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

• 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