Pre-allocate Bills for Payment or Receipt in Tally ERP 9

By enabling this option in F12: Configure, you can pre-allocate the bills before specifying the Ledger amount. This Configuration enables the user to select the bills first before the total amount can be updated in the amount field.

For Example:

The company pays against the Purchase bills. Here set the option Pre-Allocate Bills for Payment/Receipt as Yes. Now while making the entry immediately after selecting the party the Bill-wise details screen for the party appears.

Here on selecting Agst Ref the List of Pending Bills for the party are displayed.

Note: For the Pending Bills table to be displayed the F12 option Show Table of Bill Details for Selection should be set toYes. If it is set to No then the list of pending bills are not displayed

After selecting the Bills press Enter to obtain the voucher entry screen

In the above screen it can be seen that the Bill-wise details are also appearing in the voucher entry screen.

• To obtain this Billwise details, the F12:Configure option Show Bill-wise Details should be set to Yes.
• To obtain the Credit period, the F12:Configure option Expand into multiple lines should be set to Yes.

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Warn on Negative Cash Balance in Tally ERP 9

You can configure Tally.ERP 9 to prompt you with a warning when the Cash ledger reaches a negative balance.

To activate Warning on Negative Cash Balance,

Go to Gateway of Tally > Accounting Vouchers

• Set the option Warn on negative cash balance to Yes in F12: Configure screen.

• Accept the screen to save.

For Example:

Let us assume there is a cash balance of Rs.25000 and you need to make a payment of Rs.26000 towards Advertising expenses. This results in a negative cash balance.

The Payment entry is displayed as shown:

Tally.ERP 9 prompts you with a negative cash warning message and the credit cash balance in RED Colour. This will help you to decide whether to proceed with the entry or not.

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Recording a Payment Entry using Bank in Tally ERP 9

Payment Vouchers can be created using Bank as the mode of payment.

Go to Gateway of Tally > Accounting Vouchers

• Select F5: Payment from the Button Bar or press F5.

Payment voucher can be passed using Single Entry or Double Entry mode by configuring the setting Use Single Entry mode for Pymt/Rcpt/Contra in F12 configuration.  

On entering the party details and amount, the bank allocation screen appears as shown below:

The details in the bank allocation screen is captured as defined in the Provide Bank Details in the party master. However these details can be altered as shown below:

The fields that are to be filled vary with the Transaction Type selected.

• On selecting Inter Bank Transfer, the additional fields that appear are that of A/c No., IFSC Code, Bank and Transfer Mode.

• On selecting Same Bank Transfer, the additional field of A/c No. appears.

The additional field of Beneficiary Code appears on setting the option Allow to Beneficiary Code to Yes in F11: Features > Edit banking features > Banking Features. The field Beneficiary Code appears when the following Transaction Types are selected:

• Electronic Cheque
• Electronic DD/PO

• Inter Bank Transfer
• Same Bank Transfer

To view the e-mail ID of the party in the bank allocations screen, then in F12:Configure set the option Show E-Mail to Yes

The bank allocations screen with Beneficiary Code and E-mail ID appears as shown below:

Note: When recording a payment voucher using bank for two parties, in the bank allocation screen, the default of both the parties will be captured on setting the option Set Ledger wise Bank Allocation on Create Mode to Yes.

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Recording a Payment Entry with Narration for each Entry in Tally ERP 9

If you want the narration details for every ledger you debit or credit (Single narration), you can configure Tally.ERP's Narration details accordingly.

To activate the option Narration for each entry,

Go to Gateway of Tally > Accounts Information > Voucher Types > Alter

1. Select the required Voucher Type.
2. Enable the option Narrations for each Entry and accept the details.
3. Return to Accounting Vouchers in Gateway of Tally and select the voucher type and pass the entry.

Narration for each entry option is available for all Accounting Voucher Types.  Given below is an example of a Payment transaction with narrations for each entry enabled:

The above entry consists of both common narration and narrations for each entry.  In case of multiple debit/credit entries, you can give single line narration separately for every ledger account selected.

Special Keys for Voucher Narration Field

• ALT+R: Recalls the Last narration saved for the first ledger in the voucher, irrespective of the voucher type.
• CTRL+R: Recalls the Last narration saved for a specific voucher type, irrespective of the ledger.

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Recording a Payment Entry in Tally ERP 9

Payment Voucher is used to record all bank and cash payments, For example: company settles a creditor's bill by cheque.

To view the Payment Voucher entry screen:

Go to Gateway of Tally > Accounting Vouchers

• Select F5: Payment from the Button Bar or press F5.

Payment voucher can be passed using Single Entry or Double Entry mode by configuring the setting Use Single Entry mode for Pymt/Rcpt/Contra in F12 configuration.  

For example: the company settles expenses of Conveyance, Staff Welfare, Postage and Stationery through Cash in one voucher. This entry can be passed in single entry mode where you will be crediting the Cash Ledger only once and the entry appears as shown below.

Note: Similarly the transactions can be recorded in single entry mode even in Receipt and Contra vouchers.

Payment entry in Voucher entry mode:

When you have multiple Debits and Credits in an entry, Double Entry mode is the suggested way of passing the entry.

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Introduction to Payment Voucher in Tally ERP 9

Payment voucher is used to account all the payments made by the company by way of Cash/Bank. .

Payment voucher can be passed using Single Entry or Double Entry mode by configuring the setting Use Single Entry mode for Pymt/Rcpt/Contra in F12 configuration.  

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Use Payment or Receipt Voucher as Contra Voucher in Tally ERP 9

The Contra Voucher is used to indicate transfer of funds from

• Bank account to Cash account
• Bank account to Bank account
• Cash account to Bank account.
• Cash account to Cash account.

When you are passing a Payment voucher, you do not get the Cash and Bank Ledgers for selection in the list of Ledger Accounts on the Debit side and when you are passing a Receipt voucher, you do not get the Cash and Bank Ledgers for selection on the credit side.

However, for users who wish to use the Payment and Receipt vouchers for this nature of transaction, Tally.ERP 9 has the flexibility of defining Payment and Receipt behaviour as per Contra voucher.

Go to Gateway of Tally > Accounting Vouchers

1. Select F5: Payment from the Button Bar or press F5.
2. Set the option Use payment/receipt as Contra to Yes in F12: Configuration screen.

3. Click Accept to save.

Refer to F12: Configuration in Tally.ERP 9 for more details.

If the option Use Payment as Contra is set to Yes in the F12: Configure screen, the cash and bank accounts will be displayed for selection.

If the option Use Payment as Contra is set to No in the F12: Configure screen, the cash and bank accounts will not be displayed.

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