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1) What is a Voucher Numbering?

A unique reference for a balancing business transaction is known as voucher number. It is the main reference for financial transactions used in some accounting environments. It is also a useful book keeping facility for many other countries’ accounting systems and regulations.

You can configure each business unit’s ledger separately to have voucher numbering as mandatory for all transactions, or prohibited, or optional. There is no voucher numbering, if it is prohibited for the ledger. If it is optional, a voucher number is available for each journal but not a mandatory field.

The voucher number itself can be used as a selection criterion for queries, batch processes and reports.You can configure the ledger to display voucher numbering either in the main transaction reference field, or as a second ledger reference, retaining the transaction reference for other purposes.

2) How to Restart Voucher Numbering?

You can restart the numbering of your vouchers by creating a new voucher type and specifying the applicable dates, prefix, suffix, and other details, as needed.

To create a new Voucher Type

• Go to Gateway of Tally > Accounts Info. > Voucher Types > Create.

Method of Voucher Numbering? – Automatic (Manual Override)

By selecting this option, you can auto-number your vouchers and also manually override the auto-numbering when required.

Prevent duplicates? – Yes, to ensure unique voucher numbers.

Use advanced configuration? – Yes, to open the Voucher Type Creation (Secondary) screen.

Starting Number – 1, if you want a fresh batch of voucher numbers.

Prefix Details, Suffix Details – Here you can enter details specific to your transactions, as required.

Now you can easily record your transactions with a new series of voucher numbers.

The Sales Voucher appears as shown below:

Similarly, if you want to create invoices to track reverse charge transactions for unregistered dealers, create a new voucher type with a separate series of voucher numbers and record the purchase invoices.

3) What are the Methods of Voucher Numbering?

You can select the required Method of voucher numbering from the voucher type creation/alteration screen.

The Methods of Numbering list appears as shown below:

The following methods of voucher numbering are available in Tally.ERP 9:

Automatic

Select Automatic if you want to auto-number the vouchers. Enable Use Advance Configuration to allow advanced configuration for automatic numbering vouchers.

To know more, see Use Advance Configuration.

Automatic (Manual Override)

Select Automatic (Manual Override) if you want to auto-number the vouchers and manually override the auto-numbering, if required. For example, if the voucher number is 10, you can manually override the voucher number as required, say 21. The next voucher number will be 22. Set Prevent Duplicated to Yes to avoid duplicate voucher numbers during entry. You can enable this option only if there are no transactions of this voucher type.

Enable Use Advance Configuration to allow advanced configuration for automatic numbering vouchers. To know more, see Use Advance Configuration.

Manual

Select Manual for numbering vouchers manually. Set Prevent Duplicated to Yes to avoid duplicate voucher numbers during entry. You can enable this option only if there are no transactions of this voucher type.

Multi-user Auto Numbering Method

Select Multi-user Auto to enable allotment of subsequent voucher number in a multi-user environment.

Select None to disable voucher numbering.

4) What is Multi User Voucher Numbering?

The Multi-User Auto Voucher Numbering feature in Tally.ERP 9 works effectively in a multi user environment where multiple users are working on the company data and recording vouchers.

Multi-user auto voucher numbering helps:

• When multiple users are attempting to pass a sales voucher simultaneously, the process may be hindered due to the voucher number allocation.
• When a specific voucher number is used by one of the user the other user will have to re-accept the voucher so that the next available voucher number is allotted to his voucher.
• To ensure that the vouchers are numbered sequentially.
• To ensure that the bill-wise details do not have to be re-entered manually as it will get updated with the new voucher number on acceptance of the voucher entry.

Let us consider three users: Mr. Mohan, Mr. Ram and Mr. Sham. All the three users are trying to record a sales voucher. The voucher on each of their system is numbered as 25. Mr. Mohan saves the voucher first and his voucher will be saved as 25. But when Ram and Sham attempt to save the voucher, the error message “Voucher Number 25 already used! New number will be xx!” appears.

In order to eliminate this error message and avoid the re-acceptance of the voucher, Tally.ERP 9 provides the option of Multi-User Auto Voucher Numbering.

On enabling the Multi user voucher numbering feature, the voucher number appears as 25<Auto> for all the three users.

The bill-wise details screen and other relevant details will also be updates as 25<Auto>.

If the user mentions the voucher number in the Narration field, then on saving the voucher entry, the number in the narration field will be automatically altered to match the new voucher number.

Let us assume that Mr. Mohan saves the entry first. The assigned voucher number 25<Auto> will be saved as 25 in his data. A confirmation message indicating this will appear.

The narration field will be updated accordingly:

The bill-wise details with the updated Bill name will appear as shown:

When Ram and Sham saves the voucher, the voucher number 25 <Auto> will be changed to the next available voucher number.

5) How to Change Voucher Numbering Method?

The voucher numbers of all the transactions recorded using the particular voucher type in the financial year is reset based on the newly selected numbering method. Tally.ERP 9 provides multiple voucher numbering methods for a voucher type. It also gives you the flexibility to change the numbering method at any point of time. However, this will have a retrospective effect on the voucher numbers of existing transactions.

It is suggested not to change the numbering method in the middle of the year as all the transactions already recorded are affected.

Voucher Numbering Method from Automatic to Manual

In case of automatic voucher numbering the transactions will be assigned the number series 1, 2, 3, and so on. When method of voucher numbering is changed from Automatic to Manual, the voucher numbers automatically assigned to all the transactions recorded using the voucher type will be removed and voucher number field will become blank.

Change method of voucher numbering from Automatic to Manual

1. Go to Gateway of Tally > Accounts Info. > Voucher Type > Alter.
2. Select the voucher type to alter the numbering method
3. In the Method of voucher numbering field, change the option from Automatic to Manual.
4. A message is displayed with the warning about the affect the change will have on the existing transactions. Click Yes .
5. Press Ctrl+A to accept.

Given below is the illustration of voucher numbering and effect of changing numbering method from Automatic to Manual:

Given below is the image of Day Book showing transactions recorded with Automatic as the numbering method:

Given below is the image of Day Book showing transactions after the numbering method of the voucher type is changed from Automatic to Manual:

Change Voucher Numbering Method from Manual to Automatic

In case of Manual method of numbering, you enter the voucher numbers during recording of the transaction. In case the numbering method is changed to Automatic, the voucher numbers entered manually will be replaced by the series 1, 2, 3, and so on starting from the first transaction recorded using the voucher type in the financial year.

Given below is the illustration of voucher numbering and effect of changing numbering method from Manual to Automatic:

Given below is the image of Day Book showing transactions recorded with Manual as the numbering method:

Given below is the image of Day Book showing transactions after the numbering method of the voucher type is changed from Manual to Automatic:

6) What is Duplicate Voucher Number?

Cause

This error is caused when voucher having manual number is entered or when the voucher is saved from a client machine.

Solution

This error occurs in the following scenarios in Tally.ERP 9.

1. When the Method of Voucher Numbering is set to Manual and Prevent Duplicate is set to Yes in the Voucher Type that displays error.
2. When multiple users from different client machines try to save a voucher of the same voucher type having the same number.

The following are the sequential solutions to the above reasons:

3. Type the next number in the Voucher Creation /Alteration screen having manual numbering system (For example: If the no. 001 prompted ‘Duplicate Voucher Number’ error, type 002, as 001 has already been used).
4. Re-accept the voucher, so that the next voucher number will automatically get generated in the voucher number field.

Precautions

1. If you are importing data from XML to Tally, make sure that your voucher numbering is set as Manual – Prevent Duplicate = YES
2. If the vouchers are already entered in a particular voucher type and the numbering method is Automatic than do not try to switch to Manual because by doing this all your existing voucher numbers will get erased. It is recommended to either delete the vouchers or create new voucher type

SOURCE: help.tallysolutions.com