Lesson-18 Creating Purchase Vouchers

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Purchase Entry

Purchase voucher is used to record the Purchase transactions
of the company. The entry can be passed using the Voucher mode or the Invoice
mode where the calculations can be automated and the user can experience the
ease of feeding the transactions into the system.

Creating a Purchase Entry

When
a company buys goods on credit or cash, Purchase voucher
is used to record all the Purchase transactions of the company.
To
pass a Purchase Voucher:
Go
to Gateway of Tally > Accounting Vouchers
·        
Click on F9:Purchase
on the Button Bar or press F9.
For
example, if you are purchasing goods from Supplier A for a value of Rs. 10000/-
a) Debit Purchase Account

           b) Credit Party Account


To
pass a Purchase entry in the Invoice mode, you need to enable the option Allow Invoicing option in F11:Features (F1:
Accounting or F2:Inventory Features).
Invoice mode is of two types, namely
·        
An Account
Invoice
·        
An Item Invoice
Account Invoice:  You will be directly
selecting/debiting the Ledger account in case you are passing an Account
Invoice.  This is useful especially when a Service Bill is entered and
does not include Inventory.
Pass
a purchase Invoice for Service availed from XYZ Couriers.
Item Invoice: You will be first selecting the Inventory and
then allocating the same to the relevant Ledger account.  This is useful
to record all the Inventory movements in books of account.
Pass
a Purchase Invoice against purchase of Item A – 100 Nos. @ Rs. 10/= per
quantity from LMN & Company.

Configuring a Invoice

Before
creating the Purchase Invoice, you can set your Invoice Configurations from F12
configure:
Go
to Gateway of Tally > Accounting Vouchers > F9:
Purchases (As Invoice)
·        
Select F12
Configure.
·        
Set the options, as required.

Purchase Invoice
Configuration

1.     
Accept Supplementary
Details: Set this option to Yes to specify the
Despatch Details.  If this option is set to No, Print Default Name and
Address of Party will be enabled for configuring. Here it captures the default
name and address present in the ledger.
2.     
Allow separate Buyer and
Consignee names:  Customers who are into consignment business and
would like to have the Consignee details on the Invoice, have to set this
option to Yes.
3.     
Use Common Ledger A/c
for Item Allocation:  If you would like to allocate all the Items
to a single Purchase Ledger in the Invoice, you need to set this option to Yes for faster data entry.
4.     
Use Defaults for Bill
Allocations: Setting this option to Yes will
allocate the Bill Numbers automatically as defined in voucher type master in
ascending order.
5.     
Use Additional
Description(s) for Item Name:  If you would like to specify any
additional description for item during entry, this option has to be enabled.
6.     
Consolidate Stock Items
with same rates: If you would like to consolidate the stock items having
same rates in Invoice, set this option to Yes.
7.     
Importer’s Options:
This is useful for import transactions.
8.     
Show turnover achieved
with Customer:  This option will help to view the turnover details
during entry.
9.     
Allow modification of
ALL fields during entry: Default order/delivery note entries appearing
in the Invoice can be changed during Invoice entry. Set this option to Yes to permit modification of all fields.
10.  Warn on Negative Stock Balance: Tally.ERP 9
will display a warning message Negative Stock with quantity details. You can
then check which item is  having negative stock balance.
11.  Honor Expiry Dates usage for Batches: You can
restrict or allow the usage of Expired stocks for selection during entry by
configuring this option.
12.  Show batches with Zero Quantity: On setting
this to Yes the batches with zero quantity will be
available for selection during entry.
13.  Calculate Tax on current Sub-Total: This option
should be enabled if the tax needs to be calculated after considering the
additional Expenses.
For
more details on Purchase Voucher mode configurations refer Voucher Entry
Configuration

Special Keys on the Button Bar:

When
you are passing an Item Invoice in Invoice mode, the
following options will be available in the Button Bar.
Alt+I – Acct Invoice – You can toggle between Item Invoice
and Account Invoice, by clicking on this option on the Button Bar or pressing Alt+I or vice-versa.
Ctrl+V – As Voucher – You can toggle between Invoice mode and
Voucher mode, by clicking on this option on the Button Bar or pressing Ctrl+V or vice-versa.

Special Keys for Voucher Narration Field

·        
ALT+R:
Recalls the Last narration saved for the first ledger in the voucher,
irrespective of the voucher type.
·        
CTRL+R:
Recalls the Last narration saved for a specific voucher type, irrespective of
the ledger.

Creating Purchase Entry
for Expenses/Fixed Assets

In
the normal scenario when a Purchase voucher is entered, only the Ledgers
created under Purchase Accounts are displayed for selection.  In certain
cases if the user would like to pass the Expenses incurred or Fixed Assets
purchase through a Purchase voucher which are normally entered using Journal
voucher, the same is possible by enabling the option Allow
Expenses/Fixed Assets in Purchase Vouchers in F12:
Configure ( Voucher Entry Configuration) in voucher mode.
For Example:
 Pass a purchase entry towards purchase of Computers from Supplier A.
1) Debit Computer
Account (Grouped under Fixed Assets).
2) Credit Supplier A
Account.
Note:
1. On
enabling Allow Expenses / Fixed Assets in Purchase vouchers in Invoice mode the
Fixed Asset and Expense ledgers appear for Accounting Allocation for items.
2. The
Current Asset ledgers appear by default. In voucher mode the Current Asset
ledgers appear after the Dr and Cr from the 3rd line. In invoice mode the same
appears as additional ledgers.

RECOMMENDED READ  Lesson 62 - How to Maintain Multiple Invoice Numbering (Customer Wise)

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