Accounting Fundamentals: लेखांकन की मूल बातें सरल हिंदी में

Section 1: Fundamentals & Company Setup

1. Accounting Fundamentals

• What it is: Accounting is the process of recording, summarizing, analyzing, and reporting a business’s financial transactions. It provides insights into profitability, financial health, and cash flow.

• Core Principles:

  • Double-Entry System: Every transaction has two effects, a Debit (Dr) and a Credit (Cr). The total debits must always equal the total credits.

  • The Accounting Equation: Assets = Liabilities + Equity

  • Accounting Rules (Golden Rules):

    • Personal Accounts: Debit the receiver, Credit the giver.

    • Real Accounts (Assets): Debit what comes in, Credit what goes out.

    • Nominal Accounts (Income/Expenses): Debit all expenses and losses, Credit all incomes and gains.

2. ERP (Enterprise Resource Planning)

• What it is: ERP is a type of software that organizations use to manage day-to-day business activities. It integrates various functions like accounting, procurement, project management, risk management, compliance, and supply chain operations into one complete system. Tally.ERP 9 is an accounting-focused ERP.

3. How to Start Tally.ERP 9

1. Double-click the Tally.ERP 9 icon on your desktop.

2. The Tally splash screen will appear, followed by the Startup screen.

3. You will see options like:

   • Activate Your License: If you have purchased a license key.

   • Reactivate Your Existing License: To use your license on a new computer.

   • Get a Rental License: To rent Tally for a short period.

   • Work in Educational Mode: To learn Tally for free. This mode has a restriction where you can only enter transactions for the 1st, 2nd, and 31st of any month.

4. Press W or click on “Work in Educational Mode” to start practicing.

5. The Gateway of Tally screen will appear, which is the main menu.

4. How to Create a Company

1. From the Gateway of Tally, press ALT + F3 (Company Info).

2. Select Create Company.

3. Fill in the Company Creation form:

   • Directory: The location where your data will be saved (e.g., C:\Tally.ERP9\Data).

   • Name: The full name of your company (e.g., “Global Traders Inc.”).

   • Mailing Name: The name that will appear on printed reports. Usually the same as the name.

   • Address: Company’s full address.

   • Country: Select your country (e.g., India).

   • State: Select your state. This is crucial for correct tax calculations (GST).

   • PIN Code, Phone No., E-mail etc.: Enter contact details.

   • Financial Year Begins From: Enter the start date of the accounting year (e.g., 1-4-2023).

   • Books beginning from: The date from which you are actually starting your accounting entries. Usually the same as the financial year.

   • TallyVault Password (if required): An encryption password. If you forget this password, data cannot be recovered.

   • Use Security Control: Set to ‘Yes’ to create a username and password for logging into the company.

4. Press Enter or Ctrl + A to accept and save the company.

5. How to Alter a Company

1. From the Gateway of Tally, press ALT + F3 (Company Info).

2. Select Alter.

3. A list of companies will appear. Select the company you wish to modify.

4. The Company Alteration screen will open. You can change any detail you entered during creation.

5. Press Ctrl + A to save the changes.

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Section 2: Masters – Groups & Ledgers

6. Pre-defined Groups in Tally

• What they are: Tally provides 28 pre-defined groups to classify your ledgers according to standard accounting principles. 15 are Primary Groups and 13 are Sub-Groups. These groups directly affect how your Balance Sheet and Profit & Loss A/c are structured.

• List of Primary Groups:

  • Liabilities: Branch / Divisions, Capital Account, Loans (Liability), Current Liabilities, Suspense A/c.

  • Assets: Fixed Assets, Investments, Current Assets, Misc. Expenses (ASSET).

  • Income: Sales Accounts, Direct Incomes, Indirect Incomes.

  • Expenditure: Purchase Accounts, Direct Expenses, Indirect Expenses.

7. Enabling GST in Tally.ERP 9

1. From the Gateway of Tally, press F11 (Features).

2. Select F3: Statutory & Taxation.

3. In the screen that appears:

   • Set Enable Goods and Services Tax (GST) to Yes.

   • Set Set/alter GST details to Yes and press Enter.

4. A GST Details form will open. Enter:

   • State: Your state of registration.

   • Registration Type: Regular or Composition.

   • GSTIN/UIN: Your 15-digit GST Identification Number.

   • Applicable from: The date GST became applicable to your business.

5. Configure other options as needed (e.g., e-Way Bill applicability).

6. Press Ctrl + A to save all screens.

8. Creating a Group

• Why create a new group? To further classify your accounts for better reporting (e.g., creating “North Zone Debtors” and “South Zone Debtors” under “Sundry Debtors”).

• Steps:

  1. Go to Gateway of Tally > Accounts Info. > Groups.

  2. Select Create (under Single Group).

  3. Name: Enter the name of the new group (e.g., “Staff Expenses”).

  4. Under: This is the most important field. Select the parent group from the list (e.g., for “Staff Expenses”, you would select Indirect Expenses).

  5. Press Ctrl + A to save.

9. Alteration of Group

1. Go to Gateway of Tally > Accounts Info. > Groups.

2. Select Alter (under Single Group).

3. Select the group you want to modify from the list.

4. Make the necessary changes (e.g., change its name or parent group).

5. Press Ctrl + A to save.

10. Deletion of Group

1. Go to Gateway of Tally > Accounts Info. > Groups.

2. Select Alter (under Single Group).

3. Select the group you want to delete.

4. In the Group Alteration screen, press ALT + D.

5. Press Y or Enter to confirm the deletion.

• Important: You cannot delete a group if there is any ledger or sub-group created under it. You must first move or delete those items.

11. Creating a Ledger Account

• What it is: A ledger is the actual account head where you record transactions. Every transaction is recorded in at least two ledgers. (e.g., Rent A/c, Salary A/c, ABC Customer A/c, Bank A/c).

• Steps:

  1. Go to Gateway of Tally > Accounts Info. > Ledgers.

  2. Select Create (under Single Ledger).

  3. Name: Enter the ledger name (e.g., “Rent Expense”).

  4. Under: Select the appropriate group from the list (e.g., for “Rent Expense”, select Indirect Expenses).

  5. Mailing Details: For party ledgers (customers/suppliers), fill in their address and statutory details.

  6. Opening Balance: If you are migrating to Tally mid-year, enter the closing balance from your previous system here.

  7. Press Ctrl + A to save.

12. Alteration of Ledger Account

1. Go to Gateway of Tally > Accounts Info. > Ledgers.

2. Select Alter (under Single Ledger).

3. Select the ledger you wish to modify from the list.

4. Make the required changes.

5. Press Ctrl + A to save.

13. Deletion of Ledger Account

1. Go to Gateway of Tally > Accounts Info. > Ledgers.

2. Select Alter (under Single Ledger).

3. Select the ledger you wish to delete.

4. In the Ledger Alteration screen, press ALT + D.

5. Press Y or Enter to confirm.

• Important: You cannot delete a ledger once a transaction (voucher) has been passed using it.

14. Multiple Ledger Creation

• Purpose: To create many ledgers quickly in a single screen.

• Steps:

  1. Go to Gateway of Tally > Accounts Info. > Ledgers.

  2. Select Create (under Multiple Ledgers).

  3. Under Group: Select the group under which all the new ledgers will be created (e.g., Indirect Expenses).

  4. A table will appear. Enter the Name of Ledger and Opening Balance for each new ledger. The group is already fixed.

  5. Press Ctrl + A to save all ledgers at once.

15. Entering Party GST Details

• Party: A customer (Sundry Debtor) or a supplier (Sundry Creditor).

• Steps:

  1. While creating or altering a party’s ledger (Accounts Info. > Ledgers > Create/Alter).

  2. Select the Group as Sundry Debtors (for customers) or Sundry Creditors (for suppliers).

  3. Enter their Name and Address. Ensure the State is correct.

  4. In the Tax Registration Details section, enter their GSTIN/UIN.

  5. Set Set/Alter GST Details to Yes for more advanced options if needed (like specifying if they are in an SEZ).

  6. Press Ctrl + A to save.

16. Balance Sheet

• What it is: A financial statement that reports a company’s assets, liabilities, and equity at a specific point in time. It provides a snapshot of what a company owns and owes.

• How to View:

  1. Go to Gateway of Tally > Reports > Balance Sheet.

  2. By default, it shows a summarized view. Press ALT + F1 to see a detailed view.

  3. You can change the period using F2: Period.

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Section 3: Inventory Management

17. Accounting with Tally using Inventory

• What it is: This involves integrating your stock movements with your financial accounts. When you buy stock, its value is added to your assets. When you sell it, the value is transferred to Cost of Goods Sold, and revenue is booked.

• How to Enable:

  1. From Gateway of Tally, press F11: Features.

  2. Select F2: Inventory Features.

  3. Set Integrate accounts and inventory to Yes. This is the key setting.

  4. Enable other options as needed (e.g., Godowns, Categories, Batches).

  5. Press Ctrl + A to save.

18. Creating Stock Group

• Purpose: To classify stock items based on a common feature (e.g., Electronics, Garments, Food Items).

• Steps:

  1. Go to Gateway of Tally > Inventory Info. > Stock Groups.

  2. Select Create (under Single Stock Group).

  3. Name: Enter the group name (e.g., “Smartphones”).

  4. Under: Select Primary or another stock group if creating a sub-group.

  5. Should quantities of items be ADDED?: Set to Yes. This allows Tally to sum up the quantities of all items under this group for reporting.

  6. Press Ctrl + A to save.

19. Creating Stock Categories

• Purpose: To classify items based on a different characteristic, allowing for parallel classification. For example, a “Samsung TV” can be in the “Televisions” group and the “Samsung” category.

• Steps:

  1. First, enable it: F11: Features > F2: Inventory Features > Set Maintain Stock Categories to Yes.

  2. Go to Gateway of Tally > Inventory Info. > Stock Categories.

  3. Select Create.

  4. Enter the Name of the category (e.g., “Samsung”, “LG”).

  5. Press Ctrl + A to save.

20. Creating Units of Measures

• Purpose: To define the units in which you measure stock (e.g., Pcs, Nos, Kgs, Ltr).

• Steps:

  1. Go to Gateway of Tally > Inventory Info. > Units of Measure.

  2. Select Create.

  3. Type: Choose Simple.

  4. Symbol: The abbreviation (e.g., Nos).

  5. Formal Name: The full name (e.g., Numbers).

  6. Number of decimal places: 0 for whole units, 2 or 3 for units like Kgs or Mtrs.

  7. Press Ctrl + A to save.

• Compound Units: You can also create compound units (e.g., a “Box of 12 Pcs”) by selecting Compound as the Type and combining two simple units.

21. Creating Godown (Warehouse)

• Purpose: To track the location of your inventory.

• Steps:

  1. First, enable it: F11: Features > F2: Inventory Features > Set Maintain Multiple Godowns to Yes.

  2. Go to Gateway of Tally > Inventory Info. > Godowns.

  3. Select Create.

  4. Enter the Name of the godown (e.g., “Main Warehouse”, “Shop Floor”).

  5. Press Ctrl + A to save.

22. Creating Stock Item

• Purpose: The actual product you buy and sell.

• Steps:

  1. Go to Gateway of Tally > Inventory Info. > Stock Items.

  2. Select Create.

  3. Name: Enter the item name (e.g., “iPhone 14 Pro”).

  4. Under: Select the appropriate Stock Group.

  5. Category: Select the Stock Category (if enabled).

  6. Units: Select the Unit of Measure.

  7. Set/Alter GST Details: Set to Yes to define tax rates for this item.

  8. Press Ctrl + A to save.

23. Defining Tax Rate at Item Level

1. While creating or altering a Stock Item.

2. Set the option Set/Alter GST Details to Yes and press Enter.

3. In the GST Details screen:

   • Calculation Type: Select On Value.

   • Taxability: Select Taxable.

   • Integrated Tax: Enter the full GST rate (e.g., 18%). Tally will automatically calculate Central and State Tax (9% each).

4. Press Ctrl + A to save.

24. Entering Opening Stock Quantity & Amount

• This is the stock you have on hand when starting with Tally.

• Steps:

  1. While creating or altering a Stock Item.

  2. You will see a field for Opening Balance.

  3. Enter the Quantity, Rate (per unit), and Value.

  4. Tally will ask for the Godown where the stock is located. Select the godown and enter the quantity for that location.

  5. Press Ctrl + A to save.

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Section 4: Vouchers & Transactions

25. Tally Voucher (Accounting & Inventory)

• What it is: Vouchers are the primary data entry forms used to record all business transactions.

• Key Voucher Types & Shortcut Keys:

  • F4: Contra: For funds transfer between Cash and Bank accounts.

  • F5: Payment: For all payments made by the business (cash or bank).

  • F6: Receipt: For all money received by the business (cash or bank).

  • F7: Journal: For adjustment entries, depreciation, credit purchases/sales of assets, etc.

  • F8: Sales: For recording sales transactions.

  • F9: Purchase: For recording purchase transactions.

26. Creating New Voucher Type

• Purpose: To create a custom voucher for specific transaction types for better tracking and reporting (e.g., “Staff Expense Voucher”).

• Steps:

  1. Go to Gateway of Tally > Accounts Info. > Voucher Types.

  2. Select Create.

  3. Name: Give it a name (e.g., “Petty Cash Payment”).

  4. Type of Voucher: Select the base voucher type from the list (e.g., Payment).

  5. Method of Voucher Numbering: Choose Automatic, Manual, etc.

  6. Configure other options as needed.

  7. Press Ctrl + A to save.

27. Introduction to GST (See Topic 7)

This topic is functionally the same as enabling and configuring GST as covered in Topic 7. GST is an indirect tax levied on the supply of goods and services in India, and its setup in Tally is crucial for compliance.

28. Creating Purchase Ledger

1. Go to Gateway of Tally > Accounts Info. > Ledgers > Create.

2. Name: “Purchase Account” or “GST Purchase @ 18%”. It’s good practice to create separate purchase ledgers for different GST rates.

3. Under: Select Purchase Accounts.

4. Is GST Applicable?: Set to Applicable.

5. Set/Alter GST Details: Set to Yes.

6. In the GST details screen, provide the Nature of Transaction and the Tax Rate.

7. Press Ctrl + A to save.

29. Creating Sales Ledger

1. Go to Gateway of Tally > Accounts Info. > Ledgers > Create.

2. Name: “Sales Account” or “GST Sales @ 18%”.

3. Under: Select Sales Accounts.

4. Is GST Applicable?: Set to Applicable.

5. Set/Alter GST Details: Set to Yes to define the tax details similar to the purchase ledger.

6. Press Ctrl + A to save.

30. Creating GST Ledgers

• You need to create ledgers for each type of GST you will handle.

• Steps for CGST Ledger:

  1. Go to Gateway of Tally > Accounts Info. > Ledgers > Create.

  2. Name: CGST

  3. Under: Duties & Taxes.

  4. Type of Duty/Tax: GST.

  5. Tax type: Central Tax.

  6. Percentage of Calculation: Leave as 0%. Tally will pick the rate from the item/ledger master.

  7. Press Ctrl + A to save.

• For SGST Ledger: Follow the same steps, but select State Tax as the Tax type.

• For IGST Ledger: Follow the same steps, but select Integrated Tax as the Tax type.

31. Accounting Voucher in Tally (As Invoice Format)

• When entering a Sales (F8) or Purchase (F9) voucher, you can switch between a voucher format and an invoice format.

• How to Switch:

  1. Go to Gateway of Tally > Accounting Vouchers.

  2. Press F8 (Sales) or F9 (Purchase).

  3. If it looks like a simple Dr/Cr voucher, press ALT + I (or click the “As Invoice” button on the right panel) to switch to the tabular invoice format.

  4. To switch back, press ALT + I again (it will now say “As Voucher”).

32. Inventory Vouchers & Tracking Number

• Inventory Vouchers are used to record the movement of goods that don’t have a direct financial implication at that moment (e.g., transferring stock between warehouses).

• Key Inventory Vouchers (Gateway of Tally > Inventory Vouchers):

  • Stock Journal (Alt+F7): For stock transfers between godowns.

  • Delivery Note (Alt+F8): To record goods being sent out to a customer (often against a sales order).

  • Receipt Note (Alt+F9): To record goods received from a supplier (often against a purchase order).

• Tracking Numbers: When you create a Delivery or Receipt Note, a tracking number is generated. This number can be used to pull all the item details automatically into a Sales or Purchase invoice, ensuring accuracy and saving time.

33. Bill-Wise Details

• Purpose: To track every invoice individually for payments and receipts, making accounts receivable and payable management easy.

• How to Enable:

  1. F11: Features > F1: Accounting Features.

  2. Set Maintain bill-wise details to Yes.

• How it Works: When entering a Sales or Purchase voucher for a party, Tally will ask for Bill-wise Details:

  • New Ref: For a new invoice. Give it the invoice number.

  • Agst Ref (Against Reference): When receiving/making a payment, select this to apply the amount against a specific pending invoice.

  • Advance: To record an advance payment.

  • On Account: If you don’t want to specify which bill the payment is for.

34. Cost Centers

• Purpose: To allocate costs and revenues to a specific department, project, or person. For example, you can track how much “Conveyance Expense” was incurred by the “Sales Department” vs. the “Marketing Department”.

• How to Enable & Create:

  1. F11: Features > F1: Accounting Features > Set Maintain Cost Centres to Yes.

  2. Go to Gateway of Tally > Accounts Info. > Cost Centres > Create.

  3. Enter the name of the Cost Center (e.g., “Sales Department”).

• Usage: When you pass an expense entry (e.g., paying for printing), Tally will ask for the Cost Centre allocation after you enter the amount.

35. Cost Categories

• Purpose: To create a parallel allocation structure for costs. For example, you can have Cost Centers like “Sales Dept” and “Marketing Dept” and a Cost Category called “Managers”. You can then allocate a single expense to both a department and a manager.

• How to Enable & Create:

  1. F11: Features > F1: Accounting Features > Set Maintain more than one payroll or cost category to Yes.

  2. Go to Gateway of Tally > Accounts Info. > Cost Categories > Create.

  3. Enter the category name (e.g., “Employee Grade”). You can then create Cost Centers like “Manager”, “Executive” under this category.

36. Bank Reconciliation

• Purpose: The process of matching the balances in a company’s bank records with its corresponding bank statement.

• Steps:

  1. Go to Gateway of Tally > Banking > Bank Reconciliation.

  2. Select the Bank ledger.

  3. The screen will show all bank transactions recorded in Tally.

  4. Look at your physical bank statement and enter the date on which each transaction was cleared in the Bank Date column.

  5. As you enter dates, the Balance as per Bank at the bottom will change. When it matches your statement’s closing balance, your bank is reconciled.

  6. Press Ctrl + A to save.

37. Order Processing

• Purpose: To manage the entire sales and purchase cycle, from order to delivery/receipt to invoice.

• How to Enable:

  1. F11: Features > F2: Inventory Features.

  2. Set Enable purchase order processing to Yes.

  3. Set Enable sales order processing to Yes.

• New Voucher Types Activated:

  • Sales Order (ALT + F5)

  • Purchase Order (ALT + F4)

• Flow: Create a Sales Order > Create a Delivery Note and link it to the Sales Order > Create a Sales Invoice and link it to the Delivery Note. Tally tracks pending orders automatically.

38. Pre-Closure of Order

• Purpose: To manually close an order that has been partially fulfilled and will not be fulfilled further.

• How to do it:

  1. Go to Display > Statement of Inventory > Sales Order Outstandings (or Purchase Order Outstandings).

  2. Select the order you want to close.

  3. Press Alt+C (Pre-Close).

  4. Enter the quantity you wish to pre-close and a reason.

  5. The order will be removed from the pending list.

39. Batch wise Details

• Purpose: To track items that are produced or procured in lots or batches, often with manufacturing and expiry dates. Essential for pharmaceuticals, food products, etc.

• How to Enable & Use:

  1. F11: Features > F2: Inventory Features > Set Maintain Batch-wise Details to Yes.

  2. You can also set Set expiry dates for batches to Yes.

  3. While creating a Stock Item, set Maintain in Batches to Yes.

  4. Now, during a Purchase or Sales entry for this item, Tally will prompt you to enter/select a Batch Number, along with manufacturing and expiry dates.

40. Price List

• Purpose: To create different price levels for different types of customers (e.g., Wholesaler, Retailer).

• How to Enable & Create:

  1. F11: Features > F2: Inventory Features > Set Use multiple price levels to Yes.

  2. Tally will ask you to define Company Price Levels (e.g., “Wholesale”, “Retail”).

  3. Go to Gateway of Tally > Inventory Info. > Price List.

  4. Select a Stock Group and a Price Level.

  5. Define prices and discount percentages for items based on quantity.

• Usage: In a sales voucher, after selecting a party, you can select the applicable Price Level, and Tally will automatically pick the correct rates.

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Section 5: Advanced Inventory & Manufacturing

41. Bill of Materials (BOM)

• Purpose: A BOM is a list of all raw materials or components required to manufacture a finished product. It’s like a recipe.

• How to Enable & Create:

  1. F11: Features > F2: Inventory Features > Set Enable component list details (Bill of Materials) to Yes.

  2. Go to the Stock Item Alteration screen for a Finished Good (e.g., “Desktop Computer”).

  3. Set Set Components (BOM) to Yes.

  4. In the BOM screen, give the BOM a name, specify the Unit of manufacture, and then list all the Raw Materials (e.g., CPU, RAM, Motherboard) and their quantities required to make 1 unit of the finished good.

  5. Press Ctrl + A to save.

42. Manufacturing Journal

• Purpose: A special voucher used to record the production of goods. It consumes raw materials and produces finished goods based on a BOM.

• How to Create & Use:

  1. First, you need to create a new voucher type. Go to Accounts Info > Voucher Types > Create.

  2. Name: Manufacturing Journal. Type of Voucher: Stock Journal.

  3. Set Use as a Manufacturing Journal to Yes.

  4. To use it, go to Inventory Vouchers > Alt+F7 (Stock Journal) and select your “Manufacturing Journal” voucher type.

  5. Select the Finished Good you are producing. Tally will automatically fill in the Raw Materials to be consumed based on its BOM. Enter the quantity of finished goods, and Tally will calculate the raw material consumption.

43. Zero Value Entries in Vouchers

• Purpose: To record transactions that have no monetary value but affect inventory, such as sending free samples.

• How to Enable:

  1. F11: Features > F2: Inventory Features.

  2. Set Enable zero-valued transactions to Yes.

• Usage: In a sales invoice, you can now enter a quantity for an item but leave the rate and amount as zero. This will reduce your stock but not affect your accounts receivable.

44. Budget & Control

• Purpose: To set financial limits for expenses and track your actual performance against them.

• How to Enable & Create:

  1. F11: Features > F1: Accounting Features > Set Maintain Budgets and Controls to Yes.

  2. Go to Gateway of Tally > Accounts Info. > Budgets > Create.

  3. Give the budget a name (e.g., “Office Expenses Budget 23-24”).

  4. Set the period.

  5. Set budgets for Groups (e.g., for the entire Indirect Expenses group) or for individual Ledgers (e.g., a specific limit for the “Printing & Stationery” ledger).

• How to View: Go to Display > Trial Balance. Select the budget to see a comparison of actual vs. budgeted figures.

45. Security Control

• Purpose: To create users and assign them specific rights, preventing unauthorized access or changes to data.

• How to Enable:

  1. While creating or altering a company (ALT+F3), set Use Security Control to Yes.

  2. Enter the Name of Administrator and a Password.

• How to Create Users & Roles:

  1. Load the company using the administrator password.

  2. Go to Gateway of Tally > Alt+F3 (Company Info) > Security Control.

  3. You can define User Roles (e.g., “Data Entry Operator”) and disallow access to certain reports or voucher types.

  4. Then you can create Users and Passwords and assign them a specific role.

46. Tally Audit

• Purpose: A feature that helps an administrator or auditor track changes made to vouchers after they have been entered.

• How to Enable:

  1. Go to Alt+F3 (Company Info) > Alter Company.

  2. Set Use Tally Audit features to Yes.

• How to Use:

  1. As an administrator, go to Display > Statements of Accounts > Tally Audit.

  2. You can check which users have entered or altered vouchers and accept the changes.

47. Backup & Restore

• Backup (Crucial for data safety):

  1. From Gateway of Tally, press Alt+F3.

  2. Select Backup.

  3. Source: Tally will automatically show the path of your data.

  4. Destination: Specify where you want to save the backup file (e.g., D:\TallyBackup). Always back up to an external drive or cloud storage.

  5. Select the company and accept. A file TBK900.001 will be created.

• Restore:

  1. From Gateway of Tally, press Alt+F3.

  2. Select Restore.

  3. Destination: The folder where your Tally data is kept.

  4. Source: The folder where your backup file is located.

  5. Select the company from the backup list and accept.

48. Interest Calculations

• Purpose: To automatically calculate simple or compound interest on loans, deposits, or overdue customer balances.

• How to Enable:

  1. F11: Features > F1: Accounting Features.

  2. Set Activate interest calculation to Yes.

• How to Configure:

  1. In a ledger’s alteration screen (e.g., a customer or a loan ledger), set Activate interest calculation to Yes.

  2. A configuration screen will open where you can specify the interest rate, whether it’s on credit/debit balances, and its applicability (e.g., 30-day balance, calendar month).

• How to View: Go to Display > Statement of Accounts > Interest Calculations.

49. Actual & Billed Quantity

• Purpose: Used when the quantity delivered is different from the quantity billed. Common in industries where free items are given (e.g., “Buy 1 Get 1 Free”).

• How to Enable:

  1. F11: Features > F2: Inventory Features.

  2. Set Use separate actual and billed quantity columns to Yes.

• How it Works: In a Sales or Purchase invoice, you will now see two quantity columns.

  • Actual: The quantity that physically moves.

  • Billed: The quantity for which the customer is charged.

  • For a “Buy 1 Get 1 Free” offer: Actual = 2, Billed = 1. Stock will be reduced by 2 units, but the customer is billed for only 1.

50. Tally to Excel

• Purpose: To export any report from Tally into an Excel file for further analysis or formatting.

• Steps:

  1. Open any report in Tally (e.g., Balance Sheet, Day Book).

  2. Press ALT + E (Export).

  3. Language: Default.

  4. Format: Select Excel (Spreadsheet).

  5. Output File Name: Specify the path and filename (e.g., C:\Daybook.xls).

  6. Configure other options if needed and press Enter to export.

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Section 6: Banking, Printing & Data Management

51. Cheque Printing

• Purpose: To print payment details directly onto a physical cheque leaf from Tally.

• How to Configure:

  1. Go to Gateway of Tally > Banking > Cheque Printing.

  2. Select your bank ledger. Tally will show a list of cheque formats for various Indian banks. Select your bank.

  3. The Cheque Dimensions screen will open. You can fine-tune the printing alignment by measuring your cheque leaf and entering the values. Print a sample to check.

• How to Print:

  1. Pass a Payment voucher (F5) using the configured bank ledger.

  2. After saving the voucher, Tally will ask if you want to print the cheque. You can print it immediately or later from the Cheque Printing report.

52. Split Company Data

• Purpose: To break down a company’s data into multiple smaller periods, usually done at the end of a financial year. This improves Tally’s performance as the data size for the current year is smaller.

• Steps:

  1. First, take a backup! This is a critical first step.

  2. Go to Gateway of Tally > Alt+F3 (Company Info) > Split Company Data.

  3. Select the company you want to split.

  4. Split from: Enter the date from which the new company should begin (e.g., 1-4-2024).

  5. Tally will create two companies: one with data before the split date, and one with data from the split date onwards (with opening balances carried forward).

53. Income & Expense Statement (Profit & Loss A/c)

• Purpose: A financial report that summarizes the revenues, costs, and expenses incurred during a specific period. It shows the company’s net profit or loss.

• How to View:

  1. Go to Gateway of Tally > Reports > Profit & Loss A/c.

  2. Press ALT + F1 for a detailed view.

  3. This report is directly affected by ledgers under Sales, Purchase, Direct/Indirect Incomes, and Direct/Indirect Expenses.

54. Odd/Even Page Printing in Tally

Tally.ERP 9 does not have a built-in feature for odd/even page printing. This functionality is controlled by your printer’s driver settings. When you go to print (Alt+P), click on the printer properties/settings and look for an option to print only odd or even pages.

55. Printing in Tally.ERP 9

• Universal Shortcut: ALT + P on any report or voucher screen.

• Key Options in Print Screen:

  • Print Language: To print in a different language (e.g., Arabic).

  • With Preview: To see a preview on screen before printing.

  • Title: To change the title of the printed report.

  • Copies: To print multiple copies.

56. Logo printing

• Purpose: To print your company logo on your invoices and reports.

• How to Enable:

  1. F11: Features > F1: Accounting Features.

  2. Set Enable Company Logo to Yes.

  3. Location of Logo: Specify the full path to your logo file (e.g., C:\MyLogo.bmp or C:\MyLogo.jpg). The logo should be of a small file size for better performance.

• Now, when you print an invoice, the logo will appear.

57. Multiple Address

• Purpose: To save multiple addresses for a single party (e.g., a corporate office, a billing address, and multiple delivery addresses).

• How to Enable & Use:

  1. F11: Features > F1: Accounting Features.

  2. Set Enable multiple addresses to Yes.

  3. Now, in a party’s ledger alteration screen, you will see a button for M: Mailing Details. This lets you create and name multiple addresses.

  4. During voucher entry, you can choose which address (e.g., Bill To, Ship To) you want to use for that specific transaction.

58. Bill Settlement (see Topic 33: Bill-wise Details)

Bill settlement is the practical application of the Bill-wise Details feature. It involves recording a payment (F5) or receipt (F6) and applying that amount against one or more pending bills using the Agst Ref (Against Reference) method. This marks the bills as “paid” or “partially paid”.

59. E-mail in Tally.ERP 9

• Purpose: To directly email reports and invoices from Tally.

• How to Configure:

  1. From any screen, press Alt+M (Email).

  2. Click C: Configure.

  3. Select an Email Server from the list (e.g., Gmail, Yahoo) or configure your own SMTP server details.

  4. You will need to provide your email address and password. For Gmail, you may need to generate an “App Password”.

• How to Use: Open a report, press Alt+M, fill in the recipient’s details, and send.

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Section 7: TDS (Tax Deducted at Source)

60. TDS (Tax Deducted at Source)

• What it is: A system where the person making a payment (deductor) is required to deduct tax at a specified rate and deposit it with the government. The person receiving the payment (deductee) gets the net amount.

61. Enabling TDS in Tally.ERP 9

1. F11: Features > F3: Statutory & Taxation.

2. Set Enable Tax Deducted at Source (TDS) to Yes.

3. Set Set/alter TDS details to Yes.

4. Enter your company’s TAN Registration Number, TAN, Deductor Type (Company/Individual), etc.

5. Press Ctrl+A to save.

62. TDS Ledger Creation

• You need two types of ledgers: an Expense Ledger and a TDS Duty Ledger.

• TDS Duty Ledger (e.g., “TDS on Rent”):

  1. Name: TDS on Rent. Under: Duties & Taxes. Type of Duty/Tax: TDS.

  2. Nature of Payment: Select the relevant TDS nature from the list (e.g., “Rent of Land, Building or Furniture”).

• Expense Ledger (e.g., “Office Rent”):

  1. Name: Office Rent. Under: Indirect Expenses.

  2. Is TDS Applicable?: Applicable.

  3. Default Nature of Payment: Select the same nature as above.

• Party Ledger (e.g., Landlord):

  1. In the party’s ledger alteration, set Is TDS Deductible? to Yes.

  2. Select the Deductee Type (e.g., Individual/HUF-Resident).

  3. Enter their PAN. If no PAN is provided, TDS is deducted at a higher rate.

63. TDS Voucher Entry

• This is typically done via a Journal Voucher (F7) at the time of booking the expense.

• Example Entry for Rent of ₹50,000 (TDS @ 10%):

  • Dr: Office Rent A/c – ₹50,000

  • Cr: Landlord’s A/c – ₹45,000

  • Cr: TDS on Rent A/c – ₹5,000

  • (Being rent expense booked and TDS deducted)

64. TDS Computation Report

• Shows the detailed calculation of TDS for each transaction.

• Path: Display > Statutory Reports > TDS Reports > Computation.

65. TDS Outstanding Report

• Shows what TDS has been deducted but not yet paid to the government.

• Path: Display > Statutory Reports > TDS Reports > TDS Outstandings.

66. TDS Payment Report

• This report shows TDS payment transactions. The payment is made using a Statutory Payment voucher.

• Path for Payment: Go to Accounting Vouchers > F5: Payment. Press Alt+S (Stat Payment). Select TDS, the period, and the TDS duty ledger. Tally will auto-fill the amount.

• Path for Report: After payment, you can see it in various TDS reports and challans.

67. TDS Report

The main TDS reports menu is found at Display > Statutory Reports > TDS Reports. This includes key forms like Form 26Q, Challan Reconciliation, and all the reports mentioned above.

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Section 8: Service Company Accounting

68. Creating New Service Company

The process is identical to creating any other company (Topic 4). The main difference is in the features you enable. For a pure service company, you might disable inventory features.

• F11: Features > F2: Inventory Features > Set Integrate accounts and inventory to No.

69. Enabling GST for Services

The process is identical to enabling GST for goods (Topic 7). GST law applies to both goods and services.

70. Creating GST Ledger for Services

The process is identical to creating GST ledgers (CGST, SGST, IGST) as explained in Topic 30. They are universal for goods and services.

71. Creating Purchase Ledger (for Services)

Same as Topic 28. A Purchase Ledger is created under the Purchase Accounts group. You might name it “Professional Services Purchase” to distinguish it from goods purchases.

72. Creating Sales Ledger (for Services)

Same as Topic 29. A Sales Ledger is created under the Sales Accounts group. You can name it “Consulting Revenue” or “Service Revenue”.

• Alternative: Instead of creating service items, you can create Sales Ledgers for each service type (e.g., “Sales – Annual Maintenance”, “Sales – Installation Services”) and select them directly in an invoice.

73. Creating Supplier Ledger

A supplier ledger is simply a party ledger for someone you buy from. The process is the same as creating any party ledger (Topic 11), but the group is Sundry Creditors.

74. Creating Customer Ledgers

A customer ledger is a party ledger for someone you sell to. The process is the same as creating any party ledger (Topic 11), but the group is Sundry Debtors.

75. Service Purchase Voucher Entry

1. Go to Accounting Vouchers > F9: Purchase.

2. Press Alt+I to switch to “Accounting Invoice” mode (since you don’t have stock items).

3. In the Particulars column, select the Service Purchase Ledger you created (e.g., “Professional Services Purchase”).

4. Enter the taxable value.

5. In the next lines, select the CGST and SGST/IGST ledgers. Tally will calculate the tax.

6. Debit the Supplier Ledger.

76. Service Sales Voucher Entry

1. Go to Accounting Vouchers > F8: Sales.

2. Press Alt+I for “Accounting Invoice” mode.

3. In the Particulars column, select the Service Sales Ledger (e.g., “Consulting Revenue”).

4. Enter the taxable value.

5. In the next lines, select the CGST and SGST/IGST ledgers.

6. Credit the Customer Ledger.

77. Service Reports

Service-related reports are the standard accounting reports. There are no separate “service reports”. The most important ones would be:

• Profit & Loss A/c: To see your service revenue vs. expenses.

• Outstanding Reports: To track receivables from customers and payables to suppliers. (Display > Statement of Accounts > Outstandings).

• GST Reports: To file your GST returns (Display > Statutory Reports > GST).

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Section 9: Productivity & Shortcuts

78. Shortcut keys