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Vouchers

What you'll do: enter vouchers in each mode, add bill-wise details, then open a saved voucher to change, cancel, delete or print it. You'll also set how vouchers are numbered.

Open voucher entry

  1. On the home menu, press V (Vouchers). A Payment voucher opens. Or press Alt+G (Go To) and type the voucher type, for example "sales voucher".
  2. Switch type with a function key. These work inside voucher entry, not on the home menu:
Key Voucher
F4 Contra
F5 Payment
F6 Receipt
F7 Journal
F8 Sales
F9 Purchase
Alt+F5 Debit Note
Alt+F6 Credit Note
Alt+F7 Stock Journal

If you've started typing, KhataOS asks before discarding the voucher. Sales and Purchase Orders, Delivery and Receipt Notes, Rejections, Physical Stock, Payroll and the F10 list of other voucher types aren't available yet.

Enter a voucher

The top shows the voucher type, its number and its date.

  • Date: press F2 to change it. New vouchers start on the current date (see Reports).
  • Number: comes from the voucher type's series. You can't type your own number on screen; see Numbering.

Payment, Receipt and Contra (single entry)

These open in single entry: one cash or bank account at the top, and the other ledgers below.

  1. Account: pick the cash or bank ledger.
  2. Particulars: pick a ledger, then type the Amount. Repeat for more lines.
  3. Pick End of List when you're done.
  4. Type the Narration and press Enter. Answer Y to "Accept?", or press Ctrl+A at any time to save straight away.

Press Ctrl+H to switch to double entry.

Journal, and double entry for any type

  1. For each line, set Dr or Cr (press D or C, or Space to switch), pick the ledger, and type the amount.
  2. KhataOS picks the side of the next line and fills in the difference for you.
  3. When debits equal credits, Enter goes to End of List, then to the narration.
  4. Press Ctrl+A to save.

Journals use double entry only.

Sales, Purchase, Credit Note and Debit Note (item invoice)

If the company has stock items, these open as an item invoice. Otherwise they open as a double entry voucher.

  1. Party: pick the customer or supplier. For a cash sale, pick a cash or bank ledger.
  2. Sales ledger (or Purchase ledger).
  3. For each item: Name of item, Godown (if you have godowns), Quantity and Rate. The amount is worked out; typing the amount works out the rate instead.
  4. The rate starts at the last rate for that item, preferring the same party.
  5. The line shows the closing stock. If stock would go below zero, you see a warning, but you can still save.
  6. Ctrl+I shows or hides a Batch column.
  7. Pick End of List after the last item.
  8. Other ledgers: tax lines are filled in for you from your country's rules (for India, CGST and SGST within the state or IGST between states). Add discounts (as a minus amount), freight and so on. Typing over a tax line makes it your own.
  9. Bill-wise details open for the party (see below).
  10. Type the narration and accept.

Press Ctrl+H to switch between the item invoice and a plain voucher.

If a tax line can't be filled in, the screen says why: for example, there's no duty ledger for that tax yet (create one under Duties & Taxes), or the company's tax ID isn't set (Alt+K, Company details).

India: TDS is suggested on Journal, Purchase and Payment, and TCS on Sales and Receipt, when the ledgers are set up for it. See India.

Keys while entering

Key What it does
Enter Next field
↑ or Shift+Tab Previous field
Backspace In an empty narration, goes back a field
Esc Clears the field; pressed again, asks "Quit without saving?"
Ctrl+A Save
Ctrl+D Remove the line under the cursor
Alt+C In a ledger, item or godown field: create a new one. In an amount field: the calculator
Ctrl+Enter Alter the ledger, item or godown highlighted in the list
Ctrl+N Calculator
F2 Voucher date
Ctrl+H Change mode

After a save, a fresh voucher of the same type opens, with the same account or sales ledger.

Bill-wise details

Lines for party ledgers (under Sundry Debtors or Sundry Creditors) always ask for bill-wise details. They feed Outstanding and Ageing.

  1. The Bill-wise details window opens after the party's amount (or after the items on an invoice).
  2. Pick the Type for each row:
  3. New Ref: a new bill. Give it a name, usually the invoice number. Its due date starts at the voucher date plus the party's credit period.
  4. Agst Ref: settles an open bill. Pick it from the party's open bills.
  5. Advance: money paid or received ahead of a bill, with a due date.
  6. On Account: not tied to any bill.
  7. Type each amount. The bottom shows how much is allocated and what's left.
  8. When the rows add up to the line, press Enter on the last amount, or Ctrl+A.

Backspace on the first row's Type goes back to the voucher. Esc asks before leaving without changes.

Foreign currency

A line on a ledger kept in a foreign currency asks for a Rate of exchange (for example 1 USD = … INR), filled in with the last rate you used. Type the amount in the foreign currency; the base amount is worked out as you type. One voucher can use one foreign currency. When a foreign bill is settled at a different rate, the gain or loss goes to Forex Gain/Loss when you save. See Invoices.

Change a saved voucher

  1. Open it: Enter on its row in the Day Book (K), a ledger statement, or another list.
  2. The title says (Alteration). Change what you need.
  3. Press Ctrl+A. KhataOS returns to where you came from.

A saved voucher keeps its type: to change the type, delete it and enter a new one. Changing a saved voucher needs an Accountant (a Data Entry user can only enter new ones). Every change is kept in the audit trail.

Cancel or delete a voucher

Cancel keeps the voucher and its number in the series, but it no longer counts in any balance. Use it for a spoilt invoice, so the series has no gaps.

  1. Open the voucher, or put the cursor on its row in the Day Book.
  2. Press Alt+X and answer Y.

A cancelled voucher shows in the Day Book as "(Cancelled)" and opens for reading only.

Delete removes the voucher. The audit trail keeps a full copy.

  1. Open the voucher.
  2. Press Alt+D and answer Y.

Both need an Accountant.

  • After saving a Sales invoice, Credit Note or Debit Note, KhataOS asks "Print?".
  • After saving a Payment from a bank account, it asks "Print cheque?", then whether to cross it "A/c Payee". Cheques print on the standard CTS-2010 layout.
  • On any saved voucher, press Ctrl+P to print it (for a bank payment, choose Cheque or Voucher).
  • Press Ctrl+E (or Alt+E) on a saved voucher for the Export menu: a PDF, your country's e-invoice files, and ship-to and export details. See Invoices.

Add a note

On a saved voucher, press Alt+W to add a note or to-do. It shows under the narration and on the Desk.

Numbering

Each voucher type has its own series.

  1. On the home menu, press A (Alter), then Voucher Type.
  2. Pick the type. The list shows each type's next number.
  3. Set:
  4. Restart numbering: never, every financial year, or every month;
  5. Prefix and Suffix, up to 16 characters each. They can use {FY} (such as 26-27), {YYYY}, {YY} and {MM};
  6. Pad to digits: for example 4 gives 0001.
  7. Check the Next number preview, and press Ctrl+A.

New companies restart every type each financial year, and Sales, Credit Note and Debit Note carry the year, such as 26-27/1. Numbers are unique within the series period. Only an Owner can change numbering. Stock Journal numbering can't be changed yet.

India: a sales invoice number must be 16 characters or fewer, use only letters, digits, - and /, and be unique within the financial year (GST Rule 46).

Stock Journal

Use it to move stock between godowns, or to record consumption and production.

  1. In voucher entry, press Alt+F7.
  2. Under Source, enter what goes out: item, godown, quantity. It is valued at average cost.
  3. Pick End of List. Under Destination, enter what comes in. A single destination line takes the whole value.
  4. Type the narration and press Ctrl+A.

Not built yet

These keys that Tally users know are reserved, and pressing them says so: postdated (Ctrl+T) and optional (Ctrl+L) vouchers, repeat narration (Ctrl+R, Alt+R), stock query (Alt+S), tax analysis (Alt+A), related reports (Ctrl+O), unused numbers (Ctrl+Alt+U), the edit log (Alt+Q) and statutory adjustment (Alt+J). PgUp and PgDn don't move between saved vouchers yet, and Ctrl+F (autofill) does nothing. Email and WhatsApp aren't available yet. Memorandum and reversing journals, voucher classes, custom voucher types and cost centres aren't there either.