Accounts Voucher Lists in Tally

Account Voucher Lists

Account Voucher List refers to following reports that show the voucher data, in various formats. Account Voucher lists are first level Accounts Reports showing individual voucher transactions.

Journal Register
Day Book
Group Voucher
Ledger Voucher

Apart of the above, you may drill down from Cash Bank Book, Sales Register, Purchase Register, Debit Note Register, Credit Note register, from where you may drill down to Ledger Voucher, and then select any voucher for Display, Print, Alteration and Deletion

There is great deal of similarity in all these reports. The Report Configuration options are quite similar in these reports. A voucher may be selected from any of such report to get the voucher in Modification (Alteration) mode and carry out various operations on the selected voucher

Operations at Account Vouchers Lists

There are two ways to reach a voucher in Voucher Lists.

Drill down Through Display
Get any of the Voucher List as Listed above

In Voucher Lists, you get a set of buttons at the bottom of the screen, to perform various operations of voucher.

Bottom Button Bar at Account Voucher Lists in Tally

At the Voucher List screen, select the voucher (place cursor on the voucher and click) and then click the respective button at the bottom button bar (F-1) to perform the respective operation, as described below :

Selecting an existing Voucher : The following toggle butons are used to Select / Unselect the desired voucher(s) to perform the above operations

Space (press spacebar): Select (to select a Voucher) : To select a voucher, move the cursor over the desired voucher and press <space bar>. The voucher gets selected (and highlighted – colour changes )
Space (press Ctrl+spacebar) : Select All (to select all Vouchers of the report ) : To select all vouchers in the report, move the cursor to the record and press Ctrl + <space bar>. All the vouchers get selected (and highlighted colour changes )

Press <Spacebar> again to unselect a Voucher

Operations on selected Voucher : Having selected a Voucher you may perform following operstions on selcted Vouchers

Alter (to Modify a Voucher): Place the cursor on the desired record and press <enter> to get the voucher in alteration mode and change any data in the voucher in the same way as you enter data in voucher. At Voucher alteration screen, you may press Alt+D to delete a voucher.
D:Delete (to Delete Voucher) : To physically delete a voucher. Type Y (or click Yes) at Delete? Yes or No to confirm Deletion.
X:Cancel (to Cancel Voucher ): To nullify the voucher (but the cancelled voucher physically remains with zero values). So, the voucher numbers do not change. The cancelled voucher has no impact in accounts. From audit principles, it is a good policy to cancel a voucher instead of deleting. Cancellation does not disturb the numbering scheme of any voucher.

Press Alt+X, and click Yes at Cancel? Yes or No to confirm Cancellation. Once Cancelled, you cannot Restore the Cancelled voucher (but the Cancelled voucher may be Deleted). The Cancelled Voucher is shown in Voucher list (like Day Book), as Cancelled without any amount figure

Creating New Voucher

A: Add Voucher (to create a new Voucher) : To create a new voucher from the existing screen press Alt+A on the selected voucher. A blank voucher entry screen of the same voucher type (of the selected voucher) appears to create a new voucher. Useful to directly create a new voucher from the report, without leaving the current screen.
2: Duplicate (to Duplicate a voucher) : To create another voucher copying from a selected voucher, press Alt+2. This is useful when you like to create another similar type of voucher. Now change the desired data (e.g, Date, Amount, Narration etc) of the duplicated voucher and save it as a new voucher. This eliminates entry of all data of the voucher as a substantial portion of data carried from the previous voucher is re-used.
I: Insert Voucher (to Insert a Voucher at specific place): To create a new voucher at a specific position, press Alt+I to insert a voucher at a specific position. Insertion of Voucher is useful for manual numbered (or unnumbered) voucher. In auto numbered voucher, the voucher number is controlled by voucher date.

Report Display operations

R: Remove Line (to remove a line) : To remove the line in the display screen (to hide the line), place the cursor on the record and press Alt+R. The record is removed from the Report (but no data gets deleted). Thus you may get an edited report on screen, deleting some lines.
U: Restore (to restoe the removed line) : To Restore (bring back) all the removed lines, press Alt+U. The removed line is restored.
U : Restore All (to restoe all the reoved line) : Press Ctrl+U to Restore (bring back) the removed lines, press Ctrl+U. All the removed lines are restored.

Q (to quit from the screen) : Press Ctrl+ Q to exit from the screen.

Buttons at Account Vouchers Lists in Tally

The vertical button bar also contains buttons for some tasks. The following table shows a compact summary of buttons in all these reports.

Date, Current Period & Report Period buttons

At Gateway of Tally, you get F2:Period (Alt+F2) button to set the Current Period (F2 for Date)
In Reports, you normally get F2:Period button to set the Report Period for the current Report. In some reports, where both Date & Period buttons are available (like Sales / Purchase Register), you get F2:Date & F2:Period buttons

Accounts Voucher List Button Bar in Tally

The following Table shows the buttons available at the respective reports Account Vouchers List Display screen :

Accounts Ledger Voucher Button Bar at in Tally

In case of Ledger Voucher list, some additional buttons appear according to the Ledger Account selected, as follows:

– Bank Accounts : If Banking features are activated :

F5: Reconcile : To reconcile the entries of the Bank for Bank Reconciliation
F6 : Multi Ch. Print : To get Cheque Printing Report to facilitate Multiple Cheques printing in one shot.
F6 : Deposit Slip Print : To print deposit slips of the deposits made into the bank account
C: Contact : To show the contact details of the selected Bank account

– Debtor / Creditor Ledger

C: Contact: To show the contact details of the selected Party account
B: Billwise : To get Ledger Voucher Outstanding report with Bill details

– Sales Register (Voucher Register of Sales Voucher)

F7: Show Profit / Hide Profit : To show additional columns for Gross profit in respect of each Sales voucher

Account Voucher Lists Configuration in Tally

At Voucher List display screen, click F12:Configure to get Configuration screen to set Configuration options of the respective Voucher List. The options of Configuration screen of various Accounts Voucher Lists are shown in the following Table :

Voucher Registers

Voucher Register normally shows a list of a specific type of voucher for a period. You get Voucher Register when you drill down through Journal Register, Sales Register , Purchase Register , Debit Note Register & Debit Note Register to get to get the Voucher Register for the selected period.

Here we discus about various configuration options, button of Journal Registers. Other registers are discussed at relevant chapters

Voucher Register in Tally

Voucher Register Buttons in Tally

At Voucher Register, you may set options through following buttons :

F1: Detailed/ Condensed: To toggle between Detailed & Condensed Voucher Register
F4:Chg Vch : To select the Voucher Type to get Voucher Register for the selected Voucher Type (or select All Items to show all Types of Accounts Vouchers)
F5 : Columnar to define columns to create a columnar report (§02/02-18)
F6 : Extract /Vouchers : To toggle between Group / Ledger wise summary (Extract) of transactions / List of Vouchers

Voucher Regsiter Buttons Bar in Tally

Voucher Register Display Configuration in Tally

At Voucher List Screen . Click F12: Configure to get the Voucher Register Configuration screen.

At Voucher Register Configuration screen , set the options as desired to Configure the report (only the options related to Basic Accounts are explained here. Other options are explained at relevant place)

– Account Summary / Voucher List: At Extract of Register (or click F6: Extract/ Summary toggle button), type :

Yes to get the Account Group / Ledger wise summary (Extract) of the transactions for the specified period.
No to get the Voucher Lists

– Columnar Register Format: At Show Columnar Register (or click F5: Columnar), type :

Yes to get the Column specification screen to set the Columnar Report
No to get Voucher Register

– Format : At Format :

Select Condensed to get only the top level figures (Account Group / Ledger).
Select Detailed to get the lowest level details

– Voucher Narration: At Show Narration also , type :

Yes to show the voucher Narration also for each voucher.
No to omit voucher Narration.

– Bank Details: At Show Bank details also, type

Yes to show the Bank Details (Payee, Bank etc)
No to omit voucher Bank details.

– User Name : At Show Altered / Entered By, type :

Yes to show the name of the user who created / last modified the voucher (F-2A)
No. User Name is NOT shown

Voucher Register Configuration in Tally

Voucher Register Extract

Voucher Register Extract is Accountwise Summary of Vouchers. This report is useful to get the Transaction Summary for a specified Account voucher type (or all Accounts voucher types), for a specified period.

To get Voucher Register Extract :

At Voucher Register Display screen , Click F6:Extract toggle button , or
At Voucher Register Configuration , set Yes at the option Show Extract of Register, and then set other options.

Voucher Register Extract in Tally

Voucher Extract Configuration in Tally

Accounts Day Book in Tally

While Accounts Voucher Register normally shows list of specific Vouchers, Day Book normally shows list of all types of Vouchers. Select Display > Day Book to get the Day Book (list of all vouchers) for the Current Date. Click F2:Period and set the Period to get the Day Book for the desired period

Accounts Day Book Display in Tally

Buttons at Day Book Display

At Day Book, following buttons are shown

F1: Detailed/ Condensed: To toggle between Detailed & Condensed Voucher Register
F4:Chg Vch : To select the Voucher Type to get Voucher Register for the selected Voucher Type (or select All Items to show all Types of Accounts Vouchers)

Day Book Button Bar in Tally

Day Book Display Configuration

At Day Book Display , click F12: Configuration to get Day Book Configuration screen . Set the options as follows:

– Format : At Format :

Select Condensed to get only the top level figures (Account Group / Ledger).
Select Detailed to get the lowest level details

– Voucher Narration: At Show Narration also , type :

Yes to show the voucher Narration also for each voucher.
No to omit voucher Narration.

– Bank Details: At Show Bank details also, type

Yes to show the Bank Details (Payee, Bank etc)
No to omit voucher Bank details.

– Voucher Nature: At Select Vouchers to Show, Select :

All Vouchers : To show al Vouchers
Debit Entries only : To Show Vouchers having Debit Entries only
Credit Entries only : To Show Vouchers having Credit Entries only

– User Name : At Show Altered / Entered By, type :

Yes to show the name of the user who created / last modified the voucher
No. User Name is NOT shown

Day Book Configuration

Accounts Day Book Printing in Tally

At Day Book Display , click P:Print button to get Day Book printing screen, with options almost similar to Day Bok Display Configuration screen

Multi Account Day Book in Tally

You may print Day Books through Multi Account Printing option. This is more convenient method to get hard copy reports (printed on paper). At GoT> Tally > Multi-Account Printing, select Day Book to get Multi Account Day Book Printing screen .

Multi Account Day Book Printing in Tally

At Multi Account Day Book Printing screen , set the options to get Multi Account Day Book n print .

Multi Account Day Book in Print in Tally

The contents of Day Book would be same whether it is printed through the Option of Day Book printing or Multiple Accounts Day Book Printing. Multi Accounts printing just helps printing of bulk report in one shot.

Group Vouchers List in Tally

Group Vouchers List (F-8A) shows the list of Vouchers for a selected Account Group.

You may get this report in any of the following ways:

Select Display > Account Books > Group Vouchers and select the Account Group to get the list of all Vouchers (for the current period) relating to the selected Account Group.
Select Display > Account Books > Group Summary. Select a Group to get Group Summary. Click F7: Voucher button at Group Summary to get Group Voucher List.

Group Vouchers List Display in Tally

Group Voucher List Buttons Bar in Tally

At Group Voucher Report , you get following Buttons

F1: Detailed / Condensed : To get Top Level Groups only (Summary) / Next Level Group / Ledger details also (Detailed)
F4: Group : To get the list of Account Group to select a Group for which you like to get Group Voucher Report.
F6: Monthly : To get Monthly Summary of Group Vouchers
F7 : Summary : To get Group Summary Report

Group Voucher List Button Bar in Tally

Group Voucher List Configuration in Tally

At Group Voucher list , click F12: Configuration to get Group Voucher Configuration screen to set the option as follows:

– Voucher Nature: At Select Vouchers to Show, Select :

All Vouchers : To show al Vouchers
Debit Entries only : To Show Vouchers having Debit Entries only
Credit Entries only : To Show Vouchers having Credit Entries only

– Format : At Format :

Select Condensed to get only the top level figures (Account Group / Ledger).
Select Detailed to get the lowest level details

– Ledger Details : If Details is selected, at the above option, you get another option Show All Ledger Details. At Show All Ledger Details, type :

Yes to get the details of each ledger account of the voucher.
No, to show the all ledger accounts except the ledger account of the selected Group.

– Voucher Narration: At Show Narration also , type :

Yes to show the voucher Narration also for each voucher.
No to omit voucher Narration.

– Opening Balance : At Include Opening Balances, type :

Yes to show Opening Balances also in the Report
No to omit the Opening Balance

Group Vouchers List Configuration in Tally

Ledger Vouchers List display in Tally

Ledger Vouchers List shows the transaction for the selected Account Ledger :

You get this report from:

Ledger [Display > Account Books > Ledger > Ledger Account].
Ledger Monthly Summary
- Display > Account Books > Group Summary > Account Group > Ledger Account. Select a Month.
- Display > Account Books > Cash / Bank Book -> Account Group -> Ledger Account.

Select a Month. Click F2:Period to set the Report period