
Voucher entries in TallyPrime are the foundation of accounting records. From recording sales and purchases to tracking payments, receipts, and adjustments โ voucher types help maintain books accurately and efficiently. This guide covers everything a beginner to intermediate user needs to know about manual and automated voucher entries in Tally, along with shortcuts, best practices, and advanced journal usage.
โ What Are Vouchers in Tally?
In TallyPrime, a voucher is a digital document that records a financial transaction. Each voucher type corresponds to a specific transaction โ such as Sales, Purchases, Receipts, Payments, Journal, Contra, etc.
Tally provides both default voucher types and custom vouchers (via voucher classes). Each entry made via a voucher automatically updates the ledgers and financial reports.
๐ Basic Requirements to Start Voucher Entries
Before you begin recording vouchers, ensure the following:
- โ A company is created and active
- โ Chart of accounts (ledgers, groups) is properly set up
- โ GST, TDS, or payroll features (if applicable) are enabled
- โ Inventory masters are created (for stock-linked transactions)
- โ Tally is licensed and activated
๐งพ List of Voucher Types in TallyPrime
Voucher Type | Shortcut Key | Use Case |
---|---|---|
Payment | F5 | Recording outgoing payments |
Receipt | F6 | Money received entries |
Journal | F7 | Adjustments, provisions, depreciation |
Sales | F8 | Invoicing, B2B/B2C sales |
Purchase | F9 | Purchase of goods/services |
Contra | F4 | Bank to cash, cash to bank |
Credit Note | Ctrl + F8 | Sales return or reversal |
Debit Note | Ctrl + F9 | Purchase return or reversal |
Reversing Journal | Ctrl + F10 | Temporary entries auto-reversed |
Memo Voucher | Ctrl + F10 | Provisional entries |
Optional Voucher | Ctrl + L (within voucher) | For estimation only |
โ๏ธ How to Enter Vouchers Manually
Manual entry is the most common method, used for typical day-to-day transactions.
Steps to Enter a Voucher in Tally:
- Go to:
Gateway of Tally โ Vouchers
- Select Voucher Type: Press the respective shortcut key (e.g.,
F5
for Payment) - Enter the details:
- Date (Use
F2
to change) - Ledger selection
- Amounts, narration
- Applicable taxes
- Date (Use
- Press
Ctrl + A
to save
๐ Shortcut Tip: Use Alt + 2
in Daybook to duplicate a voucher quickly.
โ๏ธ Auto-Creation of Vouchers via Sales/Purchase Module
You can automate voucher entries by enabling features like:
- Inventory Purchase & Sales: Automatically generates purchase/sales entries
- POS Entry: For retail billing
- Receipt/Payment from Invoices: Auto-creates receipt/payment when invoice is created and linked with settlement
๐ค Sales Voucher Entry (GST-Compliant)
- Enable GST (if not enabled already)
- Create/Select the customer ledger
- Add items from inventory
- Assign correct GST rate or tax ledger
- Review tax amount calculation
- Save and print invoice
๐ก Tally auto-calculates GST based on item and party location setup.
๐ฅ Purchase Voucher Entry
- Select Purchase Voucher from Vouchers menu
- Enter supplier ledger
- Add stock items or expense ledgers
- Allocate input GST properly
- Save transaction
๐ Tip: You can also attach digital copies of purchase invoices to the voucher.
๐ Contra Voucher Entry
Use Contra to record fund transfers between:
- Cash to bank
- Bank to cash
- Bank to bank
๐ฏ These are non-GST transactions and often used for deposits, ATM withdrawals, etc.
๐ Journal Vouchers & Adjustments
Journals are used for:
- Year-end adjustments
- Accrued expenses
- Prepaid expenses
- Provisions and corrections
Example:
Provision for Audit Fees Dr. xxxx
To Audit Fees Payable xxxx
๐ง Pro Tip: Journal vouchers should be supported by clear narrations for audit trails.
๐งฎ Advanced Entries: Debit/Credit Notes
Use Case | Voucher Type | Example |
---|---|---|
Sales Return | Credit Note | Customer returns goods |
Purchase Return | Debit Note | Returning to vendor |
Expense Overbooked | Credit Note | Adjustment entry |
Price Adjustment | Debit Note | Vendor invoice correction |
These help maintain vendor/customer balances correctly in real time.
๐ Distribution of Voucher Use in SMEs (Based on Practical Survey)
Voucher Usage by Indian SMEs (example-based)
Sales Vouchers โ 30%
Purchase Vouchers โ 25%
Payment Entries โ 20%
Receipt Entries โ 15%
Journal Entries โ 7%
Contra โ 3%
๐ฅ๏ธ Report Generation from Voucher Entries
Once vouchers are recorded, you can view them via:
Display More Reports โ Day Book
Trial Balance โ Drill down to ledger
Profit & Loss โ Expense & Income Categories
GSTR Reports (For GST Entries)
TDS Reports (If TDS is applicable)
Use filters like date range, voucher type, or ledger name.
๐ External Link
You can cross-check GST compliance voucher entries with GST Portal’s Invoice Guidelines.
โFAQs on Voucher Entries in Tally
- What is a voucher in Tally?
A voucher is a record of a financial transaction made in TallyPrime, updating the books of accounts. - How to enter a sales invoice in Tally with GST?
Go toF8: Sales
, add customer and item details, apply tax ledgers, and save. - Can I duplicate an existing voucher?
Yes, go to Day Book โ Select voucher โ PressAlt + 2
to duplicate. - What is the difference between Contra and Journal vouchers?
Contra involves cash/bank transactions; Journal is used for adjustments or non-cash transactions. - How do I track payment made to vendors?
Use Payment Voucher (F5) and view in Outstanding Reports underDisplay More Reports
. - Can optional vouchers affect books?
No, optional vouchers are for estimation and donโt impact books until regularized. - How do I print a voucher?
After saving, pressAlt + P
to print immediately or go to Voucher Register. - Are GST tax ledgers auto-calculated?
Yes, once setup is complete and GST enabled, Tally auto-calculates based on rules. - Can I import vouchers from Excel?
Yes, viaImport Data
under Company Info orGateway โ Import
. - What if a voucher entry is made incorrectly?
You can alter viaDay Book โ Select Voucher โ Press Enter โ Edit & Save
.
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