A voucher in Tally is a simple digital document used to record a business transaction. Every time you buy something, sell goods, receive money, make a payment, adjust accounts, or move stock, you must pass a voucher entry in Tally.
This ensures your business books of accounts remain accurate and up to date. TallyPrime supports many types of vouchers, each created for a specific purpose.
Why do vouchers matter in TallyPrime?
Every business receives and pays money, purchases goods, sells products, makes adjustments, and manages inventory. Without proper voucher entries, none of these transactions can be recorded accurately.
Using the correct voucher entry ensures:
- Accurate accounting
- Error-free GST reporting
- Clear inventory tracking
- Smooth audits
- Updated books of accounts
Accounting Vouchers in TallyPrime
1. Payment Voucher (F5)
Used when your company makes a payment, whether by cash, bank transfer, UPI, or cheque.
Use Cases:
- Paying suppliers
- Paying rent
- Paying salaries
- Paying electricity or office expenses
Example: Paying ₹50,000 to a supplier for goods purchased earlier.
2. Receipt Voucher (F6)
Used when your business receives money from customers or other parties.
Use Cases:
- Customer payment for a sale
- Receiving loan amount
- Receiving interest income
- Clearing outstanding bills
This voucher helps maintain accurate customer outstanding balances.
3. Contra Voucher (F4)
Used for transfers between cash and bank accounts.
Use Cases:
- Cash deposit into bank
- Cash withdrawal from bank
- Transfer between two bank accounts
Contra vouchers affect only the movement of funds and do not impact income or expenses.
4. Journal Voucher (F7)
Used for adjustment entries where no direct cash flow is involved.
Use Cases:
- Depreciation
- Outstanding expenses
- Accrued income
- Provision entries
- Adjustments between ledgers
Journal voucher is the backbone of proper accounting adjustments.
5. Purchase Voucher (F9)
Used when you record credit purchases or cash purchases of goods/services.
Use Cases:
- Buying raw materials on credit
- Buying office supplies
- Purchasing inventory
- GST purchase entries
Tally allows both item-wise and ledger-wise purchases.
6. Sales Voucher (F8)
Used to record sales transactions for goods or services.
Use Cases:
- Selling goods
- Selling services
- Recording GST sales
- Sales vouchers help track revenue, taxes, and customer balances.
Note: Sales returns are recorded using Credit Note vouchers, not Sales vouchers.
7. Debit Note Voucher (Alt + F5)
Created when the supplier needs to be debited.
Use Cases:
- Purchase return
- Goods returned due to damage or quality issues
- Charging interest or penalties to a supplier
Debit notes increase the supplier’s outstanding.
8. Credit Note Voucher (Alt + F6)
Used when customers must be credited.
Use Cases:
- Sales return
- Wrong invoice amount
- Discount adjustments
- Damaged goods returned by customers
Credit notes help maintain accurate sales reporting and debtor balances.
Inventory Vouchers in TallyPrime
These vouchers track stock movement and quantities.
1. Delivery Note
Used when goods are delivered to customers without creating an invoice.
Use Cases:
- Delivery before billing
- Transport challan
- Warehouse transfers
It helps maintain physical stock movement without recording revenue.
2. Receipt Note
Used when goods are received from suppliers before invoicing.
Use Cases:
- Goods received before purchase invoicing
- Delivery challan received from supplier
- Receiving material for job work
It records the receipt of goods and updates stock quantity until the purchase invoice is recorded.
3. Inventory / Stock Journal
Used for internal inventory movement and adjustments.
Use Cases:
- Transferring goods between godowns
- Assembling or breaking inventory
- Production and consumption entries
- Inventory adjustment entries
It is primarily used for inventory movement and adjustments. Depending on valuation settings, it can impact stock value and financial reports.
4. Physical Stock Voucher
Used to correct stock quantity after physical verification.
Use Cases:
- Year-end stock audit
- Damaged goods
- Missing stock
- Mismatch between system stock vs physical count
This voucher ensures accurate inventory valuation.
Order Vouchers in TallyPrime
1. Purchase Order Voucher
Used to record orders placed with suppliers before purchase invoicing.
2. Sales Order Voucher
Used to record orders received from customers before sales invoicing. These vouchers help track order status, partial fulfilment, and pending orders.
How can you create a voucher in TallyPrime?
Creating a voucher in TallyPrime is simple. Go to the Gateway of Tally and select Vouchers. Choose the required voucher type and enter the necessary details such as date, ledger accounts, amounts, narration, and items where applicable. After verifying the details, save the voucher. The transaction will then be recorded in your books.
How to edit vouchers in TallyPrime?
Vouchers can be edited unless they are locked due to audit or compliance settings. From the Gateway of Tally, open the relevant voucher in Alter mode and make the required changes, subject to user access rights and voucher locking rules. After making corrections such as amounts, ledger selection, or GST details, save the voucher to update the records.
How to track vouchers in TallyPrime?
Vouchers in TallyPrime can be tracked using the Day Book, voucher registers, and outstanding reports. Sales and purchase orders can be monitored through order tracking reports, while ledger-wise and period-wise views help businesses review transactions, identify errors, and maintain accurate accounting records.
Common voucher entry mistakes and how to avoid them
To avoid common mistakes, ensure you do not use a sales voucher instead of a purchase voucher, record credit purchases in the wrong voucher type, or use a payment voucher instead of a journal voucher for adjustment entries. Understanding the purpose of each voucher, using the correct features, and double-checking ledger mapping will help maintain accurate records.
Conclusion
Understanding every voucher in TallyPrime is the foundation of clean and accurate accounting. When you know which voucher to use, how to create it, and how to track it, your books of accounts remain error-free, audits become easier, and GST filings stay accurate.
Whether it is a journal voucher, payment voucher, receipt voucher, credit note, or purchase voucher, TallyPrime provides a clear and organised way to record every business transaction.
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