Tally Tutorials
By:
Abbas vattoli
Data Maintenance
• Back up: Keeping a copy of working data in
another place for safety.
• Comp Info( F3 )> Back up
• At destination field Enter full directory name
where you like to keep the back up date
• Restore: Getting back the backed up data for
working
• Comp Info( F3 )> Restore
Moving to new Financial year
• Extenstion of financial year: Tally closes books
of account at the end every 12 month period.
To continue working without closing the FY,
you may extend financial year to more than 12
months.
• In F2 Period Button change the period
• To split the extended FY into two FY select
Comp Info( F3 )> Split Company Data
Customer supplier Profile
• In case of customer’s or supplier’s ledger
accounts you may enter some additional
information like address, mob, etc.
• For party accounts set Yes at Maintain Billwise
Details at F11 Accounting Features.
• For other accounts Set Yes at For non Trading
Account also at F11 Accounting Features.
Party Credit period, Credit Limit
• Credit period is the period with in which the debt
has to repaid. Credit limit refers to the maximum
amount of credit that can be allowed to a party.
• To set credit period: at ledger entry/alteration
screen set Yes at Maintain balance Bill by Bill, at
Default Credit Period Field enter period in weeks
or months
• To set credit limit: At F11 Accounting feature set
Yes at Maintain Budgets & Control, at ledger
entry/alteration screen enter the credit limit in
Rs.
Sales voucher entry
• Sales voucher(F8): all sales(cash & Credit) are
entered in sales voucher.
• First entry must be a debit involving any
debtor or cash/bank
• Second entry should be credit to a ledger
placed under sales account group. You can
include Duties& Taxes, Discouts, etc from 3rd
entry onwards.
Purchase voucher entry
• Purchase voucher(F9): All purchase(cash &
credit) can be entered through purchase
voucher.
• The first entry should always be a credit
involving any creditor or cash/bank.
• The second entry should be a debit to a ledger
account placed under purchase group
• Duties, Taxes, etc can be entered from 3rd
entry onwards.
Debit note & Credit note entry
• To activate debit note and credit note click F11
features and set Yes at Use Debit/Credit notes.
• Credit note is to record sales returns or when you
grant him credit due to rate difference or
discount/rebate etc.
• The first entry must be a credit involving any
party or cash/bank.
• Debit note for purchase returns entry. The first
entry must be a debit involving party or
cash/bank
Bills Register
• Sales Bill Register: showing the list of sales
vouchers.
• Display >Account Books >Sales Register
• Press F1 to get detailed sales register.
• Purchase Bill Register: list of purchase
vouchers
• Display >accounts books> purchase register,
• Credit note register and Debit note register.
Columnar Bills Register
• To create user defined columnar register for bills
vouchers:
• Click F5 columnar to get columnar register
alteration screen to define the column contents
• Select all items(automatic columns) to
automatically create individual column for each
account transacted in the vouchers.
• Select Groups or ledgers to get group wise
columns or ledger wise columns.
Sales summary
• Monthly Sales summary: Display> Account
Books > Sale register.
• Quaterly sales summary: at monthly summary
click F5
• Cumulative periodic sales summary: set yes at
show closing balances at sales summary
configuration screen.
• Periodic average sales: set Yes at show average
details at sales summary configuratio screen.
Purchase summary
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Monthly summary
Quarterly summary
Net purchase(purchase-returns) summary
Cumulative periodic purchase summary
Purchase summary percentage analysis.
Periodic purchase summary
Periodic average purchase
Bill reference entry
• A ledger account does not give the bill wise
breakup of ledger closing balances, which is
very important for a trader to track accounts
receivables and payables to compute interest
on overdue bills. It can be made possible
through bill wise details
• At ledger creation/alteration screen set Yes at
maintain balances bill by bill
Types of Bill reference
• New Ref: when new reference is created.
Normally enter bill no here.
• Against Ref: when payment is received or
made against any existing reference.
• Advance: when you make a payment or
receipt as advance
• On account: when payment is received or
made but not against any specific bill.
Outstanding Reports
• O/S bills receivables: Display>statement of
Accounts>Outstanding>Receivables
• O/S Bills Payables: Display>statement of
Accounts>Outstanding>Payables
• Party O/S statements: Display>statement of
Accounts>Outstanding>ledger>then select pary
• Account group O/S statement: Display>statement
of Accounts>Outstanding>Group>then select
group.
• To Get age analysis report or above statements
click F6 Agewise.
Alias Names
• Alias names are additional names or
identifiers for a master record. Normally alias
names are used for code to select the master
record quickly. Alias names also appear in
drop down list of master selection.
Primary Account Group Creation
• To create new Top level primary group select
primary as parent group at Under field.
• Choose the nature of group such as
assets,libilities,income,expense, etc
Copying Multiple Groups
• Select the group in source company in
multiple group alteration mode
• To copy child groups of a specific group- select
the parent group at Under Group field
• To copy all groups, select all items from lists of
grop.
Use payment or Receipt voucher for
contra
• From contra voucher cheque cannot be printed.
Similary in contra voucher you cannot enter any
ledger account other than cash/bank. So you
cannot enter bank charges for fund transfer to
outstation bank account.
• So to enable such fund transfer entries in
payment or receipt voucher at gateway click F12
configure and select voucher entry to get voucher
configuration screen and set Yes at Use
payment/Receipt voucher as contra.
Cash/Bank Transaction in Journal
Voucher
• It may be convenient to enter cash accounts
also in jounal voucher. To do that at voucher
entry configuaration screen set Yes at allow
cash accounts in Journal.
Reports with factored figures
• Sometiems in MIS reports scaled figures(eg
rounded figures in crores,million,etc) are shown
to make it more readable. Factored figures are
available only in selected reports. To get it select
scale factor for values in report configuration
screen.
• Data sorting in Reports: Normally sorted on date
or name. To get sorted in other sequence, at
report configuration screen select the method.
Columnar Reports
• In many reports, you can create additional
columns to get figures for other period or
other selected company click new column
button and define new coulumn
Provisional Vouchers
• Memorandum voucher: these are dormant
vouchers and do not affect accounts until these
are transformed into any of the regular voucher
type.
• Optional voucher: each type of voucher may have
its own optional voucher. It can be used to print a
voucher without giving its effect in any account,
• Post dated voucher: you can post date a voucher
during entry so that tally would not update the
accounts until the date has arrived.
Provisional Voucher lists
• Memorandum voucher register: Display>
Exception Reports>memorandum voucher
• Optional voucher register
• Post dated voucher register
Regularisation of provisional voucher
• Memorandum voucher: open memorandum
voucher- click respective voucher type button
to which you like to convert and press ctl+A
• Optional Voucher: click regular button and
press Ctl+A
• Post dated voucher: click current button and
press Ctl+A
Cost centre
• Cost centre is used to allocate and analyse ledger
figures to various profit centres.
• Set up for cost centre: click F11 features and set
Yes at Maintain Cost centre.
• Consequently the cost center menu will get
activated at accounts info
• For cost allocable ledger accounts at ledger
creation/alteration screen set Yes at Cost centers
are applicable?
• During voucher entry on cost allocable ledger you
will get cost allocation screen.
Cost catogories
• Cost categories are parallel sets of cost centre
used to allocate to multiple parallel cost
centers.
• Eg:-To allocate coveyance exp to dept and to
employees, you may need to create cost
catogories.
• Set up for cost catogory: in F11 features set
Yes at more than one cost catogories.
Cost analysis reports
• Cost category summary: display>statement of
accounts>cost centres> category summary
• To get detailed summary press F1
• Cost centre allocation analysis:
Display>statement of accounts>cost
centres>cost centre break up>select cost
centre.
• Similary you can have accout group break up
and ledger break up
Cost centre Class
• Like voucher class, cost centre class is used to
automate the cost centre/cost categorywise
allocation of ledger account on the basis of pre
specified parameters set in the cost centre class.
• Upon voucher entry the amount of transaction
for the related ledger accounts are auto allocated
to the cost center in the backgroud.
• To activate cost center class at F11 features set
Yes at Use pre defined cost centre allocations
during entry.
Voucher class
• Voucher class is a predefined voucher type profile that
helps to automate & expedite voucher entry and
minimize errors. Voucher class enables the
administrator to set the controls on the oprators.
• Some of the uses of voucher class are: 1. automatically
select a ledger account in voucher entry. 2.
automatically round off figures. 3. automatically
compute tax, duty etc.
• To create voucher class: accounts info>voucher
type>create
• You can define the excluded account groups, inclued
accout groups, included ledger accounts, etc.
Foreign currency
• Importers, exporters, etc require to enter
transactions in foreign currency also
• Set up for foreign currency: at F11 features set
yes at allow Multi currency.
• Consequently you get currencies in accounts
info menu
• You can create, alter or delete foreign
currency
Daily exchange rate entry
• At accounts info>currencies>rate of exchange you
can enter exchange rate for the respective dates
at the multi currency alteration screen.
• Foreign currency entry in accounts voucher: at
amount field in voucher enter currency symbol
before the amount. Consequently you get forex
rate of exchange windo.
• To enter transactions in foreign currency only for
a ledger account, at ledger alternation screen set
Yes at show forex transaction only.
Reports in foreign currency
• Foreign currency figures through new column:
• At any report if new column button is availble
click it and enter new coulumn details and select
foreign currency and currency field.
• Equivalent foreign currency figures through scale
factor: at report configuration screen at the
option scale factor for values, select New number
and then enter exchange rate at New values.
• Reports configuration for foreign currency: at
report configuration screen set yes at show bills
in foreign exchange.
Budgets
• Tally provides a flexible system of budgets
• Set up for budgets: at F11 features set Yes at
maintain Budgets and Controls. Consequently
you get budget option at accounts info menu.
• For Account group budget set yes at groups
coulumn at budget creation screen
• You can create budgets for account ledger,
cost centre etc.
Budget variance statements
• Display>trail balance or
• Display> account books>group summary
• Now click the budget variance button
SCENARIOS
• This option allow the user to define different
situations like forecast, projections or
estimations.
• Set up for scenarios: at F11 features set yes at
use rev. journals and optional vouchers.
• Scenario creation: accounts info> scenario>
create. (include reversing journals)
• Scenario reports: at report screen clik new
column and select the scenario.
Performance analysis
• Ratio analysis: Gateway of tally>ratio analysis
• Two types: principal groups and principal ratios
• Principal groups shows amount of WC,Cash in
hand &bank, bank occ, debtors&creditors,
sales&purchase,stock, net profit, WC
turnover,inventory turnover
• Principal ratios include current ratio, quick ratio,
debt/equity ratio, gross profit%, net
profit%,operating cost%,recievable turnover,
return on investment% etc.
Cash/Fund flow
• Cash flow statement: display>cash/fund
flow>cash flow
• Groupwise cash flow: drill down through any
group.
• Daily cash flow summary: click F4
• Just like you can have fund flow statement