First Step

Enable ‘Allow Advanced Entries in Masters’. If you don’t know how to do this, go here

Second Step

Now let’s edit ‘Sundry Debtors’ to enable ‘Nett Debit/Credit Balances for Reporting’

Now Accounts info>>Group>>Alter

Type yes for the question Nett Debit/Credit Balances for Reporting, save the screen

To explain the effect let’s take a scenario

Assume that you have three sundry debtors and a total outstanding balance is Rs 39000.00 the list is below

46000 is Debit balance and one debtor has Credit balance Rs 7000.00 So total debtors as per books of account is 46000-7000=39000

If you set yes to net Debit/Credit Balances for reporting the report shows only net balance,Which means that The ledger which are in  credit balance automatically deduct  from Total debit balance  and show net figure of the group

If you set No to “net Debit/Credit Balances for reporting” the report will be like this.The total of debit balance , total of credit balance show separately.

Here Total debit balance is 46000 and credit balance is 7000 so the net balance is 46000-7000 =39000 the result and effect   is same.

To understand this we can Alter ‘sundry debtors’ group

Go to Account Info>>Group>>Alter

Select Sundry Debtors

Type Yes to Group behaves like a Sub ledger

What is the effect enabling, Disabling Group behaves like a Sub-Ledger

Assume that you have set this option  ’NO ‘.and viewing a report in detailed mode, for Example Trail balance you will see all the sub ledger details just under  it .To view  trail balance in detailed mode

Display>>Trail balance

Now Press Alt+F1 or click on Detailed button on top of right button panel

Now you are in detailed report of Trail balance.

Below image will give you a clear idea of what will happen if you set NO to Groups behaves like a sub ledger

If it is set Yes You will see summery of Group only you cannot see any sub ledger details, see below image

Hope the tutorial gives you a clear idea about the impact of this option.

How to enable advanced entries in Masters

Go to Accounts info>>Group>>Create    Under Single Group

Now you are in Group creation screen, Press F12 a screen likes below will appear

Set Yes to “Allow Advanced Entries in Masters”

Now a little larger group creation screen will appear with some more options underneath.

You can enable or disable options by typing Yes or No. the benefits are explained below  in brief

In this new group creation screen we can see four additional options

Group behaves like a Sub ledger: when we set this to No, You can see the details of Sub ledger in detailed view of report, Groups behaves like sub ledger explained here in detail

Nett Debit/Credit Balance for reporting:  Suppose you have set this feature to yes, you can see the net balance of group, which means that no Debit balance total or credit balance total will not displayed instead Net debit or credit balance this is explained in detail here

Used for calculation (eg. Taxes, Discounts): This option is applicable only for Sales voucher entry. You can set automatic calculation for discounts taxes etc. Used for calculation explained here in detail

Method to allocate When used in Purchase Invoice: This option appear only when allow Invoicing” and “Enter Purchases in Invoice Format” is activated in F11: Accounting features. This is used to allocate expense in the reation of value or quantity or value. This is explained here

The detailed tutorial on each options follows this lesson,

Go to

Accounts info>Ledger>Create

Ledger creation screen will displayed.

How to create ledger in tally

The options in ledger creation screen will vary in accordance with the features selected in F11 features and F12 Configuration screen.

Let’s fill the required details

Name: Name of the ledger account for example ‘Local conveyance’

Alias: This is an alternative name; you can enter an alternative name or code number for this ledger account. For Example (IE001)

Under: The group in which the ledger accounts comes under. This is selected in accordance with the nature of account, whether it is an income, expense, asset, liability account. Here this Local conveyance comes under “Indirect expense”.

Opening balance: – Enter the opening balance at the time of entering accounts in tally, leave blank if there is no opening balance.

Now save the screen you are successfully created a ledger.

Tally will not allow you to create multiple accounts in the same name and no need for creating separate account for clients dealing with buy and sell; purchase and sales can enter into same account.

View created accounts

Go to

Account info>Ledger>Display

Select the ledger account to see. Ledger display screen will be in front. You cannot modify anything from this screen

Edit or alter an account.

To do modifications of ledger go to

Accounts info>Ledger>Alter

Ledger alteration screen will appear

Make necessary changes and save the screen.

Delete an account

Let’s learn how an account can be deleted. Tally does not permit to delete an account with transactions.

To delete an account go to the following screen

Account info>Ledgers>Alter

Select the account to be deleted.

Now press delete button from bottom bar or Use key board shot cut Alt+D. A confirmation will be asked.

Confirm by pressing enter, or Y button from key board.

More about tally accounts will follow this lesson. Stay update with our daily news letter

ABC Ltd has four Sale team;

Salesmen of each area require Debtors list or outstanding statement of the particular area every week to get dues from them. In such case Debtors of each area can be grouped .The report based on that group is easily available from tally. There is no requirement for segregation from complete debtors list. detailed explanation will follow this lesson.

What is an account group in tally?

Ledgers of similar nature are bring together is called group. There are many pre defined groups in tally. A Ledger can be grouped at the time of its creation. And group of a particular account can be changed at any time.

Create Account Group in tally

Let’s create account group for the above example in this manner

Go to

Gateway of tally>>Accounts info>>Groups>>Create (under single group)

Name:  Type the desired Group name

Alias:  alias name if required, you can use this field to set code number for the group.

Under:  Select the suitable category; here we are creating groups for sundry debtors

You can create a new primary group if desired by selecting ‘primary’ All primary groups are already exists in tally, a new primary group creation will be a rare situation.

Additional fields like ‘Groups behaves like a sub ledger’ will discuss later set No to all for now.

Create Debtor East, Debtor South,Debtors west in the same manner. So the group creation is complete.

View, Alter or edit ,Delete Group

To view groups go to

Account info>Groups>Display

Now type the name of the group

Select the group wants to see, then press enter, a screen similar to below displayed, which is group display screen

Here you cannot edit ant thing.

Alter /Edit a group

Go to

Account info>Groups>Alter

Select the group to be edited

Alter required field, and save the screen.

Delete a group

To delete a group go to

Account info>Group>Alter

Select the group you want to delete; the group alteration screen will appear

Press delete button from the bottom bar

Or Use Alt+D from the keyboard, tally will ask you confirmation, press Y  or enter button for deletion.

The selected group will have deleted. A group cannot delete if it contains a ledger in it. To delete such group you have move all ledgers contained in it.

Once you have configured, it will affect all the companies in tally software that means configuration is not company specific settings but program specific. The setting will be stored in file ‘tallycfg.tsf’ in program folder

How to configure company?

To configure the company that we have created earlier ( ABC LTD), Press F12 Button on the button panel or F12 function key from the keyboard, you get the following screen.

You will get the following options to configure the software

• General
• Numeric Symbols
• Accts / Inventory Info.
• Voucher Entry
• Invoice / Orders Entry
• Payroll Configuration
• Printing
• E-Mailing
• Data Configuration
• TDL Configuration
• Advanced Configuration
• Licensing

Each and every option will be discussed when situation comes in coming lessons

Moving though tally using keyboard and mouse

Buttons with Single underline

Single underline indicate that Alt key is the combination used along with the Function and (F1, F2), Alphabet (H, I) key to use this button.

Button with Double Underline

Double underline indicate that Ctrl key is the combination with Function and (F1, F2), Alphabet (H, I) key to use this button.

Button without Underline

Button without underline indicates that a single key stroke is required to activate this button.

Inactive Buttons

Navigation using hot keys

How to modify a company?

To modify a company you need to access Company info screen this can be accessed either of two following ways.

Go to Gateway of Tally and press F3: Company Info on right button bar

Select or open an existing company?

To open a company it must exist in the tally data folder. Normally, when you open tally software, it opens a company and directly goes to Gateway of Tally.

Or

Load company when auto loading is disabled

Select company menu is highlighted by default

1.        Press Enter when Select Company Menu is highlighted
2.        Press ‘S’ from the keyboard( Hot Key function , will be discussed later)
3.        Press F1 ( Function key)  From the key board

Now select the company and press enter.

Closing or shutting of a company in tally.

Or Use Alt +F3 (press Alt and F3 at a time) from key board to have company info screen

We have completed new company creation, alter existing company, and tally data management in our previous lessons. Tally load companies automatically when we open the software. Let’s learn enabling and disabling loading of companies at start up.

Automatic loading of company at the time of opening software

By default, Tally software loads the first company you have created. Each company will be given a unique system generated code starting from 10000, so the first company’s code will be 10000 and tally sets the company with the code number 10000 loads automatically. Every time when you start tally program, this company will load without any question.

How to change the default setting of company auto loading

Sometimes you may not want to load the first company.You may want to load  second or third company . In such a situation, you can change it and its sequence of loading.

Manage Automatic loading in tally ERP9

Access the following screen

Gate way of tally »Press F12 »Data Configuration

Data configuration screen will be displayed

Select Location of Data files, Default location is C:\Tally.ERP9\Data, if you have stored data in another location will be displayed here.

Enabling and disabling of companies at startup

Move on to the next field ‘Load companies on startup’ type ‘Yes’ if you want to load the company automatically or Type  ‘No’ If you don’t want to load at the time of startup.

If you have chosen YES, follow the below steps to manage preloading.

Press enter to reach ‘Preload Companies on startup’ the default company’s number already will be there i.e., 10000

Now press enter to select next company that is required to be loaded at the time loading, by this way you can select number of companies.

Another important fact is that the company selected in the first raw will be loaded first and in the second row loaded second. You can set the sequence of loading by this way.

Preloading of companies that are stored in another location

You may have stored data’s in multiple locations other than default location for e.g. D:\Data. In such cases those companies will not be shown in the company’s list .To Select companies that are stored in another location select Specific Company. A new window will be displayed. Enter the complete Path of the data

For example

Suppose there is a company stored in D:\Data\. When you create a company in this location the system will create a folder namely 10000.

So the data location for the particular company is D:\Data\10000\

Type the data path in Specific company window.Press enter.

Now the final screen will be like this

Press enter to accept the screen, tally will ask you to restart the software .allow restart.

Next time when you open software all the selected company will be automatically opened or loaded.

Change auto loading of companies in earlier versions of Tally

Now let’s learn another method of enabling auto loading, previously mentioned method will not work with earlier versions of tally like Tally6.3, 7.2, 8.1 and 9

In earlier versions also tally automatically loads company that is created first. Let’s learn how to change companies in auto loading

Let’s do this with Tally 7.2

Go to program folder if you don’t know where it is located

Right click on the tally icon from desktop>> Click on properties>>Click find target

The program folder will have opened in front of you

Open tally.ini file

This will open a notepad and locate the following words

Default Companies = Yes

Load = 0001

If you want to disable auto loading change it as follows

Default Companies = No

Load = 0001

If you want to load the second company first, change it as follows

Default Companies = Yes

Load = 0002

If you want to load more than one company change it as follow

Default Companies = Yes

Load = 0001

Load = 0002

Load = 0003

I think there is no way to open companies that are stored in multiple locations at a time.