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1.     Cheque Printing in Tally.ERP 9

Organisations choose banks to maintain the current/overdraft/savings accounts based on their business needs and the facilities offered by each bank. Each bank maintains a unique design of cheque for India (as prescribed by the NPCI - National Payment Corporation of India) and for other countries. These formats have to be taken into consideration in the process of cheque printing configuration wherein the dimensions in "mm" are provided. Based on the same, the cheque can be printed.

For the benefit of business entities and users, Tally.ERP 9 has provided the convenience of pre-configuring the dimensions for ease in configuring and printing of cheques. The Cheques can be printed at the time of making payments to vendors during Voucher Entry i.e., directly from the Payment Vouchers or from cheque printing reports

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1-A:   Enabling Cheque Printing

1-B:   Configuring in Bank Ledger

1-C :  Printing Cheques

1-A :      Enabling Cheque Printing

To configure and print the cheques,

·         Go to Gateway of Tally > F11: Accounting Features.

·         Set Enable Cheque Printing to Yes.

Note:    When a new company is created in Tally.ERP 9, the option Enable Cheque Printing is set to Yes, by default.

Cheque Printing in Tally.ERP 9
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Using this feature, cheque printing is configured under Banking configuration which appears in the ledgers grouped under Bank Accounts and Bank OD Accounts. The same has been mentioned as note below the Enable Cheque Printing feature.

The cheque printing configurations can be set in Bank Ledger Creation or Alteration screen.

 

 

1-B:       Configuring in Bank Ledger

Users can define the cheque dimensions:

·         By using pre-configured measurements or

·         Provide the measurements manually.

To set/alter cheque printing configuration:

Go to Gateway of Tally > Accounts Info. > Ledger > Create/Alter

The Ledger Creation/Alteration screen appears.

·         Ensure that the ledger is grouped under Bank Accounts or Bank OD Accounts.

·         Enable the field - Set/Alter Cheque Books to provide the cheque range. In the Cheque Range for sub-screen, enter the From number and To number of the cheque leaves as displayed in the cheque book. The number of cheque leaves appears automatically based on the from and to numbers. Enter the book name. Accept the Cheque Range for sub-screen to return to bank ledger master.

·         The field - Set/Alter Banking Configuration will be displayed by default for ledgers grouped under Bank Accounts or Bank OD A/c.

Note:  In case where the cheque printing feature is not enabled in F11: Accounting Features the error message - Enable Cheque Printing from F11 Accounting Features will be displayed while setting the option - Set/Alter Cheque Printing Configuration to Yes in the bank ledger master.

·         In the Banking configuration screen, the option - Select Your Bank will be displayed. Here the users have to select the respective bank from the list provided to which their bank account belongs. The list of banks will be displayed based on the Tally.NET subscription (valid or expired) and internet connectivity.

·         Based on the cheque format selected for the bank, the cheque dimensions will be pre-configured.

·         On completion of configuration setup, cheque printing screen appears to preview/print the Sample Cheque.

·         After generating the preview Esc key has to be used to return to ledger master or the sample cheque can be printed. Then the cursor goes to the Mailing Details section of bank Ledger Creation screen. The required details needs to be provided before saving the ledger.

Enabling Cheque Printing in Bank Ledger Creation Screen

Ensure that in F11: Features > F1: Accounting Features the feature - Enable Cheque Printing is set to Yes.

Go to Gateway of Tally > Accounts Info. > Create

Enter the name of the bank ledger as ICICI Bank and select the group as Bank Accounts. Set the effective date for reconciliation as 1-4-2012.

Set the option - Set/Alter Cheque Book to Yes to provide the details pertaining to from and to number and total count of cheque leaves along with the book name. Alternatively, after entering the From Number, if the Number of Cheques are specified, the To Number appears automatically.

Consider the example of accounts department which issues cheques to various stake holders. Book name helps in tracking the number of cheque books used by a particular department.  

Cheque Printing in Tally.ERP 9
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One bank ledger may have multiple Cheque Books. If user enters cheque number which already exists in another Cheque Range, Tally.ERP 9 will throw an error message – The entered cheque range is overlapping with the existing cheque range.

Cheque Printing in Tally.ERP 9
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Enter the correct cheque numbers and press Enter to navigate to the Ledger Creation screen.

The option - Set/Alter Banking Configuration  will be displayed by default. Set this option to Yes to view the Banking Configuration screen.

Cheque Printing in Tally.ERP 9
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In the Banking Configuration screen provide details as given below:

1.    In Select your Bank field, the list of banks get displayed only when there is active Tally.NET subscription and internet connectivity. Choose ICICI Bank from List of Banks.

Cheque Printing in Tally.ERP 9
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Note: If the Tally.NET subscription has expired on April 30, 2012, the list of banks supported till then will be displayed. The banks added to the list after this date will not appear for selection. For viewing the complete list of banks supported for cheque printing configuration, there should be active Tally.NET subscription and internet connectivity.

2.            Set Activate Auto Reconciliation to Yes/No as per requirement. On enabling this option, the facility to reconcile the books of accounts by importing the bank statements will be made available. Also the entries which are present in Bank statement and not in books of accounts (e.g., bank charges deducted from the account) can be added using the auto-fill feature.

3.    Set the option - Set/Alter Cheque Printing Configuration to Yes. Based on the bank chosen in Select Your Bank field, the cheque formats (1 or more depending on the bank selected) will be displayed.

Cheque Printing in Tally.ERP 9
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Selection of Formats

From the formats displayed for the selected bank, users can choose the formats by comparing with the physical cheque leaves and preview the output. After selecting the format, pressEnter to accept it. The parameters defined for it gets pre-filled in the Cheque Printing Configuration screen.

Cheque Printing in Tally.ERP 9
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Note: Here the cheque printing configurations can be either pre-filled with the available formats or set manually.

Click here for details.

The filled dimensions of Cheque Printing Configuration appears as shown:

Cheque Printing in Tally.ERP 9
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To Print/Preview the settings click Print button or press Alt+P. Accept the screen.

On accepting the Cheque Printing Configuration screen, the Cheque Printing screen appears allowing user to print the sample cheque. Depending on the printer being used for printing the cheques the orientation can be selected.

Printer Selection

Press S: Select Printer button to select the printer and the paper size. Select the paper size as A4.

Orientation

In the Sample Cheque Printing screen, press N: Orientation button (Alt+N) to select the orientation. The orientations - Vertical and Horizontal gets listed.

Cheque Printing in Tally.ERP 9
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On selecting Vertical - centre/left/right the cheque gets printed in vertically (oriented as portrait). Using these options, the cheque can be printed by setting the orientation to:

·         Vertical Left: On inserting the paper in the printer tray, the cheque gets printed vertically on the left hand side of the paper.

·         Vertical Centre: On inserting the paper in the printer tray, the cheque gets printed vertically at the centre of the paper.

·         Vertical Right: On inserting the paper in the printer tray, the cheque gets printed vertically on the right hand side of the paper.

Additionally for printing the cheque face up or face down with vertical orientation, the field - Print From (for Vertical Only) gets displayed. Depending on the printer, the front or rear can be selected.  

·         Front: In printers which print face up select Front.

·         Rear: For printers which print face down place the paper in reverse order and select Rear.

On selecting Horizontal the cheque gets printed horizontally (oriented as landscape).

·         After selecting the orientation, accept the sample cheque printing screen to preview the cheque (for preview mode, select I: With Preview button (Alt+I).

Cheque Printing in Tally.ERP 9
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·         Accept the Sample Cheque Printing screen to generate the preview of the cheque.

Overall Adjustment

Using the configuration provided for overall adjustment:

·         The cheque dimensions pre-configured on selecting the cheque format can be adjusted such that the overall dimensions get shifted by the required 'mm' from top and left edge of cheque.

·         While printing the cheque, date field can be left blank if it is not required to be printed.

From the Sample Cheque Printing screen, click on F12: Configure button and change/retain the dimensions in 'mm' as per requirement.

Cheque Printing in Tally.ERP 9
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·         Adjust Distance From Top Edge (in mm): To adjust the distance from top edge such that the overall measurements defined in Cheque Dimensions screen get shifted as per the 'mm' entered here.

·         Adjust Distance From Left Edge (in mm): To adjust the distance from left edge such that the overall measurements defined in Cheque Dimensions screen get shifted as per the 'mm' entered here.

·         Print Date: By default the date gets printed on the cheque. If the date is not to be printed on the cheque set this field to No.

Accept the configuration and print the cheque. The adjustments done for overall adjustment using F12: Configuration of cheque printing screen does not affect the settings of Cheque Dimensions pre-configured for the selected cheque format.

Cheque Printing in Tally.ERP 9
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After viewing the sample cheque press Esc key to view the cheque dimension screen. Accept the configurations to return to the ledger creation screen.

In the bank ledger master, select the State and enter the address details, PIN Code, Account number, branch name and BSR Code under Mailing Details screen.

Entering Dimensions Manually

The dimensions can be set manually in the Cheque Format Selection screen by selecting User Defined or pressing Ctrl+U.

Cheque Printing in Tally.ERP 9
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The configurations can be entered manually when:

·         Of more than one format specified by the bank, two are provided in Tally.ERP 9 but the third format is required for printing the cheque.

or

·         A message regarding the unavailability of cheque format for the selected bank is displayed.

Cheque Printing in Tally.ERP 9
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or

·         System is not connected to the Internet.

Copying the Sample Format

In case where the format for the selected bank is not available, the sample format or the dimensions configured for another bank can be copied. To copy the dimensions,

·         Cick on User Defined button in Cheque Format Selection screen

·         Click Ctrl+C: Copy From or press Ctrl+C

Cheque Printing in Tally.ERP 9
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·         The Select Configured Bank screen with List of Configured Banks appears as shown:

Cheque Printing in Tally.ERP 9
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·         Select the Sample Format or the format of the required Bank from the list.

·         The cheque printing configuration fields will be pre-filled with the dimensions of the selected format.

Note:  In the Cheque Printing Configuration form, any field other than salutations cannot be left blank. Also if inappropriate figures are entered, users will be prompted with appropriate messages at various fields to control the configuration.

Once the configurations are manually entered, the sample cheque can be generated. After viewing the sample cheque press Esc key to return to ledger creation screen and enter the mailing details.

Offline Ledger Creation with Active Tally.NET

In the ledger creation screen, enter the name of the bank ledger as Axis Bank and select the group as Bank Accounts. Set the effective date for reconciliation as 1-4-2012. Set the option - Set/Alter Banking Configuration to Yes to view the Banking Configuration screen.

During offline ledger creation (without internet connectivity), the list of banks will not appear for selection in Select Your Bank field, hence it needs to be set to Not Applicable. Also the cursor will skip the option - Activate Auto Reconciliation. Set the option - Set/Alter Cheque Printing Configurations to Yes.

Cheque Printing in Tally.ERP 9
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Enter the cheque dimensions manually or click the Copy From button (Ctrl+C) to copy the predefined dimensions of either the sample format or the dimensions set for other banks. The Cheque Dimension screen appears as shown:

Cheque Printing in Tally.ERP 9
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Accept the Cheque Dimensions screen to view the Sample Cheque Printing screen. Click Yes to generate the preview and then return to ledger master. If the preview is not required to be generated select No to return to ledger master.

Enabling Cheque Printing in Bank Ledger Alteration Screen

 

Ledger Alteration with Active Tally.NET and Internet Connectivity

Go to Gateway of Tally > Accounts Info. > Alter

Select the ledger - ICICI Bank and rename the bank ledger to Standard Chartered Bank. Set the option - Set/Alter Banking Configuration to Yes (this option will be set to No to avoid display of configurations every time the ledger is viewed in alteration mode) to view the Banking Configuration screen.

In the Banking Configuration screen,

1.    Choose Standard Chartered Bank from List of Banks in Select Your Bank field.

Cheque Printing in Tally.ERP 9
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2.            The field Activate Auto Reconciliation will be reset to No on changing the bank selected while creating ledger in Select Your Bank field. Set it to Yes/No as per requirement.

3.            Set the option - Set/Alter Cheque Printing Configuration to Yes.

Cheque Printing in Tally.ERP 9
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4.            Select the required format from the list provided for the bank. The cheque printing configurations gets pre-filled as per the format.

Cheque Printing in Tally.ERP 9
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In the absence of a particular format or on unavailability of formats, the dimensions can be entered manually. The message appears as shown if the format is not available.

Cheque Printing in Tally.ERP 9
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Once the configurations are pre-filled or manually entered, the sample cheque can be generated. After viewing the sample cheque press Esc key to return to ledger creation screen. In the Mailing Details screen, select the State and enter the address details, PIN Code, Account number, branch name and BSR Code.

Offline Ledger Alteration with Active Tally.NET

In the ledger alteration screen, select the bank ledger - State Bank of India and rename it as Bank of India. Set the option - Set/Alter Banking Configuration / Features to Yesto view the Banking Configuration screen.

During offline ledger alteration, the option - Select Your Bank will display State Bank of India as it was set earlier in creation mode and list of banks will not be displayed. Set the option - Set/Alter Cheque Printing Configurations to Yes. Enter the cheque dimensions manually or click the Copy From button (Ctrl+C) to copy the predefined dimensions as shown:

Cheque Printing in Tally.ERP 9
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Accept the Cheque Dimensions screen to view the Sample Cheque Printing screen. Click Yes to generate the preview and then return to ledger master. If the preview is not required to be generated select No to return to ledger master.

1-C :      Printing Cheques

To print the cheque,

Go to Gateway of Tally > Voucher Entry > F5: Payment

·         Debit the Party Ledger, enter the amount and give the bill reference details, if any.

·         Credit the Bank Account for which the cheque printing is enabled, enter the amount and press Enter.

·         Bank Allocation screen appears.

o    Instrument No.: Type the cheque number in the field provided.

o    Instrument Date: The voucher date is displayed by default. Enter the required date, if any.

o    Cross Instrument Using: This is filled by the most common word used - A/c Payee, which is displayed by default. It can be changed as per requirement.

The filled Bank Allocation screen appears as shown:

Cheque Printing in Tally.ERP 9

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·         Provide the narration and Accept the Voucher.

·         The Cheque Printing screen appears displaying the cheque details as shown:

Cheque Printing in Tally.ERP 9
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·         Accept to print the cheque.

Printer Selection

Press S: Select Printer button to select the printer and the paper size. Select the paper size as A4.

For information on setting the orientation and dimensions for overall adjustment click here.

The Cheque Print preview appears as shown:

Cheque Printing in Tally.ERP 9
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Note:    Cheque Printing feature is available only from the Payment and Contra vouchers.

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