Learn how to create a Sales Voucher (F8) in TallyPrime with easy step-by-step instructions. Understand cash sales, credit sales, GST invoices, ledger selection, inventory entries, and practical examples to record business sales accurately.
Sales Voucher (F8) in TallyPrime: How to Record Sales Entries with Examples
Recording sales transactions correctly is an important part of managing business accounts. Whether you run a small retail shop, a wholesale business, or a large company, every sale needs to be recorded properly to maintain accurate financial records.
In TallyPrime, you can record sales transactions using the Sales Voucher (F8). It allows you to enter cash sales, credit sales, GST sales, and other types of business transactions.
If you are new to TallyPrime, don't worry. In this guide, we will explain how to create a sales entry using F8, which ledgers you need, how to record GST invoices, and how to handle different sales situations with practical examples.
What Is a Sales Voucher in TallyPrime?
A Sales Voucher is used to record goods or services sold by a business to customers.
Whenever you sell products or provide services, you need to enter the transaction in TallyPrime using the Sales Voucher.
For example, suppose you own an electronics shop and sell a laptop worth ₹50,000 to a customer. You can record this transaction using the Sales Voucher (F8).
TallyPrime automatically updates the relevant accounting records, including:
Sales Account
Customer Ledger (for credit sales)
Cash or Bank Ledger (for immediate payments)
GST Ledgers (when applicable)
Stock Summary (when inventory is maintained)
Shortcut Key: F8
When Should You Use the Sales Voucher?
You should use the Sales Voucher whenever your business makes a sale.
Here are some common situations:
| Business Transaction | Voucher to Use |
|---|---|
| Selling goods for cash | Sales (F8) |
| Selling goods on credit | Sales (F8) |
| Selling products with GST | Sales (F8) |
| Selling services | Sales (F8) |
| Selling goods to registered customers | Sales (F8) |
| Selling goods to unregistered customers | Sales (F8) |
Remember that a sales transaction should be recorded in the Sales Voucher even if the customer has not paid immediately.
How to Create a Sales Voucher in TallyPrime
Follow these steps to record a sales transaction in TallyPrime.
Step 1: Open the Sales Voucher
First, open TallyPrime and select the company in which you want to record the transaction.
From the Gateway of Tally:
Select Vouchers.
Open the Sales Voucher.
Press F8 on your keyboard.
The Sales Voucher screen will appear.
Step 2: Select the Party Ledger
Choose the customer ledger in the Party A/c Name field.
For example:
Customer Name: Rahul Traders
Transaction Type: Credit Sale
If the customer ledger does not exist, you can create a new ledger directly from the voucher screen.
Make sure the customer's GST details are correctly configured if the transaction involves GST.
Step 3: Select the Sales Ledger
Choose the appropriate sales ledger in the Sales Ledger field.
For example:
Sales Account
Local Sales @ 18%
Interstate Sales @ 18%
Sales of Services
The ledger should match the nature of your business transaction and applicable tax configuration.
Step 4: Enter the Item Details
If you maintain inventory in TallyPrime, select the products you have sold.
Enter the following information:
Item Name
Quantity
Rate
Amount
Applicable GST Rate
For example, suppose you sell 10 computer keyboards at ₹1,000 each.
| Particulars | Details |
|---|---|
| Item | Computer Keyboard |
| Quantity | 10 |
| Rate | ₹1,000 |
| Total Amount | ₹10,000 |
TallyPrime calculates the total automatically based on the quantity and rate.
If you are recording a service sale or using accounting invoice mode, enter the relevant service or sales ledger details instead.
Step 5: Check the GST Details
If your business is registered under GST, verify that the correct tax ledgers and tax rates are selected.
For example, consider a local sale of goods worth ₹10,000 with 18% GST.
| Particulars | Amount |
|---|---|
| Taxable Value | ₹10,000 |
| CGST @ 9% | ₹900 |
| SGST @ 9% | ₹900 |
| Invoice Total | ₹11,800 |
For an interstate sale, IGST generally applies instead of CGST and SGST.
Always verify the place of supply and applicable GST rate before saving the invoice.
Step 6: Save the Sales Voucher
After entering all the transaction details:
Check the customer name.
Verify the item quantity and rate.
Confirm the sales amount.
Check the GST calculation, if applicable.
Verify the invoice date and number.
Press Ctrl + A to save the voucher.
Your sales transaction is now recorded in TallyPrime.
Practical Example: How to Record a Cash Sales Entry
Let's understand a simple cash sales transaction.
Suppose you run a grocery shop and sell the following products to a customer who pays immediately.
| Particulars | Amount |
|---|---|
| Rice | ₹2,000 |
| Wheat Flour | ₹1,000 |
| Cooking Oil | ₹1,500 |
| Total Sales | ₹4,500 |
To record this transaction:
Open Sales Voucher using F8.
Select Cash as the Party A/c Name.
Select the appropriate Sales Ledger.
Enter the product names and quantities.
Verify the total amount.
Save the voucher.
The basic accounting entry will be:
Cash A/c Dr. ₹4,500
To Sales A/c ₹4,500
This means cash has increased, and your business has earned sales revenue.
Practical Example: How to Record a Credit Sales Entry
Now suppose you sell goods worth ₹25,000 to ABC Traders, but the customer promises to pay after 15 days.
This is a credit sale.
Follow these steps:
Open the Sales Voucher (F8).
Select ABC Traders in the Party A/c Name field.
Choose the appropriate Sales Ledger.
Enter the goods and quantities.
Verify the invoice total.
Save the voucher.
The accounting entry will be:
ABC Traders A/c Dr. ₹25,000
To Sales A/c ₹25,000
The amount will appear as outstanding against ABC Traders until the customer makes the payment.
When the customer pays later, record the received amount through a Receipt Voucher (F6).
How to Record GST Sales in TallyPrime
If your business is GST-registered, you can record GST sales directly through the Sales Voucher.
Before creating the invoice, make sure the following ledgers and details are configured correctly:
Customer Ledger with appropriate GST registration details
Sales Ledger with the correct tax classification
CGST and SGST Ledgers for applicable local transactions
IGST Ledger for applicable interstate transactions
Stock Items with correct HSN and GST rates, where required
For example, you sell goods worth ₹20,000 to a customer in the same state with 18% GST.
| Particulars | Amount |
|---|---|
| Sales Value | ₹20,000 |
| CGST @ 9% | ₹1,800 |
| SGST @ 9% | ₹1,800 |
| Total Invoice Value | ₹23,600 |
TallyPrime calculates the tax based on your ledger and inventory configuration.
Before saving, review the GST details carefully to avoid errors in your sales records and GST returns.
Difference Between Cash Sales and Credit Sales
Both transactions are recorded through the Sales Voucher (F8), but the party ledger is different.
| Feature | Cash Sales | Credit Sales |
|---|---|---|
| Customer Payment | Immediate | Later |
| Party Ledger | Cash | Customer |
| Outstanding Balance | Generally No | Yes |
| Accounting Entry | Cash Dr. To Sales | Customer Dr. To Sales |
| Voucher | F8 | F8 |
This distinction is important because it helps you track actual cash received and payments still due from customers.
How to View Sales Reports in TallyPrime
After recording sales transactions, you can check your business sales reports whenever required.
Follow these steps:
Open Gateway of Tally.
Go to Display More Reports.
Select Account Books.
Open Sales Register.
Choose the required period.
You can review:
Total sales during a selected period
Individual sales invoices
Customer-wise sales transactions
Voucher dates and invoice numbers
Sales amounts and tax details
You can also use the Day Book to review all vouchers recorded on a particular date.
These reports help you monitor business performance and keep your accounting records organised.
Common Mistakes to Avoid While Recording Sales
Even a small mistake in a sales invoice can create problems in accounting and GST reporting.
Keep these points in mind:
Selecting the Wrong Customer Ledger: Always verify the customer name before saving the invoice.
Entering an Incorrect Quantity: Check the quantity carefully, especially when selling multiple products.
Using the Wrong GST Rate: Make sure the correct GST rate is applied to each item or service.
Choosing the Wrong Sales Ledger: Use the appropriate ledger for local sales, interstate sales, or services.
Forgetting Credit Sales: Do not select Cash when the customer has agreed to pay later.
Ignoring Invoice Dates: Record the actual transaction date to maintain accurate financial reports.
Not Checking Stock: If inventory is enabled, verify that the correct stock items and quantities have been entered.
Tips for Managing Sales Entries Efficiently
Here are a few practical suggestions that can make daily accounting easier:
Create separate sales ledgers for different business activities.
Maintain customer ledgers with accurate details.
Use inventory features if your business sells physical products.
Verify GST calculations before saving invoices.
Review the Sales Register regularly.
Record credit sales promptly to track outstanding payments.
Take regular backups of your company data.
Following these practices will help you maintain reliable sales records and reduce accounting errors.
Conclusion
The Sales Voucher (F8) in TallyPrime makes it easy to record daily business sales, whether you receive payment immediately or allow customers to pay later.
Once you understand how to select party ledgers, enter item details, apply GST, and save invoices, recording sales becomes a straightforward process.
Whether you operate a retail shop, wholesale business, or service-based company, using the Sales Voucher correctly helps maintain accurate accounts, monitor revenue, and manage customer transactions more effectively.
Frequently Asked Questions (FAQs)
What is the shortcut key for Sales Voucher in TallyPrime?
The shortcut key for opening the Sales Voucher is F8.
Can I record cash sales using F8?
Yes. Select Cash as the party ledger and enter the sales details.
Can I record credit sales in TallyPrime?
Yes. Select the customer's ledger instead of Cash to record a credit sale.
How do I add GST to a sales invoice?
Configure the appropriate sales and GST ledgers, then enter the transaction with the correct GST classification and tax rate.
How can I check total sales in TallyPrime?
Open the Sales Register from the Gateway of Tally and select the required reporting period.
COMMENTS