Learn how to record purchase entries in TallyPrime using the Purchase Voucher (F9). Understand cash and credit purchases, supplier ledger creation, GST calculations, inventory management, and practical accounting examples.
Purchase Voucher (F9) in TallyPrime: How to Record Purchase Entries with Examples
What Is a Purchase Voucher in TallyPrime?
A Purchase Voucher in TallyPrime is used to record goods or services purchased by a business from suppliers. It helps maintain accurate purchase records, track supplier balances, calculate GST, and monitor inventory.
Whenever a business buys stock, raw materials, office supplies, or other goods, the transaction can be recorded using a Purchase Voucher.
In TallyPrime, the shortcut key for opening the Purchase Voucher is F9.
For example, imagine you run a retail shop and purchase goods worth ₹25,000 from a wholesaler on credit. Instead of maintaining this transaction manually, you can enter it through the Purchase Voucher. TallyPrime will automatically update the purchase account, supplier balance, and inventory (if inventory tracking is enabled).
A properly recorded purchase entry also makes it easier to prepare GST reports, review supplier transactions, and calculate business expenses.
Why Is the Purchase Voucher Important?
The Purchase Voucher is an essential part of daily accounting because it keeps purchase-related transactions organised.
Here are some important reasons to use it:
Records purchases: Maintains a proper record of goods and services purchased by the business.
Tracks supplier balances: Updates the amount payable to suppliers for credit purchases.
Manages inventory: Increases stock quantities when inventory details are entered.
Calculates GST: Records applicable CGST, SGST, or IGST on taxable purchases.
Maintains financial accuracy: Helps prepare accurate Profit and Loss Accounts and Balance Sheets.
Supports GST compliance: Provides purchase information required for GST-related reporting and reconciliation.
How to Open the Purchase Voucher in TallyPrime
Opening a Purchase Voucher is simple. You can access it directly from the Gateway of Tally.
Follow these steps:
Open TallyPrime on your computer.
Select the company in which you want to record the purchase.
Go to Vouchers from the Gateway of Tally.
Press F9 on your keyboard.
The Purchase Voucher screen will appear.
You can now enter the supplier's name, purchase details, invoice number, amount, and applicable taxes.
Shortcut Key: F9 – Purchase Voucher
How to Record a Purchase Entry in TallyPrime
Let's understand the complete process with a practical example.
Suppose ABC Traders purchases goods from XYZ Suppliers with the following details:
Particulars | Amount |
|---|---|
Supplier Name | XYZ Suppliers |
Purchase Value | ₹20,000 |
CGST @ 9% | ₹1,800 |
SGST @ 9% | ₹1,800 |
Total Invoice Amount | ₹23,600 |
Payment Mode | Credit |
The purchase is made within the same state, so CGST and SGST are applicable in this example.
Follow these steps to record the transaction.
Step 1: Open the Purchase Voucher
Open your company in TallyPrime and press F9 to open the Purchase Voucher.
Check that you are working with the correct company and voucher date before entering the transaction.
Step 2: Select the Supplier Ledger
In the Party A/c Name field, select XYZ Suppliers.
If the supplier ledger does not already exist, you can create it directly from the voucher screen.
While creating the ledger, select Sundry Creditors as the group and enter the required supplier details.
Step 3: Enter the Supplier Invoice Details
Enter the supplier's invoice number and invoice date in the relevant fields.
For example:
Supplier Invoice Number: XYZ/125
Invoice Date: 14-Nov-2026
These details help you identify the original purchase invoice when checking records later.
Step 4: Select the Purchase Ledger
Choose the appropriate purchase ledger, such as Purchase @ 18% GST.
If the ledger does not exist, create it under the Purchase Accounts group and configure the applicable GST details.
Make sure the GST rate and nature of the transaction are correctly configured.
Step 5: Enter the Purchase Amount
Enter the taxable purchase value of ₹20,000.
If you maintain inventory in TallyPrime, select the relevant stock item, enter its quantity, rate, and amount.
For example:
Stock Item | Quantity | Rate | Amount |
|---|---|---|---|
Product A | 100 | ₹200 | ₹20,000 |
TallyPrime will calculate the item value based on the quantity and rate.
Step 6: Add CGST and SGST
Since this is an intra-state purchase, add the applicable GST ledgers:
CGST @ 9% = ₹1,800
SGST @ 9% = ₹1,800
The total GST amount will be ₹3,600.
Your invoice total will become ₹23,600.
Step 7: Verify and Save the Purchase Voucher
Before saving, check the following details:
Supplier name
Invoice number and date
Purchase ledger
Item quantity and rate
Taxable purchase amount
GST calculations
Final invoice amount
Once everything is correct, press Ctrl + A to accept and save the voucher.
Your purchase entry will now be recorded in TallyPrime.
Purchase Voucher Entry Format in TallyPrime
The accounting entry for the above credit purchase will be:
Account Name | Debit (₹) | Credit (₹) |
|---|---|---|
Purchase A/c | 20,000 | – |
Input CGST A/c | 1,800 | – |
Input SGST A/c | 1,800 | – |
XYZ Suppliers A/c | – | 23,600 |
Total | 23,600 | 23,600 |
Journal Entry Explanation:
Purchase Account is debited because purchases increase.
Input CGST and Input SGST are debited because eligible GST credit is recorded.
XYZ Suppliers Account is credited because the business owes money to the supplier.
Note: Input GST credit is subject to applicable GST eligibility conditions. The actual voucher configuration may vary depending on the nature of the purchase and your accounting setup.
Types of Purchase Entries in TallyPrime
Businesses make purchases in different ways. TallyPrime allows you to record purchase transactions according to the payment method and nature of the purchase.
Purchase Type | Description | Example |
|---|---|---|
Cash Purchase | Goods purchased with immediate cash payment | ₹5,000 cash purchase |
Credit Purchase | Goods purchased with payment due later | ₹25,000 supplier credit |
GST Purchase | Purchase with applicable GST | ₹20,000 + 18% GST |
Interstate Purchase | Purchase from another state | Maharashtra to Gujarat |
Purchase Return | Goods returned to the supplier | Return of damaged goods |
For a normal purchase, use the Purchase Voucher (F9). Purchase returns can be recorded using an appropriate Debit Note or purchase return workflow, depending on your accounting setup.
Difference Between Purchase Voucher and Payment Voucher
Both vouchers are used in everyday accounting, but they serve different purposes.
Basis | Purchase Voucher (F9) | Payment Voucher (F5) |
|---|---|---|
Purpose | Records purchases | Records money paid |
Main Use | Buying goods or services | Paying suppliers or expenses |
Cash Impact | Not necessarily immediate | Records an outgoing payment |
Credit Transaction | Yes | Used when payment is made |
Example | Purchase goods for ₹20,000 on credit | Pay supplier ₹20,000 |
For example, if you purchase goods worth ₹30,000 today and pay the supplier after 15 days, record the purchase using F9. When you actually make the payment, record it using F5.
This keeps both purchase records and payment records accurate.
How to View Purchase Reports in TallyPrime
After recording purchase transactions, you can view them through TallyPrime's reporting section.
Follow these steps:
Open Gateway of Tally.
Go to Display More Reports or the relevant reports menu.
Select Account Books.
Open Purchase Register.
Choose the required period.
Review your recorded purchase transactions.
You can also review individual supplier balances through the relevant ledger reports.
Purchase reports help you understand how much your business has purchased during a particular month, quarter, or financial year.
Common Mistakes to Avoid While Recording Purchase Entries
Even a small accounting mistake can create problems in GST calculations, inventory records, and supplier balances.
Keep these points in mind:
Selecting the wrong supplier: Always verify the supplier's ledger before saving.
Entering an incorrect invoice date: Record the actual invoice date instead of the payment date.
Choosing the wrong GST rate: Check the applicable GST rate for the goods or services.
Using the wrong purchase ledger: Select the correct ledger based on the nature of the purchase.
Ignoring inventory details: Enter the correct quantity and stock item when maintaining inventory.
Recording duplicate invoices: Check existing purchase records before entering the same invoice again.
Forgetting to verify the total: Compare the voucher total with the supplier's original invoice.
Taking a few extra seconds to review the voucher can prevent unnecessary corrections later.
Conclusion
The Purchase Voucher (F9) in TallyPrime makes it easy to record business purchases, manage supplier accounts, maintain inventory, and calculate applicable GST.
Whether you make cash purchases or buy goods on credit, entering the correct details helps maintain reliable accounting records.
For accurate bookkeeping, always verify the supplier invoice, purchase amount, GST details, and stock information before saving the voucher. With regular practice, recording purchase transactions in TallyPrime becomes a simple part of your daily accounting routine.
Frequently Asked Questions (FAQs)
What is the shortcut key for Purchase Voucher in TallyPrime?
The shortcut key for opening the Purchase Voucher in TallyPrime is F9.
How do I record a credit purchase in TallyPrime?
Press F9, select the supplier ledger, enter the purchase details and applicable GST, and save the voucher. The supplier's outstanding balance will be updated.
Can I record GST purchases using a Purchase Voucher?
Yes. You can record GST purchases using the Purchase Voucher by selecting the appropriate purchase and input tax ledgers.
What is the difference between a Purchase Voucher and a Payment Voucher?
A Purchase Voucher records goods or services purchased, whereas a Payment Voucher records money paid to suppliers or other parties.
Can I maintain stock through a Purchase Voucher?
Yes. If inventory is enabled, you can enter stock items, quantities, and rates in the Purchase Voucher to update inventory records.
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