Lesson-28 Non Accounting Vouchers

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.
RECOMMENDED READ  Payroll in Tally.ERP 9

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