Training Material on Tally Accounting & Inventory Management Software: (Short Course)

• The Company Information (Alt+F3)

How to View Balance Sheet? 1
o Select Company: Allows you to Select GatewayBalance Sheet
or Load a company How to View Profit & Loss Account?
o Shut Company: Allows you to Shut a GatewayProfit & Loss Account
company How to View Cash Flow Statement?
o Create Company: Allows you to create GatewayDisplayCash/Fund FlowCash Flow
a company
o Alter: Allows you to alter a company How to View Trial Balance
o Change Tally Vault: Allows you to GatewayDisplayTrial Balance
secure the data by providing a How to View a Ledger?
tallyvault password GatewayDisplayAccounts
o Backup: Allows you to take backup of BooksLedgerNow Select you ledger and Press
company data Enter> Press F12 (Configuration) to customize your
o Restore: Allows you to restore data view.
backup
• F12 Key always stands for Configuration
Learning Objectives: of a Report or Entry form in Tally.
After getting training on this session you will • When Tally asks Yes/No Pressing enter
be able to: stands for Yes and pressin escape stands for
• Create, Alter a Company No.
• View the default List of Accounts How to Veiw a Day Book?
• Create additional Ledgers & Groups-Your own GatewayDisplayDay Book
Chart of Accounts How to Print a Report?
• Change Voucher Numbering Systems. Open the Report and press Alt + P
• Enter Accounting Vouchers. How to View Statistics?
• View & Print Financial Statements. GatewayDisplayStatement of Accounts
• Use Tally Help Statistics
• Customize your Feature
Using Tally Online Help
Click the Help Menu or Press Alt+H
Creating a company: Creating a company
involves providing basic information about Q1. Can I alter a Group or Ledger?
the company whose books of accounts are to Yes. For alter a ledger Gateway>Accounts
be maintained in tally InfoLedger Alter now select the ledger you
How to View List of Accounts? intend to alter.
GatewayDisplayList of Accounts Q2. Can I delete a Group of Ledger?
By default Tally creates 28 groups and 2 ledgers when a Yes. You can delete a Group or Ledger subject to that
company is created. the deleting item is not used in any related records.
How to Create a Ledger? For deleting a ledger, the ledger must not be used in
GatewayAccounts InfoLedgerCreate any voucher. For deleting a Group, no ledger must
How to Create a Group? be grouped under the group. Key Alt + D
GatewayAccounts InfoGroupCreate Q3. Can I delete a Voucher?
You can create ledgers and goups in single Yes. Open the Voucher and Press Alt+D
mode or in multi mode (for faster creation) However, the administrator may restrict users
How to Change Voucher Auto Numbering system deleting or altering any Group, Ledger or
to Manual Numbering System? Voucher. This will be covered in Next Sessions.
GatewayAccounts InfoVoucher TypeAlter
How to Enter Accounting Vouchers? Pressing F11 at the Gateway will show you the
GatewayAccounting VouchersNow Select your selected features for your company. You can change
Voucher Type and enter data in respective fields. in to fit your needs.
Default Accounting Voucher Types:
As you have completed the Session One of the Short Course, you know the
Payment, Receipt, Contra, Journal, basic operations of Tally Software and you can update your data & take
Sales, Purchase, Debit Note, Credit print out of reports. You are requested to practice more by entering your
Note, Rev. Journal real world data.
Voucher Types in Italic are to be activated using F11 Key
(Feature) from the Gateway Menu.

Instructor: Touhid Imam Khan, Cell No. 01552-485898

Email: touhidik@gmail.com
 Training Material on Tally Accounting & Inventory Management Software: (Short Course)

To use Inventory Feature in Tally You need to select

Accounts with Inventory in the Company Creation
give your own number, in which case select New Number. If you
do not wish to give a tracking number at all, select Not Applicable.
Tracking numbers link the different accounting vouchers with the
2
Screen. inventory vouchers as follows:
How to Integrate Accounts with Inventory? • Receipt Note/Goods In vouchers are linked to Purchase
GatewayF11Integrate Accounts with Inventory [Yes] Vouchers
• Goods Out /Delivery Note are linked to Sales
Learning Objectives: Voucher/Invoice.
• Rejections-In is linked to Credit Note
After getting training on this session you will • Rejections-Out is linked to Debit Note
be able to: New number
• Create Stock Group, Stock Item and Units Enter a new number that is not in the list. You can use this number
• View the List of Inventory to reconcile, while making a Purchase Voucher entry.
Not applicable
• Enter Inventory Vouchers You can select Not applicable if you do not want tracking number.
• Create Multiple Godown This may be resorted in cases where you want to update stocks
• Assign minimum order level for a group of immediately with this entry and no goods inward entry is needed.
If you select Not Applicable in an inventory voucher, it will
items update stocks and you need not make a separate
• View Stock Summery, Movement etc reports accounting/invoice entry.
• Print Invoice & Reports Uses of the option Not Applicable
If you need to raise a sales voucher/invoice that accompanies the
goods and do not want to pass Goods Out entry, Not Applicable
How to Create an Unit of Measurement? will update stocks without the Goods Out entry.
GatewayInventory InfoUnit of Measnt. Create When you record a purchase voucher and wish to update inventory
How to Create a Stock Item? without a separate Goods In entry, select Not Applicable for the
GatewayInventory InfoStock ItemCreate tracking number.
The same applies to Debit Notes-Rejection Out and Credit Note-
How to Create a Stock Group? Rejection In.
GatewayInventory InfoStock GroupCreate When you send out samples for approval, where you do not want
How to apply FIFO/LIFO/AVERAGE costing to raise an invoice.
method for stock items? When you receive samples, but no invoice will be forthcoming.
Press F12 at GatewayAccounts/Inventory Info How to Specify Re-Order Level?
[Inventory Master] Allow Advance Entries in Masters GatewayInventory InfoRe-Order LevelNow
[Yes]. This will provide you additional information select desired Stock Group
Note: for getting re-order level activated you need to active
field. You can choose your required stock valuation Sales Order/Purchase Order processing feature first.
method. How to View Stock Summery Report?
How to Enter Inventory Vouchers? GatewayStock Summery
GatewayInventory Voucher How to View Stock Item Summery?
What are the Inventory Vouchers? GatewayInventory BooksStock ItemNow
Stock Journal, Physical Stock Journal, Receipt Note, select your required Item
Delivery Note, Sales Order, Purchase Order, Rejection How to view Stock Ageing analysis?
in and Out. GatewayDisplayAgeing AnalysisNow select a
How to Activate Receipt Note/Delivery Note entry group
option? How to View Movement Analysis?
GatewayF11Use Tracking Number [Yes] GatewayDisplayInventory BooksMovement
How to Activate Purchase Order Processing AnalysisNow you will get another menu for
Feature? different Movement reports, select your required one
GatewayF11 Allow Purchase Order Processing How to obtain Re-Order Status and Quantities to
[Yes] order?
How to Activate Sales Order Processing Feature? GatewayDisplayStatement of InventoryRe-
GatewayF11Allow Sales Order Processing [Yes] Order StatusNow select a stock group
How to Activate Multiple Godown Feature?
GatewayF11Maintain Multiple Godown [Yes]
How to Create a Godown?
GatewayInventory InfoGodownCreate

Tracking Number
The Tracking number is used to link the Receipt Note with the
Supplier's Invoice that will be received later. (Supplier's Invoice is
recorded through the Purchase Voucher). Hence, select the number
which helps maintain the link. Tally gives the Receipt note number
and the Reference number as default. However; you may opt to

Instructor: Touhid Imam Khan, Cell No. 01552-485898

Email: touhidik@gmail.com
Training Material on Tally Accounting & Inventory Management Software: (Short Course)

How to activate Budget & Control Feature?

GatewayF11Maintain Budgets & Control [Yes]
How to create a budget?
Buying rate – specified rate
This is the rate at which you would buy the foreign
currency (as opposed to bank's buying rate. Banks will
3
GatewayAccounts InfoBudgetCreate sell currency to you in this case). Hence, it is used in
You can set budget for group, ledger or cost centers payment vouchers.
The actual rate at which the currency was last used is
Learning Objectives: displayed and cannot be changed.
After getting training on this session you will Tally calculates Gain or Loss in foreign exchange
be able to: transactions automatically using the standard rates,
• Create, Alter Budget specified rates and actual transaction rates. In the
• Generate Variance analysis reports chapter under Voucher Entry, we shall examine how
• Enter Voucher with Multi currency feature to handle foreign exchange transactions
• Generate reports on Foreign Currency How to View Foreign Currency Information in
• Enter Cost Center information in vouchers Ledger?
• Generate Cost Center wise reports Open a ledgerF12Show Foreign Exchange
• Reconcile Bank Account Details Also [Yes]
• Calculate Interest How to View a report in Foreign Currency with
apprx. Rate?
How to View a Variance Report? Open a reportNew ColumnCurrency Select
GatewayDisplayAccounts BooksGroup your desired currencyPut Exchange Rate
SummeryNow Select a GroupBudget Variance How to activate Cost Center Feature?
on the menu GatewayF11Maintain Cost Center [Yes]
How to activate Multi Currency Option? How to activate a ledger to be used with Cost
GatewayF11Allow Multi Currency [Yes] Center?
Base Currency information shall be put at the GatewayAccounts_infoLedger Create/Alter
Company Creation Screen Select a ledgerCost Centers are applicable [Yes]
How to Create Foreign Currencies? How to View Cost Center wise report?
GatewayAccounts InfoCurrenciesCreate GatewayDisplayStatement of Accounts Cost
How to Put rate of Exchange? CentersNow Select your required report
GatewayAccounts InfoCurrenciesRate of How to Create a Cost Center?
Exchange GatewayAccounts InfoCost CenterCreate
Date for Rates of Exchange How to reconcile Bank Statement?
Rates of Exchange operate on day-to-day basis. Open a Bank Account LedgerF5 (Reconcile) 
Hence, you can specify the rates of different Now put bank dates
currencies for a day. How to activate Interest Calculation Feature?
Standard Rate GatewayF11Activate Interest Calculation [Yes]
The standard rate is used to calculate variances from How to Set a ledger for Calculating Interests?
the actual transaction rates. You may choose to leave GatewayAccounts InfoLedgerCreate/Alter
it blank. Activate Interest Calculation [Yes] Now set
Selling Rate – Specified Rate Parameters (Interest Rate and Method of Calculation)
This is the rate obtained from the daily newspaper or How to View Interest Calculation worksheet?
your banker. If you input this rate before any GatewayDisplayStatement of AccountsInterest
transaction entry, while entering a foreign exchange CalculationLedgerSelect the desired ledger
transaction, this rate will be brought up by default. Interest Calculation is done on daily product basis
(You may still change the actual rate). Selling rate is How to Activate Bill wise Detail Option
your selling rate (as opposed to bank's selling rate. GatewayF11Accounting FeatureMaintain
Banks will buy currency from you in this case) used Balance Bill by Bill [Yes]
for receipt voucher entry where you receive foreign
exchange. This foreign exchange would be sold to At the end of the third session we know the basic and advanced features of
your bank (which buys it at its buying rate). Tally Software. We also can update your data and generate MIS reports.
The actual rate at which the currency was last used is Now you are ready for work with your real data. In the next session you will
learn to secure your data in a multi user environment. You also will learn to
displayed and cannot be changed. recover your data in case of disaster like Hard Disk Crash etc. In the 5 th
The specified rate is used for calculating foreign session you will have a total recapulation and learn tips and tricks that will
exchange variances only in case there is no standard ease your job.
rate.

Instructor: Touhid Imam Khan, Cell No. 01552-485898

Email: touhidik@gmail.com
Training Material on Tally Accounting & Inventory Management Software: (Short Course)

How to Activate Security Control?

Company InfoAlterSelect desired Company and
Press EnterUse Security Control [Yes] Now Enter
The backup file is stored as TBK500.001. If the
backup is taken in a medium likely to extend more than
one – for example, floppy, then the extension digits
4
Admin User Name and Password. (001, 002) will be stored accordingly
The name and password put here is the
administrator of the company. Please not that you can even backup just by copying
the data folders using windows copy and paste. Many
Learning Objectives: users found it to be easier to use direct copying.
After getting training on this session you will
Data on a computer is vulnerable to all types of
be able to:
difficulties. Considering the same, it is important that
• Use Tally Security Features
we do not overlook the importance of regular
• Create Security Levels with restrictions
backing-up of data regardless of the stability of the
• Create users under restricted security levels database. With a little planning and forethought, we
• Use Tally Audit Trail can ensure that maintenance of the important data is
• Backup your data continuous and hassle-free.
• Restore your data if required
• Split your company data
How to restore data in case of disaster?
• Delete a Company
Company InfoRestore Now select Destination,
By default Tally creates two Security Levels: Source and Company name to be restored.
1. Owner
2. Data Entry Important: It is preferable NOT to restore a backup
How to Create additional Security Levels? onto the original data directory primarily to ensure that
GatewayCompany InfoSecurity Control Types No data is overwritten unintentionally
of SecurityYou will see existing Security Levels Caution: Doing this requires extra care as any
(i.e., Data Entry) Press down arrow keyGive a mistake on the procedure may cause your valuable
suitable name for the additional levelNow restrict data to be lost..
operations as you require.
How to create additional users with restriction? How to Split a company data?
GatewayCompany InfoSecurity ControlUser GatewayCompany InfoSplit Company
and PasswordsNow enter user name, password and DataNow select the company for splitting data.
Security Level. Typically, this is all you need to do. Your historical
How to Use Tally Audit Feature? data, whether of 1 or more financial years, will be
GatewayCompany InfoAlterNow select your preserved as one company, and your current financial
desired company and press enterUse Tally Audit year, as the other. There is normally no reason or
Feature [Yes] benefit to split the prior years again into separate years.
How to View Tally Audit Trail? However, should you wish to do so, repeat the above
GatewayDisplayStatement of AccountsTally steps for the prior period.
AuditNow select Voucher or Ledger All the companies are full companies in their own
In voucher menu you will find all un audited and right. Data can be entered, displayed and altered.
audited but altered vouchers. In ledger menu you will Please display or print the key financial reports (Trial
find all newly created and altered vouchers. You can Balance, Balance Sheet, Profit & Loss, Stock
see the user name who has created or altered the Summary etc.) from each of the companies for the
voucher of ledger by pressing F12>Show Entered relevant periods and compare them for accuracy.
Altered by [Yes]. You can accept These data in the Once you are satisfied that you have a successful split,
audit trail report by pressing F7 (one record) or Alt+F7 it is advisable to backup the original company onto
(all records). diskettes and permanently delete its data from your
The Audit report is available only for the hard-disk. This will ensure that you do not accidentally
Administrator. use it to enter fresh data.
To delete a company, press Alt+F3 at the Gateway of
How to Backup your Data? Tally, select to Alter it, and at the point where you can
Company InfoBackupNow select the source, modify the Company Information, press Alt+D.
destination and company to be backed up. You will also need to alter the names of the two
Please note that the source is set by default. You may freshly created companies to suit you.
not need to change the source. Only you type the
destination path (i.e., E:\Backup\011007)

Instructor: Touhid Imam Khan, Cell No. 01552-485898

Email: touhidik@gmail.com
Training Material on Tally Accounting & Inventory Management Software: (Short Course)

The shortcut keys appear in button names in the button bar

(right side of the Tally screen). You can either click the
button from the button bar or press the relevant function
To export the report in ASCII, SDF, HTML OR XML
format
At all reports screens in TALLY
5
key or character underlined/double-underlined.
ALT + I
The buttons have a function key before the button names ( To insert a voucher
Eg: F1: Select Cmp) which means you need to press F1 key At List of Vouchers – inserts a voucher before the one
(Function Key) to select the 'Select Company' screen where you positioned the cursor and used this key
combination.
The buttons have an underlined character ( Eg: F3:Cmp
Info), which means you need to press ALT + F3 to select ALT + O
the 'Company Info' screen. To upload the report at your website
At all reports screens in TALLY
Some buttons have a double-underlined character (Eg: As
Voucher) which means you need to press CTRL + V to ALT + M
select the 'Voucher' in voucher mode. To Email the report
At all reports screens in TALLY
Learning Objectives:
After getting training on this session you will ALT + P
be able to: To print the report
• Use Shortcut keys At all reports screens in TALLY
• Use Tally Auto Value and Normal Calculator ALT + R
• Use columnar register To remove a line in a report
• Filter Report At all reports screens in TALLY
• Use advance search to find desired data
ALT + S
To bring back a line you removed using ALT + R
At all reports screens in TALLY
ALT + 2
To Duplicate a voucher ALT+ V
At List of Vouchers – creates a voucher similar to the one From Invoice screen to bring Stock Journal screen
where you positioned the cursor and used this key At Invoice screen à Quantity Field à Press Alt + V to select
combination the Stock Journal.
ALT + A ALT + W
To Add a voucher To view the Tally Web browser.
At List of Vouchers – adds a voucher after the one where At all reports screens in TALLY
you positioned the cursor and used this key combination.
ALT + X
ALT + C To cancel a voucher in Day Book/List of Vouchers
To create a master at a voucher screen (if it has not been At all voucher screens in TALLY
already assigned a different function, as in reports like
Balance Sheet, where it adds a new column to the report) ALT + Y
At voucher entry and alteration screens, at a field where To Register Tally
you have to select a master from a list. If the necessary At almost all screens in TALLY.
account has not been created already, use this key
combination to create the master without quitting from the CTRL + A
voucher screen. In a Number Field this works for the Auto To accept a form – wherever you use this key combination,
Value Calculator that screen or report gets accepted as it is.
At almost all screens in TALLY, except where a specific
ALT + D detail has to be given before accepting.
To delete a voucher
CTRL + B
To delete a master To select the Budget
At Groups/Ledgers/Cost Centres/
(if it has not been already assigned a different function, as Budgets/Scenarios/Voucher Types/ Currencies (Accounts
explained above) Info) creation and alteration screen
At Voucher and Master (Single) alteration screens.
Masters can be deleted subject to conditions, as explained CTRL + C
in the manual. To select the Cost Centre
ALT + E To select the Cost Category

Instructor: Touhid Imam Khan, Cell No. 01552-485898

Email: touhidik@gmail.com
Training Material on Tally Accounting & Inventory Management Software: (Short Course)

At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/ Currencies (Accounts
Info) creation and alteration screen
PgDn
Display next voucher during voucher entry/alter
At voucher entry and alteration screens
5
At Stock Groups/ Stock Categories/ Stock Items/ Reorder ENTER
Levels/ Godowns/ Voucher Types / Units of Measure ( To accept anything you type into a field.
Inventory Info) creation/alteration screen
To accept a voucher or master
CTRL+ E
To select the Currencies To get a report with further details of an item in a report.
At Groups/Ledgers/Cost Centres/ You have to use this key at most areas in TALLY
Budgets/Scenarios/Voucher Types/ Currencies (Accounts
Info) creation and alteration screen At the receivables report – press Enter at a pending bill to
get transactions relating to this bill (e.g., original sale bill,
CTRL + G receipts and payments against this bill, etc)
To select the Group
At Groups/Ledgers/Cost Centres/ ESC
Budgets/Scenarios/Voucher Types/ Currencies (Accounts To remove what you typed into a field
Info) creation and alteration screen
To come out of a screen
CTRL + I
To select the Stock Items To indicate you do not want to accept a voucher or master.
At Stock Group/ Stock Categories/ Stock Items/ Reorder At almost all screens in TALLY.
Levels/ Godowns/ Voucher Types / Units of Measure (
Inventory Info) creation/alteration screen SHIFT + ENTER
Collapse next level details
CTRL + L At Voucher Register screen and Trial Balance report
To select the Ledger
At Groups/Ledgers/Cost Centres/ SHIFT + ENTER
Budgets/Scenarios/Voucher Types/ Currencies (Accounts To explode a line into its details
Info) creation and alteration screen In almost all Reports:

CTRL + O At a Group/Stock Group/Cost Category/Godown/Stock

To select the Godowns Category – displays Sub Groups and Ledgers/Stock
At Stock Group/ Stock Categories/ Stock Items/ Reorder Items/Cost Centres/Secondary Godowns/Secondary Stock
Levels/ Godowns/ Voucher Types / Units of Measure ( Categories
Inventory Info) creation/alteration screen
At a Voucher – displays its entries and narration
CTRL + Q
To abandon a form – wherever you use this key At a Stock Item- displays its godowns and batch details
combination, it quits that screen without making any
changes to it. At Voucher Register screen – displays the next level details
At almost all screens in TALLY.
At Trial Balance report - displays the next level details
CTRL + S
Allows you to alter Stock Item master CTRL + ENTER
At Stock Voucher Report and Godown Voucher Report To alter a master while making an entry or viewing a
report
CTRL + U At voucher entry and alteration screens
To select the Units At all reports
At Stock Groups/ Stock Categories/ Stock Items/ Reorder
Levels/ Godowns/ Voucher Types / Units of Measure ( Using [Ctrl+N] – you can access the
Inventory Info) creation/alteration screen
Calculator – You can specify any mathematical formula
Ctrl + V and get your answers immediately!
To select the Voucher Types
At Groups/Ledgers/Cost Centres/ Now you are in a position to continue your Accounting task using Tally. You
Budgets/Scenarios/Voucher Types/ Currencies (Accounts are always encouraged to contact us whenever you feel any difficulties in
Info) creation and alteration screen entering your masters/ vouchers or generating desired reports.

PgUp
Display previous voucher during voucher entry/alter
At voucher entry and alteration screens

Instructor: Touhid Imam Khan, Cell No. 01552-485898

Email: touhidik@gmail.com