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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Recording Contra Entry in Double Entry Mode in Tally ERP 9

The Contra voucher can be recorded using Double Entry mode where we have the option to select multiple Debits and multiple Credits. To select multiple Debit and Credit ledgers in the Double entry mode, set Use Single Entry Mode for Payment/Receipt/Contra to No in F12: Configure.

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

Entering in Double Entry Mode

Go to Gateway of Tally > Accounting Vouchers

• Select F4: Contra from the Button Bar or press F4.

If you record the same entry (passed in single entry mode) in Double Entry Mode, it will be displayed as shown:

Similar to the Contra entry in Single Entry Mode,

In the Bank Allocation screen, users can select the mode of transaction from the List of Transaction Type as shown:

By default, Cheque/DD will be selected.
When Cash is selected as the Transaction Type, a new screen – Cash Denominations

The cash denominations entered here will be captured in the Cash Denomination details while printing a Cash Deposit Slip for this transaction.

The Difference field will give the difference between the total and and the sum of amounts specified for the Denominations.

Note: If the cash is transferred to more than one bank, then for each bank a separate Cash Denominations screen will appear.

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Recording Contra Entry in Single Entry Mode in Tally.ERP 9

The Contra Voucher can be recorded using Single entry mode or Double Entry mode.  To toggle between Single Entry and Double Entry mode, we need to change the setting Use Single Entry mode for Pymt/Rcpt/Contra to Yes/No in F12: Configure.

To view Contra Voucher creation screen in Single Entry mode:

Go to Gateway of Tally > Accounting Vouchers > Select F4: Contra

For example, to transfer funds from Cash Account to Bank Account:

1. Debit the Bank Account
2. Credit the Cash Account

The entry will be displayed as shown.

In the Bank Allocation screen, users can select the mode of transaction from the List of Transaction Type as shown:

By default, Cheque/DD will be selected.

When Cash is selected as a Transaction Type, user can specify the cash denominations for the transaction in the voucher entry screen, if the optionShow Cash Denomination Details set to Yes in F12: Configuration (By default, this option is enabled)

During Bank Allocation, a new screen – Cash Denominations will appear for Cash Transaction Type.

The cash denominations entered here will be captured in the Cash Denomination details while printing a Cash Deposit Slip for this transaction.

The Difference field will give the difference between the total and the sum of amounts specified for the Denominations.

Advantages of Single Entry Mode:

• Faster data entry.
• When there is a Single Debit and Multiple Credits in the entry.

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Introduction to Contra Voucher in Tally ERP 9

As per the Accounting Principles, a Contra entry is a transaction involving transfer of cash between one Cash A/c to another or one Cash A/c to another Bank A/c i.e., is a transaction indicating transfer of funds from:

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

To view the Contra Voucher Entry Screen:

Go to Gateway of Tally > Accounting Vouchers

• Select F4: Contra from the Button Bar or press F4

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Voucher Entry Creation Screen

The Voucher Entry screen is divided into three parts:  

• The Main Voucher Entry  
• Vertical Button Bar
• Calculator

Voucher Entry Screen components

Main Voucher Entry Area

The Main Voucher Entry Area is where you enter all your transactions. This area has fields for Date, Ledger Name and Amount as well as additional pop-up screens that are dependent on your voucher configuration and the nature of transaction you make.

Button Bar

The Button Bar area displays buttons that provide quick links to various functions and features of Tally.ERP 9. Buttons that are relevant to the current task are enabled and the other buttons are disabled.

Switching between Screen Areas

The Main Voucher Entry Area is the active area by default on the Voucher Creation screen. Press Ctrl+N to navigate to the Calculator Area and press Ctrl+M to toggle back to Main Voucher Entry Area.  A green bar highlights the active area of the screen.

Calculator Area

The Calculator area provides a working space where you can enter any number of mathematical formulae for complex calculations.

Note: Press Alt+C to use calculator when at amount field.

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.

Checking the accuracy of the vouchers

To check the accuracy of the vouchers that you have entered:

Go to Gateway of Tally > Display > Day Book

1. Select F2: Period from Button Bar and enter the period for which you want to view Vouchers.

Note: It defaults to the current date only but you may display all the transactions for a particular period.

Select F1: Detailed

You can check the vouchers for correctness. To correct a mistake, position the cursor on the item where you have found the error and press Enter. Tally.ERP 9 displays the voucher details for alteration. The alteration facility is subject to security and access rights. All alterations are available for audit.

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Predefined Vouchers in Tally.ERP 9

Tally comprises of the following predefined Vouchers, to suit different business requirements for recording various transactions. Tally also allows you to create user-defined Vouchers (Voucher Types) as per your requirements.

• Contra Voucher
• Payment Voucher
• Receipt Voucher
• Journal voucher
• Sales Voucher / Invoice
• Debit Note Voucher
• Credit Note Voucher
• Purchase Voucher / Invoice

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