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Basic Accounting

Basic concept of accounting

Introduction

Accounting is a process of identifying, recording, summarizing and reporting economic information

to decision makers in the form of financial statements. Financial statements will be useful to the

following parties:

Suppliers

Customers

Employees

Banks

Suppliers of equipments, buildings and other assets

Lenders

Owners

Types of Accounts

There are basically three types of Accounts maintained for transactions :

Real Accounts

Personal Accounts

Nominal Accounts

Real Accounts

Real Accounts are Accounts relating to properties and assets, which are owned by the business

concern. Real accounts include tangible and intangible accounts. For example,

Land

Building

Goodwill

Purchases

Cash

Personal Accounts

Personal Accounts are Accounts which relate to persons. Personal Accounts include the following.

Suppliers

Customers

Lenders

Nominal accounts

Nominal Accounts are Accounts which relate to incomes and expenses and gains and losses of a

business concern. For example,

Salary Account

Dividend Account

Sales

Accounts can be broadly classified under the following four groups.

Assets

Liabilities

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Income

Expenses

The above classification is the basis for generating various financial statements viz., Balance Sheet,

Profit & Loss A/c and other MIS reports. The Assets and liabilities are taken to Balance sheet and the

Income and Expenses accounts are posted to Profit and Loss Account.

Golden Rules of Accounting

Real Accounts Personal Accounts Nominal Accounts

Debt What Comes in The Receiver Expenses and Losses

Credit What Goes out The Giver Incomes and Gains

Business transaction: A business transaction is “The movement of money and money’s worth from

one person to another”. Or exchange of values between two parties is also known as “Business

Transaction”.

Purchase: A purchase means goods purchased by a businessman from suppliers.

Sales: Sales is goods sold by a businessman to his customers.

Purchase Return or Rejection in or Outward Invoice: Purchase return means the return of the full or

a part of goods purchased by the businessman to his suppliers.

Sales Return or Rejection out or Inward Invoice: Sales return means the return of the full or a part of

the goods sold by the customer to the businessman.

Assets: Assets are the things and properties possessed by a businessman not for resale but for the

use in the business.

Liabilities: All the amounts payable by a business concern to outsiders are called liabilities.

Capital: Capital is the amount invested for starting a business by a person.

Debtors: Debtor is the person who owes amounts to the businessman.

Creditor: Creditor is the person to whom amounts are owed by the businessman.

Debit: The receiving aspect of a transaction is called debit or Dr.

Credit: The giving aspect of a transaction is called credit or Cr.

Drawings: Drawings are the amounts withdrawn (taken back) by the businessman from his business

for his personal, private and domestic purpose. Drawings may be made in the form cash, goods and

assets of the business.

Receipts: It is a document issued by the receiver of cash to the giver of cash acknowledging the cash

received voucher.

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Account: Account is a summarized record of all the transactions relating to every person, every thing

or property and every type of service.

Ledger: The book of final entry where accounts lie.

Journal entries: A daily record of transaction.

Trail Balance: It is a statement of all the ledger account balances prepared at the end of particular

period to verify the accuracy of the entries made in books of accounts.

Profit: Excess of credit side over debit side.

Profit and loss account: It is prepared to ascertain actual profit or loss of the business.

Balance Sheet: To ascertain the financial position of the business. It is a statement of assets and

liabilities.

Journals Journal entry is an entry to the journal. Journal is a record that keeps accounting transactions in

chronological order, i.e. as they occur. Ledger is a record that keeps accounting transactions by

accounts. Account is a unit to record and summarize accounting transactions.

When a small business makes a financial transaction, they make a journal entry in their accounting

journal in order to record that transaction. The transaction is recorded in the general journal or one

of the special journals for the most active accounts. The most common special journals are the Sales

Journal, the Purchases Journal, the Cash Receipts Journal, and the Cash Disbursements Journal.

An accounting journal is a detailed record of the financial transactions of the business.

The transactions are listed in chronological order, by amount, by accounts that are affected, and in

what direction those accounts are affected. Depending on the size and complexity of the business, a

reference number can be assigned to each transaction and a note may be attached explaining the

transaction.

The accounting journal is the place where the details lie. The general ledger is where you look for the

big picture. A sample accounting journal page has columns for the date, the account, the amount of

the debit, and the amount of the credit.

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Journal Entries Examples 1. Cash brought in by proprietor as capital Rs. 30000 a) What comes in business will be debited Cash has come in business; cash account will be debited in journal entry. b) Who is giver will be credited Proprietor is giver of cash to business but he has business motive and he gives the money to business as capital. Journal Entry Cash Account Debit 30, 000 Proprietor’s capital Account Credit 30,000 2. Goods purchased on credit from Madan Lal Rs. 5,000 a) What comes in business will be debited Goods have come in business, so its financial value will be debited with the name of purchase account. b) Name of person is given from whom we bought the goods on credit, so Ist rule’s second part will be applied. Who is giver, will be credited. Madan lal is giver, so its account will be credited. Purchase account debit 5000 Madan Lal account credit 5000 3. Furniture purchased for cash Rs. 10000 a) What comes in business will be debited. In this transaction, furniture came in business, so we will open furniture account in the debit side of journal entry. b) Cash is also asset and we paid for

purchasing of furniture. 2nd rule’s second part will be applied. Furniture Account Debit 10,000 Cash Account Credit 10,000 4. Goods sold on credit to Dev Raj Rs. 1600 a) Dev Raj is receiver of goods, so his personal account will be debited. b) Goods go out, so, goods or sale account will be credited. Dev Raj Account Debit 1600 Sale Account Credit 1600 5. Goods purchased for cash Rs. 4500 a) Goods come in, so goods or purchase account will be debited b) Cash goes out, so cash account will be credited. Purchase account debit 4500 Cash account credit 4500 6. Goods sold for cash Rs. 2100 a) Cash comes in, so cash account will be debited. b) Goods go out, so goods or sale account will be credited. Cash account debit 2100 Sale account credit 2100 7. Rent paid for shop to landlord 3000 a) Rent is an item of expenses, so it will be debited. b) Cash is an item of asset and it goes out, so it will be credited.

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Rent Account Debit 3000 Cash Account Credit 3000 8. Commission received in cash 2000 a) Cash comes in, so cash account will be debited. b) Commission is an item of income, so commission account will be credited. Cash Account Debit 2000 Commission Account Credit 2000 9. Cash deposited into bank 5000 a) Bank is receiver of cash, so bank account will be debited. b) Cash goes out, so cash account will be credited. Bank Account Debit 5000 Cash Account Credit 5000 10. Cash withdrawn from bank for office use Rs. 2000 a) Cash comes in the business, so cash account will be debited. b) Bank is the giver, so bank account will be credited. Cash Account Debit 2000 Bank Account Credit 2000 11. Cash drawn by proprietor from business for personal use Rs. 3000 a) Proprietor is the receiver of cash, but business will give him as drawing which is decrease in his capital, so proprietor’s drawing account will be debited. b) Cash goes out, so cash account will be credited.

Drawing Account Debit 3000 Cash Account Credit 3000 12. Goods given as charity Rs. 1000 a) Charity is an expense of business, so it will be debited. b) Goods go out, so goods or purchase account will be credited. Charity Account Debit 1000 Purchase Account Credit 1000 13. Bad Debts written off Rs. 500 a) Bad debt is loss of business due to not paying the amount by our debtors, so it will be debited. b) There is decrease in debtor. We are applying what goes from business, debtor is also our asset, if he does not pay, and it means this asset has gone from business, so its account will be credited. Bad Debt Account Debit 500 Debtor Account Credit 500 14. Bad debts recovered in cash Rs. 300 a) Cash comes in, so cash account will be debited. b) Bad debts recovered are an income, so its account will be credited. Cash Account Debit 300 Bad Debts Recovered Account Credit 300 15. Carriage paid on machinery ( expenses on purchase of asset ) Rs. 1000 a) Carriage on purchase of machinery is part of cost of machinery, so machinery account will be debited. b) Cash goes out, so cash account will be credited.

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Machinery Account Debit 1000 Cash Account Credit 1000 16. Depreciation on fixed assets Rs. 500 a) Depreciation on fixed assets is the loss of business, and every loss will be debited. b) There is a decrease in asset and we will apply what goes from business on it. So, asset account will be credited. Depreciation Account Debit 500 Fixed Asset Account Credit 500 17. Carriage paid on the behalf of buyer Rs. 1000 a) This is not our expenses, but this is increase our current asset and its name is debtor, so we will apply what comes in rule on it. b) Cash goes out, so cash account will be credited. Debtor account Debit 1000 Cash Account Credit 1000 18. Goods given as free samples Rs. 1500 a) Goods are given for advertising, advertising is an expense of business, and so advertising account will be debited. b) Goods go out at the cost price, so goods or purchase account will be credited. Advertising Account Debit 1500 Purchase Account Credit 1500 19. Interest allowed on capital Rs. 600 a) Interest is an expense of business, so it will be debited. b) There is an increase in the amount of capital. Capital is liability account, so increase in the amount of capital will be also shown in the credit side of journal entry.

Interest on capital Account Debit 600 Capital Account Credit 600 20. Interest charged on drawings Rs. 500 a) Decrease in capital or increase in drawing will be debited. b) Interest on drawing is an income of business. Drawing Account Debit 500 Interest on drawing account Credit 500 21. Bank charges or interest charged by bank Rs. 200 a) Bank charges are the expenditures of business, so it will be debited. b) There is decrease in bank balance, so bank account will be credited. Bank charge Account Debit 200 Bank account Credit 200 22. Goods lost by fire Rs. 800 a) Goods lost by fire are the loss of business, so loss by fire account will be debited. b) There is decrease in goods or stock at cost, so purchase account will be credited. Loss by Fire Account Debit 800 Purchase Account Credit 800 23. Goods insured and a claim is admitted by insurance company in full or in part. a) Insurance company will be our debtor. Transaction has increase in debtors because we have to get money from insurance company. So, this account will be debited. b) Decrease in loss by fire, so this account will be credited.

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Insurance company Account Debit XXXX Loss by Fire Account Credit XXXX 24. Loan taken Rs. 1,00,000 a) Cash comes in, so cash account will be debited. b) Lender is giver, so his loan account will be credited. Cash Account Debit 1, 00,000 Lender’s loan Account Credit 1,00,000 25. Interest paid on loan. Rs. 1000 a) Interest is an expense of business, so it will be debited. b) Cash goes out, so it will be credited. Interest on loan Account Debit 1000 Cash Account Credit 1000 26. Interest on loan due but not paid in cash. Rs. 500 a) Interest is an expense of business, so it will be debited. b) Increase in creditors will be credited in journal entry. Interest on loan Account Debit 500 Loan or Creditor Account 500 27. Investment purchased Rs. 50,000 a) Asset in the form of investment comes in, so investment account will be debited. b) Cash goes out, so its account will be credited. Investment Account Debit 50000

Cash Account Credit 50000 28. Cash stolen from office. Rs. 6000 a) Cash stolen from office is loss of business, so this account will be debited. b) Cash goes out, so its account will be credited. Loss by Theft Account Debit 6000 Cash Account Credit 6000 29. Cash paid to a creditor in full settlement ( When cash discount is received) Amount due to Madan Lal Rs. 5000 paid him Rs. 4950 in full settlement. a) Decrease in creditors = Debit b) Decrease in cash = Credit c) Discount received is income of business = credit Madan Lal Account Debit 5000 Cash Account Credit 4950 Discount Received Account Credit 50 30. Cash received from a debtor in full settlement (When cash discount is allowed). Amount receivable from Dev Raj Rs. 1600, received from him Rs. 1570. a) Increase in cash = Debit b) Discount allowed is the loss of business = Debit c) Decrease in debtors = credit Cash Account Debit 1570 Discount Allowed Account Debit 30 Dev Raj Account Credit 1600

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Introduction to Tally

Tally is a Financial and Inventory Management System. Tally is one of the acclaimed Accounting

Software with large user base in India and abroad, which is continuously growing. Tally is developed

in India using Tally Development Language (TDL).

Features of Tally

1. Accounting without codes

2. Comprehensive accounting. Maintains complete range of books of Accounts, Final Accounts

like Balance Sheet, Profit and Loss Accounts, Cash and fund flow, Trial Balance and others.

3. Provide multiple reports in diverse format.

4. Various options for interest calculations.

5. Maintain multiple Godowns for Stock Management.

6. Unlimited sub-classifications to get multi-dimensional analysis and comparatives.

7. Allow accounts of multiple companies simultaneously.

8. Multiple currencies in the same transaction and viewing all reports in one or more currency.

9. Prints online.

10. Print Daybook, Balance Sheet, Ledger, Trial Balance, Profit and Loss Accounts.

11. Backup and restore options.

12. Tally is allowed to print cheques.

13. Multiple tax calculations like VAT, TDS, TCS, FBT etc.

14. Payroll Calculations.

15. Use security levels for audit purpose.

Company Creation

From the Gateway of Tally click on F3: Cmp Info from the right side panel or press ALT+F3. From the Company Info, click on “Create Company”

Enter the following fields

Directory Specify the path where the company file should be stored in your computer. By default

C:\Tally\Data is the path taken

Name Enter your company name

Mailing Name Enter your company name for mailing purpose

Address Enter Company address

This address will display all your tally printout statement

Statutory compliance for

Select the country in which your business exists. It is used for tax calculation for country

wise

State Select your state

PIN Code Enter your company area PIN Code

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Telephone Enter your company phone number

Email Enter company E-Mail ID

Currency Symbol Rs. for Indian Rupee , USD for US dollars etc.

Maintain

Select Accounts only or Accounts with Inventory

Note: If your company is a Manufacture Company, you may select Accounts only. If your

company is trading company / Involve Inventory, you may select Accounts with

Inventory

Financial Year from

Enter your company starting financial year

In accountancy financial year starts from April 1st of the year to March 31st of the next

year. Suppose you may be starting company on September 01 - 2010, you should enter

the financial year from as 01-04-2010.

Books beginning from

Specify the date in which the book should be started. The date given must lie in between

the financial year starting date and ending date

Tally Vault Password

If you don't want to show your company name in company lists, enter and re-enter your

password (If you use this option, you can’t see your company name in the companies.

Tally shows your company name as ********)

USE Security Control If you need high security for your Tally company data, Enter Yes, then enter ‘Name of the

Administrator’ and ‘Password’. If you don’t need simply enter No.

Base currency symbol

This option specifies the information about currency used in the company such as Base

Currency Symbol, Formal Name, Number of decimal places, Is symbol suffix with amount,

symbol for decimal portion, show amount in Millions etc.

Ignore remaining fields and save.

Meaning of Ledger

Ledger in tally Classification of similar transactions under a particular head is known as Ledger. Here in tally, ledger is an accounting head, which is used to enter a transaction and also to identify the same in the reports. Cash account and profit & loss account are the two predefined ledgers available in tally. The other required ledgers can be created by the user. All the ledger are classified under the various groups. The user has to identify the ledger and create it under the appropriate accounting group. For example: Rent paid by cash, Rent account is debited and cash account is credited. In this transaction, there are two ledger account viz., Rent account and Cash account. In book keeping all the ledger accounts are primarily classified under four heads namely assets, liabilities, expenses and incomes. In tally, accounting ledgers can be created using accounts information menu which is available in Gateway of Tally. An accounting ledger can also be displayed or altered using accounts information menu. “Create” helps to create a new ledger, “Display” to view a ledger which is existing already but need not be modified. “Alter” helps to make changes in an existing ledger account. Ledgers can be deleted in the alteration menu by using the short cut key 'ALT+D', but deletion of a ledger is not possible if transactions have been recorded in it. Every ledger should be unique in its nomenclature; else Tally gives duplication warning and also will not accept the ledger creation.

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A ledger is an accounting book that facilitates the transfer of all journal entries in a chronological sequence to individual accounts. The process of recording journal entries into the ledger is called posting.

Type of Ledger Collect information from

General Ledger

The general ledger accumulates information from journals. Each month all journals are totaled and posted to the General Ledger. The purpose of the General Ledger is therefore to organize and summaries the individual transactions listed in all the journals.

Debtors Ledger

The Debtors Ledger accumulates information from the sales journal. The purpose of the Debtors Ledger is to provide knowledge about which customers owe money to the business, and how much. More information on Debtors Ledger

Creditors Ledger

The Creditors Ledger accumulates information from the purchases journal. The purpose of the Creditors Ledger is to provide knowledge about which suppliers the business owes money, and how much.

Example for Ledgers

Ledger Account Classification of Accounts (Groups) Accounting Nature

ABC’s Capital Account Capital Account Liability

Salary Payable Current Liabilities Liability

City Bank Account Bank Account Assets

Computers Fixed Asset Assets

Rent Indirect Expenses Expenses

Wages Direct Expenses Expenses

Bank Interest (Received) Indirect Income Income

Accounts Name Groups

Accrued Income Current Assets

Accrued Rent/ Accrued Income Current Assets

Advertisement Expenses Indirect Expenses

Advertisement Payable Current Liabilities

Air Conditioner Fixed Assets

Apprentice Premium Direct Incomes

Audit Fees Indirect Expenses

Bad Debts Indirect Expenses

Bad Debts Received Indirect Incomes

Bad Debts Reserve (last year balance) Indirect Incomes

Bank Bank Account

Bank Balance Bank Account

Bank Charges Indirect Expenses

Bank Commission Indirect Expenses

Bank Loan Loans & Liabilities

Bank Overdraft Bank OD

Bills Payable Current Liabilities

Bills Receivable Current Assets

Bombay Branch Branch & Division

Bonds Current Assets

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Building Fixed Assets

Capital Capital Account

Car Fixed Assets

Car Expenses Indirect Expenses

Car Repair Indirect Expenses

Carriage Direct Expenses

Carriage on Sales Indirect Expenses

Cash Cash in Hand

Cash at Bank Bank Account

Closing Stock Stock in Hand

Coal & Fuel Direct Expenses

Coal, Gas & Water of Factory Direct Expenses

Coffee Expenses Indirect Expenses

Coke Expenses Indirect Expenses

Commission (Cr.) / Commission Received Indirect Incomes

Commission (Dr.) Indirect Expenses

Computer Fixed Assets

Consignment Stock Current Assets

Consumed Material Direct Expenses

Coolage Direct Expenses

Creditors Sundry Creditors

Debtors Sundry Debtors

Deferred Expenses Current Assets

Deferred Income Current Liabilities

Delhi Branch Branch & Division

Depreciation Indirect Expenses

Depreciation Reserve Current Liabilities

Difference in Trial Balance (Dr or Cr) Suspense Account

Discount (Cr.) / Discount Received Indirect Incomes

Discount (Dr) / Discount Allowed Indirect Expenses

Donation Indirect Expenses

Drawing Capital Account

Electricity Expenses Indirect Expenses

Expenses on Purchases Direct Expenses

Expenses on Sales Indirect Expenses

Export Duty Indirect Expenses

Factory Fixed Assets

Factory Expenses (Lighting, Power etc.) Direct Expenses

Factory Incomes Direct Incomes

Farm House Fixed Assets

FDR Current Assets

Fire Insurance Indirect Expenses

Fitting Charges Received Indirect Income

Forex Gain Loss Indirect Expenses

Freight Direct Expenses

Freight Inward Direct Expenses

Freight on Purchase (Freight Inward) Direct Expenses

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Freight on Sale (Freight Outward) Indirect Expenses

Freight Outward Indirect Expenses

Fuel & Power of Factory Direct Expenses

Furniture & Fitting Fixed Assets

Furniture & Fixture Fixed Assets

Gas and Water Direct Expenses

General Expenses Indirect Expenses

General Reserve Current Liabilities

Godown Rent Indirect Expenses

Goods Sent on Consignment Sales Account

Goodwill Fixed Assets

Horse & Carts Fixed Assets

House Rent Capital Account

Hundi (Assets) Current Assets

Hundi (Liability) Current Liabilities

Import Duty Direct Expenses

Income From Repair Indirect Incomes

Income on Assets Indirect Incomes

Income on Investments Indirect Incomes

Income Tax Capital Account

Input VAT 4%, 12.5% Duties & Taxes

Insurance Indirect Expenses

Insurance Claim Indirect Incomes

Insurance Company Sundry Debtors

Interest (Dr.) Indirect Expenses

Interest on Capital Indirect Expenses

Interest on Drawing Indirect Incomes

Interest on Loan Indirect Expenses

Interest Received (Cr.) Indirect Incomes

Invest in Govt. Bond Investment

Investment Investment

Labour Charges Indirect Expenses

Land & Building Fixed Assets

Lease Hold Building Fixed Assets

Legal Expenses Indirect Expenses

LIC Premium (Dr) Capital Account

LIC Refund (Cr) Capital Account

Life Insurance Capital Account

Loan on Mortgage, Loans Loans & Liabilities

Loose Tools Fixed Assets

Loss By Damage Indirect Expenses

Loss by Fire Indirect Expenses

Loss in Transit Indirect Expenses

Loss on Assets Indirect Expenses

Loss on Joint Venture Indirect Expenses

Machine & Tools Fixed Assets

Machine Repair Indirect Expenses

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Manager’s Commission Indirect Expenses

Manufacturing Expenses Direct Expenses

Master Plus Investment

Miscellaneous Expenses Indirect Expenses

Miscellaneous Income Indirect Incomes

Motor Cycle Fixed Assets

Motor Cycle Repair Indirect Expenses

Mutual Fund Investment

Octroi Direct Expenses

Office Expenses Indirect Expenses

Oil Direct Expenses

Opening Stock Stock in Hand

Output VAT 4%, 12.5% Duties & Taxes

Outstanding Expenses Current Liabilities

Packing Exp. Indirect Expenses

Pan and Tea Expenses Indirect Expenses

Personal Expenses Capital Account

Petrol Expenses Indirect Expenses

Plant & Machine Fixed Assets

Postage & Telegram Indirect Expenses

Power & Fuel Direct Expenses

Prepaid Expenses Current Assets

Printing & Advertisement Indirect Expenses

Printing & Stationery Indirect Expenses

Printing, Papers & Advertisement Indirect Expenses

Production Wages Direct Expenses

Profit on Consignment Indirect Incomes

Profit on Jointventure Indirect Incomes

Provision for Bad Debts Indirect Expenses

Provision for Discount on Creditors Indirect Incomes

Provision for Discount on Debtors Indirect Expenses

Provision for Office Expenses Current Liabilities

Purchase Purchase Account

Purchase of New Land Fixed Assets

Purchase of Raw Material Purchase Account

Purchase Return Purchase Account

Purchase UP/ Ex-UP Purchase Account

Railway Authority Sundry Debtors

Rates & Taxes Indirect Expenses

Refreshment Expenses Indirect Expenses

Refrigerator Fixed Assets

Rent Indirect Expenses

Rent & Tax Indirect Expenses

Rent on Purchase Direct Expenses

Rent Payable Current Liabilities

Rent Received Indirect Incomes

Repair & Renovation Indirect Expenses

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Repairing Charges Received Indirect Incomes

Return Inward Sales Account

Return Outward Purchase Account

Salary Indirect Expenses

Salary & Wages Indirect Expenses

Salary Payable Current Liabilities

Sales Sales Account

Sales Return Sales Account

Sales UP/ Sales Ex-UP Sales Account

Scooter Fixed Assets

Shares / Bonds Investments

Shop Fixed Assets

Shop Expenses Indirect Expenses

Shop Rent Indirect Expenses

Showroom / Shop Fixed Assets

Showroom Repair Indirect Expenses

Stable Expenses Indirect Expenses

Stamp & Postage Indirect Expenses

Stationery Indirect Expenses

Stock (1st April and 31st March) Stock in Hand

Stock of Material Current Assets

Sundry Creditors Sundry Creditors

Sundry Debtors Sundry Debtors

Tea Exp. Payable Current Liabilities

Tea or Coffee Expenses Indirect Expenses

Telephone Expenses Indirect Expenses

Telephone Securities Indirect Expenses

Trade Expenses Indirect Expenses

Train Freight & Rent Direct Expenses

Travelling Expenses Indirect Expenses

Typewriter Fixed Assets

Unearned Income Current Liabilities

UPTT Duties & Taxes

VAT Payable Current Liabilities

Vehicle Repair Indirect Expenses

Wages Direct Expenses

Wages on Production Direct Expenses

Tally automatically opens A Discussion on Each of the Reserved Groups

1. Capital Account

This holds the Capital and Reserves of the company. Examples of ledgers that may be opened under

this group are Share Capital, Partners' Capital A/c, Proprietor's Capital Account.

Reserves and Surplus [Retained Earnings]

Open ledgers like Capital Reserve, General Reserve, Reserve for Depreciation, etc.

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2. Current Assets

Directly under Current Assets, you may find place for assets that do not fall under the following sub

groups:

Bank Accounts

For Current, savings, short term deposit accounts, etc.

Cash-in hand

Tally automatically opens one Cash A/c under this group. You are permitted to open more cash

accounts, if necessary.

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. 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 Duties and Taxes

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For all tax accounts like VAT, MODVAT, Excise, Sales and other trade taxes. A convenient place to find the total liability (or asset in case of advances paid), as well as the break-up of individual items. Provisions For provision accounts like Provision for Taxation, Provision for Depreciation, etc. Sundry Creditors For trade creditors of the company. Do not open your supplier accounts under the Purchases 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. 4. 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. 5. Loans (Liability) For loans, typically long term, taken by the company. Bank OD Accounts [Bank OCC Accounts] Tally gives two distinct types of Bank Accounts, The Bank OCC A/c is meant to record the company's overdraft accounts with banks. e.g., Bill Discounted A/cs, Hypothecation A/cs etc. Note: An account under 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. 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. 6. 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. 7. Miscellaneous Expenses (Asset) This group is typically used more for legal disclosure requirements, like Schedule VI of the Indian Companies Act. It should hold incorporation and pre-operative expenses. Companies would write off

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a permissible portion of the account every year. A balance would remain to the extent not written off in Profit & Loss Account. Tally does not, however, show a loss, carried forward in the Profit & Loss Account, under this group. The Profit & Loss Account balance is shown separately in the Balance Sheet. 8. 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). Revenue Primary Groups 9. Sales Account For different sales accounts. The natural segregation of your sales accounts could be based on Tax slabs or type of sales. This also becomes a simple mechanism for preparation of Tax returns. An example of such classification may be helpful: Classify under Sales Accounts the following sub-groups

Domestic Sales

Export Sales

Now under Domestic Sales open the following ledgers:

Sales (10%)

Sales (5%)

Sales (exempt)

You may even open an account Sales Returns under the group Domestic Sales to view your net sales after returns (or the returns may be directly passed through journal against the specific sales account). Please do not open customer accounts under this group. For more details on possible errors in this regard, please refer to the paragraph given below. 10. Purchase Account This is similar to sales accounts, except for the purpose of the transaction. 11. Direct Income [Income Direct] For non-trade income accounts that affect Gross Profit. All trade income accounts would naturally fall under Sales Accounts. You may wish to use this group for accounts like Servicing Contract Charges that follow sales of equipment. If yours is a professional services company, you may not use the Sales Account group at all. Instead, open accounts like Professional Fees under this group. 12. Indirect Income [Income Indirect] For miscellaneous non-sale income accounts, e.g., Rent Received and Interest Received. 13. Direct Expenses [Expenses Direct]

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For manufacturing or direct trading expenses. These accounts determine the Gross Profit of the company. the Profit & Loss Account which is a reserved primary account. You may use this account to pass adjustment entries through journal vouchers .e.g., transfer of profit or loss to Capital or Reserve account.

Cost Centres and Cost Categories

Cost Centre

A cost centre is a unit of an organization to which transactions can be allocated. Cost Centers are

units to which costs or expenses are allocated and Profit Centers are units to which incomes are

allocated. Tally.ERP 9's cost centres allow a dimensional analysis of financial information. Tally.ERP 9

gives you the cost centre break-up of each transaction as well as details of transactions for each cost

centre.

Cost Categories

Cost Categories have been introduced specially for project oriented organisations as they require

allocation of resources to parallel sets of cost centres. For example, the project is to construct an

airport. The airport is the cost centre. For this project certain expenses are incurred by the project

head. A simultaneous allocation of the amount has to be made for both the project and the project

head. This requirement can be achieved using Tally.ERP 9's Cost Category feature. Any number of

parallel allocations can be done as per requirements.

Activating Cost Category and Cost Centre

Ensure that you are at the Gateway of Tally of National Traders. To activate the cost centre and cost

category,

Set Yes to the following in the F11: Features (Accounting Features):

Maintain Cost Centres

More than ONE Cost Category

Creating Cost Categories

Go to Gateway of Tally > Accounts Info. > Cost Categories > Create.

Name: Projects & Assignments

Allocate Revenue Items: Yes

Allocate Non-Revenue Items: No

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6.2.5 Creating Cost Centre

Go to Gateway of Tally > Accounts Info. > Cost Centres > Create.

Category: Select Projects & Assignments.

Name: Projects.

Under: Primary.

Similarly create the following Cost Centres,

Buildings, Roads and Airports, by selecting Projects and Assignments as Cost Category and

Projects for Under.

Amar and Barry, by selecting Salesmen as Cost Category and Primary for Under.

Applying Cost Centres to Ledger Accounts

Create the following Ledger accounts,

Conveyance and Postage under Indirect Expenses

Consulting Fees under Direct Incomes.

Create Payment Voucher :

Go to Gateway of Tally > Accounting Vouchers > F5: Payment > Select Petty Cash from List of Types

1. Date: 13-07-09

2. You will notice that Tally.ERP 9 displays the Dr field. This is because the option Use Single Entry

mode for Pymt/Rcpt/Contra is set to No in F12: Configuration, while making the billwise receipt

entry.

3. Debit Conveyance Rs. 20 and press Enter.

4. The Cost Centre Allocation sub-screen appears on entering the amount.

� Select the Category as Projects & Assignments.

� Allocate the expense to Buildings.

� Press Enter for the entire amount of 20.00 for Buildings.

5. Since you have completed the allocation of the full amount, the cursor moves back to the main

voucher screen.

6. Credit Petty Cash 20

7. Type the Narration as Paid to Amar for travelling to Brigade Road for the Buildings Project.

8. Accept the voucher.

The completed Payment Voucher Creation will appear as shown

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Now, create one more Payment Voucher.

Go to the Gateway of Tally > Accounting Vouchers > F5: Payment > Select Petty cash.

1. Date: 17-07-09

2. Debit Conveyance: Rs. 50.00.

3. The Cost Centre Allocation sub-screen appears after you enter the amount

Select Projects & Assignments as Cost Category.

Allocate Rs. 30 to Buildings and Rs. 20.00 to Roads.

Press Enter to accept

The cursor moves to the Cost Category field, select Salesmen (Cost Category) > Amar and enter

the amount as Rs. 50

Press Enter to accept

The cursor moves to the Cost Category field, press Enter and the Voucher screen appears.

4. Credit Petty Cash Rs. 50

5. Type the Narration as Paid to Amar for travel to Brigade Road for the Buildings Project.

6. Before accepting the voucher, press F12: Configure and ensure that the option Show Cost

Centre Details is set to Yes.

The completed Payment Voucher Creation screen appears as shown below:

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7. Press Y or Enter to accept the screen. Create Receipt Voucher :

Go to the Gateway of Tally > Accounting Vouchers > F6: Receipt

1. Select Receipt Voucher (Petty Cash) and change the date to 13-07-09.

2. Credit Consulting Fees Rs. 1,000

3. In the Cost Centre Allocation for Consulting Fees,

� Select Projects and Assignments as cost category

� Select Buildings as cost centre and allocate the entire amount to it.

4. Debit Petty Cash Rs. 1000

5. Type the Narration as Received cash for work done by Amar on the Buildings project.

The Screen appears as shown:

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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. Gateway of Tally > Accounts Info > Budgets How to Manage and Operate Budgets? Gateway of Tally > Accounts Info > Budgets Create 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. We shall take up budget for group only. Follow the same process for setting budgets for individual ledgers and cost centres. Alter a Budget Accts Info. > Budgets > Select the budget to alter

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If you select to alter the Corporate Budget of Groups of ledger accounts, say Yes to 'Set / Alter Budgets of Groups'. The default is No. The same sub-screen for Group Budget pops up for alteration of the figures. Alter necessary fields and accept. Delete a Budget From the Menu Go to Alter select the Budget and Press [ALT]+[D] to delete it. Budget Variance The Trial Balance and Group Summaries carry an additional 'Budget Variance' button (Alt+B) which is active if Budgets are active and at least one budget exists. Pressing this button will create an automatic display of Budgets, Actuals with Percentage, Variance from budget with Percentage in three columns. This is a first-step offering of the facility and is being fine-tuned to enhance its range and diversity of options which you should see shortly.

Inventory Information The different inventory information that you would provide to Tally by way of masters are: Gateway of Tally > Inventory Info Stock Items Like Ledgers, Stock items are the primary inventory entity. You will use stock items while recording their receipts and issues. This is lowest level of information about your inventory. Each 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 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 to the Chapter on Cost Categories to grasp the similarity/differences. This option will come up in the menu only if you have opted for stock categories in [F11] Comp. Features. 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 stocks 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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Note: The Stock Query option under Statements of Inventory Display will reveal the strength of this feature. Note: 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. Stock Groups Gateway of Tally > Inventory Info > Stock Groups What is a Stock Group? The concept of stock groups has been explained above. Before we consider stock groups you would need to know about stock items. Like Ledgers, Stock items are the primary inventory entity. You will use stock items while recording their receipts and issues. This is lowest level of information about your inventory. Each item which you want to account 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 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 Creating a Stock Group Gateway of Tally > Inventory Info > Stock Groups > Single Create Name Give the name of the stock group. Here we wish to create a group Sony. 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. Can quantities of items be ADDED? This really pertains to information on the stock items that you would create under this stock group – Sony in this case. The stock items created under the group should have similar units to be 'addable'. You obviously would not want to add Kgs with Pcs (where you have a group like 'Consumables' and items like 'grease' and 'rag cloth' which are measured in kg and metres respectively). We select Yes here because we want to create items like floppy disks and disk drives etc which at this point we feel would be addable and the total meaningful. You may later set it to No, if you find that the totals do not make sense. It is, possibly, easier to set it to No initially and later set it to Yes on assessing the item units in the group. Display/Alter Stock Group Buttons in single mode stock group creation

Category

Items

Budget

Location

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Vch Types

Units

Currency You may switch to these master types to create them. Currency & Budget option are activated only when you have opted for the same in [F11]:Company Features. The Voucher Entries

Contra Entry (F4)

Payment Entry (F5)

Receipt Entry (F6)

Journal Entry (F7)

Sales Entry (F8)

Sales and Purchase Voucher Entry

Unconventional Vouchers

How to enter Vouchers

Sales and Purchase Voucher Entry Contra Entry (F4) Gateway of Tally > Accounting Vouchers > selecting F4: Contra > displays the Contra voucher entry screen. As per accounting rules, Contra Entry is a transaction indicating transfer of funds from: 1. Cash account to Bank account 2. Bank account to Cash account 3. Bank account to Bank account Contra Entry screen appears in the Single Entry Mode by default. You are prompted to choose the account, which will receive the amount (the debit ledger). For example, you wish to transfer of funds from Cash Account into Bank Account – you will debit the Bank Account and credit the Cash Account > the entry appears as: The ledger selected in "Account" (State Bank of India) is the destination ledger – debited. Advantages of Single Entry Mode: 1. Faster data entry! 2. Selection of Multiple Ledgers to be credited with a Single Ledger to be Debited OR Multiple Ledgers to be debited with a Single Ledger to be Credited -> depending on the nature of transaction. Important: 1. Use the buttons on the right-hand side of the screen to Explore the Potential of Tally. 2. Press [Enter] wherever the cursor is placed to know the Depth of Tally! Payment Entry (F5) Gateway of Tally > Accounting Vouchers > selecting F5: Payment > displays the Payment voucher entry screen. Payment transactions can be entered using Tally's

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Payment Voucher. The Payment Entry screen appears in Single Entry Mode by default (as the option "Use Single Entry mode for Pymt/Rcpt/Contra" is set to YES > in F12: Configure from Payment Voucher). For example, the company settles expenses of conveyance, staff welfare, postage and stationery through cash – all in one voucher. The entry is displayed as: You are prompted to choose the cash or bank ledger, which will pay the amount (the credit ledger). Payment Entry - Double Mode In Double entry mode – you can select multiple debit and credit ledgers. To do so on the Payment voucher screen, click on F12: Configure and set the option "Use Single Entry Mode for Payment/Receipt/Contra" to NO. The entry displayed in Single Mode appears in Double entry mode as: Advantages of Double Entry Mode: 1. You can select any number of ledgers to be debited and credited in the payment voucher. 2. You can view on screen whether a ledger has been debited or credited – thereby enabling you to cross-verify. Payment Entry – Single Narration In Payment transaction - Single and Double entry modes – you viewed the vouchers with common narration – where the narration details are given for the entire voucher at the end. However, if you want the narration details for every ledger you debit or credit (Single narration) – you can configure Tally's Narration details accordingly. To do so > from Gateway of Tally > Accounts Information > Voucher Types > Alter > select the required Voucher Type and activate the option Narrations for each Entry and accept the details. Return to Accounting Vouchers on Gateway of Tally and enter a payment voucher as required. Given below is an example of a Payment transaction with narrations for each entry: The entry consists of both common narration and narrations for each entry – the advantage being in case of multiple debit / credit entries - you can give single line narration separately - for every ledger account selected. Receipt Entry (F6) Gateway of Tally > Accounting Vouchers > selecting F6, we get the Receipt voucher screen. Similar to Payment and Contra vouchers – the Single Entry Mode appears for Receipt Entry as well. Transactions accounting for money received are entered into Tally through the receipt voucher. For example, your company receives money from a customer for an earlier transaction. The customer account has to be credited and if cash is received – debit the cash account. If cheque is received debit the bank account where you will deposit the money received.

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The entry in double-entry mode is displayed as: On the Receipt entry screen, access F12: Configure -> activate the option "Use Payment/Receipt as Contra" – the behaviour is similar to that of Payment entry as Contra. Important: 1. Use the buttons on the right-hand side of the screen to Explore the Potential of Tally. 2. Press [Enter] wherever the cursor is placed to know the Depth of Tally! Journal Entry (F7) Gateway of Tally > Accounting Vouchers > selecting F7: Journal. Journal entries are used in instances where the company requires to adjust the debit and credit amounts without involving the cash or bank accounts. Hence, they are referred to as adjustment entries. For example, there may be entries made for interest accrued or interest to be paid. If a party is involved in such a transaction – the entry will be Dr Party Cr Interest Account The entry appears as: Journal entries are used usually for finalization of accounts. For more options in Journal Entry – please click on the links under "More". Important: 1. Use the buttons on the right-hand side of the screen to Explore the Potential of Tally. 2. Press [Enter] wherever the cursor is placed to know the Depth of Tally! Sales and Purchase Voucher Entry In Accounts-with-Inventory Companies when Tracking Numbers is NOT activated We shall use sales as our voucher for discussion. The same applies to Purchases. You do not get the voucher types Receipt Note and Delivery Note in the Sales and Purchase Voucher sub-menus. In addition to the above particulars that are applicable for all types of vouchers, sales and purchase vouchers have special inventory considerations for accounts-with inventory companies. Sales and Purchase ledger accounts must have the option 'Are Inventory Values Affected' set to Yes for this section. Sales Entry (F8) When a sales transaction takes place, a document, detailing the transaction (item name, tax, etc) has to be given to the buyer (debtor) as proof of purchase by him. This document is called "Invoice" or "Bill" or "Cash Memo". The practice of issuing an Invoice, which is in vogue, is available in Tally.

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Gateway of Tally > Accounting Vouchers > selecting F8, Tally displays the Sales Invoice screen. The Invoice mode is default. To enter details of sale transactions – use Tally's Sales entry (F8 – in Accounting Vouchers). Sales entries can be made in the Voucher as well as Invoice Formats. Invoicing or sales invoicing is not very different from sales voucher entry. The advantage of using the invoice format for sales invoice entry is that, automatic calculations of taxes and duties (ledger accounts classified under the group 'Duties & Taxes') is possible. The default Sales Invoice screen appears as: Tally prompts for the Sales Ledger to be allocated to - at the beginning of the entry. There after, any number of stock items or account ledgers can be selected one after another – enabling faster data entry. This is possible as the option Use Common Ledger A/c for Item Allocation in F12: Configure on the invoice entry screen is set to YES (by default) There are two types of Invoices, namely, Item Invoice > you can select ITEMS for invoicing Account Invoice > you can select LEDGERS for invoicing Note: Click on the links – "Example" for more details Journal Entry (F7) Gateway of Tally > Accounting Vouchers > selecting F7: Journal. Journal entries are used in instances where the company requires to adjust the debit and credit amounts without involving the cash or bank accounts. Hence, they are referred to as adjustment entries. For example, there may be entries made for interest accrued or interest to be paid. If a party is involved in such a transaction – the entry will be Dr Party Cr Interest Account The entry appears as: Journal entries are used usually for finalization of accounts. For more options in Journal Entry – please click on the links under "More". Important: 1. Use the buttons on the right-hand side of the screen to Explore the Potential of Tally. 2. Press [Enter] wherever the cursor is placed to know the Depth of Tally! Types of Inventory Vouchers Tally is pre-programmed with a variety of inventory vouchers, each designed to perform a different job. The standard vouchers are:

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1. Receipt note voucher (Alt + F9) 2. Rejections-in voucher (Ctrl+F6) 3. Delivery note voucher (Alt +F8) 4. Rejections-out voucher (Alt+F6) 5. Stock journal voucher (Alt+F7) 6. Physical stock voucher (Alt+F10) 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. Note: You are allowed, however, in a voucher, to select 'Not Applicable' when the Tracking Number sub-screen comes up. This would update inventory right away without the need to pass a separate inventory voucher. The vice-versa is also true. See Advanced voucher entry for more details. You can alter these vouchers to suit your company, as well as create new ones. For example, if you wish to distinguish between delivery notes for stock delivered from different locations, you can create vouchers to do this. The function of each voucher type is now explained. Receipt Note Voucher For recording goods received. For example, the company receives new stock from a supplier. If a Purchase Order exists for that Supplier, selecting it will bring up the order particulars. Delivery Note Voucher For recording goods delivered to a customer. For example, the company delivers goods from stock to a customer. If a Sales Order exists for that customer, selecting the appropriate Sales Order will bring up the relevant particulars. Stock Journal Voucher For recording stock transfers from one location to another. For example, the company transfers items of stock from the warehouse to the shop. Physical Stock Voucher For recording actual stock as physically verified or counted. For example, stock found on conducting a stock-check. It is not unusual that the company finds a discrepancy between the actual stock and the computer stock figure. If you have configured your inventory vouchers to Ignore physical stock differences, these physical stock vouchers will really be for recording purposes only. However, if you have configured the vouchers not to ignore physical stock difference, then all transactions subsequent to the physical stock voucher will use the balance as mentioned in that voucher.

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How to Create a Stock Journal? Gateway of Tally > Voucher Entry > [ALT]+F7 or Click on Stock Journal A stock journal is used to transfer materials or stock from one location to another location. Stocks could even simply be shown as consumed. Or even only produced without both consumption and production. Hence, it is not like other journal where debits and credits must match. You can specify quantities that are move as well as their rates and amounts. If standard rates have been entered in the stock item masters, they will appear. In the target location, you can specify additional costs incurred without actually affecting accounting at all. Only the stock value goes up. Hence, it is 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. How to Create a Purchase Order? Purchase Order details will also depend on configuration settings. Hence, have a look at the configuration and voucher types. Gateway of Tally > Voucher Entry > F9:Purchase > Select Purchase Order Party's A/c Name Give the supplier's name. Type in the same manner as voucher entry and select from list of Ledger Accounts. Use [alt]+[C] to create a new account. Order No The voucher number can be treated as your Purchase Order number. You may configure the voucher type through Acct. Info > Voucher 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. 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. Quantity, Rate and Amount

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Give the quantity of the item required, and its rate. The amount is calculated but is modifiable to enable rounding off. Additional Cost Details Additional cost on the item may be incurred which can be mentioned here. Give by way of percentage of the item cost or a flat amount. If not, select End of List. Additional costs increase the value of the item and do not independently appear in the nominal ledger account or expense. 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. How to Create Sales Orders? Sales order entry is exactly like Purchase Orders. Sales Order details will also depend on configuration settings. Hence, have a look at the configuration and voucher types. Gateway of Tally > Voucher Entry > F8:Sales > Select Sales Order Party's A/c Name Give the customer's name. Type in the same manner as voucher entry and select from list of Ledger Accounts. Use [alt]+[C] to create a new account. 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. 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.

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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. 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. Additional Cost Details There is no additional cost details for sales orders. They exist only for Purchases as the values are added to the cost price. In case of sales, additional cost need to be entered below the line along with tax. 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.