Vouchers in Tally Prime
Understanding Voucher Types, Shortcuts, Entries & Practical Examples
1. What is a Voucher?
A Voucher is a data-entry form used to record business transactions in Tally Prime.
In accounting terms, a voucher is used to record a journal entry or business transaction in the books of accounts.
A voucher is the screen/form through which we enter a business transaction into Tally Prime.
Voucher Entry Path
Once a suitable voucher type is selected, the required ledgers, amounts, inventory details and other transaction information can be entered.
2. Types of Vouchers in Tally Prime
Vouchers can broadly be classified into four major categories:
| Voucher Type | Purpose | Examples |
|---|---|---|
| 1. Accounting Vouchers | Used to record accounting transactions and, where applicable, update accounting and inventory information. | Purchase, Payment, Receipt, Sales, Contra, Journal |
| 2. Inventory Vouchers | Used primarily to record and update inventory-related transactions. | Stock Journal, Receipt Note, Delivery Note |
| 3. Order Vouchers | Used to record orders. They represent commitments or instructions rather than completed accounting transactions. | Purchase Order, Sales Order |
| 4. Payroll Vouchers | Used for payroll-related transactions such as attendance, employee remuneration and salary processing. | Attendance, Payroll |
3. Understanding the Four Voucher Categories
Accounting Vouchers
Accounting vouchers are used to record financial transactions. Depending on the voucher and configuration, these transactions can affect accounting records and may also contain inventory details.
Inventory Vouchers
Inventory vouchers are primarily concerned with the movement or adjustment of stock.
Order Vouchers
Order vouchers record an intention or commitment to buy or sell. They do not represent the actual completion of the transaction.
Payroll Vouchers
Payroll vouchers are used to manage employee-related payroll information. They can help process salary based on attendance, working days or production-related information, depending on the payroll setup.
4. Six Important Accounting Vouchers
| Voucher | Shortcut | When Used | Typical Entry |
|---|---|---|---|
| Contra | F4 | Used for transactions involving only cash and/or bank accounts. |
Bank A/c Dr To Cash A/c |
| Payment | F5 | Used when cash or bank is credited because money is being paid. |
Salaries A/c Dr To Cash A/c |
| Receipt | F6 | Used when cash or bank is debited because money is received. |
Cash A/c Dr To Dividends A/c |
| Journal | F7 | Used for adjustment and other accounting entries that do not fit the specialized voucher types. |
Salaries A/c Dr To Outstanding Salaries A/c |
| Sales | F8 | Used to record sales transactions. |
Customer A/c Dr To Sales A/c |
| Purchase | F9 | Used to record purchase transactions. |
Purchases A/c Dr To Supplier A/c |
F4 → Contra F5 → Payment F6 → Receipt F7 → Journal F8 → Sales F9 → Purchase
5. Contra Voucher F4
A Contra Voucher is used when the transaction involves only cash and/or bank accounts.
Example 1: Cash deposited into Bank
Here, cash decreases and bank balance increases. Both accounts are cash/bank accounts, so a Contra Voucher is appropriate.
Example 2: Cash withdrawn from Bank
6. Payment Voucher F5
A Payment Voucher is generally used when money is paid through cash or bank. Therefore, the cash/bank account is normally credited.
Example: Salary Paid in Cash
Salary is an expense, so Salaries A/c is debited. Cash goes out, so Cash A/c is credited.
Another Example: Rent Paid by Bank
7. Receipt Voucher F6
A Receipt Voucher is used when money is received through cash or bank. Therefore, the cash/bank account is normally debited.
Example: Dividend Received in Cash
Example: Money Received from Customer
8. Purchase Voucher F9
A Purchase Voucher is used to record purchases of goods or other items as applicable to the business.
Example: Goods Purchased on Credit
The purchase is recorded as a debit to Purchases A/c and the supplier’s payable is credited.
9. Sales Voucher F8
A Sales Voucher is used to record sales of goods or services, depending on the nature of the transaction.
Example: Goods Sold on Credit
The customer becomes a receivable, so the customer’s account is debited. Sales income is credited.
10. Journal Voucher F7
A Journal Voucher is commonly used for adjustment and accounting entries that do not belong in the specialized transaction vouchers.
Example: Outstanding Salary
The salary expense is recognized, but the amount has not yet been paid. Therefore, an outstanding liability is created.
Other Common Journal Adjustments
- Depreciation adjustment
- Outstanding expenses
- Prepaid expenses
- Accrued income
- Transfer or adjustment entries
11. Which Voucher Should I Use?
| Situation | Voucher | Shortcut |
|---|---|---|
| Cash transferred to Bank | Contra | F4 |
| Bank withdrawal for office cash | Contra | F4 |
| Salary paid | Payment | F5 |
| Rent paid through bank | Payment | F5 |
| Money received from customer | Receipt | F6 |
| Dividend received | Receipt | F6 |
| Credit purchase | Purchase | F9 |
| Credit sale | Sales | F8 |
| Depreciation adjustment | Journal | F7 |
| Outstanding salary adjustment | Journal | F7 |
12. Quick Memory Rules
💰 Money going OUT → Payment
💰 Money coming IN → Receipt
🏦 Cash ↔ Bank → Contra
🛒 Goods Purchased → Purchase
🛍️ Goods Sold → Sales
📝 Adjustment → Journal
📝 Practice Questions
Question 1: Identify the Voucher
₹20,000 is deposited from the cash account into the company’s bank account.
Which voucher should be used?
Question 2: Salary Payment
Salary of ₹30,000 is paid to employees through bank.
Identify the voucher and prepare the accounting entry.
Question 3: Customer Receipt
₹40,000 is received from a customer through bank.
Identify the voucher and prepare the entry.
Question 4: Credit Purchase
Goods worth ₹60,000 are purchased on credit from Gopi.
Which voucher should be selected?
Question 5: Credit Sale
Goods worth ₹80,000 are sold on credit to Chandu.
Identify the voucher and prepare the entry.
Question 6: Outstanding Salary
At the end of the month, salary of ₹15,000 is outstanding and has not yet been paid.
Which voucher should be used?
Question 7: Bank Withdrawal
₹10,000 is withdrawn from the bank and brought into the office cash account.
Which voucher should be used?
Question 8: Mixed Identification
Identify the correct voucher for each transaction:
- Cash deposited into bank.
- Office rent paid by cheque.
- Money received from a customer.
- Goods purchased on credit.
- Goods sold on credit.
- Depreciation adjustment recorded at year-end.
- Contra — F4
- Payment — F5
- Receipt — F6
- Purchase — F9
- Sales — F8
- Journal — F7
Question 9: Challenge Question
A business transfers ₹50,000 from its SBI Bank Account to its HDFC Bank Account.
Which voucher should be used? Prepare the journal entry.
📌 Quick Revision Summary
| Voucher | Shortcut | Main Purpose | Simple Rule |
|---|---|---|---|
| Contra | F4 | Cash/Bank transfer | Cash ↔ Bank |
| Payment | F5 | Payment of expenses/liabilities | Cash/Bank goes out |
| Receipt | F6 | Receipt of money | Cash/Bank comes in |
| Journal | F7 | Adjustments | Other accounting entries |
| Sales | F8 | Sales transaction | Goods/services sold |
| Purchase | F9 | Purchase transaction | Goods/services purchased |