing’ Settings in Voucher Type

Alter Sale Voucher type in TallyERP9

Print after saving voucher?

Select ‘Yes’ to print every voucher after entering it, else select ‘No’. This is suitable for an online environment where you use Tally.ERP 9 printed vouchers as the formal voucher. Remember, that the transaction is already recorded and posted and should you wish to make corrections to the printed voucher, you must alter the Tally.ERP 9 voucher online and print it again.

Note: If we select Receipt as  Type of Voucher the option Print Formal Receipt after saving will be displayed. Depending on the Type of Voucher you have selected to create or alter, different printing features appear in this field.

Use for POS (Point Of Sale) Invoicing

If you would like to use the sales invoice as POS invoice then set this option to Yes.

Default Print Title to Print in Invoice

If you would like to give the default print title for POS Invoice then specify the same. So when ever you print the POS Invoice this title will be printed.

Default Bank Account Details to Print in Invoice

Select the Bank Ledger from a list of created Bank Accounts Ledger which will display Bank Account details that given at the time of creation inside the Invoice .

Default Jurisdiction to Print in Invoice

Place of Jurisdiction in case of any legal matter has to be mention which will be print below the invoice.

Set / Alter Declaration to Print in Invoice

It this option is set to Yes, a Space will be shown to write any Declaration or Terms & Conditions to be printed inside the Invoice . (This is default declaration by the Tally)

Alter Sale Voucher type in TallyERP9
Alter Sale Voucher type in TallyERP9

3. ‘Voucher Classes’ for ‘Sale Voucher’ in TallyERP9

Voucher Classes is the best way of Automating Allocations during Invoice Entry. It is a table for predefining the entries that we wish to Automate to make Invoice Creation a breezy task. This particularly useful for Sales Invoicing where we can define once, the nominal ledger account to be credited to each item of sale. Then during voucher entry, the accounting credits for items sold are done automatically.

Classes can also be used to automate the rounding off values. Rounding method can be preset when defining a class for a single line or for the entire Voucher or Invoice.

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.

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

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