Before You Start: Quick Setup
- Ensure your company is created and GST (if applicable) is enabled under F11 Features.
- Create basic ledgers: Cash/Bank, Sales, Purchase, GST Output/Input, Customer, Supplier.
- (If using inventory) Create Stock Items with tax rates & units.
Voucher hotkeys in TallyPrime: F8 Sales, F9 Purchase, F5 Payment, Alt+I add line, Ctrl+A accept.
Sales Voucher (F8) Customer Invoice
Step-by-Step
- Gateway of Tally → Vouchers → press F8 (Sales).
- Select Party (Customer ledger) and Sales ledger.
- Add Stock Items (Qty × Rate) or service description.
- Choose GST/Tax ledgers (CGST/SGST or IGST) if applicable.
- Enter Narration (optional) → Ctrl + A to accept.
Example (GST within state)
| Line | Ledger/Item | Amount | Effect |
|---|---|---|---|
| 1 | Customer A (Sundry Debtors) | — | Party selected |
| 2 | Sales @18% | ₹10,000 | Revenue (Cr) |
| 3 | CGST 9% | ₹900 | Output tax (Cr) |
| 4 | SGST 9% | ₹900 | Output tax (Cr) |
| 5 | Total | ₹11,800 | Customer Dr |
Journal impact: Customer Dr ₹11,800 / Sales Cr ₹10,000 / CGST Cr ₹900 / SGST Cr ₹900.
Purchase Voucher (F9) Supplier Bill
Step-by-Step
- Gateway → Vouchers → press F9 (Purchase).
- Select Party (Supplier ledger) and Purchase ledger.
- Add Stock Items with quantities and rates (or expenses ledger).
- Apply Input CGST/SGST/IGST ledgers as per invoice.
- Enter Bill ref (bill-wise details) → Ctrl + A to accept.
Example (Interstate purchase @18%)
| Line | Ledger/Item | Amount | Effect |
|---|---|---|---|
| 1 | Supplier B (Sundry Creditors) | — | Party selected |
| 2 | Purchase @18% | ₹20,000 | Expense/Inventory (Dr) |
| 3 | IGST 18% | ₹3,600 | Input tax (Dr) |
| 4 | Total Payable | ₹23,600 | Supplier Cr |
Journal impact: Purchase Dr ₹20,000 / IGST Dr ₹3,600 / Supplier Cr ₹23,600.
Payment Voucher (F5) Cash/Bank Out
Step-by-Step
- Gateway → Vouchers → press F5 (Payment).
- Select Cash or Bank ledger as the payment account.
- Choose the Party/Expense ledger (e.g., Supplier B or Rent Expense).
- For vendor payments, select the bill reference to clear the liability.
- Enter mode (cheque/RTGS), instrument no., and narration → Ctrl + A.
Example (Pay Supplier B ₹23,600 by Bank)
| Line | Ledger | Amount | Effect |
|---|---|---|---|
| 1 | Supplier B | ₹23,600 | Liability Dr (cleared) |
| 2 | HDFC Bank | ₹23,600 | Bank Cr |
Journal impact: Supplier Dr ₹23,600 / Bank Cr ₹23,600.
Ledger Mapping Cheat-Sheet
| Voucher | Primary Ledgers | Typical Taxes | Result |
|---|---|---|---|
| Sales (F8) | Customer (Dr), Sales (Cr) | Output CGST/SGST/IGST (Cr) | Creates receivable |
| Purchase (F9) | Purchase (Dr), Supplier (Cr) | Input CGST/SGST/IGST (Dr) | Creates payable |
| Payment (F5) | Expense/Supplier (Dr), Cash/Bank (Cr) | — | Reduces cash/bank, clears bills |
For inventory valuation and COGS, ensure stock items and units are configured; sales/purchase ledgers should have correct GST classifications.
Pro Tips & Shortcuts
- Bill-wise tracking: Enable bill-wise details on customers/suppliers to manage aging and clearances.
- Round-off: Create a Round Off ledger (Indirect Expenses/Income) to auto-balance invoice totals.
- E-invoice / E-way: If applicable, configure under statutory features and capture IRN/QR fields on sales.
- Go To (Super Search): Use the global search bar in TallyPrime to jump to reports without memorizing menus.
- Print/Email: After saving a voucher, press Alt + P to print or email invoices/payments.
Troubleshooting (Common Errors & Fixes)
| Issue | Cause | Quick Fix |
|---|---|---|
| “Ledger not found / Incorrect group” | Ledger under wrong group (e.g., Sales under Indirect Income) | Edit ledger group (Sales → Sales Accounts, GST → Duties & Taxes) |
| Taxes not calculating | GST not enabled or wrong tax classification | Enable GST in F11; set item/ledger tax rates correctly |
| Party balance not clearing | Bill reference not selected in Payment/Receipt | Use bill-wise details → set against reference to the correct invoice |
| “Date not permitted” | Voucher date outside books/FY | Adjust voucher date or company books/period settings |
| Inventory mismatch | Used service ledger for stock item or vice-versa | Use stock items with units; link to proper sales/purchase ledgers |