Inventory vouchers in Tally.

ERP 9

Inventory Vouchers perform the function in the inventory system that accounting
vouchers do in the accounting system. Inventory Vouchers are also means of entering
transactions. Accounting vouchers will update only Accounts, but Inventory vouchers will
update both Accounts and Inventory. Inventory vouchers record the receipt and issue of
goods/stock (Movement of goods), the transfer of stock between locations and physical
stock adjustments.

If you have not integrated accounts with inventory, inventory vouchers will not have any
impact on the Balance Sheet stock figures. The stock balances will be maintained
separately.

● Set the option Integrate accounts and inventory to Yes in F11: Features > F1:
Accounting Features/F2: Inventory Features .

You can trace a transaction from the beginning i.e., goods transfer stage to the financial
accounting stage irrespective of integration status.

For example, the purchase of stock can be tracked from the purchase voucher through the
receipt note, through invoice from the supplier and also through eventual payment.
1.Physical Stock Verification

During physical stock verification, in cases of changes in the inventory count, one has to
update the changes in books as well. It comes under Inventory vouchers in Tally.ERP 9.

Generally, businesses do this either on a monthly, quarterly or yearly basis to match the stock
in hand with stock available as per the books. With Tally you can simply create a voucher to
adjust the inventory.

2.Material In and Material Out Voucher

The Material In and Material Out vouchers are available in Tally.ERP 9 to track inventory
sent for job work and inventory received after job work. By using these vouchers, you can
easily get an overview of inventory across all job works. Enable these vouchers by pressing
F11.

The Material In Voucher is used to record the material transfer in.

In case of Job Work - Material In voucher can be used by the Job Worker as well
as Principal Manufacturer .

Principal Manufacturer : Can use this Voucher to record the receipt of Finished goods /
Scrap/By-Product/Co-Product from the Job Worker. In this voucher Principal
Manufacturer can record the consumption of components used (own consumption like-
wax, screw etc.) by the Job Worker

Job Worker : Can use this voucher to account the receipt of Raw material from
the Principal Manufacturer .

This voucher can also be used for any other purpose other than Job Work.

3.Delivery Note and Receipt Note Vouchers in Tally

As the name suggests, the Delivery Note Vouchers can be used to record the delivery of
goods. Sometimes, they are also referred to as Delivery Challans. While passing a Delivery
Note, you can provide transporter details such as lorry number, dispatch document number,
bill of lading, and so on. Similarly, you can create a receipt notes as and when you receive
consignments from suppliers.

Order Vouchers in Tally.ERP 9

4.Purchase Order and Sales Order Vouchers in Tally

Many businesses receive purchase orders from their parties or place orders to their suppliers.
Purchase Order or Sales Order Vouchers can be passed using Tally.ERP 9 to keep a track of
the complete order cycle.

The Purchase Order and Sales Order Vouchers in Tally.ERP 9 simplify order processing for
businesses. Businesses typically receive purchase orders from their parties or place orders to
their suppliers. While passing these orders, you can provide details such as by when would
the order be processed, rates, and so on. Later as and when required, you can partially fulfill
an order and track the remaining order, or you can even pre-close the order.

5.Rejections In Voucher (Sales Returns)

A Rejections In Voucher is used to record goods that are rejected and returned by the
customer.
To enter the Rejections In Voucher
1. From F11: Inventory Features , Enable the option Use rejection inward and
outward notes .
2. Go to Gateway of Tally > Inventory Vouchers.
3. Press Ctrl+F6 or select the button F6: Rej. In from the Button Bar.
For example, customer A returns Item A delivered by the company.
4. Select the Party’s name from the List of Ledger Accounts , from whom the goods
have being returned.
5. Once Party’s name is selected under Ledger Account , this column will be
automatically populated with address, if provided in the Ledger Master
creation screen.
6. Select the Item from the List of Stock Items . Press Enter button on the Item, it will
display the Item Allocations screen.
7. Under the List of Tracking Numbers, the details of Delivery note along with
Tracking number will be displayed, select the same. Mention the quantities returned.

6.Rejections Out Voucher (Purchase Returns)

The Rejections Out Voucher records goods that are rejected and returned to a supplier.
To view Rejections Out Voucher
1. From F11: Inventory Features , Enable the option Use rejection inward and
outward notes .
 2. Go to Gateway of Tally > Inventory Vouchers
3. Press Alt+F6 or Select the button F6 : Rej. Out from the Button Bar.
For example, the company returns Item A received from Supplier A.
4. Select the Party’s name from the List of Ledger Accounts , to whom you are
returning the goods.
5. Once Party’s name is selected under Ledger Account , this column will be filled up
automatically with the address, if provided in the Ledger Master creation screen.
6. Select the Item from the List of Stock Items . Press Enter on the Item, it will display
the Item Allocations screen.
7. Under the List of Tracking Numbers, the details of Receipt note along with
Tracking number will be displayed, select the same and mention the quantity
rejected.

Display Reports

The display of information is designed to allow a user to get the maximum benefit
of the data that is entered. A user gets a holistic picture of the data and is also
able to present information using different options. The purpose of compiling data
is to present it in comprehensible accounting reports. On entering the vouchers,
Tally.ERP 9 uses the same data and provides you with the management control
reports in addition to all books and statements.

The display screens of Tally.ERP 9 are dynamic and interactive. They are not
spooled print files but are specially designed for the screen. What you see on the
screen can be printed as well depending upon your printer’s capabilities.
To know more, click the following links:

Reports ● Modifying Reports

● Display Balance
Sheet

● Display Profit & Loss

Display Financial
Account
Statements
● Display Receipts &
Payment Account

● Display Trial Balance

● Display Sales
Register

● Display Cash Book

● Display Bank Book

● Display Statement of
Display Registers
Accounts
and Ledgers

● Display Purchase
Register

● Display Journal
Register

● Display Day Book

Display Inventory
● Display Stock
Reports and
Summary
Statements
● Display Stock Items

● Location/Godown
Summary

● Movement Analysis
 ● Stock Ageing
Analysis

● Sales and Purchase

Orders

● Reorder Status

● Display Batchwise
Reports

● Receivables and
Payables

● Cost Centre Reports

Management ● Cash Flow

Information System Statements
Reports
● Fund Flow
Statements

● Ratio Analysis Report

● Exceptional Reports

Printing Reports ● Printing Reports

Taking a Backup of Your Data

Taking a backup of your data at regular intervals helps retrieve your backed up
data when your existing data is lost. Using Tally.ERP 9, you can easily take a
backup of your company data any time and restore it when you need.

To take a backup of your data

1. Go to Gateway of Tally > F3 : Cmp Info > Backup to view the Backup
Companies on Disk screen.

2. Source - The folder path where your company data is stored. By default, the
folder path of your existing company data is displayed here.

Note:
♦ If your company uses Tally.Server 9 to maintain data, backup has to be taken
from the server data location. Click S : Server Data Loc in the Backup
Companies on Disk screen, and select the server location as Source .
♦ If the administrator has enabled Security Control , provide authorised
Tally.NET credentials to access the List of Tally.Server Data Locations .

3. Destination - The folder path where the data backup has to be stored. You
can store the backup locally on your computer, on any external storage
device, or on a storage space on the network.

4. Select the required company from the List of Companies . Select All
items to back up data of all the companies.

5. Press Ctrl+A to initiate the backup process.

The backup file is stored in the destination folder as TBK900_10000.001 . Data

backup taken using versions prior to Release 6.0 used to store the data
in TBK900.001 format.
Note: If you are using Tally.ERP 9 Release 5.x or earlier to restore the backup file
(for example, TBK900_10000.001 ), first rename this file
to TBK900.001 and then restore.

Restoring Your Data Backup

You can restore the data of companies for which you haven taken a backup. When
your current company data is lost or corrupted, you can restore your last backed
up data using the Restore option in Tally.ERP 9.

To restore the data backup

1. Go to Gateway of Tally > F3 : Cmp Info > Restore to view the Restore
Companies screen.

2. Destination - The folder path where your company data is to be restored. Do

not restore backup data in the folder where your company data exists, since
it may overwrite the existing data.

3. Source - The folder path where the backup file is stored. You can restore
data stored locally on your computer, on any external storage device, or on a
storage space on the network.

4. Select the required companies from the List of Companies . Select All
items to restore data of all companies.

Note: Data backup taken using versions prior to Release 6.0 used to store the data
in TBK900.001 format. Therefore, if you are using Tally.ERP 9 Release 5.x or
earlier to restore the backup file (for example, TBK900_04557.001 ), first
 rename the backup file in the destination folder to TBK900.001 and then
restore.

5. Press Ctrl+A to restore the data backup

Exporting Masters

You can export masters created in a company, in different formats. You can also
choose the type of masters to export. Masters exported in XML format can be
imported into Tally.ERP 9 using the Import Masters option.

To export masters
1. Go to Gateway of Tally > Display > List of Accounts .

2. Click E : Export to open the Export Report .

3. Press Backspace to configure the export options.

4. Select the Language .

5. Select the Format .

6. Enter the Export Location .

7. Enter the Output File Name .

8. Select the Type of Masters to be exported.

9. Set the option Include dependent masters? to Yes .

10. Enable Export Closing Balances as Opening , if required.

The Export Report screen appears as shown below:
 11. Press Enter to export.

The exported file is saved in the location specified.

Importing Masters

You can import masters previously exported from Tally.ERP 9 in XML format into
the data of a company. Before importing, ensure that all the same features are
enabled and disabled in the Company Features as the company from which the
data is being imported.

For example, if you want to import masters created in ABC Company to a new
company - XYZ Company. The options Maintain stock categories and Maintain
batch-wise details must be enabled in ABC company before exported the
masters. To import masters into XYZ Company, you need to ensure that both the
options Maintain stock categories and Maintain batch-wise details are
enabled in XYZ Company before importing.

To import masters
1. Go to Gateway of Tally > Import Data > Masters .

2. Enter the name of the .xml file to be imported, if the file is located in the
Tally.ERP 9 application folder.

Note : By default, the export location is the Tally.ERP 9 installation folder, which is
also the default import location. Therefore, it is not required to specify the file
path during import. If the path is other than the installation folder, you must
 specify the exact location path, for example, C:\Export_Files\XML\Master.xml
or C:\Export_Files\XML\DayBook.xml

3. Select the Behaviour to define the method by which the existing entries in
the company will be treated.

The Import Masters screen appears as shown below:

4. Press Enter to import.

Note: You can open the file Tally.imp located in the Tally.ERP 9 installation folder
to view the import log

To Import the Masters follow the steps given below:

1. Go to Gateway of Tally > Import of Data > Masters

[8-1]

2. In the Import of Masters screen

3. Enter the required path and filename in the Import File Name (XML) field. If the file is located
in the default folder (Eg. C:\Tally.ER9Master.xml), then you only need to provide the filename.
(Master.xml)

4. In the field Treatment of entries already existing select the required Behaviour

o Combine Opening Balances: Select this option to import data of different branches
and consolidate the opening balances. You can also select this option when the
opening balances of the existing Masters are Zero and need to be overwritten by the
balances in the data being imported.

o Ignore Duplicates Select this option to import new Masters along with the existing
Masters in Tally ignoring the duplicates.
 o Modify with New Data Select this option to replace the existing balances with those in
the data imported and also override the other options available in the Behaviour list.

[8-2]

5. Press Enter to Import the Masters

Accounting Features

Using the Accounting Features , you can enable various options required for
making transactions in your business.

To enable the accounting features

1. Go to Gateway of Tally > F11: Features > F1: Accounts . The Company
Operations Alteration screen appears as shown below:
 2. Enable the required options.

3. Press Ctrl+A to accept.

If inventory vouchers and features are not appearing for your company, set the
option Maintain accounts only to No , to use the Inventory features.

General Accounting Features

Option Functionality Additional Information

Maintain Enable this option if you

accounts do not have any
only? inventory transactions.

Enable this option to

include the stock or
inventory balance from
Stock records often contain
the inventory records.
compensating errors caused by
Integrate
Provides a drill down to wrong allocation to items. This
accounts and
the stock registers from feature enables finalization of
inventory?
balance sheet. financial books without waiting
for the reconciliation of stocks.
Disable this option to
maintain accounts and
inventory separately.
 Enable this option to
Use Income display income and Income and expenses
and Expenses expenses a/c as the statements are generally used
A/c instead of menu item instead of for non-trading accounts and
Profit and profit and loss a/c in profit and loss a/c are used for
Loss A/c? the Gateway of trading accounts.
Tally menu.

Enable this option to

Enable multi-
enable working with
currency
multiple currencies.

Outstanding Management Features

Option Functionality Additional Information

The reference number can

Enable this option to display then be used to allocate
the option Maintain balances payments to the correct
bill by bill in all invoice to maintain an
ledgers created under sundry accurate account of

Maintain debtors and creditors. outstanding.

bill-wise When you enter details of Bill wise details for non-
details? sales and purchases with the trading accounts is useful
bill wise option activated, when one needs to track
Tally.ERP 9 prompts you to either an installment to be
identify the invoice with an paid or a loan amount to be
appropriate reference number. received over a certain
period of time.

The advanced parameters

Activate Enable this option to calculate are useful when interest
interest interest automatically based rates change from time to
calculation on the interest rate and style time. Set this option
? of calculation specified. to Yes to enable this
function.

Cost/Profit Centres Management Features

 Option Functionality

Enable this option to maintain payroll information in

Maintain payroll?
Tally.ERP 9 for the selected company.

Maintain cost Enable this option to maintain and allocate expenses

centres? to cost centres.

Use cost center for

Enable this option to track all income and expenses.
job costing?

Maintain more than

Enable this option to create more than one Payroll or
one payroll or cost
Cost Category.
category?

Use pre-defined
cost centre
Enable this option to define Cost Centre Allocations.
allocations in
transactions?

Enable this option to display the opening balance

Show opening
in Cost Centre report for the cost centres which are
balance for revenue
allocated to the ledgers, grouped under Income and
items in reports?
Expenses Group.

Invoicing Features
Option Functionality

Enable this option to create Sales and Purchase

Enable invoicing?
vouchers in the invoice format.

Record purchases in Enable this option to enable voucher class option

invoice mode? in purchase voucher type.

Use debit and credit Enable this option to use the debit note and
notes? credit note voucher types.

Record credit notes in Enable this option to create credit notes in

invoice mode? invoice mode.

Record debit notes in Enable this option to create debit notes in invoice
invoice mode? mode.
Budgets & Scenario Management Features
Option Functionality

Maintain Enable this option to create multiple budgets. The

budgets and Budgets menu option is displayed in Gateway of
controls? Tally > Masters Info. > Accounts Info. menu .

Use reversing Enable this option to display the Scenario option

journals and in Accounts Info menu . You can create and alter
optional scenarios. You can record Reversing Journal and make it
vouchers? Optional for the entries to not affect the books.

Banking Features
Option Functionality

Enable cheque printing? Enable this option to use cheque printing .

Edit banking features? Enable this option to alter banking features.

Set/alter post-dated Enable this option to record post-dated

transaction features? transactions and view related reports.

Other Features
Option Functionality

Enable zero-
Enable this option to allow zero valued transactions in
valued
vouchers.
transactions?

Maintain
multiple mailing
Enable this option to maintain multiple mailing details
details for
for your company and ledgers .
company and
ledgers?

Set/alter
company mailing Enable this option to create or alter Address Types .
details?

Enable company Enable this option to print the company logo on the
logo ?
 selected vouchers, reports, and invoices.

Specify the path of the logo image file in the

field Location of logo . For example , C:\Tally.ERP9\
CompLogo.bmp. The company logo is printed on the top
left of the respective voucher, report, or an invoice.

It is mandatory to save the logo

as Bitmap or JPEG image file. Ensure that the
extensions .bmp / .jpg is specified while providing the
location of logo. The recommended size
for logo image is 96 x 80 (Width x Height) pixels .

General Configuration

You can configure Country Details, Style of Names, Style of Dates, Numbers and
many other details in the General configuration screen.

Go to Gateway of Tally > F12 > General .

● Use Accounting Terminology of :
Select India/SAARC or International .

● Default appearance of names in reports : By default, the appearance

of ledger name is set to Name Only . You can change it as required.

● Default appearance of stock item names in reports : By default,

appearance of stock item name is set to Name Only . You can change it
as required.

● Short date format : By default, date format is dd-mm-yy. You can

change the date format by selecting from the list.
● Separate between day, month, and year : By Default, hyphen (‘-‘) is
the separator. You can change it as required.

● Character to use for decimals : You can specify a character for the
decimal point.

● Separator to use for thousands : You can specify a character as the

separator.

● Add sign before currency/unit symbol : If the option is set it to Yes , a

Negative sign will appear before the currency symbol, e.g. (-) ₹ 20. If the
option is set it to No , a Negative sign will be placed after the currency
symbol, for example, ₹(-)20.

● Show amount in millions : If the same option provided under Base

Currency Information of company creation/alteration screen is:

o Set to Yes , then you set this option to Yes to view the numbers in
Millions.
o Set to No , then you set this option to No the view the numbers in
Lakhs.
Note: If you change any configuration under Style of Dates and
Configuration of numbers, you need to restart the application for those
changes to take effect.

● In vouchers, show only stock item names (without quantity) : Set

this to Yes, to view only the stock item name in the List of Stock
Items during voucher entry.

● Apply keyword filter to list of items : Set this option to Yes , to reduce
the list to the extent of matching keywords entered. Then select the
required details from the reduced List of Tables based on the full or partial
search keywords, like Company name, Ledger name, Item name and so
on.

● Apply for all columns : Set this option to Yes , to apply the keyword
filter to all columns displayed in the List of Table . If the option is set it
to No , it will search only in the first column of the table.

Note: The option Apply for all columns appears only when the option Apply
keyword filter to list of items is enabled.

● Show tables with masters only in current language : Set this option
to:
 o Yes , to view the masters only in English language while recording
transactions.
o No , to view the masters created with aliases in all languages while
recording transactions.

● Ignore errors during data import : By default, this option is set to No .

If you set this option to Yes, data will get imported even if it has errors.
This is applicable only for import of files in XML format.

● Overwrite vouchers, instead of duplicating, during import : By

default, this option is set to No . Set it to Yes to overwrite the existing
vouchers while importing data instead of duplicating the same.

● Export base currency symbol along with amount : Enable it to export

the currency symbol along with amount in XML format.

● Open file after export : Enable it to view the folder or file to which the
data is exported, immediately after completing the export process.

● Show graphs in monthly reports : By default this option is set to Yes.

The reports are configured to display the Graphs in accordance with the
numeric information. The graphs will not be displayed in the reports if this
option is set to No .

● Use separate menu for final A/c statements : By default, this option is
set to No . Set this option to Yes , to view a separate menu for Final
Accounts on Gateway of Tally . Under this menu, Balance Sheet, Profit
& Loss A/c, Cash Flow, Funds Flow and Ratio analysis options are available.

● Enable sound notification for alerts : Set this option to Yes , to turn on
an audio alert which will beep whenever a transaction has been saved or
discarded.

● Always show information panel : Set this option to Yes , to view the
Information Panel in all the screens or reports. You can hide this panel by
clicking the Ctrl+N [x] close button.
Voucher Entry Configuration

You can customise the voucher entries in Tally.ERP 9, both the accounting and
inventory vouchers, by enabling required options in the Voucher
Configuration screen.

1. Go to Gateway of Tally > F12: Configure > Voucher Entry .

The Voucher Configuration screen appears as shown below:

2. Enable the required options.

3. Press Ctrl+A to accept.

Accounts
Option Functionality

Skip Date field during By default, the cursor skips the Date field during
creation for faster Voucher creation. If you do not want to skip the
entry? date field then set this option to No .

Use single entry mode By default, Tally.ERP 9 displays single entry

for mode for payment/receipt/contra entry. If you
payment/receipt/contra want to display it in double entry mode, then set
vouchers? this option to No .

Use payment/receipt as Enable this option to use payment and receipt

contra voucher? voucher as contra voucher.
Use Cr/Dr instead of Enable this option to change To/By to Cr/Dr in
To/By during entry? the vouchers.

Enable this option to print the cheques from

Use cheque printing for
contra voucher while making the inter bank
contra voucher ?
transfers and cash withdrawals.

By Default, Tally.ERP 9 displays a Negative

Warn on negative cash
Cash balance warning Message . If you set it
balance?
to No , the error message will not be displayed.

Preallocate bills for

Enable this option to preallocate the bills before
payment/receipt/journal
specifying the ledger amount.
voucher?

Allow cash accounts in Enable this option to select cash and also bank
journal vouchers? account in Journal voucher.

Allow expenses/fixed
Enable this option to select the expenses and
assets in purchase
also fixed asset ledger in purchase voucher.
vouchers?

By default, Tally.ERP 9 displays inventory details

Show inventory details? in the voucher entry screen. If you set it to No ,
the inventory details will not be displayed.

By default, pending bills list of a ledger account

Show table of bills for are displayed in the voucher entry screen. If you
selection? set it to No , the pending bills list will not be
displayed.

By default, Bill-wise details of a ledger account

are displayed in the Voucher entry screen. If you
Show bill-wise details?
set it to No , Bill wise details will not be
displayed

By default, the ledger current balance up to last

Show current balances voucher entry date are displayed. If you set it
of ledgers? to No , the ledger current balance will not be
displayed

Show balance as on By default, the ledger current balance up to last

voucher date? voucher entry date are displayed. If you set it
to Yes , it will display the ledger balance up to
 current voucher entry date

By default, the Forex Gain/Loss balance up to

Show forex gain/loss as the last voucher entry date are displayed. If you
on voucher date? set it to Yes , it will display the Forex Gain/Loss
balance up to current voucher entry date

Inventory
Option Functionality

Provide
reference Enable this option to add the voucher reference field in
number in stock Stock Journal also.
journal?

Show compound
Enable this option to show the compound unit of item
unit of item
based on the unit provided in the Rate Per column .
based on rate ?

Enable this option to display full details of compound

Show full details
unit in the Quantity field. If Kgs is typed in
of compound
Rate Per field, the Quantity field will display as 12
unit ?
Kgs.250 grms .

Warn on By default, a warning message is displayed for negative

negative stock stock balance. If you set it to No , the error message will
balance? not be displayed.

Allow use of By default, the expiry batches in the list of active

expiry batches batches during voucher entry are displayed. If you set it
for all stock to No , expiry batches will not be displayed in the List of
items? Active batches.

By default, the stock item balance up to the last voucher

Show balances
entry date are displayed. If you set it to Yes , it will
as on voucher
display the Stock Item balance up to current voucher
date?
entry date.

Show Godown- By default, the Godown details in rejection in/out

wise details? vouchers are displayed. If you set it to No , the godown
details will not be displayed in the rejection in/out
 vouchers.

Enable this option to display batch information of stock

Show batch-wise
items during voucher entry. If you set it to No , the
details?
Batch-Wise details will not be displayed.

Payroll
Option Functionality

Allow cost centre allocation Enable this option to allow cost centre
in payroll vouchers? allocation in the payroll vouchers.

Statutory
Option Functionality

Allow modification of tax Enable this option to modify tax details

details for VAT? for VAT.