Tally Accounting
Posted by Asok K Nadhani on

Invoice Printing Configuration in Tally

Printing Configuration Menu in Tally

After Sales / Purchase Voucher entry, the Voucher / Invoice are to be printed, showing the relevant details of the transaction.

We now discus about Printing configuration of Sale / Purchase & Debit / Credit Note in Accounting Invoice format, for Internal Accounting records, when Inventory is not maintained.

Accounts Voucher  Printing Configuration in Tally

Printing Configuration Menu in Tally

The format & contents of Sales / Purchase Invoice may be set through Sales / Purchase printing Configuration options

At Gateway, click F12: Configure to get Configuration menu. Select Printing to get Printing Configuration Menu.  At Printing Configuration Menu, select :

  • Sales Invoice : Sales Transactions> Sales Invoice  to get the  Sales Invoice Printing Configuration screen
  • Purchase Voucher / Invoice:  Purchase Transactions> Purchase  Invoice / Voucher  to get the  Purchase Voucher / Invoice Printing Configuration screen.

The options for Configuration are almost similar for both Sales & Purchase Invoice / Voucher printing

Invoice Printing Configuration in Tally

At Gateway, click F12: Configure to get Configuration menu. Select Printing to get Printing Configuration Menu.  

Sales Invoice Printing Configuration in Tally

At printing Configuration Menu, select Sales Transactions> Sales Invoice  to get the  Sales Invoice Printing Configuration screen

Sales Invoice Printing Configuration in Tally

Purchase Invoice Printing Configuration in Tally

At printing Configuration Menu, select Purchase Transactions> Purchase  Invoice / Voucher  to get the  Purchase Voucher / Invoice Printing Configuration screen.

Purchase  Invoice Printing Configuration in Tally

Invoice Titles printing in Tally

At upper part of Invoice Configuration screen , specify the default Invoice Title & Sub Titles as follows:

  • Document Title  : At Title of Document, enter the default Title of Document (default – INVOICE), e.g Tax Invoice
  • Optional Voucher Title : At For Optional Voucher, enter the default Title of optional Voucher
    • For Sales Invoice, enter the Title for Optional  Invoice at For Optional Voucher  field (the default is shown as – PROFORMA INVOICE), like Quotation, Proforma Invoice etc. Normally Proforma Invoice / Quotation are entered as optional voucher as they do not affect Accounts /Inventory
    • For Purchase Invoice, enter the Title for Optional  Invoice at For Optional Voucher  field (the default is shown  as INVOICE), like Enquiry, Proforma Invoice etc. Normally Proforma Invoice / Enquiry etc are entered as optional voucher as they do not affect Accounts /Inventory
  • Sub Title (if any) :. At Sub Title, enter the document sub title to be printed just below the document title, if any. This is printed only in first page of document

Invoice Dimensions printing set up in Tally

At upper part of Invoice Configuration screen, just after Invoice Title as described above, enter the following default values to specify Dimension & Margins (in inches) of the printed Voucher  (including margins). Specify two sets of values. First for Neat Invoice and the second for Simple Invoice (if invoice is also printed in simple format)

  • Invoice Height: At Height of Normal Invoice (Inches), enter the height of the voucher (print area in inches including top & bottom margin). Default value is 10 (inches), both for Simple & Normal format
  • Invoice Width: At Width of Normal Invoice (Inches),enter the width of the voucher (print area in inches including left & right top & bottom margin). Default value is 7.5 (inches), both for Simple & Normal format
  • Top Margin : At Space to leave on top, enter the value of top margin (in inches). Default value is .25 (inches) both for Simple & Normal format.
  • Left Margin : At Space to leave on left, enter the value of left margin (in inches). Default value is .75 (inches) both for Simple & Normal format.

Document Header Printing Options in Tally

In the Invoice header, the default Document Header Format and contents are pre set by tally, according to the Voucher Type. To set the options to customise contents of Invoice, like Invoice Header, Item details (for Invoice with Inventory Details), Ledger Account details, Invoice Footer, set Yes / No to print / suppress the specific contents in the voucher / Invoice.

  • Number of Copies: At Number of Copies to Print, enter the Number of copies to be printed for each document (default value is 1). So, to print 4 copies of each Invoice, enter 4 here (the successive copies are marked Original, Duplicate, Triplicate, Quadruplicate etc, at the right hand top corner, for identification). During current invoice printing Configuration, you should click C:Copies button to change the number of copies for the current invoice being printed.
  • Voucher Reference : At Print Voucher Reference, set Yes (default value) to print the Sales Voucher reference number. Reference is printed Voucher in Buyer’s Ref box in Normal Invoice, and just below Invoice No in Simple Invoice Format. set No, Voucher Reference is not printed. In Normal Invoice Format, the Buyer’s Ref box is not created.
  • Order Details: At Print Order Details, set Yes (default value) to print Order details (if available in the voucher). Set No  to omit Orders details.
  • Format: At Print in Simple Format , set Yes to print in Simple Format (the individual cells for each particulars of supplementary details are not printed). It takes lesser space leaving more space for header, leaving more space for Item details (useful for invoices with too many Items / Item details). Set No  (default) to print in Normal Format (more space taken for Invoice header for supplementary details)

Ledger Account Details in Invoice Printing Options

To Print Debtors Creditors Ledger Accounts details in Invoice, set the Yes / No at the respective Invoice Printing configuration options :

  • Ledger Narration : At Print Narration for each entry, set Yes (default value) to print separate Ledger Narration for each ledger account transacted. Set No to omit separate ledger Narration (it may sometimes be useful when Common Narration is printed).
  • Subtotals : At Print Subtotals after each line, set  Yes (default value) to print Sub Total after each ledger amount. Set No, the intermediate Sub Totals are not printed (only Net Invoice amount is printed)

Voucher Footer details Printing Options

Set the options for the particulars for the whole voucher, printed at footer after the Item details

  • Company Tax Regn : At Print Company’s Tax Registration Number, set Yes (default value) to print  Company’s Local Sales Tax Number if entered at F11: Features > Statutory & Taxation. Set No to omit these details from Invoice printing.
  • Buyer Tax Regn  : At  Print Buyer’s Tax Registration Number, set Yes (default value) to print Customer’s  TIN/Sales Tax Number if entered at the Customer’s Ledger Account. Set No to omit these details from Invoice printing.
  • Buyer’s CST Regn : At Print Buyer’s  CST Registration Number, set Yes (default value) to print Customer’s  TIN/Sales Tax Number if entered at the Customer’s Ledger Account. SetNo to omit these details from Invoice printing.
  • Voucher Narration : At Print Narration, set Yes (default value) to print Voucher common Narration. Set No to omit Voucher Common narration (it may sometimes be useful when separate ledger narration is printed) .
  • Currency Symbol : At Print Base Currency Symbol for Total, set  Yes (default value) to print Base Currency Symbol before the Total Amount . Set No to print only amount figure without any currency symbol
  • Jurisdiction : At Jurisdiction, enter  Jurisdiction Name to print Jurisdiction at the bottom of the Invoice. The text Subject to < Jurisdiction Name > is printed (like Subject to Kolkata Jurisdiction) in Invoice. Leave blank to omit Jurisdiction

Sales Voucher / Invoice printing configuration Additional Options

Apart from the general options explained above, you may set the following options at Sales Invoice Printing Configuration  :

  • Logo : Set Yes at Print Company Logo to print Company Logo at the header (useful to print in plain paper stationery). The Logo is set at the option Enable Company Logo at F11:Features>Accounting Features. Set No, no logo would be printed.
  • Payment / Delivery : At Print Terms of Payment & Delivery details , set Yes to print Terms of Payment & Delivery details as entered under supplementary details section in Invoice entry. Set No (default value) to omit these details from Invoice printing. Normally these are applicable in case of Sale of Materials only
  • Despatch : At Print details of Despatch, set Yes to print details as entered under supplementary details section in Invoice entry . Set No (default value) to omit these details from Invoice printing. Normally these are applicable in case of Sale of Materials only.
  • Declaration : At Print Declaration, set Yes (default value) to print declaration as specified in Sales Voucher Type. Set No  to omit the declaration.
  • Complete Mailing details : At print Complete MailingDetails, set Yes to print all the components of mailing details like Postal, e-mail address, phone etc. Set No to print as per options set at Report Title.
  • Message : At Generated By , enter  the text (default This is a Computer Generated Invoice) to be  printed at the last line (otherwise leave blank)

Purchase Voucher / Invoice printing configuration Additional Options

Apart from the general options explained above, you may set the following options at Purchase Invoice Printing Configuration.

  • Format : At Print in Voucher Format set Yes to print the Purchase Transaction in Voucher Format. Set No to print in Invoice Format
  • Cost Allocation: At Print Cost Allocation in Voucher Format, set Yes to print the Cost Allocation of Items when printed in Voucher Format. Set No. The Cost allocation will not be printed in Voucher Format

Sales Invoice Declaration Text set up  in Tally

To set up default Declaration text printed in Invoice and print Declaration in Invoice,in Sales Voucher Type  creation / alteration(GoT>Accounts Info>Voucher Type), you may also specify Declaration, which will be printed in place of Standard Declaration in Invoice.

Declaration text set up in Tally

Sales Invoice Declaration printing : Having set the Sales Declaration text, to print the declaration in the Sales Invoice, at Sales Invoice Printing Configuration , set Yes at Print Declaration.

Invoice Printing in Tally

Having set the default Invoice Printing Configuration options as desired, to Print the Invoice,  at Voucher entry screen click P:Print button to get Invoice Printing screen .

At Invoice Printing screen :

  • Print as per default configuration : Type Y to print the Invoice as per default configuration set
  • Change Options : Click F12:Configure  to get the respective Printing Configuration screen. Change the Configuration options as described. You may also click respective buttons and set the printing options as explained.

Current Sales Invoice Printing Configuration in Tally

Advanced Printing Configuration

To further set up Advanced Configuration option, at Invoice Printing Configuration screen, click F12 button to get Advanced Invoice Printing Configuration screen.

Current Advanced Sales Invoice Printing Configuration in Tally

Having set the Invoice Printing Configuration / Advanced Invoice Printing Configuration, Type Y to print the Invoice as per changed  Configuration

Sales Invoice Printing Format set up in Tally

To Print Sales Invoice in desired Format,  at Sales Invoice Printing Configuration, at Print in Simple Format,  set No to print in Normal Invoice Format. Set Yes at to print in Simple Invoice Format.

In Sales Invoice printed in Normal Format, the header takes more space for showing the Invoice details.

Sales Invoice in Print in Normal Format in Tally

In Sales Invoice printed in Simple Format, the header takes less space

Sales Invoice in print in Simple Format in Tally

Purchase Voucher / Invoice Printing in Tally

The Purchase Voucher / Invoice is normally not printed as the Sales Invoice handed over by the Supplier becomes the Purchase Invoice. However, Tally provides option to print Purchase Invoice also, if required.

To Print Purchase Invoice in desired Format, at Purchase Invoice Printing Configuration,

at Print in Simple Format, set No to print in Normal Invoice Format, else Set Yes to print in Simple Invoice Format.

Purchase Invoice in print in Normal Format in Tally

Purchase Invoice in print in Simple Format in Tally

Debit / Credit Note Printing in Tally

To print Debit / Credit Note desired format, at Debit / Credit Note Voucher Entry screen, click P:Print button to get Debit / Credit Note printing screen

Debit Note Printing in Tally

To print Debit Note in Accounts Voucher Format  without Ledger details, set No at the configuration option Print with Full Ledger Details.

Debit Note in Print in Accounts Voucher Format without Ledger Account name

Debit Note in Print in Accounts Voucher Format in Tally

Credit Note printing in Tally

To print Credit Note in Accounts Voucher Format without Ledger details, set No at the configuration option Print with Full Ledger Details.

Credit Note in Invoice (Normal) Format in Tally

Debit Note Credit Note Printing Configuration

Like Sales / Purchase Invoice, you may pre-set the default format & contents of Debit / Credit Note in Voucher / Invoice Format.

At Gateway, click F12: Configure > Printing > Debit / Credit Note to get Debit / Credit Note Voucher Configuration screen

Debit / Credit Note printing Configuration in Tally

At Debit / Credit Note printing Configuration screen, set the options as follows :

Company Logo : At Print Company Logo, Set Yes at the header (useful to print in plain paper stationery). Set No, no logo is printed.

Dimensions : Enter the following default values to specify Dimension & Margins (in inches) of the printed Voucher  (including margins)

  • Voucher  Height : At Height of Voucher,enter the height of the voucher (print area in inches including top & bottom margin). Default value is 6 (inches)
  • Voucher Width : At Width of Voucher, enter the width of the voucher (print area in inches including left & right top & bottom margin). Default value is 5 (inches)
  • Top Margin : At Space to leave at top,enter the value of top margin (in inches). Default value (.25)
  • Left Margin : At Space to leave on left, enter the value of left margin (in inches). Default value (.75)

Contents printing options

Ledger Details : At Print Full ledger details, setYes to print Ledger details alongwith Inventory details. Set No (default value) to omit ledger details printing

Full Details :Having set Yes at Print Full ledger details, you may further set Yes / No at the following options

  • Inventory Details : At Print Inventory Details, set Yes to print Inventory details (if Inventory System is activated). Set No (default value) to omit Inventory details.
  • Voucher Narration : At Print with Narration, set Yes (default value) to print Voucher common Narration.. Set No to omit Voucher Common narration (it may sometimes be useful when separate ledger narration is printed).The voucher Narration is printed under the caption : On Account of :
  • Ledger Narration : At Print Narration for each entry, set Yes (default value) to print separate Ledger Narration for each ledger account transacted. Set No to omit separate ledger narration (it may sometimes be useful when Common Narration is printed).
  • Initials : At Space for Checked / Verified initials, set  Yes to print a guide (Checked / Verified by) for space for putting signature. Set No (default value) to omit the tag. This is useful when the authorities sign on the computer printed voucher (no manual voucher is used).
  • Currency Symbol : At Print Base Currency Symbol for Total, set Yes (default value) to print Base Currency Symbol before the Total Amount. Set No to print only amount figure without any currency symbol

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