Voucher Class and Voucher Numbering - FAQ

Tally.ERP 9 provides multiple voucher numbering methods for a voucher type. It also gives you the flexibility to change the numbering method at any point of time. However, this will have an retrospective effect on the voucher numbers of existing transactions. The voucher numbers of all the transactions recorded using the particular voucher type in the financial year are reset based on the newly selected numbering method.

It is suggested not to change the numbering method in the middle of the year as all the transactions already recorded are affected.

Note: In case where Automatic is set as the voucher numbering method, the voucher numbers will be reset to 1 at the beginning of a financial year or to the starting number provided in the advanced configuration.

On this page

● Voucher Numbering Method - Automatic to Manual

● Voucher Numbering Method - Manual to Automatic

Change Voucher Numbering Method from Automatic to Manual

In case of automatic voucher numbering the transactions will be assigned the number series 1, 2, 3, and so on. When method of voucher numbering is changed from Automatic to Manual, the voucher numbers automatically assigned to all the transactions recorded using the voucher type will be removed and voucher number field will become blank.

1. Go to Gateway of Tally > Accounts Info. > Voucher Type > Alter .

2. Select the voucher type to alter the numbering method.

3. In the Method of voucher numbering? field, change the option from Automatic to Manual .

4. A message is displayed with the warning about the affect the change will have on the existing transactions. Click Yes .

5. Press Ctrl+A to accept.

Given below is the illustration of voucher numbering and effect of changing numbering method from Automatic to Manual :

Given below is the image of Day Book showing transactions recorded with Automatic as the numbering method:

Given below is the image of Day Book showing transactions after the numbering method of the voucher type is changed from Automatic to Manual :

Change Voucher Numbering Method from Manual to Automatic

In case of Manual method of numbering, you enter the voucher numbers during recording of the transaction. In case the numbering method is changed to Automatic, the voucher numbers entered manually will be replaced by the series 1, 2, 3, and so on starting from the first transaction recorded using the voucher type in the financial year.

Given below is the illustration of voucher numbering and effect of changing numbering method from Manual to Automatic :

Given below is the image of Day Book showing transactions recorded with Manual as the numbering method:

Given below is the image of Day Book showing transactions after the numbering method of the voucher type is changed from Manual to Automatic :

When creating a sales voucher class, in the section Default Accounting Allocations for all items in Invoice (except for the items  specified below) , some sales ledgers will not be displayed under the List of Ledger Accounts .

This is because the option Inventory Values are Affected is set to No .

1. Open the required sales ledger in alteration mode.

2. Set the option Inventory Values are Affected? to Yes .

3. Press Ctrl+A to save.

Cause

This error is caused when voucher having manual number is entered or when the voucher is saved from a client machine.

Solution

This error occurs in the following scenarios in Tally.ERP 9.

1. When the Method of Voucher Numbering is set to Manual and Prevent Duplicate is set to Yes in the Voucher Type that displays error.

2. When multiple users from different client machines try to save a voucher of the same voucher type having the same number.

The following are the sequential solutions to the above reasons:

3. Type the next number in the Voucher Creation /Alteration screen having manual numbering system (For example: If the no. 001 prompted 'Duplicate Voucher Number' error, type 002, as 001 has already been used).

4. Re-accept the voucher, so that the next voucher number will automatically get generated in the voucher number field.

In order to create a sales voucher class, ensure that the option Allow Invoicing under F11: Features > F2: Inventory Features is set to Yes . Once this option is enabled the cursor will move to the Name of Class field in Voucher type alteration screen of sales voucher type.

Follow the steps given below to enable Voucher Class creation option in Stock Journal Voucher type.

● Set Maintain Multiple Godowns to Yes in F11 features.

● Create atleast one Godown from Inventory Info > Godown.

● Now stock journal voucher class option will appear while creating or alterating Stock Journal voucher type.

The different type of calculations available in additional accounting entries allocation section are explained as below:

As Additional Excise

In the Indian sub-continent, a manufacturing tax, or Excise is levied. For some products, a supplementary levy on the "Basic Excise Duty" is charged, or "Additional Excise Duty". This is a surcharge calculation. For example, an Additional Excise Duty of 10% on the Basic Duty. While the calculation method is identical to "As Surcharge" (see below), the result is to provide a "Total Excise Payable" calculation accurately during Invoice printing.

As a Flat Rate

When you wish to specify a standard mark-up/down on an invoice. For example, 100.00 for every invoice, independent of the quantity or value of the invoice.

As Surcharge

When you wish to calculate the value based on the immediately preceding figure. For example, a Sales Tax of 10% is applicable on an invoice, which would be calculated on the value of goods sold. On this, a "Surcharge" of 5% - i.e. 5% of the Sales Tax value is applicable.

As Total Amount Rounding

Typically, the last line in an invoice. You would need to create an account which would carry the "rounding difference". Now, as the other values of the invoice are calculated, this account would automatically get adjusted to keep the Total Invoice Value to the desired rounding limits. Normally, you would also mark this invoice as "Remove if Zero ? Yes", so that the account head is not retained in the invoice print-outs if no rounding was applicable.

As User Defined Value

This allows you to specify a value while creating the invoice itself. Normally, you would use this when the basis of calculation is neither Value nor Qty dependent, and therefore, needs to be entered every time you create an invoice.

Based on Quantity

In case of calculations based on the "Total Qty" supplied. For example, you may have Freight or Forwarding charges as 2.00/Kg, and if the total qty supplied in the invoice is 200.000 Kg, then the amount should become 400.00. The "Value Basis" will also need to be provided as "2.00/Kg" or "0.50/Pc" as the case may be.

On Current Sub Total

In certain environments, taxes are applicable on the Total Goods Value as well as supplementary charges such as "Excise Duty", "Packing Charges" etc. Normally, when the tax calculation method is specified as "On Total Sales" (see below), the calculations are based on the Total Goods Value only. When you wish the supplementary charges to be included, then you would set "On Current Sub Total" as the type of calculation.

On Item Rate

Typically used for both VAT as well as Excise Duty style calculations. Here, you would have specified the Rate of Tax applicable for each Stock Item, and you would want only those items to be used for calculation purposes which equals this Rate of Tax. The advantage is to be able to mix multiple Tax Rate products in the same Invoice, and yet get the correct ones picked up for each Tax bracket.

On Total Sales

The most common basis of Tax Calculation is on the total value of goods/services. This method would calculate using the sum of Stock Items used in the invoice.

On VAT Rate

This option is used to calculate duty for additional accounting entries based on VAT rate of the items.

In voucher class, cursor is not moving beyond the Default Accounting Allocations for field:

Follow the checklists in order to resolve this issue.

1. Right click on your Windows desktop.

2. Click Screen resolution . Screen resolution should be set to recommended settings.

3. Right click on your Windows Desktop.

4. Click Personalize and Display .

If display settings (for eg: - larger-150%) and Monitor is small in size then details will not fit into the screen. Thus cursor will not move to the additional accounting entries under voucher class.

1. Set default settings to (Smaller—100% (Default)) > Click Apply .

2. Restart the system and check.

Cursor will move to additional accounting entries under voucher class.

When any report is exported in ASCII or printed to a file using quick draft mode, then the abbreviation will be captured in the Voucher Type column if the voucher type names are long.