Voucher numbering is a feature of Tally Prime 3.0 which, plays a crucial role in maintaining accurate records and facilitating smooth data entry and managing statutory compliance. In the world of accounting and financial management, Tally Prime 3.0 has emerged as a powerful tool, offering various features to streamline operations. In this blog post, we’ll delve into the different voucher numbering options available in TallyPrime 3.0 and help you understand which one is best suited for your needs.
Snapshot
Understand voucher numbering concept
Type of numbering
What to do in case of deletion
Which one is the best method
Understanding Voucher Numbering in Tally:
Voucher numbering is the process of assigning unique identification numbers to each financial transaction entered in Tally. This ensures that no two transactions share the same number, thereby avoiding confusion and ensuring accurate tracking.
When we talk of voucher numbering we are specially concerned with Sales voucher number, but keeping in mind the edit log concept now every voucher and its numbering should be considered seriously. If our firm is a pvt. ltd. then we have to use Tally Edit Log instead of normal Tally. In edit log Tally voucher numbering should be adopted is such a way that it never changes.
Voucher numbering in sales voucher is of great importance as it cannot be changed keeping in mind the concepts of e-way bill and e-invoice. Moreover in sales voucher, method of voucher numbering helps in maintaining bill wise bill referencing to get a clearer outstanding details. Tally has following options since Tally.ERP9
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- Automatic
- Automatic (Manual Override)
- Manual
- Multi-user Auto
- None
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Automatic Voucher Numbering:
Automatic
Automatic voucher numbering is the default setting in TallyPrime 3.0. Under this option, TallyPrime automatically assigns a unique number to each voucher in sequential order as they are entered. It can be used with advance numbering methods which are described here in great length
Where is should be used?
This approach is simple, efficient, and suitable for businesses with straightforward accounting needs.
Automatic (Manual Override)
Another mode of automatic voucher numbering is Automatic (Manual Override) where Tally can take care of automating the voucher but user can also change it by manually over riding his choice of number.
When it should be used?
If you want voucher numbering to be automatically updated by you can insert vouchers at your own will, then you should use this method. e.g. you have just started entering invoicing in Tally and now you to enter the voucher number which is currently running in your bill book.
Say it is 450 and then date is Aug 14. Now you also want to do the pending work of past days. So you can use this method where if you enter voucher numbers from now onwards it would be automatically updated to 451 but if you want to enter previous voucher of say Aug 13 then you can manually alter the number to 449 and keep recording the vouchers without getting the voucher numbers disturbed.
Multi-user Auto
This is auto voucher numbering when you have multiple people to do entry and the voucher number is to be decided by the Tally and the time voucher is saved by the user.
When it should be used?
Multi – user Auto numbering is specially helpful where to number of users who are entering the same vouchers are more then One. e.g. if in a company sales voucher entry is done by three people then multi user auto option is helpful. It would automatically assign the next available number and you would not get any error while entring vouchers.
Manual Numbering
Manual voucher numbering allows users to manually enter a unique voucher number for each transaction. This option provides more control over the numbering process, which can be useful for businesses that require specific numbering patterns or need to incorporate external references into their voucher numbers.
Changes after TallyPrime 3.0 in voucher numbering
Have you noticed any significant change in voucher numbering in TallyPrime 3.0 onwards? Let me tell you there has been a significant change in the voucher numbering style in TallyPrime 3.0. Whenever you migrate your data from Tally.ERP 9 to Tally Prime it applies its voucher numbering changes.
In fact Tally Prime 3.0 has been introduced in times when e-invoicing has been made as a statutory requirement for businesses with more then 5cr turnover. To make e-invoice simple and to reduce the errors while making e-invoice a new behavior in voucher numbering while inserting or deleting voucher is introduced and that behavior prevents you from changing your invoice number.
The two options given are Renumber voucher and Retain original voucher no. If you choose renumber voucher number option in automatic voucher numbering then whenever you delete or insert any voucher the voucher numbering for other vouchers would be shifted automatically. This can be tolerated in any voucher type except the sales voucher.
In sales voucher you can not change the voucher no as it’s e-way as well as e-invoice details have been uploaded. So While migrating Tally Prime 3.0 put all vouchers with automatic voucher numbering to retain original voucher no. This option is specially helpful in edit log scenario. Although you can change the behavior to renumber voucher when ever you need.
What happens in case of voucher deletion?
If you have applied these settings then if some voucher is deleted accidently then all other vouchers would remain intact. You can identify which voucher has been deleted. But this facility brings one problem for users. Now they cannot use that voucher number again. Suppose voucher no 452 has been accidently deleted then being voucher numbering method automatic you cannot get the voucher no 452. To use the 452 voucher again you have to tick Show unused voucher no option to yes. By default it is always yes.
In sales voucher go to More Details by pressing Ctrl+I or clicking the button on right hand ribbon. Here select voucher no details.
Select unused voucher nos. It would show you all the missing voucher nos. which are not being used due to any reason.
Select the voucher no you want to use. Here take care of the date, it should be inserted on correct date.
Choosing the best option.
Selecting the right option in TallyPrime 3.0 depends on your business’s specific needs and workflows. Here’s a guide to help you decide:
- For Small Businesses: If you have a limited number of transactions, manual method might be the simplest choice.
- For Medium to Large Businesses: Automatic method is ideal, as it saves time, reduces errors, and ensures a consistent sequence.
- For Businesses with Unique Requirements: If your business requires specific numbering patterns for different voucher types or years, consider utilizing advanced parameters with automatic numbering.
Voucher numbering in TallyPrime 3.0 is a crucial aspect of maintaining accurate financial records. It is best defined during the company creation or at the beginning of new financial year. We should keep in mind to use advanced numbering methods by using alpha numeric values. The software offers a range of options, from automatic to advanced numbering, catering to businesses of all sizes and complexities.
By understanding your business’s requirements and workflows, you can choose the best voucher numbering option that aligns with your goals, enhances efficiency, and ensures compliance with accounting standards. TallyPrime 3.0 empowers you to streamline your financial operations and focus on what truly matters: growing your business.
Check out the things you should not do while moving to new financial year in this short video. Consider subscribing my youtube channel to get short tips on Tally Like these.
Tell me in comment box which voucher number method you use.
