While using Tally as your accounting software, you might have encountered issues related to voucher numbering setup. You may wonder which method of voucher numbering to select or how to configure a voucher series with a suffix or prefix. Let me break down all the issues and confusion related to voucher numbering in Tally.

Generally, the voucher numbering series is crucial for all outward documents, meaning it is essential for vouchers whose printed copies are shared with external parties, such as Sales Invoices, Payment Vouchers, Delivery Challans, etc. While setting up the voucher series, it is also important to consider GST compliance, as the voucher series should adhere to applicable norms, such as:

  • The voucher number series should not exceed 16 digits/characters.
  • The voucher number series should not be repeated in a future period or year.
  • No special characters are allowed except a few permitted ones.


How to Set Voucher Numbers for Sales Vouchers or Any Other Vouchers in Tally?

To set or select a voucher numbering method in Tally, navigate to:

Gateway of Tally >> Alter >> Voucher Type >> Select Voucher >> Method of Voucher Numbering (under Voucher Alteration).

You will find different voucher numbering methods. But wait! You might be confused about which one to choose. Which option will work best for your requirement? Let’s understand the different methods of voucher numbering in Tally.

Methods of Voucher Numbering in Tally

TallyPrime supports different voucher numbering methods, such as:

1.     Automatic: This method auto-populates voucher numbers. For example, if voucher number "1" is used for a transaction, the next transaction will automatically be assigned "2," which cannot be edited. This method is suitable when printed documents are not required.

2.     Automatic (Manual Override): Similar to the automatic method, but the user can modify the auto-generated voucher number. This method is widely used to avoid voucher series errors and mismatches.

3.     Manual: This method allows users to enter voucher numbers manually as per their needs. It is generally used for adjustment vouchers like Journal Vouchers and Stock Journal Vouchers. However, using this method may lead to errors if not handled carefully.

4.     Multi-User Auto: This method is similar to automatic numbering but is used when multiple users are working simultaneously. If two users access the same voucher type (e.g., Sales Voucher) and both get voucher number "1," the first user to save the voucher will retain "1," while the second user's voucher will automatically change to "2." This method is generally not advisable.

5.     None: If you do not want to assign voucher numbers to specific vouchers, you can set this option to "None."

Which Method Should You Select?

Choosing the best method depends on your business needs and GST compliance requirements. As per our suggestion, the best option is "Automatic Manual Override." This method provides flexibility by auto-displaying the next voucher number while allowing users to edit it if needed.

Additional Considerations While Selecting Voucher Numbering Methods

  • If you choose the Automatic method, Tally will ask for further configuration:
    • Numbering behavior on insertion/deletion: This option is useful when inserting a new voucher in between existing vouchers. For example, if you have recorded vouchers numbered 1 to 10 (from April 1 to April 10) and wish to add a voucher on April 6, the existing numbers may get renumbered (e.g., 7 changes to 8, and so on). To avoid such errors, set this option to "Retain Original Voucher No." instead of "Renumber Vouchers."
  • If you choose the Manual or Automatic Manual Override method, enable "Prevent creating duplicate voucher numbers" to avoid duplicate entries in your books of accounts. This option should always be set to "Yes" to prevent errors.

How to Add Suffix and Prefix to Voucher Numbers

Adding a suffix and prefix to voucher numbers helps distinguish them from others and prevents duplication in the next financial year. Prefixes and suffixes are commonly used in Automatic, Automatic with Manual Override, and Multi-User Auto voucher numbering methods.

Example:

If you want your sales voucher number to appear as "ABC/001/202425", let’s break it down:

  • Actual Voucher Number: "001"
  • Prefix: "ABC/"
  • Suffix: "/202425"

To configure this in Tally, follow these steps:

Step 1: Go to: Gateway of Tally >> Alter Menu >> Voucher Type >> Select Voucher


Step 2 : Navigate to: Method of Voucher Numbering >> Select "Automatic Manual Override."


Step 3 : Enable "Prevent Duplicate Voucher Numbers" as "YES."

Step 4 : Set/Alter Additional Numbering Details as "YES."


Step 5 : Configure Number Series as follows:

  • Starting Number: 1
  • Width of Numeric Part: 3 (for a three-digit voucher number)
  • Prefill with Zero: YES (to display numbers as 001, 002, etc.)
  • Restart Numbering: Set "Applicable From Date," start numbering from 1, and set periodicity as "Yearly."
  • Prefix Details: Set "Applicable From Date" and enter "ABC/"
  • Suffix Details: Set "Applicable From Date" and enter "/202425"
  • Save the page (Repeat this process yearly for voucher series).

Step 6 : Save the Voucher Alteration page and navigate to Sales Voucher to record a transaction in Tally.


We can se above the voucher series has been set as per requirement.


Final Thoughts

That's it! You can now easily set up voucher numbering in Tally as per your business requirements. I hope this guide helps you understand voucher series configurations better. Feel free to share your feedback and comments.

Thank you!