Home

TALLY TUTORIAL

Tally's multi-currency feature is very powerful and able to easily handle all facets of multi-currency transactions.

Your books are maintained in Base Currency - the currency specified for the company on its creation.  This is necessary so that all amounts show an identical currency - to easily analyse them.  Hence, even when you transact in a currency other that the Base, the information that will be displayed by Tally in the first instance will be converted figures to the Base currency.  You cannot possibly add Rupees with Pounds, can you?  Just like you cannot add pieces with kilograms.  You must convert one to the other using a rate of exchange.

Activate the feature 'Allow Multi-Currency' in F11:Company Features.

1. Return to the Gateway of Tally.
2. Select Accounts Info, Currencies, Create.
3. For each prompt give the information as follows:
4. Symbol: $.
5. Formal name: US Dollars.
6. Number of Decimal Places: 2
7. Show Amounts in Millions: No.
8. Is symbol suffixed to Amounts: No
9. Put Space: Yes

Similarly, create £ with formal name Pounds Sterling.

Alter currencies

1. Reverse into the Currencies menu.

2. Select Alter.

3. Select $.

4. The alteration screen is different!  It contains much more information.

5. You can, of course, change information here but you can also input dates and the relevant exchange rate of the currency.

6. Note three columns for the Rate of Exchange - Standard, Selling and Buying.

7. Bring your cursor to the Date field in the Standard column.

8. Enter the following rates for 1-12-98.  Enter the date in the date field.

   Standard	Selling	Buying
   Rs.35/$	Rs.36/$	Rs.37/$

9. Accept the screen.

10. Standard is the standard or the current rate of exchange. Specified Selling rate is the rate at which your bank will buy Dollars from you.  Buying rate is the rate at which you will buy dollars from the Bank. You use Selling rate when invoicing or receiving money and Buying rate Purchasing or paying money in foreign currency.

11. If the rates are filled here, then during voucher entry they are picked up automatically.  We will see it in a moment.

Delete currencies

Use the key combination [ALT]+[D] in the alteration screen to delete.  As usual, you cannot delete a currency if it has been used.

Create Foreign Currency Bank Account

1. Return to Accounts Info under Gateway of Tally.

2. Select Ledgers, Create.

3. Name : Dollar Account.

4. Under: Bank Accounts.

5. Currency: $

6. Accept the rest of the screen.

7. Create two ledger accounts, Foreign Customer (Sundry Debtors) and Foreign Supplier (Sundry Creditors).

8. Currency of the account will be the base currency.  All accounts should be in base currency except the Bank as above.  Bill-wise - Yes.

Tally Walk-through for Voucher Entry using foreign currency

Foreign currency in stock items and bill-wise details

1. Select Voucher Entry from the Gateway of Tally.

2. Select Sales

3. Your objective is to raise a sales invoice in $.

4. Date 15/12/98

5. Select As invoice.

6. Party's name - Foreign Customer

7. Accept the name, address as defaults

8. Item name - Wheat (if it is not present, create it using [alt]+[C], Stock Group ­Foodstuffs, Stock Category - Cereals, Unit - Bags)

9. Tracking numbers and order number if they appear - Not Applicable

10. Godown - Warehouse

11. Qty - 100 Bags

12. Rate - $25 per Bag.  Do not forget the $ symbol.

13. Rate of Exchange - accept the default selling rate which is Rs.36/$

14. Accept the rest of the inventory allocation screen.

15. Accounting Allocation - Export Sales (If it is not present, create it using [alt]+[C]. Inventory values - Yes)

16. Cost Centre Allocation - Amar

17. There are no other entries for this voucher except Billwise allocation.

18. Billwise - New Ref Export/17 days $2500. This must be in the foreign currency.

19. Accept the screen.

Display foreign exchange gain/loss

Let's see the impact of the above entry.

1. Return to Gateway of Tally.

2. Display Balance Sheet.

3. Do you see a line 'Unadjusted Forex Gain/Loss' for the amount of 2500.00?

4. Press Enter and drill down to the 'Gain/Loss due to Exchange Variation' Screen.

5. This screen gives you the billwise information of the reference Export/1.  The Pending amount is US$2500.  But why is there a Gain/Loss?

The Gain/Loss is calculated because the transacted rate is Rs.36/$ whereas the current standard rate is Rs.35/$. The difference between the transaction rate and the current standard rate is Re.1/$ amount to Rs.2500.00.

Adjusting a forex bill

1. Foreign Customer pays you $2000 and then you deposit the sum in your Dollar Account.  Bank charges $50.

2. Go to Voucher Entry.

3. Select Receipt

4. Date: 20/12/98

5. Cr Foreign Customer $2000.

6. Rate of exchange has moved since then.  It is now Rs.39/$

7. BillWise - Agst Ref.  Export/1 $2000.

8. Dr Dollar Account $ 1950 Rate of Exchange Rs.39/$

9. Dr Bank Charges $50.  Same rate of exchange.

10. Now display foreign exchange gain/loss again as you had done before.

What do you find?

The Unadjusted Gain/Loss is 2300.  Drill down.  You now have gain loss for Sundry Debtors as well as for Bank Accounts.

Let us examine the Sundry Debtors situation.

The amount of Gain/Loss has increased from Rs. 2500 to Rs. 5500. Why?

However, the balance $500 will have a loss of Rs. 1/$ the difference between the standard rate and the invoice transaction rate.

Hence, the net gain of Rs. 5,500. Wonderful, isn't it?

Bank Balance Forex Gain/Loss

Now lets see the Bank Accounts Forex Gain/Loss.

1. Go to the Balance Sheet.

2. Simply drill down from the Unadjusted Forex Gain/Loss, Current Assets, Bank Accounts, Dollar Account.

3. The difference is because the worth of the Dollars in the Account in terms of Rupees has reduced. That is to say, it was received @ Rs. 39/$ but now the current standard rate is Rs. 35/$. Hence, the account $1950 @ Rs. 4/$ = Rs. 7800.  

• Click on Detailed to explode the Groups. If Sundry Debtors does not explode, use [Shift]+[Enter] on it. Hence, Sundry Debtors will show Foreign Customer with the Amount. Bank Accounts will show Dollar Account.

• Print this statement or copy it by hand.

• Now create a ledger account by the name 'Forex Gain/Loss (it could be any name) under the group indirect Expenses.

• Return to Gateway of Tally.

• Select to Accounts info -> Voucher Types.

• Select to Alter Journal.

• Tab down to the line Name of Class.

• Type Forex gain/Loss and press Enter.

• Use Class for Forex Gain/Loss Adjustments? Type Y or Yes.

• Under the Ledger Name select 'Forex Gain/Loss'. This is the Account that will be used for adjustment.

• Press Enter to accept. You will return to the Voucher Type Alteration screen below the class you have just created. Press Enter repeatedly to accept.

• Return to Gateway of Tally.

• Select Voucher Entry.

• Press F7:Journal. You now get Voucher Type Selection box where you select Journal and Class Table Forex Gain/Loss.

• Change date to 31-12-98.

• Now

  • Select Foreign Customer from the list of ledgers. The Bill-wise details sub-screen comes up. Select the invoice Export/1 which is the only one in the list. In fact, only those invoices involved in foreign exchange gain/loss will be available for selection. The amount displayed will be the gain/loss amount. Hence simply select it. Accept the amount and then End of List to complete selection for Foreign Customer.
  • Now you are in the second line and in Particulars column of the voucher. Select Foreign Supplier. Repeat the process of selection of the invoice.
  • In the Third line and in Particulars column do not adjust Dollar Account. Press Enter at the blank field to go to the Narration.
  • Type 'Party accounts adjusted for exchange gain and loss'.