Printing in Tally ERP 9 Part-A

Printing in Tally ERP 9

PART-A

In this post I am going to introduce various aspects of printing option of Tally ERP 9.

The whole article is divided among three different post as my previous article on Configuration. I am describing only General and Purchase Transactions here. You may access other parts by following links given below­­­-

Part-B Printing in Tally ERP 9 (Payment Vouchers & Sales Transaction)

Part- C Printing in Tally ERP 9 (Receipt, JV, Dr/Cr Note, Reminder, Confirmations etc.)

The printing option allows you to configure the printing parameters of a Voucher, Invoice and Statement layouts before final printing.

Go to Gateway of Tally > F12: Configure > Printing

General Printing Configurations

The General Printing Configuration will help you to setup the print screens for various reports and transactions.

This Configuration is applicable to all the reports that are printed from Tally.ERP 9.

In Printing General Configuration, by default the following configurations are available.

Print Date & Time of Report

Setting this option to YES, Tally.ERP 9 prints system date and time on Report printout. After enabling this option, (on all pages of report) sub-option gets displayed. This sub-option is used to decide whether to print system date and time in all pages or in first page only.

Print Date & Time of Voucher Printing

Setting this option to YES, Tally.ERP 9 prints system date and time on Voucher printing. After enabling this option, (on all pages of voucher) sub-option gets displayed. This sub-option is used to decide whether to print system date and time in all pages or in first page only.

Print State and PIN Code with Address

Setting this option to YES, Tally.ERP 9 prints state and pin code with address of company in Reports and vouchers printing.

Note: This option also effect in invoice Entry. During Invoice Entry, Party’s state and pin code is captured in supplementary details below the address line.

Stop printing Vertical Lines/Borders

Setting this option to YES, Tally.ERP 9 will Not print the vertical lines for reports and voucher printing. This enables faster printing in dot matrix printers.

Standard Space on Top of pages (Inches)

This option is used to set Top margin for reports and voucher printing.

By default, this field is set to 0.5 inch. However, you can change it as per your requirement.

Settings for 'Quick Format'

Tally.ERP 9 prints in two formats – Neat and Quick. Neat printing takes advantage of fonts of the printer and is the default. It also compresses long data like long names and amounts and auto-fits them according to space.

Quick printing is suitable for Dot Matrix printers where speed is an issue. Hence, quick printing does Not print fancy fonts. The auto-fit facility is, thus, Not possible in quick printing.

Therefore, it will truncate data longer than the allotted space. To prevent this, Tally.ERP 9 provides two options:

Split Long Names into Multiple Lines

This option enables to split long names into multiple lines during printing.

Split Long amts/numbers into Multiple Lines

This option enables to split long amounts or numbers into multiple lines during printing.

Print Party Name and Address from left margin in invoice

This option enables you to print the Party Name and Address from left margin in invoice during printing

Purchase Transactions

The Purchase printing option allows you to configure the printing of Purchase Invoice, Purchase Orders and Receipt Note.

Go to Gateway of Tally > F12: Configure > Printing > Purchase Transactions

Purchase Voucher / Invoice

This screen allows you to configure a purchase invoice for printing.  The Print Configuration settings shown below is applicable to purchase voucher type only.

Title of Document

By default, Title of Purchase Invoice will be displayed as INVOICE. However, you can change the Title as per your requirement.

Note: You can also set the title for Optional Purchase Invoice.

Sub Title (if any)

By default, sub-title of purchase invoice is set as blank. However, you can set the sub title as per your requirement.

Voucher/ Invoice Print Page Setup

Page setup contains Height, width, Top margin and left margin. By default, Height is set as 10 inch, width is set as 7.50 inch, Top margin is set as 0.25 inch and Left margin is set as 0.50 inch.

Number of copies to print

By default, number of copies is set as 1. However, you can increase the number of copies as per your requirement.

Print in Simple Format

By default, Tally.ERP 9 prints the purchase invoice in Invoice format. By setting this option - Print in Simple Format to Yes, to print the invoice in simple format.

Print in Voucher Format

Set this option to Yes to display the purchase invoice in Invoice format. This option can be enabled or disabled only if the option Print in Simple Format is set No.

Print Cost Allocation in Voucher format

By default, this option is set to No. Set this option to Yes to print cost allocation details in the purchase invoice.

Print Voucher reference

Set this option to Yes to print the purchase voucher reference number in the purchase invoice. By default, this option is set to Yes.

Print Order Details

Set this option to Yes to print the purchase order number and date in the purchase invoice. By default, this option is set to No.

Print Company's PAN / Income Tax No.?

Set this option to Yes to print the company's PAN as mentioned in the Statutory & Taxation features screen.

Print Company’s Tax Regn. Numbers

Set this option to Yes to print the company’s tax registration number as mentioned in the Statutory & Taxation features screen. By default, this option is set to Yes.  

Print Buyer's Tax Regn. Numbers

Set this option to Yes to print the buyer's tax registration number as mentioned in the ledger master. By default, this option is set to Yes.

Print Buyer's CST Regn. Numbers

Set this option to Yes to print the buyer's CST registration number as mentioned in the ledger master. By default, this option is set to Yes..  

Print Complete Mailing details

By default, this option is set to Yes. Tally.ERP 9 prints the complete mailing details of the Supplier, namely, Contact Person, Telephone number, Fax and E-Mail which are provided in the supplier's ledger master.

Note: This option appears if either Accept Supplementary Details or Allow Separate Buyer and Consignee Names options is set to Yes in Purchase Invoice Configuration.

Print Serial NO.

By default, Tally.ERP 9 prints the serial number for each item in the purchase invoice.

Print Part No.

By default, this option is set to No. Set this option to Yes to print the Part Numbers of the Stock Item.

Print Quantity Column

By default, this option is set to Yes.  Tally.ERP 9 prints the billed quantity of the stock item in the purchase invoice.

Print Alternate Quantity

Set this option to Yes to print the Alternate quantity in the purchase invoice. By default, this option is set to Yes.

·         Print as separate Column: This is a sub-option of Print Alternate Quantity. This option is by default, set to No. Enabling this option prints the alternate quantity in a separate column.

Print Actual Quantity Column

By default, this option is set to No. Enabling this option prints the item shipped (actual) quantity in the purchase invoice when printed in the simple format.

Print Rate Column

Set this option to print the rate per unit of stock item in the purchase invoice. By default, this option is set to Yes.

Print Batch Details

Set this option to Yes to print the stock item batch details that include batch number, manufacturing date and expiry date. By default, this option is set to Yes.

Print Godown Name

Set this option to Yes to print the name of the godown selected in the purchase invoice.

Print Godown Address

Set this option to Yes to print the address of the godown from which the stock item is shipped.

Print Rate of Duty with items

By default, this option is set to No. Set this option to Yes to print the stock item Rate of duty in the purchase invoice.

Print Sub-Totals for each line

Set this option to Yes to print lines for each sub-total. By default, this option is set to No.

Print Narration

Set this option to Yes to print narration details in the Remarks field of purchase invoice or when the option Print in Simple format is enabled. By default, this option is set to No.

Print Narration for each entry

Set this option to Yes to print the narration for each entry in the purchase invoice. By default, this option is set to No.

Print Base Currency Symbol for Total

Set this option to Yes to print the base currency symbol for Total in the purchase voucher/invoice. By default, this option is set to Yes.

Method to use for Ledger Name

This list of options displays different printing methods for displaying the Ledger Name in the purchase invoice or the purchase invoice in simple format.

Method to use for Stock Item Name

This list of options displays the different printing methods for displaying Stock Item Name in the purchase invoice or the purchase invoice in simple format.

Jurisdiction

By default, the field jurisdiction is blank. You can set the jurisdiction as per your requirement to print in the purchase invoice. The Default Jurisdiction defined in the Voucher Type Master, if any, will override the Jurisdiction provided here while printing.

Jurisdiction is printed:

·         At the bottom, in the Invoice format

·         At the Top, when the option Print in simple format is enabled

Receipt Note

This screen allows you to configure the Receipt Note for printing. The Print Configuration settings shown below is applicable to receipt Note voucher type only.

Note: The options of the above Receipt Note Printing Configuration screen are the default settings.

Title of Document

By default, Title of Receipt Note will be displayed as Receipt Note. However, you can change the Title as per your requirement.

Note: You can also set the Title for Optional Receipt Note.

Sub Title (if any)

By default, sub-title of purchase invoice is set as blank. However, you can set the sub title as per your requirement.

Voucher/ Invoice Print Page Setup

Page setup contains Height, width, Top margin and left margin. By default, Height is set as 10 inch, width is set as 7.50 inch, Top margin is set as 0.25 inch and Left margin is set as 0.50 inch.

Some of the configurations are already explained in the Purchase Voucher configuration.

Purchase Order

This allows you to configure the Purchase Order for printing. The Print Configuration settings is applicable to Purchase Order voucher type.

Some of the printing configurations are already explained under Purchase Printing Configuration.

Print Company Logo

This option will be set to Yes, by default in case the option Print Company Logo is enabled in F11: Accounting Features.

Note: The field Location of Logo is also displayed in Purchase Order Printing Configuration screen that appears on pressing F12 key or clicking F12: Configure button from the Voucher Printing screen of the Purchase Order voucher. The logo path can be changed temporarily based on your requirement.

Print Terms of Payment and Delivery

By default, Tally.ERP 9 prints the Terms of Payment and Delivery entered in the Supplementary details of a Purchase Order. If you set this option to No, in supplementary details, Terms of Payment and Delivery will Not appear in Purchase order Printing.

Print details of Despatch

By default, Tally.ERP 9 prints the details of dispatch which includes Dispatch through (mode of transport) and Destination as entered in the Supplementary Details of a Purchase Order.

Print Delivery Date / Batch Details

Set this option to Yes to print the due date of the order and the batch details. By default, this option is set to No.

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