Chapter- 3 Voucher Entries
In manual accounting, we record transactions through Journal Entries. In Computerized Accounting Systems (e.g. Tally), we do it through voucher entry. Normally, a transaction is supported by a Department, e.g. Supplier Bill, Copy of Sales Bill, counter foil record slip entry of Cheque Book, Pay-in-slip, Pay Register etc. for every transaction source document, you should, enter a voucher. A voucher contains details of the transaction.
Ex.: Rs. 10,000..00 cash with drawn from Bank of India's OD A/ C, another 50,000.00 from current A/C on same day from same Bank. Although cash withdrawn from same bank but from 2 accounts, the transaction should' be entered in 2 separate vouchers as there are two separate source documents for 2 Banks A/C and they are two separate events.
In a voucher, a transaction is recorded, some examples of a transaction that needs a voucher is given below:
1. Payment for wages to employees. 2. Withdrawal of cash from Bank A/C.
3. Provision of Depreciation for fixed Assets. 4. Appropriation of Profit to Partner's capital A/C.
Voucher Entry
Different types of vouchers are as under. If you create new vouchers under voucher types, those will also be available:
• F4: Contra • F5 : Payment • F6 : Receipt
• F7: Journal (also Debit note, Credit note, If activated) • F8 : Sales
• F10: Memorandum (also Reversing Journal, if activated) Making a Voucher Entry
If you maintain accounts only, buttons in the 3rd Group and As invoice will not appear while if you maintain inventory only, buttons shown in the 2nd Group and As invoice will not appear.
• F2: Chg. Date: To Change Date of Voucher or effective date. • F3: Company: To Change the company you are working. • F4 : Contra: To create contra voucher
• F5: Payment: To create payment voucher • F6: To create Receipt voucher
• F7: Journal: To create Journal, Debit/Credit note voucher • F8: Sales: To create sales voucher
• F9: Purchases: To create purchase voucher
• FIO: Memos: To create Memorandum or Reverse Journal Voucher
• FII Features: To activate Reverse Journal Set Yes to respective options.
• Accounts Voucher • Printing Voucher • F4: Contra Voucher:
This voucher is for fund transfers between Cash & Bank Accounts. E.g. Cash Deposits into Banks, Cash with drawn from Banks, Fund transfers between two Bank Accounts or Cash Accounts. The entries in this voucher follow the rule shown below:
Particulars Debit Credit
Cr Source of Funds (Amount)
Dr. Destination of funds (Amount) (Narration ... )
Printing of Contra Voucher Configuration
F5: Payment Voucher
The payment voucher is for all payments you make through cash or banks. These payments can be towards expenses, payment, to trade creditors. Follow the below procedure to create a payment voucher.
Particulars Debit Credit
Cr Ledger A/ c received from (Amount)
Dr. Cash/Bank A/c (Amount)
If configured, fund transferred entries can also be made In payment voucher as explained under contra voucher above. Printing of Payment voucher configuration you can configure printing of payment voucher by configuring payment voucher printing setup (at Gateway) as shown in Figure.
F6: Receipt voucher
Cr Ledger A/c received from Dr. Cash/Bank A/ c
Printing of receipt Voucher Configuration
You can configure printing of Receipt Voucher by configuring Receipt Voucher Printing setup (at category). The voucher is for all receipts into the cash/Bank Account. The voucher is similarly to the payment voucher except that you debit cash or Bank A/c and credit the ledger from which you receive.
F7: JournaIVoucher
A Journal voucher is an Adjustment voucher. Pass a journal entry when you want to adjust amount between two or more. Ledger accounts, without affecting Cash or Bank A/c.
If you activated the use of Debit & Credit Notes in the
Printing of Journal voucher configuration
You can configure printing of Journal voucher by configuration Journal/Contra voucher printing setup (at Gateway) as shown in Figure
Some uses of Memo vouchers Making suspense payments
For example: You could enter a voucher for the Petty Cash advance, a voucher to record the actual expenditure details when they are known, and another voucher to record the return cash. However, a simpler way to enter Memo voucher when the cash is advanced and then alter it to payment voucher for the actual amount spent, when known. .
Voucher not verified at the time of entry
There may be occasions when you are unable to understand the details of a voucher you are entering. Enter it as a Memo voucher and alter it when you get the details.
Items given on approval
place. When you give few items to one of your friends you are not sure whether he will buy all these or will return a part of it. You may record such transactions in Memo voucher to track them with Memo vouchers and convert it into a proper sales voucher depending on the outcome.
Reverse Journal vouchers
