Lesson-28 Non Accounting Vouchers

Predefined Non Accounting Vouchers in TallyERP.9

Tally.ERP 9 comprises of the following predefined Non-Accounting Vouchers, to suit different business requirements for recording various transactions. Tally.ERP 9 also allows you to create user-defined Vouchers (Voucher Types) as per your requirements.

The pre-defined Non Accounting Vouchers are:

·         Memorandum Voucher

·         Reversing Journal

Along with the above mentioned voucher types, there are two options available namely Post Dated and Optional for other voucher types.

MEMORANDUM VOUCHER

This is a non-accounting voucher and the entries made using memo voucher will not affect your accounts. In other words, Tally.ERP 9 does not post these entries to ledgers, but stores them in a separate Memorandum Register.  You can alter and convert a Memo Voucher into a regular voucher when you decide to bring the entry into your books.

Some of the uses of Memorandum Vouchers are:

Making suspense payments

Consider that a company gives its employees cash to buy office supplies, the exact nature and cost of which are unknown. For this transaction you can enter a voucher for the petty cash advance, a voucher to record the actual expenditure details when they are known, and another voucher to record the return of surplus cash.

However, a simpler way of doing it is to enter a Memo voucher when the cash is advanced, and then turn it into a Payment voucher for the actual amount spent, when the details are known.

Consider the following Example:

The Company pays its employee Rs. 1000 as petty cash advance for Office Expenses.

The following entry has to be passed.

To use Memorandum voucher, Enable the following option from F11:

Accounting Features

• Use Reversing Journals & Optional Vouchers

Go to Gateway of Tally > Accounting Vouchers > Select Ctrl+F10: Memos from the Button Bar or click Ctrl+F10.

1. Debit Office Supplies Account
2. Credit Cash Account

Vouchers not verified at the time of entry

If there is no clarity with the details of a voucher you are entering, you can enter it as a Memo voucher and amend it later when the details are available.

Items given for approval

Generally completed sales are entered into books. In case items are given on approval, use a Memo voucher to track and convert it into a proper Sales voucher. You can cancel/delete the memo voucher if the sale is not made.

Memorandum Voucher Register

To view all the memorandum vouchers:

Go to Gateway of Tally > Display > Exception Reports > Memorandum Vouchers.

Note: You can also view memorandum vouchers from the Day Book.

You can alter and convert a Memo voucher into a regular voucher when you decide to consider the entry into your books. Use Scenarios to see the effect of Memo entries on reports and statements.

OPTIONAL VOUCHERS 

Unlike a Memo voucher, this is not a separate voucher type. You can mark an existing voucher (for example, a payment voucher or a receipt voucher) as Optional. Press CTRL + L or click on Optional from the Button Bar. This button toggles between Regular and Optional. By marking a voucher Optional, the voucher does not get posted anywhere but remains in the Optional Voucher Register.

You can make a voucher type Optional to regular, if you need to create a new voucher type or alter an existing voucher type.

Go to Gateway of Tally > Accounts Info > Voucher Types> select a Voucher Type> Set Make Optional as default to Yes.

After enabling this option, any vouchers entered using this particular voucher type will be optional.

Enabling Optional Vouchers

Go to Gateway of Tally

1.      Select F11:F1: Accounting Features

2.      Set Use Rev. Journals & Optional Vouchers? to Yes.

3.      Accept the screen to save.

Use of Optional Vouchers

·         If you do not want a transaction that is incomplete to affect the accounts, you can mark this as an Optional Voucher.  Once the transaction is complete, modify the voucher and post it as a Regular Voucher. For example, Proforma sales invoice. In fact, an optional sales invoice is printed as a Proforma Invoice.

·         Optional Vouchers allow you to see the impact of transactions without actually posting them.

·         Optional Vouchers can be used to forecast future sales. For example, create a New Voucher Type - Sales Forecast. Record future sales projections using this voucher type.

Consider an example: it is the 30th of June and you would like to view the Balance Sheet as of today, but June salaries are not due for payment until the first week of July.  The Balance Sheet will not be projecting the correct figures. To overcome this, you can enter an Optional Voucher dated 30th June.

1.      Debit Salaries Account

2.      Credit Provisions (Current Liabilities) Account

When you view the Balance Sheet, generate a report with the Optional Voucher included. The Optional Voucher should be already defined as a Scenario (Refer the section on Scenario Management for more details). The voucher affects the report temporarily. Once you quit the report, Tally.ERP 9 does not retain the Scenario details. The next time you view the balance sheet, it will not include the effect of the Optional Voucher unless you include it.

Note: Use Scenarios to see the effect of Optional voucher entries on reports and statements.

Optional Vouchers Register

You can view all optional vouchers in the Optional Vouchers Register

Go to Gateway of Tally > Display > Exception Reports > Optional Vouchers.

Note: You can view Optional Vouchers from the  Day Book as well.

REVERSING JOURNALS 

Reversing Journals are special journals that are automatically reversed after a specified date. They exist only till that date and are effective only when they are included in reports.  These are used in interim reporting in the course of the financial year where accruals are to be reported. These accruals are usually short term and are cleared in the subsequent period. However, to get a proper perspective, decision makers require the reports with full impact of all aspects and transactions.

To activate Reversing Journals,

Go to Gateway of Tally

1.      Select F11: F1: Accounting Feature

2.      Set Use Reversing Journals & Optional Vouchers? to Yes.

3.      Accept the screen to save.

You may use reversion journal for accounting for or providing for depreciation. Since, depreciation is usually provided during at the end of the year, using the Reversing journal you may include them for monthly reporting or a specific period to give more accurate status or position.

Let us take an example:

On 30th June you want to view the Balance Sheet but June month’s rent is not been paid. You may create a Scenario (refer Scenario Management for more information) and pass a Reversing Journal entry to view the reports which will be effective up to the applicable date. When you view the Balance Sheet, Tally.ERP 9 displays the report with the reversing journals included. The voucher affects the report only for that day, 30th June.

Applicable up to

The reversing Journal is available for inclusion in a scenario report till this date. The Reversing Journal can be created as of a particular date and made Applicable up to a different date.

Reversing Journal Register

All vouchers are maintained in a Reversing Journal Register. These are not posted to any books of accounts and cannot be included in regular reports. They can only be seen using a scenario.

Go to Gateway of Tally> Display> Exception Reports> Reversing Journals

POST DATED VOUCHERS

While entering vouchers, you can mark them as post dated, as a result these vouchers are not updated in the ledgers till the date specified in the voucher. This is useful for entering transactions that take place on a regular basis. For example, if you issue post dated Cheques towards payment of installments, you can set up the payments in advance, and Tally.ERP 9 will only update them in the ledgers on the due date.

Mark vouchers Post Dated by using CTRL + T or click on the button Post dated from the Button Bar. This button toggles between Current and Post Dated.

Post-dated Vouchers Register

All Post-dated vouchers are maintained in Post-dated voucher Register.

Go to Gateway of Tally> Display> Exception Reports> Post-Dated Vouchers

Difference in the treatment of Post-dated Vouchers and other Unconventional Vouchers

The major difference between post dated vouchers and other Unconventional vouchers is that post dated Vouchers affect regular books of accounts on the date of the voucher. Post-dated vouchers are not available for selection in Scenarios.