Tally notes.docx

8/18/2019 Tally notes.docx

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1) Explain what is Tally and where it can be used?

Tally is a software for accounts and inventory management, which is used for performing

many functions like

• Performing all basic accounting functions

• Estimating job costing

• Storing details and managing inventory items

• Managing payroll

• Filing tax return, managing prot, and loss statement, preparing a

balance sheet, V! forms, trial balance, cash"#o$ report, etc%

• Maintaining budget scenarios

• &alculating interest on the outstanding amount

• Managing data over di'erent locations and synchroni(e it

2) Mention what is the diference between Tally ERP 9 and Tally 72?

Tally 72 Tally ERP 9

• )t is an integrated solution that provides a

function related to accounting, reporting and

inventory• !his version includes V! *Value dded !ax+

functionality, icensing and !ax deduction at source

• )t is $idely used because of simplifying V!,

Service !ax and !-S formalities

• )t provides t$o licensing, Single .ser icensing

and Multi .ser icensing

• )t is an upgraded version of !ally

many features li1e !-S, Payroll mana

dealers, etc%

•

!his version includes handling ofStatutory and !axation, Payroll, Multi"l

etc%

• )t is more popular because of prov

inventory management and simplifyin

• )t is available in t$o edition !ally

Edition+ and !ally 3old *Multi".ser Edi

!) Mention what "eatures are a#ailable in Tally ERP 9 "or $ccountin%?

For Accounting Tally ERP 9 offers

• 2utstanding Management

• &ost4Prot &enters Management

• )nvoicing

• 5udget4Scenario Management

• 2ther features li1e &he6ue Printing, etc%

&) Mention what are the "unctional enhance'ent or "eatures

included into Tally ERP 9?


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• E('ailin% option .sers can send accounting reports to multiple

recipients along $ith an additional facility li1e 7et"ban1ing and Printing in

various format is provided%

• $ccountin% *oucher ne$ type of numbering feature is added to

the voucher, it ensures that the voucher are numbered se6uentially

• Print +an, Transaction -etails )t provides an option to ta1e the

print of ban1 details on formal receipt

• .redit /i'its !he &redit imit control set for a party ledger $ill not

be applied on sales order% $arning or alert message $ill pop up on the

credit limit, and user can still save the voucher

• .0T Even in a simple format the &S! form details entered in the

invoice $ill get printed

• Excise "or Manu"acturers ll details related to buyers and suppliers

can be displayed in the voucher also daily stoc1 register can be

maintained according to date $ise, multi items types and !ari' $ise

• n#entory *ouchers For inventory section, you can no$ mention the

3odo$n address and also print the name

• Payroll 7e$ !8 E9P :, enables processing of salary according to

the 7ational Pension Scheme

• 0er#ice Tax; .nder journal vouchers, the taxable amount, taxable

percentage and notication number $ill be sho$ed in the service tax

details% uto adjustment of service tax payable can be done against

service tax input credit and cenvat

• *$T ption 9ecording multiple items $ith di'erent V! rates is

possible by conguring the setting of 3-e"ault $ccountin% $llocations

"or 0elected te' n n#oice4

• Tax $udit Form li1e


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• Prot and /oss $ccount !his ledger is created under the

group Pri'ary )n this ledger, previous year=s prot or loss is entered

as the opening balance of this ledger%

8) Mention what are the types o" led%er you can 'a,e in Tally ERP 9?

The types of ledger you can make in Tally ERP 9 are

• &reating a sales4purchase ledger

• &reating an )ncome4Expense ledger

• &reating a party ledger

• &reating ban1 account

• &reating a tax ledger

• &reating a current liabilities

7) Mention what is the shortcuts "or *oucher .reation and $lteration

0creen in Tally ERP 9?

For Tally ERP 9, to create any master (ledger, stock item) on the voucher or alteration

screen, you have to enter Alt+C.

To alter or configure any master item on a voucher, you have to select specific ledger or

stock item on the sales voucher screen and press Ctrl+Enter.

) Mention what is the shortcut to repeat the narration on a

#oucher?

To repeat the narration on a voucher, press Ctrl+R.

9) Explain what is %roup in Tally ERP 9?

Group is a collection of ledgers of the same nature. In the business, expenses like

electric bills, telephone bill, conveyance, etc. are commonly included in groups. Ledger

based on these expenses are created to be used while accounting vouchers are entered.


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1:) Mention what are the types o" Tally ERP 9 #ouchers? $lso %i#e

the shortcut "or creatin% this #ouchers?

Types of Tally ERP 9 vouchers include

• .ontra *oucher(;< =& ) )t indicates the transfer of

funds from ban1 account to the cash account or cash account to

ban1 account, or one ban1 to another ban1 account

• Pay'ent *oucher(;< =6) )t describes payment

histories li1e payment of salary or o>ce rental

• Receipt *oucher(;ournal *oucher(;


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Directory in Tally ERP 9 specifies the path where the company data will be stored.

1!) Mention what is the short cut to recall the last narration sa#ed

"or the rst led%er in the #oucher?

The short cut to recall the last narration stored for the first ledger in the voucher is Alt+R.

1&) Explain how to set up an e'ployee in Tally ERP 9 "or their

payroll?

To process employees’ salaries, Tally ERP 9 give facility to create the required groups

and classify into different categories like—Employee category, Employee groups and

Employees.

?% Employee group creation;

• .nder employee group creation screen(; 0elect Pri'ary

.ost .ate%ory as the &ategory

• 7ame the employee=s group as @SalesA

• Select the group as @PrimaryAand then clic1 on accept to

nish $ith employee group creation

0% Employee Master;

• .nder employee master you can include all the details

about the employees li1e Statutory details, Pass"port B Visa

-etails, &ontract details etc%

16) Explain what trial balance is and how you chec, trial balance in

Tally ERP9?

Trial Balance is basically a summary of all the ledger balances and checks whether the

figures are correct and balanced. It is a way to confirm that the journal entries are

correctly posted to the general ledger. In trial balance, the total of all debts balances

should be equal the total of all the credit balances.

18) Explain what is the de"ault con%uration Tally ERP 9 pro#ides "or

+alance 0heet?

Balance Sheet in Tally ERP 9 will display two columns with Liabilities and Assets. The

balance sheet displays the closing balances of all the primary groups or capital accounts

and the net profit for the period.


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17) Mention how you can #iew the +oo,s o" $ccounts in Tally ERP 9?

To view the Books of Accounts

• 8ou have to press - at the gate$ay of !ally E9P : to bring

up the -isplay menu

• t the display menu, press to bring up the ccounts

5oo1s menu

1) Mention what are the options a#ailable in $ccount +oo,s Menu

in Tally ERP 9?

Account Books Menu include

• 5an1 5oo1 *s+

• &ash 5oo1 *s+

• edger

• 3roup Summary

• Sales 9egister

• Purchase 9egister

• Cournal 9egister

19) Chat does the state'ent o" n#entory be used "or?

Statement of inventory is used to view the reports on Inventory based on Godowns.

Tracking details of items according to the inventory. Also, to query on stock and check

out the budgets forecasts and plans, statistics, etc.

2:) Explain in Tally ERP 9B how you can #iew prot and loss

state'ent?

To view the profit and loss statement, click=1 -etailed and it will display theinformation based on the default primary groups. With every transaction/voucher that is

entered is updated instantly.

21) Explain how you can %enerate schedule * prot D loss account

usin% auditors edition o" Tally ERP 9?

Using auditor’s edition of Tally ERP 9, the schedule-VI balance sheet can be generated.

For that

• 3o to the gate$ay of !ally (;udit B &ompliance(

;Financial Statements(;Prot B oss account


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• Press &trlD< to load the previous year=s company to

generate the Schedule V) prot B loss account $ith t$o year=s

data

22)Mention what are the reuire'ents to connect Tally ERP 9re'otely?

Remote connectivity for Tally ERP 9 is very useful feature, to connect remotely you have

$t the .usto'er end $t the re'ote location

• Valid internet connection

• licensed version of !ally E9P : $ith a !ally%7E!

subscription

• &reate and authori(e remote users for a company

that has to be operated remotely

• For remote access load B connect the company to

!ally%7E! for remote access

• Valid internet connection

• licensed version of !ally E9P :

• valid pass$ord and .ser )- to

soft$are

2!) Mention what is the short cut to select the credit note #oucher in

Tally ERP 9?

Press on F8 (cntrl+F8), it enables you to select the credit note voucher in Tally ERP 9.

2&) Chat is the shortcut to duplicate a #oucher and to add a #oucher

in Tally ERP 9?

• !o duplicate a voucher; use short cut 1eys ltD0

• !o add a voucher; use short cut 1eys ltD%

26) Chat is the short cut to cancel a day boo, or list o" #ouchers in

Tally ERP 9?

In Tally ERP 9, short cut to cancel a day book or list of vouchers is ALT+X

28) Chat is the short cut to lter the in"or'ation based on the

'onetary #alue all 'ost "ro' all report screens in Tally ERP 9?

To filter the information based on the monetary value in Tally ERP 9, you can use the

short cut Alt+F12.

27) Explain what "eatures you can use to con#ert data in encrypted

"or' in Tally ERP9?


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To convert data in encrypted form in Tally ERP 9, you can use function Tally Vault. To

use Tally Vault you to go to the gateway of Tally and press F3 and there you can select

the company for which you want to encrypt the data. Only persons having valid

password can view those encrypted data.

2) Mention what is the shortcut to select the purchase order

#oucher type?

To select the purchase order voucher type, at accounting and inventory voucher creation

and alteration screens, you can short cut as ALT+F4.

29) Fow can you copy text "ro' Tally

You can use the shortcut Ctrl+Alt+C to copy text and shortcut Ctrl+Alt+V to paste text

!:) Fow can you chec, co'pany statutory details?

You can use the shortcut Ctrl+Alt+B to check statutory details from any screen.


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$ebE9P Manual ☜ !able of &ontents

3o to 5ottom

3eneral edger

2vervie$

!he general ledger is the accounting hub that is central to the sub ledgers forcreditors *ccounts Payable+, debtors *ccounts 9eceivable+ and stoc1*inventory+% ll entries in the sub ledgers are also represented by entries in thegeneral ledger% )t is the integration set"up that determines ho$ entries in the sub"ledgers are re#ected in the general ledger% Most activity in the general ledger $illbe automatically created from the activity in the sub"ledgers $ith receivables,

payables and stoc1 administration%

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Go$ever, there are also facilities to;

• Enter general ledger receipts against a pre"dened ban1 accounts%

• Enter general ledger payments against pre"dened ban1 accounts%

• Enter general ledger journals bet$een any general ledger accounts " exceptban1 accounts% !hese can also be made to reverse automatically in thefollo$ing period% Further journals can be posted to any period future orpreviously " the period is determined by reference to the date entered%


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balance sheet account is one $here only the balance at the end of the periodconcerned is of interest% prot and loss is one $here $e are interested in themovement over the period% eg% Motor expenses $e are not concerned $ith thebalance at the end of the month so much as ho$ much $as spent over the periodof the prot and loss% Go$ever, for a ban1 account $e $ish to 1no$ $hat $ehave no$ as a balance not the movements in the account% s noted accounts

created as a member of an account group $ill inherit the properties of theaccount group ie if the account group is a balance sheet group then the accounts$ill be interpreted as balance sheet accounts%

Say $e $ish to report on !he Gague, &ompenhagen and msterdam $e canset up an account group for each, $ith a series of sub"account groups under eachof these account groups%

• !he Gauge "K Sales

• !he Gague "K &ost of Sales

• !he Gague "K 2verheads

• !he Gague "K 2verheads "K Motor Expense

• !he Gague "K 2verheads "K dvertising

• !he Gague "K 2verheads "K Postage Stationery

• !he Gague "K 2verheads "K 9epairs Maintenance

3eneral edger ccountsny number of general ledger accounts can be dened, the structure of theaccounts is goverened by the ccount 3roup " $hich denes $hether an accountis a balance sheet or prot and loss account and $hereabouts it should appear inthe trial balance% ll accounts are displayed under the heading of the accountgroup so the numbering of general ledger accounts has no bearing on the displayof the trial balance or accounts *in contrast to legacy systems+%

3eneral ledger accounts are the cost holders for all accounting in $ebE9P% Jhilstit is possible to run $ebE9P to 1eep trac1 of just stoc1 or debtors4accountsreceivable or accounts payable, it is only $hen these functions are all integrated

$ith the accounting hub that the real value of $ebE9PLs integrated design is fullyrealised% Jith all costs recorded in accounts payable, ban1 accounts, accountsreceivable, stoc1, shipment costing, contract costing etc and $ith the correctconguration, the accounts almost drop out $ith minimal additional manualinputs re6uired% .seful management information is therefore available in realtime as the transactions are made% 7ext day reporting $ith accurate stoc1 cut o' and accruals all automatically made by the purchasing system is possible%

!o create a general ledger account, clic1 on;

Main Menu"KMaintenance; 3 ccount

!he list of existing general ledger accounts $ill display " together $ith the$hether the account group of the account is a P B % !o enter a ne$ account all

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that is re6uired is to give it a number and a description and select an existingaccount group%

3eneral edger !ags *2r &ost &entres+

3eneral edger tags provide an alternative $ay of vie$ing 3eneral edgertransactions% Each income or expenditure transaction can be given its o$n tag,and then reports acan be run based on tags%

s an example consider an organisation $ith several vehicles and theorganisation $ishes to report on ho$ much each vehicle costs to run% tag canbe setup for each vehicle, and then $hen there is any expense, such as fuel,maintenance, licensing, insurance etc then each transaction can be tagged toindividual vehicles, and then a report be produced for the cost of each tagcorresponding to each vehicle%

!ags e'ectively add another dimension to the general ledger " or cost centre

functionality% !here is a tag prot and loss account so you can produce a p B lfor each tag%

!he tag is o'ered up each time you create a general ledger transaction orpurchase invoice or stoc1 adjustment so all general ledger transactions can becaptured $ith the tag or cost centre they relate to and the P B can bereported by tag *or cost centre+%

3eneral edger 5udgets

Each Prot and oss 3eneral edger code can have a monthly budget set againstit% !o enter these budgets select 3 5udgets from the maintenance menu in the3eneral edger Module% From this rst screen you can then select the 3 accountthat you $ish to enter the budget for%

!he user is then presented $ith a screen split into < sections% !he rst section isfor the previous nancial years gures, and sho$s the actual gures, comparedto the budget% !he budget gures cannot be changed%

!he next t$o sections are for this nancial year, and next nancial yearrespectively% For these t$o years you can amend the monthly budget for eachyear% )f the amount is split evenly over the year, you can input a total budgetgure and then clic1 on the aportion budget button, $hich $ill distribute thebudget evenly%

5an1 ccounts

&ertain general ledger accounts can be dened as ban1 accounts " as many ban1accounts as needed can be dened% t the time of dening a general ledgeraccount as ban1 account the currency of the ban1 account must also bespecied% 3eneral ledger accounts dened as ban1 accounts can be reconciled toban1 statements using the matching facilities " all receipts and payments sho$ inthe currency of the ban1 account for easy matching o' statments% Entries madeto ban1 accounts using receipts or payments, also create a total receipt orpayment, $hich is retained for the purposes of matching o' the ban1 statements%

.sing the ban1 payments page, general ledger payments can be analysed to anynumber of other general ledger accounts, but only one entry to the ban1 accountis made% !his page also allo$s payments to supplier accounts to be created%


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Similarly, using the receipt entry page, a series of receipts from customers $hichmay all have been ban1ed together can be deposited as one amount to a ban1account% !here is only one amount appearing on the statement as the total of allthese receipts, this ban1 account transaction is created and available formatching deposits o' the ban1 statements%

5an1 accounts are dened from the setup tab from the lin1 to 5an1 ccountsMaintenance% !here is facility to enter the name of the account, the currency ofthe account, the ban1 account number and the address of the ban1 if re6uired,as $ell as selecting the general ledger account to $hich it refers% !here are lin1sto edit existing ban1 account records and to delete them% Go$ever, once denedas referring to a particular general ledger code it is not possible to change thegeneral ledger code of the ban1 account% !his is because there $ould be entriesmade to this account% Similarly, if ban1 transactions have been created using thisban1 account it is not possible to delete it% !he ban1 account transactions mustbe purged rst *but currently no facility exists to purge ban1 transactions+% )t isnot possible to change the currency of a ban1 account once there aretransactions against it%

2nce all receipts and payments are matched to ban1 statements, the ban1reconciliation statement can be printed $hich should sho$ ho$ the currentgeneral ledger balance reconciles to the ban1 statement for this account% !hereconciliation also has an option available for ban1 accounts set up in other thanthe functional currency of the business *local currency+, to post di'erences inexchange% !he balance of the account is maintained in local currency in thegeneral ledger and for the purposes of the ban1 reconciliation this is converted tothe ban1 account currency at the exchange rate in the currencies table *seeSetup "K &urrency Maintenance+ " this rate can be changed manually to the rateof the day and the foreign currency balance on the account $ill change " tocorrect this balance an exchange di'erence needs to be recorded% Gaving $or1edthrough the matching of receipts and payments to the ban1 statements " the

ban1 statment balance can be entered to compare against the system balance "a correcting entry is then made to the 3 to post the di'erence on exchange% !heposting to the general ledger is bac1 dated to the end of the preceeding month "since it is assumed that the reconciliation may be a fe$ days or a $ee1 behindthe current date%

H !op

5an1 ccount Payments

From the general ledger tab, the rst lin1 under transactions is 5an1 ccountPayments%

!he follo$ing data is re6uired;

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• !he ban1 account from $hich the payment has been *or is to be+ made% select box allo$s this to be selected from the list of dened ban1 accounts%

• !he date on $hich it $as paid% !his is important since the accounting period in$hich the payment is entered is determined from the date% !he system $illdefault to todayLs date " this must be changed $here ban1 payments arebeing entered retrospectively%

• !he currency $hich is being paid% Payment to suppliers may be made inforeign currency being purchased in the currency of the ban1 account at theexchange rate entered " see belo$%

• !he exchange rate " this is the exchange rate bet$een the currency beingpaid and the currency of the ban1 account% )f the currency being paid is thesame as the currency of the ban1 account then this rate should be ?% )fanother currency is being purchased $ith the payment then the rate at $hichit is being purchased should be entered%

• !he functional exchange rate " this the exchange rate bet$een the currency of the ban1 account and the functional currency of the business as dened in thecompany preferences *ie the reporting currency of the business+% Jhere theban1 account is in the same currency as the functional *reporting+ currency ofthe business then this value should be ?% !he functional currency entry $illonly be re6uired $hen the ban1 account currency is di'erent to the thefunctional currency and $ill default to ? automatically if they are the same%

• 7arrative " applicable to the $hole payment% 7arrative applicable to individualgeneral ledger entries can be entered separately%

Payments can ta1e t$o forms " either it is a general ledger payment or it is apayment to a supplier% 3eneral ledger payments re6uire an analysis of ho$ thepayment should be posted to the general ledger% 3eneral ledger accounts can bespecied either as the account code directly *if the account code is 1no$n+ or byselecting from the select box% ny narrative applicable to the general ledgeramount can be entered too " and the amount to be posted to theselected4entered account% !he total payment is ta1en as being the sum of all theentries made% )f the total of all entries made is negative then this is entered as anegative payment " these are accepted to allo$ for correction of data entryerrors% Payments are al$ays entered in the curreny of the payment " theconversions are handled by the system for general ledger postings etc%

H !op

)mport 5an1 !ransactions

!his script imports ban1 transactions% )t $or1s $ith ban1 accounts that have animport format already dened%

!he le format used by your ban1 for statement exports is dened by systemadministrators in Main Menu K General Ledger K Maintenance K Bank Accounts%

H !op

3eneral edger 9eceipts

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!he system allo$s for the receipt of money into any of the ban1 accounts thathave been set up and for the income to be credited to any 3 account% 9eceiptscan be entered in any currency, and $ebE9P $ill trac1 the exchange ratescorrectly

!o initiate a receipt choose the L5an1 ccount 9eceipts EntryL item from the

!ransactions menu $ithin the 3eneral edger module%

Firstly, the receipt header information is re6uired, the ban1 account " one of thepreviously dened ban1 accounts *see setup+, the date the batch of receipts areban1ed, the currency and exchange rate of the ban1ing and the type of receipttogether $ith any narrative% !he currency can be selected from the denedcurrencies *see setup+% !he receipt types can also be selected " they are denedin cong%php% 2nce this information is entered it must be accepted before thereceipts in the batch can be entered%

Secondly the details of each receipt line must be entered% !his consists of the 3tag *if any is to be assigned to this line+, the 3 account code to post this line to,

the amount of the receipt, in the currency selected in the header, details of thepayees ban1, and any narrative you $ish to be entered against this receipt in thegeneral ledger%

2nce all the lines have been entered you you can clic1 on the button to acceptand process the batch% 2nce this has been done, the batch cannot be amended%

Matching of 5an1 Statements to $ebE9P

Jhen a ban1 statement arrives, the transactions that have cleared through theban1, must no$ be matched o' against the transactions in $ebE9P% !Gis can bedone by selecting 5an1 ccount 9eceipts Matching or 5an1 ccount PaymentsMatching from the !ransactions menu in the 3eneral edger module%

7ext select the ban1 account that the statement is for, and use the di'erentoptions available to lter ho$ the transactions are sho$n% !hen it is just a matterof tic1ing o' the transaction on $ebE9P and on the ban1 statement%

3eneral edger Cournals

Enter general ledger journals bet$een any general ledger accounts " except ban1accounts% !hese can also be made to reverse automatically in the follo$ingperiod% Further journals can be posted to any period future or previously " the

period is determined by reference to the date entered%

3eneral edger )ntegration Setup

5an1 ccounts are automatically integrated $ith the general ledger and cannotexist separately $ithout the 3 being used% Every transaction is recorded in t$oplaces *double entry+ eg% ban1 account payment re#ects in the ban1 accountand also in the expense account that is $as paid for " eg% stationery, fuel,entertaining, advertising or $hatever% 2ne entry goes as a debit on the left andthe other as a credit on the right " $hen you loo1 at the trial balance the debitsshould tie up $ith the credits ie the trial balance " a list of the general ledger

balances should have balancing debit total and credit totals%


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Jith respect to the sales *9+ and purchase *P+ ledgers, the integrated generalledger postings that are created automatically for transactions in these modulescan be turned o' in the company preferences screen by setting each of theintegration #ags to 7o%

)ntegrated general ledger postings do provide a good $ay of building up the

businessLs accounts from activity in these sub ledgers%

8ou can choose bet$een t$o levels of integration;

?% )ntegrate 3 at the debtors and sales level only

!his creates general ledger journals for each sale as follo$s;

-9 the debtors control account " dened in the company preferences screen

&9 the sales account " dened $ith reference to the customer sales area, stoc1 category

of the item being sold and the sales type *price list+ of the customer% !his provides great#exibility as to ho$ sales should be posted

&9 the tax to the taxgl account dened in the tax authorities *ie the generalledger code of the tax authority of the customer branch+% )t is also possible tohave just one general ledger account for all sales by defaulting 78 sales area,78 stoc1 category and 78 sales type $ith a single general ledger code " seelater section on sales general ledger codes%

the reverse ta1es place for a credit note%

Jhen cash is received;

&9 the debtors control " dened in company preferences -9 the ban1 account " denedin the ban1 account setup%

!here are also general ledger entries for discounts and di'erences on exchange$hich have been ignored for the purposes of this introduction%

!his level of integration ensures that the list of balances of all customer accounts*in local currency+ al$ays ties up $ith the general ledger debtors control account%

0% )ntegrate 3 at the stoc1 level as $ell

For every sale;

&9 stoc1 value at the standard cost of each item sold " the stoc1 3 accountbeing dened in the stoc1 categories record%

-9 &ost of 3oods Sales *&23S " or &2S+ $ith the same cost% " the &23S 3 accounts aredened $ith similar #exibility as descibed for the Sales 3 accounts under the setupmenu under 94P options

the reverse happens for credits%

!his enables the stoc1 value to be continuously updated in the general ledger

and al$ays be e6ual to the stoc1 valuation at standard cost%


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!his level of integration also has ramications for stoc1 adjustments, stoc1deliveries and stoc1 cost changes%

For stoc1 adjustments the 6uantity adjusted is extended by the standard costand it is $ritten on *&9+ or o' *-9+ to the stoc1 adjustment 3 account asspecied in the stoc1 category record for that item%

For receipts of stoc1 " the stoc1 coming in is extended by the standard cost andthe entry is to;

-9 stoc1 at standard cost x number received " the stoc1 account being dened inthe stoc1 category record for the item being received%

&9 397 suspense at standard cost x number received " this account is specied again inthe company preferences screen%

!he t$o levels of general ledger integration are;

• Sales journals that post a credit to a sales general ledger account, a debit to adiscount account, a credit to a tax account, a credit to a freight recoveryaccount and a debit to a debtor account% !his level of integration also reversesthe posting described here for sales credit notes% !his level also triggers thegeneral ledger journals for ban1ing of cash against debtor accounts% -ebitinga ban1 account and crediting the debtors account%

• Stoc1 journals that post a debit to a cost of sales account and a credit to astoc1 account " and the reverse entries for sales credit notes%

!he level of general ledger integration is determined by reference to the #ags inthe company preferences page%

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Sales Cournals

!he general ledger accounts that are used in this level of integration aredetermined from several inputs%

• Sales rea of the customer being invoiced4credited

• Sales !ype *or price list+ of the customer being invoiced4credited%

• Stoc1 &ategory of the item being invoiced4credited%

table of sales general ledger accounts is maintained and can be modied fromthe setup tab% Jhen an invoice is created from the &onrm-ispatch)nvoice%phpscript the system uses a function dened in 3etSales!rans3&ode%inc to loo1 upthe general ledger codes that are appropriate% 5y default this function uses thefollo$ing logic;

• )f there is a record in the Sales3Postings table that has a matching rea,Sales!ype and Stoc1 &ategory then the function returns the sales account andthe discount account applicable%



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• )f there is a match for the rea and Sales!ype using the default Stoc1&ategory *78+ then the codes applicable to this record are returned%

• !hen if there is a matching Sales type, stoc1 category $ith default *7+ areathis is used%

• !hen if there is a matching stoc1 category record using the default area *7+and the default salestype *7+ this is used " nally

• )f there is no record is found after trying the above combinations then the 3&ode for the default area, sales type and default stoc1 category is used " thisis 3 code ?% )f 3 &ode ? is not dened, then it $ill be created%

Since the logic of ho$ the general ledger account is determined is dened in thisfunction it is relatively simple to change this to $hat is most appropriate for thebusiness%

!he freight recovery and the debtors control account used are those dened inthe company preferences page%

!he tax account used is the account dened in the tax authorities denition usedfor the customer being invoiced%

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Stoc1 Cournals

!he general ledger accounts that are used for posting sales transactions aredetermined using the sales area, the sales type of the customer beinginvoiced4credited and the stoc1 category of the item being invoiced4credited% table of general ledger accounts is maintained and can be modied from the setup tab from the lin1 &23S 3 )nterface Postings% !he same logic as above isapplied and the function is dened in the same 3etSales!rans3&ode%inc scriptto loo1 up the appropriate 3 codes% gain, since the logic of ho$ the generalledger account is determined is dened in the function 3et&23S3ccount, it isrelatively simple to change this to suit the business%

!he account to credit stoc1 $ith for the cost of goods sold is determined byreference to the stoc1 item being sold% !he stoc1 category of the item is retrievedand the general ledger codes applicable to the stoc1 category are used%

!he prot and loss accounts used for stoc1 adjustments are also determined byreference to the stoc1 category record%

!he prot and loss account used for posting the variance bet$een standard costof a purchased item and its actual cost as invoiced is also determined from thestoc1 category record%

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3eneral edger )n6uiries and 9eports

!he $ebE9P 3eneral edger module has the follo$ing reports;

http://www.weberp.org/weberp/doc/Manual/ManualContents.php?ViewTopic=GeneralLedger#tophttp://www.weberp.org/weberp/doc/Manual/ManualContents.php?ViewTopic=GeneralLedger#tophttp://www.weberp.org/weberp/doc/Manual/ManualContents.php?ViewTopic=GeneralLedger#tophttp://www.weberp.org/weberp/doc/Manual/ManualContents.php?ViewTopic=GeneralLedger#top


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• !rial 5alance

!he !rial 5alance is run from the 9eports4)n6uiries menu in the3eneral edger module% )t can be run for any range of periods,including running it over a nancial year end% So for instance if the

nancial year end is


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periods by clic1ing and selecting a range $ithin the periodsselection box%

!he report can also be ltered by individual tag, or all tags can besho$n

• 3eneral edger 2utput to &SV le

.sing this option you can create a csv le of all transactions forselected accounts, over a selected period% !his le can be openedby any spreadsheet pac1age for you to use the data to produceany reports you may $ant% !o produce this report, use the ccountisting to &SV File option from the )n6uiries49eports menu on the3eneral edger module%

8ou can select a range of accounts, by clic1ing and dragging $ithinthe ccounts select box, and li1e$ise you can select a range ofperiods by clic1ing and selecting a range $ithin the periodsselection box%

!he report can also be ltered by individual tag, or all tags can besho$n

• 3eneral edger Cournal )n6uiry

8ou can produce a list of all general ledgedrs that have beenproduced $ithin a given date range, and4or a range of journalnumbers% !o do this, select thje 3eneral edger Cournal )n6uiryfrom the 9eports4)n6uiries menu in the 3eneral edger module%

$ebE9P $ill tell you the possible journal number range by givingthe highest and lo$est numbers that it currently has in the system% 8ou can choose any numbers $ithin that range to sho$ in thein6uiry%

!his $ill produce a table of all journals, $ith their individual journallines for the criteria specied% !o print this table, just clic1 on theprinter icon in the top right hand corner%

8ou can produce a pdf of individual journals, by clic1ing on theprint lin1 at the end of the rst line of the re6uired journal%

5an1 ccount 9econciliation Statement

!his script displays the ban1 reconciliation for a selected ban1 account%

• &he6ue Payment isting

!he che6ue payments listing function allo$s you to create a P-Fsummary of all payments made from the ban1 account you specify,$ithin a date range that you specify%

!o access this functionality, choose &he6ue Payments istingfrom the 9eports4)n6uiries menu of the 3eneral edger Module


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• 5an1 !ransactions )n6uiry

!his in6uiry allo$s you to vie$ all ban1 transactions for a selecteddate range, and the in6uiry can be ltered by matched orunmatched transactions, or all transactions can be chosen%

!o prnt this in6uiry just clic1 on the printer con in the top righthand corner of the table%

!he in6uiry can be selected by choosing 5an1 !ransactions)n6uiry from the )n6uiries49eports menu in the 3eneral edgermodule%

• Prot and oss ccount

Prot and oss statement *PB+, also called an )ncome Statement,or Statement of 2perations can be accessed by choosing the

Prot and oss Statement option from the 9eports4)n6uiries menuin the 3eneral edger module% !his is the statement that indicatesho$ the revenue *money received from the sale of products andservices before expenses are ta1en out, also 1no$n as the topline+ is transformed into the net income *the result after allrevenues and expenses have been accounted for, also 1no$n asthe bottom line+%

!he purpose of the income statement is to sho$ $hether thecompany made or lost money during the period being reported% !he PB is reported for a user selectable range of periods%

!he Prot and oss report can be run as a pdf le for later printing,emailing, or archiving, or it can be sho$n on screen% )t can be runin summary mode " just sho$ing the totals for each account group,or in detailed mode listing each general ledger account balance forall prot and loss accounts grouped by account group%

• 5alance Sheet

5alance Sheet *or Statement of Financial Position+ is a summary ofbalances% ssets, liabilities and o$nership e6uity is listed as at aperiod end% )t be accessed by choosing the 5alance Sheet optionfrom the 9eports4)n6uiries menu in the 3eneral edger module%

!he balance sheet has three parts; assets, liabilities and o$nershipe6uity% !he main categories of assets are listed rst and arefollo$ed by the liabilities% !he di'erence bet$een the assets andthe liabilities is 1no$n as e6uity or the net assets or the net $orthor capital of the company and according to the accountinge6uation, net $orth must e6ual assets minus liabilities%

$ebE9P is an accrual based system *not a cash based system+%ccrual systems include items $hen they are invoiced to thecustomer, and $hen expenses are o$ed based on the supplierinvoice date%


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!he report can be run as a pdf le for later printing, emailing, orarchiving, or it can be sho$n on screen% )t can be run in summarymode " just sho$ing the totals for each account group, or indetailed mode listing each general ledger account balance for allbalance sheet accounts grouped by account group%

• !ag 9eports

n )ncome an Expenditure report can be produced, ltered byindividual tags% So for instance follo$ing the example above, if you$ished to vie$ the costs associated $ith a particular vehicle youcan run this report selecting the appropriate tag for the vehicle toreport on to nd the information%

s $ith the Prot nd oss report, this can be produced as an onscreen report, or as a pdf%

!he report can be run by selecting !ag 9eports from the9eports4)n6uiries menu in the 3eneral edger module%

• !ax return reports

!o print the reports for your V!4Sales tax4Purchase tax returns,choose the !ax reports option from the 9eports4)n6uiries menu inthe 3eneral edger module%

8ou can choose a report for any of the tax authorities $ithin $hichyou operate and $ebE9P $ill only print those transactions neededfor your report%

!he report can be run for one month, t$o months, a 6uarter, or forsix months depending on the re6uirements for this particular taxauthority%

8ou can run a summary report to get just the relevant totals, or adetailed report to list all the transactions $ithin that total%

!he report $ill be run as a pdf le for printing, emailing, archivingetc%

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Tally notes.docx

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