index standard narrations 2 2 · pdf filestandard narrations 2 . 2. running balance ......

INDEX

1. Standard Narrations …………………………………………………… 2 2. Running Balance ……………………………………………………….. 8 3. Bank Pay-in-slip ………………………………………………………… 10 4. Overdue Control ……………………………………………………….. 15 5. Mailing Labels …………………………………………………………. 19 6. Negative Stock Control ………………………………………………… 24 7. Group Discount ………………………………………………………… 25 8. Voucher Authorisation ………………………………………………… 30 9. Voucher Type Security ……………………………………………….. 39 10. Ledger Security ………………………………………………………. 43

A. Standard Narrations.

F11

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Accounting Features

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Use Narrations – Yes

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Enter standard narrations. Accept (Yes/No)

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Say Yes to save. During voucher creation entry you get a pop-up list to select from

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select the appropriate narration – the same is copied to the Narration field of the Voucher

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A. Running Balance Normal Ledger Account statement in Tally.

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With the Running Balance customization file attached you get the additional column for Balance after each entry (Running Balance).

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B. Bank Pay in slip

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Select Display

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Select Bank Slip

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Select Bank

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Get the Bank Pay in slip for the day.

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Print the same and present to Bank along with the cheque’s

C. Prevent Billing to Party’s with overdue outstanding(s) – Overdue Control. During Ledger Master Creation/Alteration set the Notes field to Yes. Add Notes for Ledger Accounts is set to Yes also in F12 configuration.

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You should also set Maintain balances bill-by-bill to Yes and specify a Default Credit Period (if applicable). Once set if the Party has any outstanding bills then fresh billing for the Party is blocked with a warning for the User. The details of the outstanding bills are displayed in the Supplementary Details sub form of the Voucher.

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The option to accept the Supplementary Details is disabled for users other than Owner/Administrator.

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The Company Owner/Administrator can override the control by changing the settings in the Ledger Master Notes field to No, to allow invoicing.

D. Mailing Address Labels.

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Select Display

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Select Mailing List

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Select One Label

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Select the Ledger

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The address label for printing on the envelope is ready.

E. Negative Stock Control – to prevent billing of items not in stock.

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F. Group Discount Allows users to set a fixed discount percentage for each stock item - stock group wise. and party wise.

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In the Party’s master set Allow Discounts On Stock Groups to Yes.

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Select the Stock Group

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Set a value for the discount percentage and save the same. In Company Features ( F11 settings) – Inventory Features –

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Set Maintain Multiple Godowns to Yes and Separate Discount column in invoices to Yes.

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During invoicing the discount percentage specified in the Master is automatically assigned to the discount column

G. Tally Voucher Authorisation

Introduction

This security feature is an attempt to provide you with ‘stamp’ in every transaction recorded in Tally, thus bringing you the traditional way of auditing any physical document in your organisation, which generally has signature, stamp or name.

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Tally’s Voucher Authorisation Feature is an add-on for existing Tally users. This feature enables you to post transaction to books of accounts only after authorisation and verification. Typically in Tally’s language, this means, data entry operators enter the transactions and management or seniors approve and post the same to books of accounts.

Company Security Control Alt+F3 Cmp Info – Create/Alter

As shown in the above image, enable the ‘Use Security Control’ and create ‘Name of Administrator’ and ‘Password’. Note: Without enabling security control, this feature will not work.

Voucher Type Master Accounts Info – Voucher Types – Create/Alter

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As show in the above image, choose to make optional as default - ‘Yes’. This will default the selected voucher to be in optional mode at all times during data entry (will not post to books of accounts). If you do not set this option, still our security feature will work, however the user has to make it optional every time during data entry to send it for AUTHORISATION.

Create Users for Company

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As shown in the above image, you can create users who can be categorized under “Data Entry” or “Owner or “User defined level of your own”.

Those users who have been categorized under “Owner” will be allowed to do the authorisation of vouchers of others by default.

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Security Levels Facilities Alt+F3 Cmp Info – Security Control – Types of Security

As shown in the above image, you can also restrict the “Authorisation Vouchers” report for a particular security level hence restricting the users under that category.

Note: Those users who have been categorized under “Owner” will be allowed to do the authorisation of vouchers of others by default.

The button ‘optional’ & ‘regular’ has been disabled for all users except the ‘Administrator’ or ‘Owner’ irrespective of the access levels given to the users.

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Company Login – Data Entry Users

As shown in the above images, the data entry person can log in and create payment voucher or any other voucher (which is optional by default, hence cannot post this voucher to books of accounts!) However, the user can save this voucher and tally will do the rest by automatically bringing this voucher for authorisation and not posting it to books of accounts.

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Authorising Vouchers

As shown in the above image, “Authorise Vouchers’ from Gateway of Tally can be Accessed to authorize vouchers entered by users.

The above report is gateway to authorise vouchers, you can see list of vouchers to be authorized in the report, by pressing enter on the voucher you may be able to authorise, from there you can authenticate the ‘stamping’ of the authorisation (Refer the image below). Once the voucher is authorised, automatically it be removed from the list of vouchers to be authorised.

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As shown in the above image, even authorising the vouchers are automated to a large extent. You can press CTRL + L and instantly find the values “Authorised By”, “Date” and “Time”gets updated automatically. In addition to this, the voucher will now display “Entered By” as to know which user created this voucher. Note: “Authorised By” value is automatically determined from the user login and the “Date” is updated from the machine date.

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Daybook (Authorised / UnAuthorised Vouchers) Gateway of Tally – Display - Daybook

The above screen is displayed from Tally’s daybook, you can see the ‘stamp’ as who entered the voucher and who authorised the voucher. This information is available for all the users of the company subject to access to daybook or voucher register. The button ‘optional’ & ‘regular’ has been disabled for all users except the ‘Administrator’ or ‘Owner’ irrespective of the access levels given to the users.

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About Tally Voucher Authorisation

Though this feature looks and acts in simple manner, you can feel the functional & conceptual aspect of this feature softly touching the ERP concept of ‘people, process & technology’ in a way!

This feature would enormously help the medium to large size companies who maintain their most of the account process In Tally, besides managing many accounts executives to update the business transactions. It would take only few hours to replicate the ‘update process’ in Tally to match your company’s ‘disciplined manual processes’! This may have been followed by your company even before the technology imprint!

H. Voucher Type Security To be used in conjunction with the security feature available in Tally. This additional module allows the Owner / Administrator to assign rights to Users specific for each Voucher Type in Tally, including user defined voucher types.

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Gateway of Tally – Select Security Control

Select Users and Passwords

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Select / Create User – assign a password – assign a security level – Set Voucher Types to

es Y

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The next screen allows the Owner / Administrator to assign the rights for each Voucher type in Tally. Accept the screen to save the settings.

When the User logs in and tries to alter the Payment Voucher ( for which he has only Create rights) – Tally gives the following message

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and does not allow him to proceed with the alteration. I. Ledger Level Security To be used in conjunction with Tally’s Security features, this additional module allows the Owner / Administrator to block viewing of individual Ledgers by users created in Tally. When the file is activated –

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the Owner/Administrator gets the option to Set Create / Alter Security at the Ledger

aster Creation/Alteration screen.

es –

M When this value is set to Y

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allows the Owner / Administrator to Block the Ledger for individual security levels created in Tally. When the said User logs into Tally – they would be denied access to the Ledger.

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