Using Voucher Classes for Purchase Cycle in TallyPrime + Example

Voucher classes can be a valuable tool for organizing and managing your purchase cycle data in TallyPrime.

Here’s a detailed explanation of how to use them effectively, along with an example:

1. Benefits of Voucher Classes in Purchase Cycle:

1. Improved Purchase Analysis:

Categorize purchases by supplier type, item category, or any other relevant criteria for better insights into your purchasing trends.

2. Streamlined Reporting:

Generate reports that filter data based on voucher classes, allowing for targeted analysis of specific purchase segments.

3. Enhanced Cost Control:

Analyze purchase costs by category to identify areas for potential cost reduction or negotiation with suppliers.

2. Setting Up Voucher Classes for Purchases:

1. Access “Create Voucher Type” or “Alter Voucher Type”:

  • Open the Gateway of Tally (usually Alt+F12).
  • Choose “Create Voucher Type” to define a new voucher type with classes for purchases (e.g., “Purchase with Classes”) or “Alter Voucher Type” to modify the existing “Purchase” voucher type.

2. Enable “Maintain voucher class” (Optional):

  • Within the voucher type creation/alteration screen, look for an option like “Maintain voucher class” or “Enable Voucher Class.” Tick this box if you want to use voucher classes for purchases.

3. Define Voucher Classes:

  • Create multiple voucher classes relevant to your purchase cycle. Here are some examples:
    • Supplier Type: Local Suppliers, International Suppliers, Raw Material Suppliers.
    • Item Category: Office Supplies, Inventory Items, Equipment.
    • Payment Terms: Cash on Delivery (COD), Net 30 Days, Net 60 Days.
    • Cost Center (Optional): If you use cost centers in TallyPrime, you can create classes based on them (e.g., Marketing Department, Production Unit).

    3. Using Voucher Classes During Purchase Voucher Creation:

    1. Create a New Purchase Voucher:

    Go to “Vouchers” within TallyPrime and select “Purchase” (or your newly created “Purchase with Classes” voucher type).

    2. Select Voucher Class:

    A window will appear prompting you to choose a voucher class. Select the most appropriate class based on the purchase transaction details.

    3. Complete the Voucher:

    • Enter the remaining purchase information like supplier details, items purchased, quantities, and costs.
    • Depending on your voucher class setup, certain fields (like payment terms) might be automatically populated based on the chosen class.

      4. Example: Purchase with Supplier Type Classes

      1. Scenario:

      You want to categorize your purchases by supplier type (Local Suppliers, International Suppliers) to analyze purchase costs and identify potential cost savings opportunities.

      2. Steps:

      1. Follow the steps mentioned above to define voucher classes for Local Suppliers and International Suppliers within the “Purchase” voucher type (or a newly created “Purchase with Classes” type).
      2. When creating a purchase voucher for goods from a local supplier, select the “Local Suppliers” voucher class.
      3. Similarly, choose “International Suppliers” for purchases from international vendors.

      5. Benefits in this Example:

      By using supplier type voucher classes, you can easily generate reports that compare purchase costs from local versus international suppliers, helping you decide on sourcing strategies that optimize cost and efficiency.

      6. Additional Tips:

      1. Customize Voucher Classes:

      Tailor your voucher classes to your specific business needs and reporting requirements for the purchase cycle.

      2. Maintain Consistency:

      Ensure consistent application of voucher classes for similar purchases to maintain data accuracy.

      3. Review and Update:

      Regularly review your voucher classes and update them as your business or reporting needs evolve.

      7. In Conclusion:

      By strategically leveraging voucher classes for your purchase cycle in TallyPrime, you gain a deeper understanding of your purchasing behavior and costs across different categories.

      This empowers you to make informed decisions regarding supplier selection, negotiation strategies, and overall cost optimization within your purchase cycle.


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