How to Create Ledger in Tally ERP 9 (Tally Prime)

Maintaining financial records accurately is crucial to running a successful business. Manual accounting processes are time consuming, prone to errors, and do not provide enough visibility to make smart decisions.

So, businesses use accounting software to record and report their financial transactions with much more accuracy and security. The reports generated by accounting software can provide insights for tax computations, invoicing and billing, auditing, expense management, and more.

Tally ERP 9 is one such accounting software that is popular in India for running businesses smoothly. It can simplify cash flow management, taxation and GST filing, among others. Moreover, it is customizable and has functionalities like finance, sales, inventory, accounting, purchase, etc.

What are Ledgers in Tally ERP 9 or TallyPrime?

Ledger in Tally ERP 9 is a group of accounts, which is essential to record and identify financial transactions of a business unit. Ledgers in Tally are used along with accounting vouchers.

In ledgers, daily transaction entries in journals are categorized based on their nature. As a result, you can understand the status of assets and liabilities, accounts payable and receivable during the accounting period.

Examples of ledger account include sales, purchases, receipts, and so on. They help in making a trial balance worksheet for account accuracy and provide essential data for preparing balance sheets, profit and loss (P/L) statements, and more.

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Types of Ledgers in Tally ERP 9: Complete Tally Ledger List

There are several types of ledgers that you can generate in Tally Prime. Let’s check the tally ledger list:

• Purchase/Sales Ledger in Tally

  Sales ledger records credit sales and sources documents like debit notes and sales invoices. Purchase ledger can record purchase transactions. Both these ledgers are essential during trading, repacking or manufacturing products. They come under the revenue account category and are used in the profit and loss (P/L) account.

• Income and Expense Ledger

  All those ledger accounts that record the amount earned or receivable against goods and services in a financial year are covered under the income ledger. For booking expenses, an expense ledger can be created.

  These ledgers can be categorized under direct income, indirect income, direct expense, and indirect expense groups. Therefore, these records can be considered in the assessable value of excise if needed.

• Party Ledger

  Party ledgers include transactions involving supplies, receipts, payments, and more. Parties include customers, wholesalers, retailers, among others. Details included in the party ledger are account Name, closing balance, credited/ debited amount, etc.

• Tax Ledger

  Tax Ledgers come under the Duties and Taxes group and contain different tax accounts such as sales, VAT, Excise, among other trade taxes and total liability. GST also comes under this ledger type in Tally.

• Bank Account

  Bank ledgers contain data about the bank affiliated with your business for making or receiving payments. This data includes Bank name, Account no., IFS code, and address.

  So, if you choose banks like YES BANK, Standard Chartered Bank- India/ UAE, ICICI Bank, Kotak Mahindra Bank, HDFC Bank, Bank of Baroda, and DBS Bank, you can go with e-payment mode too.

• Current Liabilities and Assets

  Current Asset/ Fixed asset ledger includes the entire amount that a business needs to pay in the form of money or goods in the future.

Suggested Read: Different Types of Accounting Software For Financial Management

Types of Ledger Group in Tally: Tally Ledger Under Group List

Ledger Groups in Tally are the collection of ledgers of the same nature. You can create primary groups and sub-groups that can be further classified up to any number of levels until the lowest one, the Ledger Account. You can change the groups of Ledger accounts at any time.

Tally ERP 9 has 28 pre-defined groups, of which 15 are primary, and the rest are sub-groups that can be used for different accounts. Sub-groups are a part of primary groups.

Primary groups are the main groups at the top level of the hierarchy. There are 6 groups for Profit and Loss accounts and 9 for balance sheets. Some of the major ones are:

• Capital Account

This group keep the record of capital and reserves of a business. For capital accounts, ledgers include Partners’ Capital A/c, Share Capital, among others. The reserves and surplus include General Reserve, Capital Reserve, and more.

• Current Assets

All assets like deposits, loans and advances of non-trading nature or purchase of fixed assets, stock-in-hand, integrated/ non-integrated accounts cum inventory and sundry debtors come under this group. You do not record assets for Bank Accounts or Cash-in-Hand sub-groups under this group.

• Current Liabilities

Accounts for all types of liabilities such as Statutory Liabilities, Outstanding Liabilities, and so on come under this group. Its sub-groups are:

1. Provisions: You can include accounts like Provision for Depreciation and Provision for Taxation based on future liabilities.
2. Duties and Taxes: All tax accounts such as Excise and Sales are covered in this sub-group. It also includes total assets/liability and the break-up of different items.
3. Sundry Creditors: It includes parties that supply items and services to the company on a credit basis.

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• Loans

This mainly includes liabilities in the form of long-term loans. Bank OD/ OCC accounts, secured and unsecured loans are a part of this group. Secured loans are generally long term, as they are obtained against the security of some asset.

• Investments

This records all the investments made by a business by grouping accounts like long term bank deposits, government securities, investment in shares, bonds, and more.

• Branch/Divisions

This group acts as a party account for different branches, sister concerns, divisions, affiliates, subsidiaries, etc. Sales and Purchase transactions can happen with accounts opened in this.

• Miscellaneous Expenses (Asset)

This ledger group includes incorporation and pre-operative expenditures. It works for all legal disclosure requirements like Schedule VI, Indian Companies Act. The Profit/ Loss account balance is separately shown in the Balance Sheet.

• Sales Account

This includes sales accounts classified based on the type of sales and tax slabs. For example, you can separate domestic sales from international sales. Customer accounts are not included in this group.

Other primary groups include Purchase Account, Suspense Account, Fixed assets, Direct and Indirect Income, Direct and Indirect Expenses.

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Single Ledger Creation in Tally ERP 9

Tally 9 has two pre-defined ledgers that are automatically created. These are the Profit and Loss account and Cash account. In addition, you can create more cash accounts and other ledger accounts based on the company’s requirements.

For creating a single ledger in Tally ERP 9, users must follow the following steps:

Step 1: First, go to Gateway of Tally.

Step 2: Under Gateway of Tally on the screen, select Accounts Info.

Step 3: Next, choose Ledgers option

Step 4: In Single Ledger sub-option, choose to Create.

Step 5: A Ledger Creation screen gets displayed. Now, enter the ledger account’s name. The name cannot be duplicated and must be unique. You can also enter the alias of the account if needed. Both name and alias name can be used to access the ledgers.

Step 6: In List of Groups, select the group name or category based on the type of ledger account you wish to create. In case you want a new group from this field, use the shortcut command Alt + C on your keyboard. The group can be changed anytime you want to alter the ledger account.

Enter the value of the opening balance if the ledger is a liability or an asset. It should be entered as the same account balance as that at the time of the beginning of books. If it is not a new company, you must enter credit balances for liabilities and debit balances for assets.

Finally, select the “Yes” option under Accept for saving the configured details.

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Multiple Ledger Creation in Tally ERP 9

You can create multiple ledgers at once if you want to save time. In multiple modes, the ‘Inventory values are affected’ field is automatically selected as ‘Yes’ for Sales and Purchase Accounts and No for the rest.

The ‘Cost Centres are applicable’ field is selected as Yes by default for Revenue accounts. For remaining accounts, it is set as ‘No’. To create several ledgers, follow these steps:

Step 1: First, go to Gateway of Tally and select the Accounts Info option.

Step 2: Choose Ledgers under the Accounts Info option.

Step 3: Select Multiple Ledgers and then Create option.

Step 4: A multi ledger creation (10) screen appears. Choose All Items or the required group in which you want to form the ledger. In case you choose All Items, select the group for every ledger in the Under column. You can search a group in the group text field with the help of the group name.

Step 5: Enter the Name of the Ledgers you want to create.

Step 6: Next, enter the value of Opening Balance. For maintaining bill-by-bill balances, you have to provide bill details.

In the field, Dr/Cr enter whether the opening balance is debit or credit.

Finally, save the Multi Ledger Creation screen.

Suggested Read: Depreciation Entry in Tally Prime and ERP 9 (with Examples) 2023

What are the Shortcut Key to Create Ledger in Tally?

Shortcut keys are one of the most popular features in Tally for fast data entry and higher efficiency. Some of the most popular shortcuts are:

Suggested Read: Tally Introduction, Features & Specifications | How to Make Debit Note and Credit Note Entry in TallyPrime

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Related Categories: GST Software | Expense Management Software | Income Tax Software | Debt Collection Software