MODULE 5

REPORT GENERATION AND PRINTING

Tally's Display of information is designed to allow a user get the maximum benefit of the
data that is entered. A user gets a holistic picture of the data and is also able to present
information using different options. The purpose of compiling data is to present it in the form of
comprehensible accounting reports. On entering the vouchers, Tally uses the same data and
provides with the management control reports in addition to all books and statements. The
display screens of Tally are dynamic and interactive. They are not spooled print files but are
specially designed for the screen. Whatever we see on the screen can be printed as well
depending upon printer's capabilities.
To view display menu:
Go to Gateway of tally> Display
Tally creates the books of accounts and the financial statements based on the vouchers entered
till date. The appearance of reports can be customized as required. For example, comparisons are
possible with different companies, periods of the financial year, groups and ledgers.
Press Enter after highlighting the item in a report to navigate to the next level of detail
till it is reached in an individual voucher. Similarly, navigation can be done backwards to higher
levels by pressing Esc. The special features available for a displayed report are indicated on the
button bar, which can be operated by a single-click of the mouse.

PRINTING OPTIONS FOR GENERATED REPORTS

Reports and documents generated through tallycan also be printed. It is done in two ways.

 Using Print(Alt+P) button

 Using Multi - Account printing options by selecting Gateway of tally> Multi account
printing

A printed version of the display screen can be obtained by pressing Alt+P.

Multi - account printing is used to print the primary books ofaccounts like cash and bank books,
account ledgers, sales and purchase registers as a whole. This facility provides the options for
printing one account at a time, all accounts, or all accounts in a selected group. Before going to
printing the date range and other selections can also be set up. Common printing options in the
F12: printing configuration affect the printing of all reports and are changed by selecting
theappropriate button from the button bar like Print language [Alt+L], withpreview [Alt+I],
titling [Alt+T], page numbers (Alt+G], pre printed [Alt+R], print format [Alt+F], copies [Alt+C]
and select printer [Alt+S].

BUTTONS FOR MODIFYING REPORTS

On selecting a report, the screen displays the selected report. We can modify the display
to suit our requirements using the appropriate buttons from the button tool bar.

 Alt+F1: Detailed/condensed
Adds a further level of detail to the report, or condenses the report

 F2: Period
You can change the period of the report by specifying From/To dates.

 F3: Company
If more than one company have been selected, this button enables to switch
among them to display the new company data in the current screen format.

 F4 to F10
The functions performed by these buttons vary from report to report.

 F11: Company features

This button is not related to displaying reports but to set the options that affect the
voucher entry.

 F12: Configure for reports

This button is very relevant to display reports and enables to define the report-
specific options. For example, depending on the report displayed it is to be
specified whether it should be in horizontal or vertical format, show percentages,
show grossprofit, show opening and/or closing balances,change the periodicity,
change the sorting method, and so on.

For instance, to view graphs with monthly reports:

1. Select the F12: Configure Button while in the Gateway of Tally screen to open
Configuration menu.
 2. Select General and by default Show Monthly Reports with Graphs under
Other Options is set to Yes. If this option is No set it to Yes.

The General Printing Configuration helps to setup the print screens for
various reports and transactions. This Configuration isapplicable to all the
reports that are printed from Tally.

REPORTS IN TALLY
TRIAL BALANCE
Trial Balance provides a report on the account balances sorted by groups, for all the
accounts of the selected company. In other words, the Trial balance displays a collection of main
groups and their closing balances. It shows that the debit and credit balances match. In Tally, the
matching of the Trial Balance is a foregone conclusion since all voucher entries are in Debit -
Credit format and must balance at the entry point.
To view the Trial Balance
Gateway of Tally → Display → Trial Balance

BALANCE SHEET
Balance Sheet is a financial statement that reports a firm's financial position at a specific
time. The term balance sheet implies that a report shows the balance between two figures. It
shows a balance between the assets and liabilities of a firm and the owner's funds. The
fundamental accounting equation applicable is therefore, Assets = Liabilities + Owner's Equity.
To view the Balance Sheet:
Gateway of Tally→ Balance Sheet

PROFIT AND LOSS ACCOUNT

The Profit and Loss Account shows the operational results over a given period. It lists out
the Incomes and Expenditures based on the Primary Groups of Tally and the Profit & Loss
Account in Tally is updated instantly with every transaction voucher that is entered and saved.
To view the Profit & Loss Account
Gateway of Tally → Profit & Loss Account
CONSOLIDATED STATEMENT- COMPANIES/BRANCHES
Most of the companies are managing more than one business with different names and
brands. Sometimes accounts of difference companies under same management or owners are
needed to be consolidated to get financial position as a whole. In Tally, consolidation of different
companies is a simple process. Group companies may be formed with existing companies or
creating new companies. Minimum of two companies are required to be loaded for consolidation
purpose. The following are the steps to be followed to create group company
1. Press Alt+F3 key at the gateway of tally.
2. Open all the companies that you want to group.
3. Select Create Group Company option from the company info menu.
4. Enter the name of the group company and all the details.
5. At the member column, select the member companies whose reports are to be
consolidated.
It is to be noted that transactions cannot be entered in a group company. It gives the
summary (report) level consolidation and not transaction (voucher) level consolidation, i.e. no
merging of vouchers is possible. The member companies of a group company should have the
same formal name and base currency. It is also to be mentioned that a group company can be a
member of another group company.

DAYBOOK
The Day Book is a list of all transactions for a particular day, by default displays the last
voucher entry date of a regular voucher. It can also list all the transactions for a period.
Transactions include all financial vouchers, reversing and memorandum journals as well as
inventory vouchers. It could also be set up to list all the transactions made over a period. Press
F2: Period on the button bar or press the keys Alt+F2.
Gateway of Tally → Display → Day Book

STATEMENTS OF ACCOUNTS
These pertain to cost centers and outstanding analysis. The Statements of Accounts are
derived from individual transactions but are not statutory requirements. The path to find
Statements of Accounts is as follows:
Gateway of Tally → Display → Statements of accounts
There are mainly three components in the Statements of Accounts namely outstanding,
Cost Centre and Statistics. Outstanding includes all receivables and payables. Cost centre
shows the details of cost centres. Statistics shows the number of items in each option.
OUTSTANDINGS
Receivables and payables are the two key components of any company's working capital
as well as its business activity. Receivables are part of current assets, whereas payables are of
current liabilities. Both influence the short-term liquidity and financing of the company
considerably. Effective control of these outstandings is necessary for the company to be
financially sound. To view the Receivables and Payables screen:
Gateway of Tally → Display → Statements of accounts → Outstandings

COST CENTRES
Cost Centre Reports are primarily performance reports that throw a different perspective
on transactions. To access Cost Centre Reports:
Gateway of Tally → Display → Statements of accounts → Cost Centres

STATUTORY REPORTS
DStatutory reports are those reports which are needed to fulfill the requirements of Law
To view the Statutory Reports:
Gateway of Tally → Display → Statutory Reports

RATIO ANALYSIS
The Ratio Analysis Statement is a single sheet performance report for a selected period. It
provides important values and key performance indicators. It is one report that top management
needs to look at periodically to assess the company's financial health and where it is going in the
short term. To view the Ratio Analysis screen:
Gateway of Tally → Ratio Analysis

CASH AND FUND FLOW

Cash management is essential for any business. Many companies, as they go into
liquidation, continue to make profits because of insolvency. Businesses shut down because of
lack of cash despite being profitable. Cash and Fund Flow Statements aid in cash management
and are an important component of the management accounts.
CASH FLOW
Cash Flow Statement is a chronological account of the movement of cash in and out of
the business and includes all cash transactions made with banks also. When used with the
Balance Sheet and Profit & Loss Account, the Cash Flow Statement helps to assess the reasons
for the differences between net income and net cash flow as well as the effect of cash/non-cash
investing and financing transactions. Thus it is used to track the movement of cash flow i.e. cash
inflows as well as cash outflows. The report also displays a net flow for any period.
To access the Cash Flow:
Gateway of Tally → Display → Cash/Fund Flow → Cash flow
Select any month and press enter.

LIST OF ACCOUNTS
Tally gives great flexibility in setting up the chart of accounts. It allows grouping the
ledger accounts right at the time of creating accounts chart. The Tally reports and statements
reflect the desired classification at all times. List of accounts displays the existing chart of
accounts, listed as groups, in alphabetical order. The following are the path to display List of
accounts.
Gateway of Tally → Display → List of Accounts

EXCEPTION REPORTS
It provides a single interface to track the transactions which are not regular in nature or
bring the attention of the user to any exceptional items. The following exception reports can be
generated in Tally.
 Negative Ledgers (including negative balanced stock and cash)
 Overdue Receivables (related with arrear)
 Overdue Payables (related with arrear)
 Memorandum Vouchers
 Post dated Vouchers
 Reversing Journals
 Optional Vouchers etc
INVENTORY REPORTS
Inventory in Tally operates in the same way as accounting with regard to displaying,
modifying and printing reports. Tally generates inventory reports based on the vouchers entered
to date. You can use the customised reports to compare inventory data between different
companies, periods of the financial year, and so on. Highlight the item and press Enter to step
down to the next level of detail in a report. Repeat this process till you reach an individual
voucher. Similarly, step back to higher levels by pressing Esc.
The special features available for the currently displayed report are indicated on the
button tool bar and can be selected with a single click of the mouse. This section highlights some
special inventory screens and illustrates a basic level of customization.
There are three types of inventory reports namely stock summary, inventory books and
statement of inventory.

STOCK SUMMARY
Stock Summary is a statement of stock-in-hand as on a particular date. It is updated with
every transaction in real time and provides the current stock position. The statement can be
drilled-down, as with all Tally reports, and configured to enable you to view different details, for
instance, the total flow of stock can be viewed with a single report. Tally treats Stock Summary
as one of the primary statements and makes it accessible directly from the Gateway of Tally. The
following are the steps to view Stock Summary.
Gateway of tally → Stock summary
The default display is of Stock group balances.
Select detailed to show another level of detail.

INVENTORY BOOKS
There are the different reports included in the inventory books namely stock item, group
summary, sales order book, purchase order book, stock transfer, physical stock register,
movement analysis and ageing analysis. To view the inventory books:
Gateway of Tally → Display → Inventory Books

STOCK ITEM
Gateway of Tally → Display → Inventory Books → Stock item
STATEMENTS OF INVENTORY
Categories, godowns, stock Query, cost estimate, sales order summary, purchase order
summary, reorder status and statistics etc are the different statements of inventory. To view the
statement of Inventory
Gateway of Tally → Display→ statement of inventory

STOCK GROUP SUMMARY

This report is available when Integrate Accounts and Inventory is set to Yes in the
Company Features screen. It displays Opening and Closing Stock figures from the ledger
account master, rather than the inventory records. Hence, it is possible that Stock Summary and
the Stock Group Summary report display different figures. It is possible to input closing stock
figures for different dates.
To view Stock Group Summary:
Gateway of Tally → Profit & Loss Account → Opening Stock (or Closing Stock)
GODOWN/ LOCATION SUMMARY
The Godown/Location Summary statement displays the Stock Summary for different
Godowns/Locations. While the main Stock Summary shows the stock position for the entire
company on a given date, the Godown/Location Summary is a statement of stock-in-hand at each
location on a particular date. The Godown/Location Summary is updated with every transaction
and it provides the current stock position for any Godown/Location at any time. This report can
be drilled-down, as with all Tally reports, and configured to view different details. It is also
possible to view the total flow of stock for each location in a single report.
Gateway of Tally → Display → Statements of Inventory → Godown/Location

AGED STOCK ANALYSIS (AGEING ANALYSIS)

A very important function of Working Capital management is monitoring stocks. Money
locked up in stocks can adversely affect the liquidity of a company and every company strives or
should strive to reduce stock levels to the optimum. Every business (except perhaps the liquor
and antiques dealers) would prefer to dispose of older stocks as they might deteriorate with time,
go out of fashion, or simply get forgotten. Tally's aged stock analysis or Stock ageing enables
you to know the age of stocks in hand according to when they were received and the purchase
value.
Viewing Ageing Analysis
Gateway of Tally → Display > Inventory Books → Ageing Analysis