Voucher Entry Configuration

Configure different features of your voucher entry screen. The screen will be filled up with varying details as specified here.

Other features of convenience, e.g., Use Payment/Receipt Vouchers as Contra vouchers can be activated here to effect transactions for funds transfer. By design, Tally allows such transactions only through Contra Vouchers.

Likewise, you are not permitted to use Journal Vouchers to be used for cash or bank transactions. However, recognizing exceptional needs, you can override that restriction by activating the facility here.

These are defaults and should be changed if required. Please note that these are questions asked of you and you need Yes to activate the facility and No to deactivate it.

Invoice/Orders Entry Configuration

Configure details for invoices, sales and purchase order entry.

The following options are country specific to Britain/Europe. Again, the options are in the form of questions and you need to state Yes or No to them. They have also been explained in the relevant invoice entry sections.

For India/Asia, the options would automatically use Excise instead of Interstate provided you have set your General Configuration accordingly.

Excise/VAT Setup

Whether to use Excise Duty or VAT depends on the General configuration.

F12: Configuration ->General

Select Britain/Europe for British style VAT handling

Select India/Asia for Excise Duty handling

According to this selection the F11: Company Features will contain the option to set up Excise Duty or VAT.

The F11 set up for Excise Duty/VAT affects method of calculation of duty in invoices. For example, when excise duty is not enabled for invoicing purposes in Company Features [F11] (as applicable for many products in India), Additional Duty and Surcharge function alike. In case it is enabled, then Additional Duty is added to the 'Duty Based on Items' in the invoice to reflect the 'Total Duty payable'. Its method of calculation is explained under 'Surcharge'.

Printing Configuration

To configure voucher layouts for print output. Printing of vouchers, invoices and statements are configurable through this menu

General

This configuration is applicable for all print reports.

Print Date & Time of Report

This option enables printing of system date and time on each report. (Note – vouchers, including invoices, are not reports). These are printed on the right top corner of the report as a control mechanism. It should not be confused with the date range of the report.

Quick Format

Tally prints in two formats – Neat and Quick. Neat printing takes advantage of fonts of the printer and is the default. It also compresses long data like long names and amounts and auto-fits them according to space.

Quick printing is suitable for Dot Matrix printers where speed is an issue. Hence, quick printing does not print fancy fonts. The auto-fit facility is, thus, not possible in quick printing.

Therefore, it will truncate data longer than the allotted space. To prevent this, set Yes for the two questions under Quick Format.

Payment/Receipt/JournalVouchers,Credit Note/Debit Note

Configure the dimensions and details to print.

Though the above options pertain to Payment Vouchers, those for other vouchers are similar.

Sales Invoice,Delivery Note and Sale Order/Quotation

Printing configuration of all sales vouchers like Invoices, Delivery notes and Sales Orders are accessible through Sales Transactions under Printing menu. Each transaction type is separately configurable and selectable from the sub-menu.

The different configuration screens for each of the above follow:

Sales Invoice

This is the configuration for the Tally invoice. Change as necessary.

Details of the above configuration options have been discussed in the chapter on Invoice Entry. These can be, however, set now or later as necessary. As usual, the configuration can be amended even if set.

Delivery Note

Delivery Note appears very similar to Invoices. However, fields like rate and amount may be required by some companies to be printed out on Delivery Notes. Others might not wish it. Hence, select the options as relevant to your company.

Sales Order/Quotation

Print sales orders and quotations as you want by configuring the following: Sales Orders, if marked 'Optional', during voucher entry, are printed as Quotations.

Purchase Voucher/Invoice and Purchase Order

A surprising option to print purchase voucher and purchase invoices! There has been a need to print these firstly to maintain continuity in voucher numbers and secondly to provide a document in case the supplier does not. Purchase Orders are, of course, required to be printed and sent to suppliers. To configure these, select Purchase Transactions under Printing.

Purchase Voucher/Invoice

Purchase Orders

Purchase Orders are required to be printed and sent to suppliers.

Receipt Notes

Receipt Notes may also be entered in the same format as Delivery Notes, and with Purchase Order enabled, would automatically fill-up with the details of the order. Further, Purchase Invoices would also auto-fill with the Receipt Note or Purchase Order details as relevant.

Reminder Letters

Two paragraphs have been already provided which can be used as themselves or modified or extended. To view the reminder letter, simply print one out. Of course, you might want to make subtle changes thereafter. You may, as usual.

The two paragraphs are followed by the account of the customer. Ledger and Outstanding details with Age Analysis of pending invoices serve as strong reminders to pay promptly.

Confirmation Statements

Confirmation Statements are not the same as Reminder Letters. These serve to confirm the account balances with customers, suppliers, lenders and borrowers. Their use is most at period ends, but can be produced for any period, at anytime.

You may change the text as per your requirements.

Security Control

Security levels – types of security

Tally has a very customisable security system. You can set up authority levels and users who are placed at these levels. The authority levels or Types of Security decide the rights of the users – what they can or cannot do when using Tally.

Tally has two security types already set up. One is Owner and the other Data Entry. Owner has full access and rights to all parts of Tally, except Tally Audit & Company Alteration screen which are reserved for the Administrator alone. Data Entry has restricted rights. You are allowed to create other security types based on these predefined types and allow more or less rights as required.

Gateway of Tally —> [ALT]+F3:Create Cmp —>Security Control

Types of Security (security or authority levels)

Owner has full access rights. The other predefined type, Data Entry, is based on owner but is restricted by default. The default settings for Data Entry are as follows. You can change them to allow more or less rights as necessary.

Types of Security [Enter] —>Data Entry[Enter]

Create a new Security Level

Types of Security —> Data Entry—> [Down Arrow]

(Press the down arrow key at the option data entry.)

• This is one of the few places in Tally where you create a new entry in this fashion.

Type the new security level, e.g. Manager

Press [enter] to bring up the Level Definition screen

The level definition screen

Name of security level

This defaults to the name you have created.

Use Basic Facilities of

The default is the owner. However, the other option is also available – Data Entry. If the popup list does not appear when you are at the field, press D – beginning to type the word. Going back from the next field will also pop it up. The new level Manager will, likewise, be available when you create a next level.

Days allowed for Back-dated vouchers

This is the number of days the users of this level are allowed to create back-dated vouchers. Specifying 0 will indicate that back-dated vouchers are not allowed, and 7 will allow the user at this level to insert vouchers going back 7 days.

Cut-off date for Back-dated vouchers.

Specify the date before which users of this profile or security level may not create or alter vouchers. This is additional control over and above the previous 'days allowed'. This is useful in cases where you have completed your Tax Assessment for a period and no changes are desired in the data for that period.

Disallow the following facilities/Allow the following facilities

The screen is now divided into two broad columns each have two sub-columns. The left side is to disallow access to the various options of the system. The right side allows the security level the different facilities.

The different access rights options – Types of Access - are available in a pop-up list when the cursor is on an access rights field (the first left column in the screen above). The options sought to be controlled, are on the right (the second column from the left).

To disallow access to different options; First select the type of access and then select the option. Options may be selected from the popup list of Reports. Repeat the procedure till you have set access rights for the different options. Note the bracketed sentence in italics. When you select a type of access, this type would be disallowed for the option. Hence, if you select Full Access for Balance Sheet, you want to prevent any access to Balance Sheet by this security level.

Conversely, under 'Allow the following facilities', if you select Full Access for Balance Sheet, you want to allow full access. Full access incorporates all rights.

Select [End of List] at the Type of Access field to complete the definition.

You are taken back to the screen 'Security Levels for Company' at a blank field following the one you just created, viz., Manager. If you have any other level to create, simply type the name and follow the same procedure. Otherwise press [enter] at the blank field to accept and return from this screen.