Accounts Voucher Types in Tally

Accounts Voucher is a complete & comprehensive record of all Important details related to the financial transaction. Tally classifies Accounts Vouchers into several pre fixed Voucher Types, according to nature of transactions. Tally allows creation of sibling Voucher Types of pre classified voucher types.

Voucher Type in Tally

Accounts Voucher Type is classification of Accounts Voucher data entry Template according to nature of transaction.

The Primary Voucher Types are pre-created by Tally at the time of Company creation. The pre-created Primary Voucher Types carry inherent properties in respect of the nature of transaction that can be recorded through such Voucher Types.

To organize the Transactions in a better manner as per requirements, new peer Voucher Types of any Primary Voucher Types may be created, by user.

Creation of new Peer Voucher Type in Tally

You cannot create any new voucher type of different characteristics other than the Tally created Voucher Types.

The new voucher type created is just a sibling of an existing Voucher Type, inheriting the properties of the parent Tally created primary Voucher Type, with attributes specified as per the available options.

Select Accts Info > Voucher Type> Create to create a new voucher type and enter the particulars as explained below:

Voucher Type Name : At Name, enter unique Name for the Voucher Type you are creating

Type of Voucher: At Type of Voucher, select the Voucher Type from the list of voucher types (it shows all Tally Created Voucher Types, both Accounts & Inventory, even if you have set Accounts only). The new Voucher Type being created will inherit the properties of the Voucher Type you select here.

Voucher Type Creation in Tally

Voucher Type Abbreviation: At Abbr, enter a unique abbreviated (short) Voucher Name (different from Voucher Type Name) for the new type of Voucher, preferably within 5 letters. The abbreviated Name appears at Voucher Type in Reports.

Voucher Numbering Method:At Method of Voucher Numbering, select the Method from Types of Numbering list, as described later (Automatic is selected as default).

At Use Advanced Configuration, the option No is set as default (set Yes to set Advanced Numbering as explained later)

Voucher Effective Date : The Overdue Dates, Ageing Reports, Interest computation etc is done from the Date of Voucher. But, sometimes the Party may like to use some other date than Voucher Date (e.g from the Date of cheque, etc.). In such case you have to set the Date (called Effective Date) which should be considered for such purpose

To activate Effective Date feature in the Voucher, set Yes at Use Effective Date at the respective voucher type creation,

Consequently, during voucher entry , you will get a field for Effective Date in voucher entry. Effective Date is used to compute Bill Due Date and overdue Interest.

Voucher Printing options: At Printing section of the Voucher Type creation / alteration, set the following options :

To print each Voucher on-line after entry, at the respective Voucher type creation / alteration screen, set Yes at Print after saving Voucher to get Voucher Printing screen immediately after Voucher entry (no need to click P:Print button) after each voucher entry.
: For Sales Voucher type, set Yes at Use for PoS Invoicing and then set the additional options for PoS Voucher Type

Type Yes to save the Voucher Type.

Default Ledger Accounts set up in Accounts Voucher Types

To set pre-specified ledger accounts in voucher, for faster and correct Ledger Account entry, at Voucher Creation Alteration screen, set Yes at Enable Default Accounting Entries and then further set Yes at Set / Alter Default Accounting Entries to get default Accounting Entries screen.

For Pure accounts voucher like Receipt / Payment / Contra Voucher types, you may set only one Cash Bank Account as default ledger account.

Default Accounting Entries set up for Accounts Voucher in Tally

At Ledger Name, select the cash / bank Account Name. At the time of voucher entry for the selected Voucher Type, the cash / bank account is auto set for the voucher type.

For example, if you create a Payment Voucher Type (like Petty Cash Voucher Type), and set Petty Cash Ledger as default ledger account, then Petty Cash Account would be auto selected in the voucher type.

For Journal Voucher type, you do not get the default Accounting entry screen.

For Sale / Purchase / Debit Note / Credit note etc, you get 2 parts. In the upper part, you may set details of Sales / Purchase ledger account, and in the lower part, you may set details of other ledger accounts. These are discussed in details at the respective topics.

After setting the Ledger Account at Default Account Entries screen, the option Set / Alter Default Accounting Entries is auto re-set to No (even if you have set Yes to it and set the default ledger accounts).

Accounts Allocation set up for Voucher Type

Voucher Numbering Method in Tally

Voucher Numbering is one of the most Important area for pre planning of Voucher Entry. To meet varied requirements of different types of users, Tally offers host of Voucher Numbering Methods with exclusive features.

At Voucher Type creation / Alteration screen (GoT>Accounts Info>Create or Alter), at Method of Voucher Numbering, select the Method from Types of Numbering list. The characteristics, properties and implications of each Voucher Numbering Method is described next. You should understand the implications in your context carefully, before setting the option

Manual Voucher Numbering: Select Manual to enter Voucher Numbers during Voucher Entry. Manual Voucher Numbering is useful when you enter voucher from a manual record, where Voucher Number is already given.

For example, you write Voucher manually (and a voucher number is allotted when the voucher is written), and later on you enter the Voucher in Tally.ERP 9 system

In Manual Numbering scheme, Tally.ERP 9 will not trap any sequence violation or missing number.

You can enter voucher number 4, of any date, after entry of voucher number 5.

If you skip a voucher number, Tally will not trap any missing number (so there may not be a voucher number like 7).

No Voucher Numbering : Select None from the Voucher Numbering List when Vouchers do not bear any number. Consequently, the voucher number field will not appear .

This scheme is useful for small proprietorship firms where the Accounting Work is done by one man (normally the proprietor), who cannot enter Vouchers regularly.

Normally he sits for voucher entry from various documents at certain interval (say at week end/ month end) and enters all the pending vouchers .

The entry may be made randomly (not in chronological order). However, this scheme is not suitable in larger firms, where many people are working, as it may induce fraud and mistakes which may be untraceable.

Select Automatic at Types of Numbering List . As the voucher numbers are sequenced as per Voucher Date, when you change date of previously entered voucher, or enter / delete a back dated voucher, Tally will automatically change the voucher number of all vouchers subsequent to that Date.

So, clearly understand the implications, in context of voucher entry process (whether you enter voucher strictly as per date).

In multi user environment, Multi-User Auto Voucher Numbering feature works effectively to resolve voucher number allocation where many users are entering voucher simultaneously, so that voucher number is not duplicated and clashed among multiple users and different voucher numbers are allotted to each user entering vouchers simultaneously

So, in Multi User environment, at Voucher Numbering method, select Multi User Auto instead of Automatic.

Voucher Numbering Methods in Tally

Automatic Voucher Numbering with Manual Override: Like Automatic Voucher numbering, for Automatic (Manual Overriding) scheme, the voucher number is auto generated. However, you may manually modify it, in your own way, without considering any chronological order.

Tally would first generate a voucher number, as per last voucher number created of the voucher type, but you may overtype the voucher number and enter voucher number of your own.

For example you can create a voucher No 3 of date 1 Apr, after creating a voucher 2 of date 2 Apr, and then you may enter a voucher number 5 of any date.

So, you must allot a new voucher number, which is not existing. Later on, the same voucher number cannot be allotted to another voucher of any date, subsequently entered.

Else, set No at Prevent Duplicates, to allot a Voucher Number multiple times (i.e you may create multiple voucher of same Voucher number of the same voucher type).

Operations on Accounts Voucher Type in Tally

You may perform operations on Accounts Voucher Types, like, Display / Alter/ Delete pre created Primary Voucher Types, as well as user created peer voucher types, as explained below:

: Select Accounts Info > Voucher Type > Display and then select the Voucher type to view (but you cannot alter any data).

To modify Voucher Type profile, Select Accounts Info > Voucher Type > Alter and select the Voucher Type to get the Voucher Type Alteration screen, similar to Voucher Type creation screen.

Voucher Type Alteration in Tally

At Voucher Type Alteration screen, you may perform :

Deletion of Voucher Type: Press Alt+D to Delete user created Voucher Type (Tally Pre created voucher types cannot be deleted) and type Yes at ‘Delete? Yes or No’ to confirm deletion (the voucher type cannot be deleted if any voucher exists for the Voucher Type).

Accounts Voucher Narration set up options in Tally

Accounts Voucher Narration contains the complete description of the Accounting transaction.

Accounts Voucher Common Narration in Tally

Common Voucher Narration is entered at the end of voucher data entry, describing the entire transaction details as a whole. To allow entry of common Narration, at Voucher Type creation / alteration screen, at the option Use Common Narration, set Yes to enter Voucher Narration for the voucher, else Set No to suppress common Narration entry in the voucher .

You should normally, set Yes at Receipt, Payment, Contra, Journal Voucher type to enter the description of the transaction in voucher.

However, you may set No at Sales, Purchase, Debit & Credit Note (to save entry time), as normally the various voucher particulars are entered in the respective fields and Voucher Common Narration may not be needed.

Accounts Voucher Ledger Narration in Tally

Apart from Common voucher Narration, which describes the whole voucher, you may additionally enter Narration immediately after each Ledger Entry (called Ledger Narration) describing the transaction about that ledger entry only.

Ledger Narration is useful when you have to explain each entry separately. For example, while making a Salary voucher, you may make separate entry for each employee and enter the name of the employee and other details at each ledger entry

In Single Mode Voucher Entry, you can enter ledger narration only for line accounts (not for header account).

Ledger Narration increases the Narration entry task as Narration has to be entered for each Ledger Account. So, you must plan properly to apply this feature only to those voucher types where separate details of each ledger transaction are to be maintained.

At Voucher Type Creation / Alter screen, at Narration for each entry, set Yes to allow entry of Voucher Ledger Narration. Consequently, a Narration filed will appear after each entry in the Voucher, where you enter the details of that ledger transaction only.

Set No to suppress Voucher Ledger Narration. Consequently, no Narration field will appear after entry of each Ledger Account transaction in Voucher.

You may set Yes / No to either, both (Voucher Common & Ledger Narration ) options. This means you may selectively activate Common Narration, Ledger Narration, or activate / deactivate both.

Automatic Accounts Voucher Advanced Numbering Configuration

Tally provides multiple ways of Automatic Voucher Advanced Numbering methods

At Voucher Type creation / alteration screen, at Automatic voucher numbering scheme (when you select Automatic at Method of Voucher Numbering), you may further , set Yes at Use Advance Configuration , to get Advance Voucher Numbering set up screen.

Consequently, you may set a versatile automated voucher numbering scheme, as per user’s own plan.

The Advance Voucher Number set up screen is divided in 2 parts:

Accounts Voucher Number properties Specification : At the upper part, you specify the Properties of Voucher Number
Accounts Voucher Numbering Scheme : At the lower part, specify the various Voucher Number components, in the Table

Advance Voucher Numbering Methods

Accounts Voucher Number Properties Specification in Tally

At Advance Voucher Number set up screen, at the upper part, you specify the Properties of Voucher Number, as follows:

Starting Number: At Starting Number, specify Starting Number (normally 1) for the first Voucher of the first period. You may set any number and the voucher number will start from that number. For example, if your cash memo number ended at 7448 in the previous year and you like to continue that number in the current year, you may specify 7449 here to start the cash memo number from 7449.
Numerical Part Width: At Width of Numerical Part, specify width for fixed with voucher number to pad the smaller number with zero or blank at the left, to align the numbers properly in reports, else leave blank. For example, if you specify 5, the voucher number 2 will be padded with four zeros / spaces at the left. Leave blank to left align the number without any leading zero or space.

Accounts Voucher Number Display Format in Tally

If you have set a value at Width of Numerical Part, at Prefill with zero, you may further set Yes to fill-up the numbers with leading zeros, For example, the voucher number 7, 12, 210 will appear as 0007, 0012, 0210 respectively, when the Width of Numerical Part is 4 and you set Yes at this field. Else, set No to show Voucher Numbers without any leading zeros. However, if Width of Numerical Part is specified by a non-zero value, voucher number will appear with leading spaces

Accounts Voucher Advanced Numbering Methods in Tally

The Advanced Automatic Voucher Numbering options provide more options for multiple period Prefix, Suffix and restart voucher numbering, for dynamic periodic distinct voucher numbering schemes

At Advanced Voucher Configuration screen, you get 3 blocks to set up the options for Voucher Numbering Methods

Restart Numbering : In this block, you enter the details of Voucher Numbering scheme for each specified period
Prefix Details : To set up the scheme of Voucher Pre fix (the preceding part of Voucher Number)
Suffix Details : To set up the scheme of Voucher Suffix (the succeeding part of Voucher Number)

Advanced Automatic Voucher Numbering Methods

Accounts Voucher Periodic Number Re-Start in Tally

Tally provides periodic voucher number re-start options to manage voucher number in more controlled manner.

As General Rule, to ensure maintenance of transaction in sequence and to prevent manipulation, voucher number plays an Important role. Though normally, voucher number should continue serially, till the end of year at least, Tally allows the user various methods, to renumber and even set the periodicity of renumbering in various ways.

Consequently, Duplicate Voucher Number would get created when the re-numbering starts at the beginning of a numbering period

Accounts Voucher Re-Start Numbering Details : In the first block of Advanced Numbering scheme, you specify the particulars of Voucher Number re-starting for each specified period. You may specify different scheme for each period block specified at Start Date.

In the first block (Re-Start Numbering), you set numbering scheme of each period as follows:

Accounts Voucher Numbering Period Start Date : At Applicable from column, enter the date from which the numbering scheme is to apply. Normally, it should be Book Beginning From Date. The start date must be the first date of a month, irrespective of Numbering period. If the Book beginning date is from mid month, e.g 12-4-2006, the start date must be from 1^st day of month (like 1-4-2006). The start date must be beginning of month, even if the periodicity (numbering period) is smaller (like weekly, daily etc).

Accounts Voucher Period Starting Voucher Number : At Starting Number column, enter the starting number for the period. For example, you may start from 1 or from any other number for the period.

Accounts Voucher Numbering period : At Particulars column, select the period as follows :

Yearly : Select Yearly. The renumbering starts from 1st day of the month in every 12 months
Monthly : The renumbering starts from 1st day every month
Weekly : The renumbering starts from the same day of each week as the period starting date. For example, if the starting date is 1.1.2016 (Fri) then the renumber will be done from the first voucher of every Friday after that
Daily : When you select Daily, the renumbering starts from 1 everyday
Never : The number goes on continuously for ever

The Numbering scheme will continue till it is changed for subsequent period.

As you can specify only first day of Month at Applicable from column, you will get vouchers with duplicate number when you specify Weekly / Daily renumbering scheme. For example, in case of Daily method, each day the voucher number will start from specified start number (with same Prefix & Suffix). Also, in case of Weekly method, at the beginning of each week, the voucher number will start from specified start number (with same Prefix & Suffix).

Accounts Voucher Daily Renumbering examples in Tally

Applicable From	Staring Number	Particulars
1-4-2006	1001	Daily
1-5-2006	5001	Daily

The voucher number will start from 1001 from 1-4-2006. Every day, the voucher number will re start from 1001, till the end of April 2006.

On 1-5-2006 the voucher number will start from 5001 and subsequently, it will re start as 5001 each day.

Accounts Voucher Monthly Re Numbering examples in Tally

Applicable From	Staring Number	Particulars
1-4-2006	1001	Monthly
1-8-2006	5001	Monthly

The voucher number will start from 1001 from 1-4-2006. On 1-5-2006, 1-6-2006 & 1-7-2006, the voucher will re start from 1001.

On 1-8-2006 the voucher number will start from 5001 and will re start as 5001 from the 1^st day of every month after that.

Accounts Voucher Weekly Re Numbering Examples in Tally

As the Start date must be from first day of month, the renumbering day of week is monitored as per 1^st day of month. For example, if numbering starts from 1-11-2006, which is Wednesday, then renumbering would start from the next Wednesdays, like 8-11-2006, 15-11-2006, 22-11-2006, till the renumbering method is changed in any subsequent month.

Accounts Voucher Yearly Renumbering Examples in Tally

The voucher number will start from the Applicable Date, as per the specified start number and will re start from that number, from the same date of the next year.

Applicable From	Staring Number	Particulars
1-8-2006	100	Yearly

The voucher number will start from 100 from 1-8-2006. Subsequently, from 1^st Aug of each subsequent year, the voucher number will re-start from 100

Accounts Voucher Continuous Numbering Examples in Tally

Applicable From	Staring Number	Particulars
1-4-2006	1	Never

The voucher number will start from 1 from 1-4-2006 and will continue without any renumbering, until you specify to re start

Accounts Voucher Advanced Numbering Examples in Tally

You have specified following for Payment Voucher Type (Company Financial Year starts from 1-4-2012. The company starts books in Tally from 13-10-2012 . So, the Books Beginning From is 13-10-2012. The last payment voucher number of Oct 2012 (12-10-2012) is 00128. The company wants to re start voucher number from 1 from 1^st day of every month. So, the company wants to start payment voucher number as 00129 from 13-10-2012. Accordingly, it has specified as follows for Payment Voucher Type :

Starting Number : 129
Width of Numerical Part : 5
Prefill with Zero :Yes

Applicable form	Start Number	Particulars
1-11-2012	1	Monthly

The Payment Voucher number will start from 00129 from 13-10-2006 and will restart from 00001 from 1^st day of each month from 1-11-2006 onwards.

Accounts Voucher Number Prefix Details in Tally

Under Advanced Voucher Numbering scheme, apart from numeric number, you may put some short alphanumeric identification in initial part of every voucher, called Voucher Prefix Number, according to its type and renubering period.

Through renumbering, the voucher number may be repeated (for example voucher number starts from 1 from each month). In such case, it is always prudent to put Prefix in a voucher will automatically be added before the numeric part of the voucher number for better identification and prevention of duplicate numbers.

At Prefix Details column, enter the prefix number, at Applicable From field, enter Date from which the Prefix would be applicable. At Particulars field, enter the Prefix of the voucher, for the voucher re-numbering period.

Accounts Voucher Prefix Numbers Examples in Tally

Re Start Numbering			Prefix Details
*Applicable from*	Starting Number	Particulars	*Applicable from*	Particulars
1-4-2006	1	Monthly	1-4-2006	CsPmt/04/
1-5-2006	1	Monthly	1-5-2006	CsPmt/05/

With this scheme, the voucher number start from CsPmt/04/0001 from 1^st April 06 and will continue as CsPmt/04/0002, CsPmt/04/0003, … till end of April 06

From 1^st May 06 the voucher number start from CsPmt/05/0001 and will continue as CsPmt/05/0002, CsPmt/05/0003, … and so on. So, by setting a prefix number, the voucher number, as a whole, do not duplicate

Accounts Voucher Number Suffix Details in Tally

Under Advanced Voucher Numbering scheme, apart from numeric number, you may put some short alphanumeric identification in trailing part of every voucher, called Voucher Suffix Number, according to its type and renubering period.

In the same way as Prefix Numbers, which is added before the numeric number, you may specify Suffix which will be added after the numeric number. This also helps to avoid duplicate numbers and add more clarity about the identification of type, origin, year, etc of the voucher.

At Suffix Details column, enter the suffix number part, at Applicable From field, enter Date from which the Suffix would be applicable. At Particulars field, enter the suffix of the voucher, for the voucher re-numbering period.

Accounts Voucher Suffix Numbers Examples in Tally

*Re Start Numbering*			*Prefix Details*		*Suffix Details*
*Applicable form*	*Starting Number*	*Particulars*	*Applicable form*	*Particulars*	*Applicable from*	*Particulars*
1-4-2006	1	Monthly	1-4-2006	CsPmt/04/	1-4-2006	Bom/06-07
1-5-2006	1	Monthly	1-5-2006	CsPmt/05/

You see the suffix number is specified only in the 1^st period. So, it will continue for all the periods until it is re specified again

With this scheme, the voucher number start from CsPmt/04/0001/ Bom/06-07 from 1^st April 06 and will continue as CsPmt/04/0002/ Bom/06-07, CsPmt/04/0003/ Bom/06-07, …

From 1^st May 06 the voucher number start from CsPmt/05/0001/ Bom/06-07 and will continue as CsPmt/05/0002/ Bom/06-07, CsPmt/05/0003/ Bom/06-07, … and so on.

So, Suffix part will be same for all the periods until it is re specified again

Accounts Voucher Number Planning in Tally

Choosing the combination of Accounts Voucher Numbering methods and schemes, you may customise Accounts Voucher Numbering schemes, as per your needs.

So, using voucher numbering Method, suffix & prefix, you can make very flexible voucher numbering scheme, avoid duplicate numbering and avoid the ill effects of renumbering of voucher numbers on insertion / deletion or date change for auto numbered vouchers.

Multiple Peer Voucher Types creation in Tally

It is suggested to create several types of voucher (user specified voucher types) to manage voucher numbers in better way. For example, you may create separate voucher types for Payment Vouchers like : CshPmt : For payment by Cash, BoIPmt : Payment by cheque through Bank of India, IoBPmt : Payment by cheque through Indian Overseas Bank, etc, and specify separate prefix & suffix scheme for each voucher type.

Even for Cash Payment, you may create several voucher types, like Conveyance Expenses, General Expenses, Salary payment etc., and create separate numbering series & prefix, for better segmentation, work division, filing and reporting.

Now while creating payment vouchers, use the specific Payment voucher type instead of general Payment Voucher type as created by Tally.

Accounts Voucher Number control

As the voucher number can re-start only on the first day of each month,when you set the renumbering periodicity of less than a month, (e.g Weekly, Daily), duplicate voucher number may be generated. For example, if the Renumbering period is Weekly, the voucher number 1 would be generated every week during the month. Similarly, voucher number 1 would be generated every day when the renumbering periodicity is Daily.

Change in Accounts Voucher Numbering methods

After voucher entry, if you alter the voucher numbering method of any voucher type (through Alter option), all the voucher numbers for the voucher type will get affected as explained below:

Automatic to Manual	All voucher number will be blank. You will have to enter the voucher number again through Voucher Modification.
Automatic to None	All voucher number will be lost.
Manual to Automatic	Voucher Number will be automatically allotted as per Numbering Scheme set.
None to Automatic	Voucher Number will be automatically allotted as per Numbering Scheme set.
Manual to None	All voucher number will be lost.
None to Manual	All voucher number will be blank. You will have to enter the voucher number again through Voucher Modification.

Accounts Voucher Type Position Index in Tally

In Accounts reports showing the list of Vouchers, Tally arranges the sequence of Voucher Types within a specific Date, in its way, through internally generated Accounts Voucher Type Position Index.

Report showing changed order of Voucher Type

Tally allots a pre-set value (called Position Index) for each Voucher Type which determines the sequence of voucher in Reports, within a date.

In the Reports, the Vouchers are listed according to the Position values of the respective Voucher Type. However, you may change the value of position Index so that in a Report, Accounts Book, the Vouchers appear in a specific order according to Voucher Types.

You may change the Sort (Index) Value at GoT>Accts Info>Voucher Type > Alter and select the Voucher Type (or drill down through the respective Voucher Type at the Voucher Type List)to get Voucher Type Alteration screen

Voucher Type Position Index set up

Click F10:Edit Sort toggle button to get the field Position Index in Reports, showing the default Sort Index Value. Now change the value as you need to show in the Reports, in the same way as explained for Position Value for Accounts Groups & Ledger Account. (Position Index cannot be entered during Voucher Type creation).

The voucher types would be listed in Reports, as per value of set in Position Index.

For example, you may change the position index of Payment Voucher (to a value higher than the position index of Receipt Voucher) to appear Payment Voucher after Receipt Voucher.

Optional Voucher Type in Tally

On entry of voucher, its effects are reflected in whole accounts system. However, sometimes, it is desired that the effcet of the a specific Voucher entry is not reflected in other parts of the Accounts System.

Optional Voucher

is created when the transaction is anticipated to happen (before the transaction takes place).

Such vouchers are called Dormant Voucher or Provisional Vouchers , also referred as Optional Voucher in Tally.

Optional Vouchers are Provisional (inactive) Vouchers which reside as a dormant voucher without giving an effect (as if no voucher has been entered), waiting to be regularised on actual happening of the transaction. Optional Vouchers are mostly used 1. to Create Scenarios 2. To Create Proforma voucher for approval 3. To Pre plan the transactions (create vouchers in advance for pre-planned transactions)

Optional Voucher in Tally used for Scenarios

Scenarios are emulated virtual situations with different parameters, values, etc to dynamically see the changing effect. Scenarios are seen with emulated data. So, emulated transactions are to be created through Optional Voucher, which do not affect the actual report, but is considered for the scenario reporting.

Optional Voucher Tally used for Proforma voucher

A regular voucher gives immediate effects in the entire system. So, a voucher is entered only after the transaction has taken place.

In large organisation, a proforma voucher is first created (like an unsigned voucher), which does not affect the system. It just lies in the system for approval. The transaction takes place only after proper approval.

In such case, first an Optional Voucher is created, which may be converted (regularized) to regular just by a click (data need not be entered again). The advantage is that no manual voucher be first written, the created optional voucher may be modified, deleted without any problem without affecting any area in the system.

For example, first an Optional Payment Voucher is created (before the money is actually paid). The voucher is checked by Accountant for correctness (Ledger Accounts and other details) and is printed. The printed voucher is then approved by appropriate authority (Accounts manager etc). The cashier then makes payment and converts the Optional Payment Voucher to Regular Payment Voucher.

For this reason, companies make it a policy to create a voucher as Optional only and then to regularise it after proper verification & approval (called signing a voucher). This is a very sound method of internal control and implementing a robust on-line system (Manual Voucher writing is eliminated).

Optional Voucher in Tally used for pre planned transactions

Optional Vouchers are also used by smaller organisations. as pre-planned / pre-approved voucher. For example, the Accountant may create advance optional voucher for anticipated transactions ensuring that the vouchers are created correctly (proper ledgers / narrations) and the transaction is made on the specified / planned date.

Thus the Accountant is ensured that the transactions will be done as per plan and proper accounting record would be maintained even in his absence (in small organization, only one or two key persons manage the entire affairs, who are often out in business tours and not available to look after day to day work).

The optional voucher offers a neat way to do things in planned and controlled way.

Optional Voucher Creation creation in Tally

Optional voucher may be created in 2 ways:

Automatic Optional Voucher Creation by default : To automatically create optional voucher on voucher entry, at the respective Voucher Type creation / alteration screen, set Yes at Make optional as default. Consequently, on Voucher entry, the new Voucher is created as Optional , which you have to regularize later on.

Optional Voucher auto creation set up

Optional Voucher Creation during Voucher Entry: At the time of Voucher Creation, click the toggle button L:Optional to create Optional Voucher

Optional Voucher creation

Buttons

Consequently, the ‘Optional’ indicator appears at the top

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