How to create Ledger?Alter ,Delete ledger in tally erp 9

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Ledger Creation is the preliminary step to start with tally erp 9. Before creating a ledger you should know  what is a ledger?.According to accounting concept a group of account is called a ledger .Where as an account is a device used to record effect of transactions on the assets,liabilities and capital of an enterprise. In manual accounting a ledger is a book with many accounts.

What is a ledger in tally erp 9?

But in tally erp 9, there are difference in this concept.We call an account as ledger.Their help documentation says a ledger is the actual account head to identify your transactions and are used in all accounting vouchers.For example purchase,sales,receipt and other accounts heads are ledger accounts.

For Reporting purpose a ledger is grouped according to it’s nature.This help you to now the summary of a specific category of expenses income, assets ,liability etc.

Tea expense grouped under indirect expenses, Purchase grouped under Purchase account , the sub division of Direct expense, This will help you in categorizing and the report for each category at a glance.

Ledger Grouped Under In tally As per accounting classification
Tea Expense Indirect Expense Indirect Expense
Purchase A/c Purchase Account Direct Expense
ICICI Bank Loan Secured loan Liabilities
Furniture Fixed Asset Fixed Asset
Customer A Sundry Debtors Debtor
Supplier B Sundry creditors Creditor
Commission received Indirect Income Indirect Income

 

In the Above example you can see the purchase account is grouped under a new group called Purchase Account in tally.  But in reporting ( For eg : In profit and loss account) this will show as a direct expense in trading account .Here purchase account group is the sub division of Direct expense.

Learn the grouping of ledger in tally erp 9.

Every tally user should know which group falls under which group. Tally has divided the ledgers under 29 sub groups. In accounting you will not find this much of sub groups.For this purpose we have created a list of ledgers and it’s under group For beginners.

List of ledgers and it’s under group 

Modes of ledger creation  & default ledgers in tally

Let’s create a ledger in tally erp 9. In tally when you create a company the software itself create two ledgers called Cash-in- hand and Profit & Loss account. They are called default ledgers. You can create ledgers in two methods. Single Ledger  and multiple ledger method.  In single mode you can create one account at a time.But all options related to the ledgers are available in single mode. Where as in multiple mode you can create unlimited ledgers in a single screen.but no related options are available. GST options are available in a ledger creation screen only when you activate gst in tally. Ledgers are placed under various group provided by tally. So that classification becomes easy. Apart from default groups ,a user can create sub groups.

IN THIS CHAPTER YOU WILL LEARN THE FOLLOWING ABOUT LEDGERS

  1.  Ledger Creation
  2. Ledger Alteration.
  3. Ledger View
  4. Ledger Deletion

How to create ledger in tally erp 9?

Here we are discussing  ledger creation in single mode

Go to Gateway of tally>Accounts Info>Ledger> create.

The shortcut key is A->L->C

This is the single ledger creation screen with GST options.

ledger creation screen in tally

You have to input name , under. Under means the group or accounting classification in which the ledger falls under. Here is a list of ledgers and under group for your easy ref.

Example

Create a Ledger for Printing & Stationery. Stationery is an Indirect expense, hence the group is Indirect expense.

  • Name: Printing & Stationery
  • alias: this is an alternative name or nick name . You can use both name for selection.
  • Under :Indirect Expense.
  • Inventory values are affected? No
  • If you set this yes. When you use this ledger in any voucher, tally will ask you to allocated inventory or stock item. This can be used for keeping stationery item stock only if required.  
  • Type of ledger : There are  two options available in latest versions. Discount & Invoice rounding Select not applicable  unless you are creating a discount & round off account.
  • Statutory information
  • GST options available in this form if you have activated GST in tally. These options are required for sales , gst tax ,Some  expenses like transportation,packing , customers & suppliers ledgers.

Here is the screen short of printing & stationery ledger  creation.

created ledger

Hit enter key to create and save.

How to view the ledger in tally erp 9?

Now that you have created an account, now let’s see how to view the created ledger master.

Accounts info> Ledgers >Display

Alsit of ledgers will open, select the one you want to view and hit enter.

Here you cannot make any changes.You can just see what has created by you.

How to alter a ledger in tally ?

You can edit a ledger in the following way.

Accounts info>Ledger>Alter

A List of ledgers will display, select the one you want to modify.

list of ledgers

Select the ledger you want to edit.make changes hit enter keys to save.

Editing of a ledger During Voucher entry

If you are in the middle of n entry, and want to edit or add something in the ledger you forgot to enter during the creation. What to do ? Will you quit the current voucher entry screen.

No ! You don’t need to come back and go to alteration screen. Here is the trick how to do this.

For example You are entering a sales voucher, You knew you have not entered the GSTIN of the party. What to do? Place the cursor on the party name and HIT CTRL+Enter  from your keyboard.

Ledger alteration during voucher entry

The secondary ledger alteration screen will open

Secondary ledger alteration screenYou can make necessary changes,the screen will go back to  sales voucher screen you were in.  This is an awesome feature to speed up your work.How to delete a ledger in tally ?

You can delete a ledger in the following way.

Accounts info>Ledger>Alter

the same list will display again.select the ledger to be deleted.

In the bottom of the screen you will see a button ‘Delete‘.  click on that or use

The shortcut key to delete a ledger is Alt+D

delete a ledger

Tally will ask you a confirmation ,Click on Yes or hit Y from your keyboard.

Total opening Balance and it’s Difference column

You might have noticed a total opening balance and difference column at the top right . This shows the debit and credit side total of opening balance. Suppose if you are moving from a manual accounting system to tally erp 9 on 1st April 2019.  Let’s take an example.

Balance Sheet As on 31-03-2019
Liabilities Amount Asset  Amount
Saju’s Capital 100000 Cash 25000
Loans sbi 75000 Stock In hand 75000
Sundry Creditors Sundry Debtor
Supplier A 25000 Customer A 50000
Supplier B 25000 Customer B 75000
225000 225000

Suppose ,If you create the first ledger ,Saju’s Capital, The opening balance difference column shows as

Opening balance difference

You will find the credit balance total and the difference. It will keep increasing both the sides if you continue to create the ledgers.

When you completed  to  create all the above mentioned ledger with opening balance the column will display as,

ledger op balance no difference

Make sure that when you start a fresh year, or a moving from manual system ,The opening balance total shall be tallied. This will tell you you have entered the previous year closing balance as current year opening balance accurately.

F12 Configuration of ledger for  creation

If you press F12, From the ledger creation screen, you will find the following options.

f12 configuration for tally ledger

You can activate deactivate the above options in the ledger creation screen. Lets see this in detail.

  • Provide aliases along with name: You can use a second name or use a familiar name or alternative name for ledger. This can be a a code, or a name you like to call your ledger.
  • Provide language aliases for name: This will create an option to select other language for creating name & alias.
  • Provide advanced information in masters:  to enter some of the advanced information in the ledger and group master. This information will be reflected in the reports.
  • Add notes for ledger accounts: You can add some notes for every ledger accounts.
  • Add description for ledger accounts : You can add a description for ledger ,and this will be visible in the voucher entry screen and reports.
  • Provide address for ledger accounts : If you wish to add the address  of the ledger, for example  customer’s and supplier’s ledger  you can add it activating this option.
  • Provide Contact Details : Contact person,Phone number,Mobile No,Fax No, E-mail,CC to any ( alternative email),Website address.
  • Allow method of appropriation (used in purchase invoice):  This allows additional charges in the purchase invoice can be appropriated based on value & quantity.
  • Allow effective date of reconciliation : This is applicable to bank accounts only. If you specified a date in bank ledger, the vouchers from that date will only considered for reconciliation.

Unable to delete ledger in tally?

If you are unable to delete a ledger or the delete button is not active or shortcut keys will not give you any result. This means you have already used this ledger in voucher entry. Tally ledger entry examples are ,Payment voucher, receipt voucher, contra vouchers etc.You should remove all entries in that ledger.You can edit that voucher and change the ledger.Then try to delete. otherwise you cannot delete any ledger.

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49 comments

  • Eva

    How can I allow my Tally users to be able to create ledgers but not delete them? I bear the admin password

    Reply
    • Saju

      Hi eva sorry for the late reply,
      If you have already created user, then go to company info menu>>Security control>>Types of security in the list of security level select the option in which the user exists. for example “Data entry”, press enter, In the security level screen, on the left hand side ( disallow following facility ) set Full Access —- Accounting masters, then on the right hand side ( allow the following facility) Create Accounting masters

      Thanks ,

      Reply
      • SATISH REDDY

        SIR I NEED HOW DELETE A LEDGER
        ACTUALLY I KNOW HOW DELETE LADGER BUT AIT+D IN IS NOT WORKING I MEAN LEDGER NOT DELETED

        Reply
      • satish

        we are having multi products. the existing customer is planning to purchase some other product in our branch. that customer is having an ledger account. when i am rising the booking receipt it shows duplicate entry. so it is not generating booking receipt.now how i am create an booking receipt on the same account. reply me sir.

        Reply
  • Eva

    Thanks Saju, this so helpfull.
    Another question I have recently realised I can not post any date say like 17.11.2012 but it accepts 01.11.2012, what should I do? In the date range alt + F2 I clearly indicated from 01.01.2012 to 31.12.2012 and yes its accepts 31.12.2012, what’s this?

    Reply
    • Saju

      Hello Eva,

      I think you are using educational version of tally, you must purchase a licensed version to get access on all dates.

      Thank you

      Reply
  • Eva

    Oh I am using a licenced Tally Erp 9 Gold, this has cleared out.?

    Another doubt in my previous knowledge of Tally when I was posting in a bank ledger it automatically wrote on narration part CHQ No. how can I bring that back also configure a way that when I repeat chq number it will give me a note. Is this possible

    Reply
    • Saju

      I have looked every where and could not find the option to bring back part narration Ch No: In ERP9, and there is no warning message of duplicate cheque number entered in tally narration, but this option is available when you are using bank allocation feature.

      If any body have different openion about eva’s question, please provide

      Reply
  • Anandhi.V

    Sir,
    I am using tally erp 9 licensed version. I have recently realised, my tally accounts financial year is 2012-2013 but tally display, date of last entry 25.9.2021 pls give solution sir.

    Reply
    • Saju

      Hello Anandhi,

      There could be a transaction entered on the date 25.9.2021, this is possible once you have changed the financial year, go to day book on that date 25.9-2021 and delete that entry

      Reply
  • Eva

    Thanks Saju, for trying to help me out.

    Why is my Tally system not asking me new ref/ agst ref? while I have configured payments to Pre allocate bills for payment to YES?

    Reply
  • Aruna Pilla

    Dear sir,
    I am using tally. Erp 9 Gold .How do we know which user can deleted payment voucher entry if we are not using daily tally audit function pls give me solution sir.

    Reply
  • dhanya

    very helpful to learn

    Reply
  • Qaizar

    I want to learn tally erp9 ?
    please guide me.

    Reply
  • bhuana

    how to search deleted & cancel payment voucher in tally i want that voucher that’s why sir

    Reply
  • sandhya

    DEAR SIR,

    I HAVE ONE DOUBT REGARDING TALLY..,HOW CAN WE SEE DETAILED NARRATION IN OUTSTANDING STATEMENT OF SUPPLIERS & CUSTOMERS IN ACCOUNTS ONLY…
    I AM PUTTING THE NARRATION IN NARRATION COLUM BUT IT IS NOT SHOWING IN OUR OUTSTANDING..PLS HELP ME ..

    THANKS & REGARDS
    SANDHYA

    Reply
  • Dear Sir,

    Plz.Request my Questions Ans. How Tally Entery For Year Date ?
    Example That Company Opening date and Closing date Howmany year difference ?

    Reply
  • prateek

    Sir,

    What is the shortcut to alter a ledger information (say the name is incorrect) while we are in the alteration mode.

    i know the hard way. Escape from the alteration screen and then go to ledger info, alter etc…..

    do you know the shortcut?

    Reply
  • MUHAMMAD

    THAKS BHIYA

    Reply
  • Roli

    Dear Sir,

    Is there any way to check invoice numbers whether duplicate entries are being done or not.

    Regards
    Roli

    Reply
  • Gani

    Send me pls tally 9 software link sir

    Reply
  • kayalvizhi

    I want to learn tally erp9 ?
    please guide me.

    Reply
  • girish

    what is ledger of sandry debtors?

    Reply
  • girish

    what is ledger of direct incomes and indirect incomes?

    Reply
  • girish

    how to entry of goods return?

    Reply
  • girish

    How does the rebate entry?

    Reply
  • Alwin

    I want to read tally and HTML . Please guide me!

    Reply
  • i want know tally pls guid me

    Reply
  • Sulen choudhary

    I like this type of method to learn.

    Reply
  • Arije Lucky T

    Type your comment here…

    Reply
  • Arije Lucky T

    Pls i ve little knowledge about tally. How do u intend to teach me like a learner? How can i enter a petty voucher as a beginner?

    Reply
  • bina sharma

    How to create, view, alter& delete Ledger in tally please guide me .

    Reply
  • Vinu

    Please any1 tell me how to put an enter while typing narration in tally?????

    Reply
    • Saju

      Hi vinu,

      I think you want to break narration in to the next line, as typing in microsoft word.

      Use Ctrl + Enter to move on to next line

      Reply
  • Jyothi ganesh

    Thanks Saju garu, this so helpfull.

    Reply
  • chandra

    voucher passed in tally delete how

    Reply
  • bharath

    in my pc indirect expenses showing openning balance but in alter there is no blance how to correct it

    Reply
  • BN CHANDRA KUMAR REDDY

    Hi this is chandra reddy, when i am creating ledger opening balance difference shown in right corner of the screen.That opening balance difference taken as opening balance of the ledger.may i know what is opening balance difference and why it will take automatic opening balance?

    Reply
  • kiran

    In tally , ledger showing split , when we doing sales invoice its not taking additational detail of party.

    Reply
  • Sanjeeb

    Sir, i have one query and the query is “how can i change the PV no. in tally”. In my system after pv no. 93, it automatically show the pv no. 100. Plz. kindly guide me.

    Reply
    • pankaj rana

      It can happen becoz whenever we change the date of pv’s or delete any pv in between This happens most of the times.

      Reply
  • RIYAZAT KHAN

    sir i wrongly enterd opening balance of drawing account,how i can delete this opening balance in tally erp 9

    THANK YOU

    Reply
  • mUkesh

    how to edit the ledger the short cut key

    Reply
  • Parimala

    Very clear cut explanation along with additional information for better understanding..
    Thank you sir

    Reply
  • Koumudini mehta

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    Reply
  • Erfan Raza

    Hi sir this is Erfan Raza.
    thanks a lot for this script. Its very helpful to me…..
    Thanks again.

    Reply

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