NAME: GURSHEEN KAUR

SRN NO: CRO0764608

BATCH NO: ICITSST
KANPUR_8
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I would like to express my sincere gratitude to THE

INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA for
organizing the ICITSST Course and giving us the
opportunity to learn the dynamics of computer
science and the ways in which we can benefit from
the technology as future Chartered Accountants.

I hereby express my gratitude and appreciation to all

the staff and faculty; Mrs. Neha Agarwal, Mr. Pankaj Kumar
Sharma, Mr. Sandeep Kumar Shukla, Mr. Pradeep Kumar
Gupta G Mr. Himanshu Jain who assisted us in all ways,
making the learning experience engaging and
unforgettable. I will forever cherish the guidance and
experience shared by them.

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MS EXCEL..............................................................4
INRODUCTION................................................4
SPREADSHEET DETAILS.....................................4
FEATURES OF MS EXCEL.....................................6
CELL REFERENCING..........................................9
FUNCTIONS IN MS EXCEL...................................11
CASE STUDY...................................................15

TALLY.ERP 3............................................................24
INTRODUCTION...............................................24
ACCOUNTING SOFTWARE...................................24
ERP AND ITS BASIC CHARACTERISTICS....................26
VOUCHER TYPES................................................31
ENTERING TRANSACTIONS...................................32
FINANCIAL ANALYSIS TOOLS..................................38
CASE STUDY......................................................40

MS ACCESS............................................................50
PARTS OF ACCESS DATABASE.................................51
CREATING DATABASE...........................................53
TABLES AND DATA TYPES.........................................54
FORMS...............................................................57
CASE STUDY........................................................60

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INTRODUCTION TO MS EXCEL!
A Spreadsheet is a computer application that simulates a paper
worksheet. It displays multiple cells that together make up a grid
consisting of rows and columns, each cell containing either
alphanumeric text or numeric values. A spreadsheet cell may
alternatively contain a formula that defines how the contents of
that cell are to be calculated from the contents of any other cell
(or combination of cells) each time any cell is updated. Spreadsheets
are frequently used for financial information, because of their
ability to re-calculate the entire sheet automatically, after a
change to a single cell is made.

Examples of popular spreadsheet software are MS-Excel, Gnumeric,

KSpread, ZCubes-Calci, Lotus Symphony (2007) and Resolver
One.

SPREADSHEET DETAILS
Worksheet is a grid made up of horizontal rows and vertical columns.
The Excel 2010 worksheet contains 1,048,576 rows and 16,384
columns. Each intersection of a row and a column forms a cell, in
Quick
which the user can store data.
Acces
s
Toolba

Ribbon

Active cell Name Box Formula Bar Column

letter

Row Number
Sheet Tab

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Row number
Identifies a horizontal row in the worksheet. It appears on the left
border of the worksheet.

Column letter
Identifies a vertical column in the worksheet. It appears on the top
border of the worksheet. Columns are lettered A-Z, then AA-AZ, then
BA-BZ, and so on to 16,384th column.

Active Cell
In an Excel 2010 worksheet, the active cell can be identified with the
black outline. Data is always entered into the active cell.

Formula Bar
Located above the worksheet, this area displays the constant value or
formula used in the active cell. It can also be used for entering or
editing data and formulas.

Name Box
Located at the left of the formula bar, the Name Box displays the cell
reference or the name of the active cell.

Sheet Tab
Displays the names of the worksheets. Switching between worksheets
is done by clicking on the sheet tab at the bottom of the screen.

Quick Access Toolbar

This customizable tool bar allows user to add frequently used
commands. Click on the down arrow at the end of the toolbar to
display the toolbar’s options.

Ribbon
The Ribbon is the strip of buttons and icons located above the work
area in Excel 2010. In Ribbon,
commands are organized in logical groups, which are collected
together under tabs. We can hide
the ribbon by double-clicking the active tab.

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FEATURES OF MS EXCEL
Worksheet and Graphics: The worksheet and graphics feature
includes extremely powerful calculating features. Apart from working
with numbers and text, it is also possible to present
graphical data using Excel 2010.

Data lists and Databases: Database functions are another

important feature of Excel. Several useful functions are available for
working with data that are listed in a tabular form. Functions are also
available for evaluating values, combining data and soon.

Data exchange with other applications: Excel takes advantage of

the Windows environment. The Windows environment especially
applies to the DDE (Dynamic Data Exchange) and OLE (Object Linking
and Embedding) concepts within Excel and between Excel and
other Windows application.

Results-oriented user interface: The new results-oriented user

interface makes it easy to work in Microsoft Excel. Commands and
features that were often buried in complex menus and toolbars are
now easier to find on task-oriented tabs that contain logical groups of
commands and features. Many dialog boxes are replaced with
drop-down galleries that display the available options, and
descriptive tooltips or sample previews are provided to help user
choose the right option.

Optimized memory consumption: Excel 2010 has 64-bit

architecture, which enables the applications to use more physical
memory than ever, especially important for those who need to work
with really large data sets. In Excel 2010, investments were made in
64-bit architecture to optimize the memory consumption while
keeping the cell table (and related operations) as fast as
possible.

Access spreadsheets from virtually anywhere: The Excel 2010

spreadsheets can be posted online and then accessed, viewed
and edited from virtually anywhere from the Web or from Windows
Mobile-based Smartphone.

Connect and share when working together: Co-authoring through

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the Excel Web App makes it possible to edit the same spreadsheet
with others simultaneously from different locations.

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STARTING MS EXCEL
 To start Excel 2010, click the Start Button, All Programs,
and Microsoft Office and then select Microsoft Excel
2010.

 On starting Excel, a blank workbook is opened.

 This workbook has three worksheets. By default, Sheet 1 is selected.

 Excel 2010 provides options in the ribbon and the user can
select the appropriate options to perform an operation.

 When Excel 2010 is loaded, two windows appear that are nested
one within the other. The larger window is called the
Application Window, which covers the entire screen.

 The application window is used to communicate with the Excel

program. The smaller window is called the Document Window
and is used to create and edit Excel worksheets and charts.

WORKBOOK IN EXCEL
A workbook is an Excel file where the data is stored. A workbook consists of
many worksheets. A worksheet is a page in the workbook where data can be
entered.
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The current sheet is always highlighted in the sheet tab. Sheets belonging to
a

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particular application can be stored in the same workbook. When the
workbook is opened, all the worksheets contained in that workbook are
automatically opened. Since each workbook contains many sheets, the
user can organize various types of related information in a single file.
To move from one sheet to another sheet, click the sheet tab.

Creating a New Workbook

Every time the user starts Excel, it automatically loads up a blank workbook.
 Click the File Tab, and then click New.191
 Under Available Templates, double-click Blank workbook.
 To create a new workbook based on an existing workbook
 Select New from existing under Available Templates. In the
New from Existing Workbook dialog box, browse to the
location that contains the workbook to open. After finding the
required workbook, select it to create a new workbook based
on that.

Opening a Workbook
 Click the File Tab, and then click Open.
 In the Open dialog box, browse to the location that contains
the workbook to open.
 After finding the required workbook, select it.
 Click Open.

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Saving a Workbook
 Click the File Tab, and then click
Save As. Or
Press Ctrl+S or F12 key on the keyboard.

 In the Save As dialog box, browse to the location where the

workbook is to be saved.
 Specify the name of the fi le in the File name box.
 In the Save as type box, give the type of file.
 Click Save.

CELL REFERENCING
The intersection of a column and a row is called a cell. Each cell
on the spreadsheet has a cell address that is the column letter and
the row number. Cells can contain text, numbers, or
mathematical formulae.

Cell and Range References

A reference identifies a cell or a range of cells on a worksheet and
tells Microsoft Excel where to look for the values or data the user
wants to use in a formula. The user can also refer to cells on other
sheets in: the same workbook, or other workbooks. References to
cells in other workbooks are called links.

Relative Cell References

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This is the most widely used type of cell reference in formulas.
Relative cell references are basic cell references that adjust and
change when copied or when using AutoFill.

Absolute Cell References

When a formula or function is copied or moved to another
location, any cell references in the formula or function get adjusted as
well. However, there are some situations where a cell reference inside
a formula must ALWAYS refer to the same cell.

Mixed Cell References

To create a mixed reference, make part of a cell address
absolute and part relative, by locking in either the column or the
row. Use mixed references to copy a formula down and across and to
have a reference change relatively in one direction but not in the
other.

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Excel includes hundreds of functions that can be used to calculate results

used in statistics, finance, engineering, mathematics, and other fields.
Functions are structured programs that calculate a specific result:
a total, an average, the amount of a monthly loan payment, or the
geometric mean of a group of numbers. Each function has a specific
order or syntax that must be used for the function to work properly.
Functions are formulas, so all functions begin with the equal sign (=).
After that is the function name, followed by one or more arguments
separated by commas and enclosed in parentheses.

Excel’s functions are grouped into 10 categories.

CATEGORY EXAMPLES
Financial Calculates interest rates, loan payments, depreciation
amounts, etc.
Date and time Returns the current hour, day of week or year, time, or date.
Maths and Calculates absolute values, cosines, logarithms, etc.
Trignometrical
Statistical Calculates total, average, high and low numbers in a range;
standard
deviation etc.
Lookup and Searches for and returns values from a range; creates
Reference hyperlinks to
network or Internet documents.
Database Calculates average, maximum, minimum etc. in an Excel
database
table.
Text Converts text to upper or lower case, trims characters from
the right
or left end of a text string, concatenates text strings.
Logical Evaluates an expression, and returns a value of TRUE or
FALSE; used
to trigger other actions or formatting.
Information Returns information from Excel or Windows about the current
status
of a cell, object, or the environment.
Engineering Included with MS-Office, but must be installed separately
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from the
Analysis Toolpak.
Cube Returns a member or tuple from an OLAP cube, calculates
the
number of items in a set etc.
Compatibility Contains the original statistical functions which existed in
earlier
versions of Excel, since some of the earlier statistical
functions have been renamed in Excel 2010.

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A FEW EXAMPLES OF EXCEL FUNCTIONS

NPV
It calculates the net present value of an investment based on a
discount rate and a series of future payments (negative values) and
income (positive values). Its syntax is:
NPV(rate, value1, [value2],...)

Rate is the rate of discount over the length of one period.

Value1, value2,... are 1 to 254 payments and income, equally

spaced in time and occurring at the end of each period. Value1 is
required, subsequent values are optional.

NPV uses the order of value1, value2, ... to interpret the order of cash
flows. Be sure to enter the payment and income values in the
correct sequence.

Arguments that are empty cells, logical values, or text representations

of numbers, error values, or text that cannot be translated into
numbers are ignored. If an argument is an array or reference, only
numbers in that array or reference are counted. Empty cells, logical
values, text, or error values in the array or reference are ignored.
EXAMPLE:
A B
1 Data Description
2 10% Annual discount rate
3 -1000 Initial cost of investment one year
from
today
4 3000 Return from first year
5 4200 Return from second year
6 6800 Return from third year
7 Formula Description (Result)

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8 =NPV(A2,A3,A4,A5,A6) or Net present value of this
NPV(A2,A3:A6) investment
(1188.44)

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PMT
It calculates the payment for a loan (installment) based on constant
payments and aconstant interest rate. Its syntax is:

PMT (rate, nper, pv, [fv], [type])

Rate is the interest rate per period for the loan.

Nper is the total number of payments for the loan.

PV is the present value, or the total amount that a series of future

payments is worth now; also known as the principal.

FV is the future value, or a cash balance to be attained after the last

payment is made, 0 (zero) if omitted.

Type (as in FV function) indicates when payments

are due. Example:
A B
1 Data Description
2 8% Annual interest rate
3 10 Number of months of repayment
4 10000 Amount of loan
5 Formula Description(Result)
6 =PMT(A2/12,A3,A4) Monthly payment for this loan (-
1037.03)
7 =PMT(A2/12,A3,A4,0,1) Monthly payment for this loan
except
payments are due at the
beginning of the period (-
1030.16)

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COUNT
Counts the number of cells that contain numbers and also numbers
within the list of arguments. We use COUNT to get the number of
entries in a number field that is in a range or array of numbers.

Syntax: COUNT(value1, [value2],...)

Value 1, value 2, … are 1 to 255 arguments that can contain or refer to a

variety of
different types of data, but only numbers are counted.

COUNTIF:
It counts the number of cells within a range that meet the given

criteria. Syntax: COUNTIF(range, criteria)

Range is the range of cells from which the user wants to count
nonblank cells. Criteria is the condition in the form of a number,
expression, or text that defines which cells will be counted. For
example, criteria can be expressed as
32, “32”, “>32”, “apples”.

RAND
It returns an evenly distributed random real number greater than or
equal to 0 and less than 1. A new random real number is returned
every time the worksheet is calculated.

Syntax: RAND()

RANDBETWEEN
It returns a random integer number between the numbers specified. A
new random integer number is returned every time the worksheet is
calculated.

Syntax: RANDBETWEEN(bottom, top)

Bottom is the smallest integer RANDBETWEEN will

return. Top is the largest integer RANDBETWEEN will

return.
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CASE STUDY ON THE APPLICATION OF
THE FOLLOWING FUNCTIONS

Left
function

Sumif
Function

Data
Validation

Pivot
Table

Vlookup
Function

Paste
Special

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’11:11’ WATCH STORE is a leading luxury, premium and smart watch
brand. Ms. Gracy is the owner of four of its outlets. The outlets are in
East, West, North and South region of the city. She has appointed 5
employees in each store. To organize and manage the data from all
her stores in a systematic manner, analyze such data and report
thereon, she uses EXCEL. Here are some records maintained by
her and functions used to do so.

PERSONNEL DATA
Currently this is the employee data she has:

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Suppose she wants to allot each employee an email address.
Eg: [email protected]
Here abc could be the first/middle/last three alphabets of their names. Here
we’re going to take the FIRST three alphabets.
Function Used: LEFT

Syntax: LEFT(text,[num_chars])

To add @gmail.com we’ll add G“gmail.com”

Here she assigned all the email addresses.

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HERE IS HER SALES DATA!

NOW SHE WANTS TO VIEW THE TOTAL SALES OF

EACH REGION.
Function used: SUMIF

Syntax: SUMIF(Range,criteria,[sum_range])

 Start by creating a dropdown list for the regions using DATA

VALIDATION.

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 Now use the SUMIF function.

Further, to view the product wise sales by each sales

representative, we’ll use Pivot Table.
A PivotTable report is an interactive way to quickly summarize large
amounts of data. We can use a PivotTable report to analyse
numerical data in detail and to answer unanticipated questions
about our data.

 To insert a Pivot Table, select Pivot table under the INSERT Tab.
 Select a table range and choose a location.
 Select suitable fields.

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Here is the desired Pivot Table!

Just like this she also created a table showing region wise
sales of each product.

11:11 WATCH STORE also has a commission policy.

Here is the range of commission offered on the basis of sales.

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Now to calculate commission earned by each employee we’ll use VLOOKUP.

Syntax: VLOOKUP(lookup_value,table_array,col_index_num[range_lookup])

Now enter the amount of sales in the SALES column to calculate the
commission earned.

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Ms Gracy has now calculated the commission for all the
employees but forgot to add it in the TOTAL PAY while
recording the data.

We’ll now use PASTE SPECIAL to correct it.

 Start by copying the cells to be added.

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 Select the cell where values are to be pasted and click
ctrl+alt+v (short cut key for Paste Special)

 Here is the desired result.

NOW SHE HAS COMPLETED ALL THE TASKS!

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INRODUCTION TO TALLY!

With the advent of computers in India, people started developing

software for various needs.
Accounting activity was one of the most important activities which
desperately needed automation
for following reasons.
 Minimum accuracy level required is 100%
 Accounting activity consumes lot of time and energy.
 Timely delivery of Financial Statements and Reports
 Ratio Analysis
Accounting software is basically aimed at ensuring 100% arithmetical
accuracy saving time and energy to a great extent and ensuring timely
delivery of Financial Statements and Reports.

ACCOUNTING SOFTWARE:

It is a system that automatically carries out “Mechanical Activities” in

accounting
process.
Accounting being the back bone of any business, accounting software
becomes the most important part of office automation activities.
Accounting process includes following seven activities.

Understanding the transaction

(Details of transaction)
Journal / Voucher Entry
(Debiting and Crediting of Accounts)
Ledger Posting
(Posting entries into individual ledgers)
Balancing of Ledger Accounts
(DR ł CR Balances in the accounts)
Trial Balance
(List of DR & CR Balances for checking

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arithmetical accuracy & cursory glance)
Profit G Loss Account
(Income reduced by Expenses)
Balance Sheet
(Statement of Assets and Liabilities)
In case of manual accounting, all the seven activities are carried out
by human beings, i.e.
accountants. But in case of accounting software, out of the above
seven activities, following two
activities only are performed by human beings, i.e.
 Understanding the Transactions
 Voucher Entry
Remaining five
activities, i.e.
 Posting,
 Balancing,
 Trial Balance
 Profit & Loss Account
 Balance Sheet
are performed by software automatically. In some special cases, even
Voucher Entry job can also be assigned to software without any
human intervention.
E.g. interest calculation and application in banks is carried out by
software on a specific assigned date, automatically.

ADVANTAGES OF ACCOUNTING SOFTWARE:

Following are the major advantages of accounting software over
manual accounting.
 Arithmetical accuracy
 Time saving
 Multiple reports on timely basis.

Apart from these advantages, there are many other advantages

also. But at the same time, there are some Disadvantages
also.
It is very easy to create data in electronic format, but it is
extremely easy to lose the data stored in electronic format.
This must be kept in mind while using accounting software. As
compared to manual accounting, unless and until proper
controls are in place, it is extremely easy to lose the

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complete accounting data besides, tampering and fabrication
of the data.

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ERP SOFTWARE:

ERP stands for Enterprise Resource Planning. Every business

entity uses various types of resources
to achieve its business objectives. Money, Material, Manpower,
Machines, etc. are the resources generally used by any business
entity. Managing these resources effectively is the major
challenge before any organization. ERP software is the most
effective tool to manage these resources for the utmost benefit
of organization.

BASIC CHARACTERISTICS OF ERP:

Central database:
There may be multiple users from multiple departments, located
at multiple physical locations. All the users from all the
departments use the same data. There is only one set of data
for all the users. This system is used to avoid duplication of efforts
in recording transactions and to save resources.

Inter and intra document connectivity:

Inter document connectivity is the system of linking one
document with another. E.g. Sales order processing where sales
order is recorded first, then on the basis of Sales Order,
Delivery Note is recorded and finally on the basis of Delivery
Note, Sales Invoice is recorded. Data from sales order is
automatically captured in delivery note and data from
delivery note is automatically captured in sales invoice. Intra
document connectivity is the system of linking of all the steps
performed to generate a single document.
E.g. for generation of a sales order, there may be steps as shown below.
 Maintaining prospective list of buyers.
 Sending quotations
 Discussions
 Price negotiations
 Getting final order.
 Maintaining database of orders procured by
salesman for disbursement of
commission/incentive at a later date.
All the above steps are recorded internally till generation of a sales
order.
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Real time updation of data:

Real time updation of data means updating the data
immediately after recording of any

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transaction or change in master data.
Due to single set of data as central database, it is possible to
update all the data for all the departments on real time
basis.

Financial Accounting
This is basic activity that is expected to be handled by any
accounting software. ERP software is also used as
accounting software. All types of financial transactions like
sales, purchase, receipt, payment, contra, journal, etc. are
recorded to prepare Profit & Loss and Balance Sheet and many
other accounting and MIS reports.

Project Management
Execution of big size projects may consume huge resources. ERP
software is used to manage the execution of projects
effectively at minimum possible cost.

Customer Relationship Management

This includes handling of all type data of all the customers,
communication with them, them
preferences, choices, likes and dislikes, purchase patterns, and
many other things. Customer
relationship management has got importance in recent past just
because a satisfy ed customer is
the sign of goodwill of the organization.

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SETTING UP A NEW COMPANY IN TALLY!

Company in Tally means any accounting unit. It may be a sole

proprietorship, partnership firm, a limited company, a trust,
society, etc.

Creation of a company is the first step in using any accounting software.

Company creation in Tally is very simple, but configuration of tally as

ERP software takes some extra time.

For creation of company, select “Create Company” menu on first screen of

tally.

After selecting the Create Company option the following window shall appear.

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The meaning and use of all the fields:

DIRECTORY: The location where user wants to save the company data.
It can be internal hard disc drive of local computer or a network
computer or any external drive also.
NAME: The name which you want to use for display on screen.
MAILING NAME: The name which a user wants to print in reports. It
can be same as that of Name or can be a different name also.
ADDRESS: The full address of the company should be written here.
This will be used in all the reports while printing.
STATUTORY COMPLIANCE FOR: Tally.ERP 9, release 4.5 offers
choice of 41 countries here. Any option can be selected as per
requirement. Tally will apply all the statutory features for the
selected country only.
STATE: State option is available only if India is selected as a country.
State selection is important for VAT compliance. VAT feature in tally
will not work correctly if incorrect state is selected.
TELEPHONE NO: Type the landline telephone number here.
MOBILE NO: Type the mobile number here.
E-MAIL: Type email address here.
ENABLE AUTO BACKUP: This option shall be no by default. If this
option is made “Yes”, tally will automatically take the backup of
company data at the time of loading the company. The backup
shall be stored at the same location and same folder where original
data files are stored. The name of the auto backup fi le shall be
“ABK.900”. Auto backup feature may be of great help in case of
loss of data, CURRENCY SYMBOL: New rupee symbol has been
introduced by Tally. This will be displayed with amount in many
reports.
MAINTAIN: Two options are available.
1. Accounts only,
2. Accounts with Inventory.
Any option can be selected as per need.
FINANCIAL YEAR FROM: This is the starting date from which a user wants
to start accounting year.
BOOKS BEGINNING FROM: This is the starting date from which a
user wants to start recording transactions.
TALLY VAULT PASSWORD: Tally vault is the highest level of
security provided by tally. It is a system of encrypting data. Tally
vault password can be set while creation of company or it can be
set later on also.
USE SECURITY CONTROL: Set this option to “Yes” to enable the security
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and
access control feature in a particular company. Multiple users IDs with
different

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access rights can be created and used using this feature. Setting this option
to
“Yes” will prompt five new field in the same screen.
NAME OF ADMINISTRATOR: Administrator is the user responsible
to administer tally company. Administrator will be having total rights
over all the facilities and features in a particular company. Other
user’s rights can be controlled through administrator ID only.
PASSWORD: Set the password for administrator here. Maximum
allowed password length is 51
characters. It is suggested to use a password with alphabets,
numbers and special characters.
USE TALLY AUDIT FEATURES: Tally has got two types of audit
features. One is quantitative audit and other is qualitative audit. Set
this option to “Yes” to start quantitative audit feature. Here a user
can track the changes made in vouchers and masters.
DISALLOW OPENING IN EDUCATIONAL MODE: Setting this
option to “Yes” will prevent a user from opening the company in
educational mode. Company will get opened with licensed Tally
only.
BASE CURRENCY INFORMATION: This may be set as per need.
At the end, accept the screen by pressing “Enter” key or “Y” key to create the
company.

After creation of Company, following screen shall appear.

Gateway of Tally Screen

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VOUCHER TYPES IN TALLY.ERP 9

Tally.ERP G comprises of the following predefined Vouchers, to suit
different business requirements for recording various transactions.
Tally.ERP 9 also allows us to create user-defined Vouchers (Voucher
Types) as per your requirements.

PREDEFINED VOUCHERS IN TALLY.ERP 9

Tally.ERP G comprises of the following predefined Accounting Vouchers:
 Contra Voucher
 Payment Voucher
 Receipt Voucher
 Journal voucher
 Sales Voucher/Invoice
 Debit Note Voucher
 Credit Note Voucher
 Purchase Voucher/Invoice

CREATING VOUCHER TYPE

Tally.ERP G allows us to create different types of vouchers and
record, classify and segregate vouchers as per our requirements. For
example, we can further classify payment vouchers by creating
voucher types with the names Bank Payment and Cash Payment.
To create a new Voucher Type:
 Go to Gateway of Tally > Accounts Info. > Voucher Type > Create.
 Enter the Voucher name.
 Specify the Type of Voucher.
 Specify the Method of Voucher Numbering.
 Activate or deactivate other functions as required.
 Press Enter and save.

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ENTERING TRANSACTIONS IN TALLY.ERP 9

PURCHASE VOUCHER

In Tally.ERP G, the Purchase voucher can be passed in Voucher

mode or the Invoice mode where the calculations can be
automated and expedite voucher entry.

To create a Purchase Voucher:

 Go to Gateway of Tally > Accounting Vouchers.

 Press FG or select FG: Purchase on the Button bar.
 Select the Party’s A/c Name.
 Select the Stock Items, Qty and Rate details.
 Select the Tax Ledger and the tax amount is automatically computed.

 Enter all other required details.

 Press Enter and save.

During Voucher Entry, we can pre-fill the voucher narration for a

specific ledger/ voucher entry, by pressing:
 Alt+R, to recall the last narration saved for the first ledger in
the voucher, irrespective of the voucher type.
 Ctrl+R, to recall the last narration saved for a specific
voucher type, irrespective of the ledger.

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SALES VOUCHER

In Tally.ERP G, the Sales Voucher can be passed in Voucher Mode

or the Invoice Mode where, the calculations can be automated and
expedite voucher entry.

To create a Sales Voucher:

 Go to Gateway of Tally > Accounting Vouchers.

 Press F8 or select F8: Sales on the Button bar.
 Select the Party Name in the By field and specify the amount.
 Select the Sales Ledger in the To field and specify the amount.
 Select the Tax Ledger in the To field and specify the amount.

 Press Enter and save.

SALES INVOICE

To create Sales Invoice in Tally.ERP G:

 Press F11: Inventory Features and set Allow Invoicing to Yes.

 In the Sales entry screen, click Ctrl+V (As Invoice) button.
 Select the Party’s A/c Name.
 Select the Stock Items, Qty and Rate details.
 Select the Tax Ledger and the tax amount is automatically computed.

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 Enter all other required details.

 Press Enter and save.

RECEIPT VOUCHER
In Tally.ERP G, we can record any money received from debtors
against sales Invoices or on Account and for all transactions where
money is received, using the Receipt Voucher.

To create the Receipt Voucher,

 Go to Gateway of Tally > Accounting Vouchers.

 Press F6 or select F6: Receipt from the button bar.
 Select the Party Name in the To fi eld and specify the amount.
 Select the Bill references in the Bill Wise Details for screen

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 Select the Bank Ledger in the By field and press Enter
to accept the amount.

 Press Enter and save.

We can also pass the above Receipt Voucher in Single Entry Mode, by
pressing
F12: Configure and setting Use Single Entry mode for Pymt/Rcpt/Contra

to Yes. PAYMENT VOUCHER

In Tally.ERP G, we can pass the payment voucher in Single Entry or

Double Entry mode.

To create Payment Voucher:

 Go to Gateway of Tally > Accounting Vouchers.

 Press F5 or select F5: Payment from the button bar.
 Select the Party Name in the By field and specify the amount.
 Select the Bill references in the Bill Wise Details for screen.
 Select the Bank Ledger in the To field and press Enter
to accept the amount.

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(vi) Press Enter and save.

We can also pass the above Payment Voucher in Single Entry Mode, by
pressing
F12: Configure and setting Use Single Entry mode for Pymt/Rcpt/Contra

to Yes. CONTRA VOUCHER

In Tally.ERP G, we can pass the Contra Voucher in Single Entry or

Double Entry mode.
To create Contra Voucher:

 Go to Gateway of Tally > Accounting Vouchers.

 Press F4 or Select F4: Contra on the Button bar.
 Select the Cash/Bank ledger in To and By fields, as required.

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(iv) Press Enter and save.

JOURNAL VOUCHER
In Tally.ERP G, we can create Journal Vouchers for adjustments with
respect to debit and credit amounts without involving the cash or
bank accounts.

To create Journal Voucher:

 Go to Gateway of Tally > Accounting Vouchers.

 Press F7 or select F7: Journal on the Button Bar.
 Enter the required details.

 Press Enter and save.

PHYSICAL STOCK JOURNAL

In Tally.ERP G, we can pass Physical Stock Voucher for
recording the actual stock which is verified or counted. We may also
configure to ignore or not ignore physical stock differences
recorded in Physical Stock vouchers.

To create Physical Stock Voucher:

 Go to Gateway of Tally > Inventory Vouchers.

 Press Alt+F10 or select the button F10: Phys Stk on the Button Bar.
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 Enter the Physical counts (Quantity) of the Stock Items.

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(iv) Press Enter and save.

FINANCIAL ANALYSIS TOOLS

Tally.ERP G provides us the capability to generate numerous
advanced and critical Management Information System Reports and
analytical tools, thereby facilitating better management, effective
control and well-informed decisions.

Following are the some of analytical reports in Tally.ERP G:

 Cash Flow Statement
 Fund Flow Statement
 Ratio Analysis
 Budgeting & Controls
 Bank Reconciliation Statement
A few of the above are explained ahead:
CASH FLOW STATEMENT

Tally.ERP 9 facilitates generation of Cash flow statement, which

displays the movement of cash
flow viz., cash inflows and cash outflows (both, cash and bank) for a
given period. The report also displays the net flow for any period.

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To view Cash Flow Summary:

 Go to Gateway of Tally > Display > Cash/Funds Flow > Cash Flow.
 Select a month and press Enter.

To generate Daily Cash Flow Statement, press F4. To view

information on the average cash inflow/outflow for any period,
activate Show Average Details in F12: Configure.

RATIO ANALYSIS
Ratio Analysis is an indicator of the operating performance of a
business. In Tally.ERP 9, we can generate Ratio Analysis report
providing information on critical ratios (viz., operating cost
percentage, return on working capital and so on) in a single report.
To view Ratio Analysis Report:
 Go to Gateway of Tally > Ratio Analysis.

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CASE STUDY!
A firm registered with the name SINGH TRADERS on 1.4.2023. Passing
the following journal transaction in the given firm:
1.4.2023
MR. SINGH INVESTED IN TRADE
Cash 30,00,000
Furniture 5,00,000
Plant & Machinery 2,00,000
Land & Building 10,00,000

FOLLOWING GOODS ARE PURCHASED FROM:

KARUNA ENTERPRISES
STOCK ITEM ǪTY RATE (Rs) AMT (Rs)
Samsung LED 1 100 50,000 50,00,000
Sony LED 1 100 50,000 50,00,000
LG LED 1 100 50,000 50,00,000
These goods were delivered to the CIVIL LINES Godown

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KIRAN ENTERPRISES
STOCK ITEM ǪTY RATE (Rs) AMT(Rs)
Samsung LED 2 100 1,00,000 1,00,00,000
Sony LED 2 100 1,00,000 1,00,00,000
LG LED 2 100 1,00,000 1,00,00,000
These goods were delivered to the Kidwai Nagar Godown.

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GODOWN CREATION IN TALLY
STEP 1: Godown affiliation
 Gateway of Tally > F11 Features > F2 Inventory Features

 Select ‘YES’ for the Maintain multiple godowns option.

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STEP 2: Godown Creation
Gateway of Tally > Inventory Info > Godown > Create

STOCK GROUP CREATION

Gateway of Tally > Inventory Info > Stock Group > Create

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For creating Sub-groups:

CREATING STOCK ITEMS

Gateway of Tally > Inventory Info > Item > Create

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1.5.2023
FOLLOWING PAYMENTS ARE MADE AGAINST FOLLOWING HEADS
Salary 100000
Refreshments 50000
Rent 100000
Electricity Bill 150000
Stationery 10000
Wages 30000
Fuel 10000

FOLLOWING GOODS ARE SOLD TO:

DATE PARTY ITEM ǪTY RATE AMT
1.4.2023 GK Ltd. LG LED 2 50 120000 6000000
1.5.2023 Jay Sony LED 50 120000 6000000
Enterpris 2
es
1.6.2023 Jyoti Ltd. Samsung 50 70000 3500000
LED 1
1 .8.2023 Pranav Samsung 50 120000 6000000
Enterpris LED 2
es

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FOLLOWING PAYMENTS WERE RECEIVED:

DATE PARTY AMT
1.4.2023 GK Ltd 3000000
1.5.2023 JK Ltd 2000000
1.6.2023 Jyoti Ltd 2500000
1.7.2023 Pranav Enterprises 3500000

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STOCK SUMMARY

PGL A/C

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BALANCESHEET

BACK UP AND RESTORE

Gateway of Tally > ALT+F3 Company Info > Back up

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DELETING A COMPANY
 Gateway of Tally > ALT +F3 Company Info > Alter

 Select Company > ALT +D (Delete)

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INTRODUCTION
Microsoft Access 2010 for Windows is a Database Management
System or DBMS, which helps us to manage data stored in a
computer database. A database is a tool for collecting and
organizing information. Databases can store information about
people, products, orders or anything else. A computerized database
is a container of objects. One database can contain more than
one table.

For example, an inventory tracking system that uses three tables is

not three databases, but one database that contains three tables.

An Access database stores its tables in a single file, along with

other objects, such as forms, reports, macros and modules.
Databases created in the Access 2010 format have the fi le
extension .accdb and databases created in earlier Access formats
have the fi le extension .mdb.

Using Access, we can do the following:

 Add new data to a database, such as a new item in an inventory,
 Edit existing data in the database, such as changing the current
location of an item,
 Delete information, perhaps if an item is sold or discarded,
 Organize and view the data in different ways,

 Share the data with others via reports, e-mail messages, an

intranet or the Internet.

STARTING MS ACCESS
There are two ways are there to start Microsoft Access.

 Double click on the Microsoft Access icon on the desktop.

 Click on Start → Programs → Microsoft office → Microsoft Access

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THE PARTS OF AN ACCESS DATABASE:

The following sections are short descriptions of the parts of a typical
Access database.
 Tables
 Forms
 Reports
 Queries
 Macros
 Module

TABLES
 A database table is similar in appearance to a spreadsheet, in
that data is stored in rows and columns.
 As a result, it is usually quite easy to import a spreadsheet into
a database table.
 The main difference between storing data in a spreadsheet and
storing it in a database is in how the data is organized.
 To get the most flexibility out of a database, the data needs to be
organized
into tables so that redundancies don’t occur.

For example, if we’re storing information about employees, each

employee should only need to be entered once in a table that is set up
just to hold employee data. Data about products will be stored in its
own table and data about branch offices will be stored in another
table. This process is called Normalization.

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 Each row in a table is referred to as a Record. Records are where
the individual pieces of information are stored. Each record
consists of one or more fields.

FORMS
Forms are sometimes referred to as "Data Entry Screens", which are
the interfaces we use to work with our data and they often contain
command buttons that perform various commands. We can create a
database without using forms by simply editing our data in the table
datasheets. However, most database users prefer to use forms for
viewing, entering and editing data in the tables.

REPORTS
Reports are what we use to summarize and present data in the tables.
A report usually answers a specific question, such as "How much
money did we receive from each customer this year?" or "What
cities are our customers located in?" Each report can be formatted
to present the information in the most readable way possible.
A report can be run at any time and will always reflect the current
data in the database. Reports are generally formatted to be printed
out, but they can also be viewed on the screen, exported to another
program or sent as e-mail message.

QUERIES
Queries are the real workhorses in a database and can perform
many different functions. Their most common function is to
retrieve specific data from the tables. The data we want to see is
usually spread across several tables and queries allow us to view it
in a single datasheet. Also, since we usually don't want to see all the
records at once, queries let us add criteria to "filter" the data down to
just the records we want. Queries often serve as the record source for
forms and reports.

MACROS
Macros in Access can be thought of as a simplified programming
language which we can use to add functionality to our database.
For example, we can attach a macro to a command button on a
form so that the macro runs whenever the button is clicked. Macros
contain actions that perform tasks, such as opening a report,
running a query or closing the database. Most database operations
that we do manually can be automated by using macros, so they can
be great timesaving devices.
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MODULES
A module is a collection of declarations, statements and
procedures that are stored together as a unit. A module can be
either a class module or a standard module. Class modules are
attached to forms or reports and usually contain procedures that
are specific to the form or report they're attached to. Standard
modules contain general procedures that aren't associated with any
other object.

CREATING A DATABASE
When Microsoft Access first starts up, a dialog box is automatically
displayed as follows:

 To create a new Database click BLANK DATABASE.

 Specify a name and location for the database.
 Click Create to start defining your new database.

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TABLES AND DATA TYPES

When we create a database, we store our data in Tables (subject-

based lists of rows and columns).

For instance, we might create a Contacts table to store a list of names,

addresses and telephone numbers or a Products table to store
information about products. We should always start the design of a
database by first creating its tables - even before we create any
other database objects.

A Table is a database object used to contain data about a particular

subject, such as employees or products. Each record in a table
contains information about one item, such as a particular employee. A
record is made up of fields, such as name, address and telephone
number. A record is also commonly called a Row and a field is
referred as a Column.

A Table Example

The following list shows some common examples of tables we might create.
❖ A Customers table that lists our company's customers and their addresses,
❖ Catalogue of products sold, including prices and pictures for each item,
❖ A Tasks table that tracks tasks and due dates,
❖ An Inventory of equipment or stock on hand.

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TABLE AND FIELD PROPERTIES:
Tables and fields have properties that one can set to control their
characteristics or behaviour.
Table property: In an Access database, table properties are attributes
of a table that affect the appearance or behaviour of the table as a
whole. A table opens in Design view and its properties are set in the
table's property sheet. For example, one can set a table's Default
View property to specify how the table is displayed by default.
Field property: A field property defines one of the field's
characteristics or an aspect of the field's behaviour and applies to a
particular field in a table through Datasheet view. One can also set
any field property in Design view by using the Field Properties
pane.
Datasheet View: In Datasheet view, we can enter data immediately
and let Access build the table structure behind the scenes. Field
names are assigned numerically (Field1, Field2 and so on…) and
Access automatically sets each field's data type, based on the data
we enter. In this, we can edit fields, add and delete data and search
for data.

DATA TYPES:
Every field has to be assigned a data type which indicates the kind of
data that the field stores, such as large amounts of text or
attached fi les. A data type is a field property, but it differs from
other field properties as follows:
 We set a field's data type in the table design grid, not in the
Field Properties pane.
 A field's data type determines what other properties the field has.
 The Data type property can be set only in the upper portion of
table Design view. The data types:

SETTING TYPE OF DATA SIZE

Text [Default] Text or Up to 255 characters
combinations of text or
and numbers, as the length set by the
well as numbers Field Size property,
that don’t require whichever is less.
calculations, such as
phone numbers

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Memo Lenghthy text or Upto 63,999
combinations of text characters
and numbers

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Number Numeric data used in 1, 2, 4 or 8 bytes.
mathematical
calculations
Date/Time Date and time values 8 bytes.
for
the years 100-9999
Currency Currency values and 8 bytes.
numeric data
used in
mathematical
calculations
involving data
with one to four
decimal places.
Auto number A unique sequential 4 bytes (16 bytes if
[incremented by 1] the
number or random Field Size property is
number assigned set to Replication
whenever a new ID).
record is added
Yes/No Yes and No 1 bit.

OLE Object An object linked to an Up to 1 gigabyte

embedded in a (limited
Microsoft Access by available disk
Table space
Hyperlink Text or combinations Each part of the three
of parts of a Hyperlink
text and numbers data type can
stored as text and contain up to 2048
used as a hyperlink characters.
address A hyperlink
address can have
up to three parts
Attachment Screentip —the text To attach images,
displayed as a spreadsheet fi les,
tooltip. Any documents, charts
supported type of and other types of
file supported fi les to
the records in the
database and to
view and edit
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attached files.
Lookup Wizard Creates a field that The same size as the
allows the user to primary key field use
choose to

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perform the lookup,
typically 4 bytes.

FORMS
A form is a database object that the user can use to enter, edit,
display data from a table or a query. The user can use the forms
to control access of data in a database.
Form and Its Types:
As mentioned above, the user can create a form in MS-Access in
either of the following two ways:
 Choose the Form Wizard provided by Microsoft Access. Opting
for form wizard make the form creation an easy task. But the
form thus created is very simple with little options.
 Create form from scratch using Form Design view. Opting for
form design view provides the user with more controls to
customize and design the form in a complex yet effective
way.

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THE GENERAL TYPES OF FORMS THAT MS-ACCESS OFFERS ARE AS FOLLOWS:

Simple Form:
This is the simplest and most common type of form available in MS-
Access. It lets the user create a form that lets him / her to enter
information for one record at a time.This form lets the user see the
datasheet in the upper section and a form in the lower section for
entering information about the record selected in the datasheet.
Multiple Items:
This form lets the user to see multiple records in a datasheet, with one
record per row.

Blank Form:
This form lets the user start with a blank form and then add fields and
other controls manually.

PivotChart:
PivotChart lets the user create a PivotChart form.

GENERAL STEPS TO CREATE A FORM:

The general steps to create a form in MS-Access are as follows:
 Choose the table or query for creating the form.
 Specify the type of form by selecting from Forms option under
Create menu tab.
 The user may need to provide necessary details for successful
creation of form.
 For activities adding records, editing records, etc., the user
may switch to form view. And for customization of form, the
user may go to design view.

 After the creation, the newly created form should be

saved under a meaningful and valid name.

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CREATING FORM USING FORM WIZARD:

Steps:
 Select the desired table or query for the form to be created.
 Click the Form view option available under Forms group of Create tab.
 The user may further go to design view to customize the
form as per the requirements.
 Now, before proceeding with the creation of form through design
view, the user needs to understand the various form controls that
are available to them for placing in the form as per the field
types.

EMPLOYEE DATABASE FORM (DESIGN VIEW)

EMPLOYEE DATABASE FORM(FORM VIEW)

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CASE STUDY

We have taken database of a BANKING COMPANY which shall include:

 Serial Number
 Unique Id (Allotted By Bank)
 Account Holder Name
 Account Number
 Account Type
 Address
 Registered Mobile Number
 Deposited Amount
 Age
 KYC Authentication
 UPI Registered, Etc.

INSERTING OF FIELD NAME AND RELEVENT DATA

STEP 1: Inserting serial number field and filing the relevant data in it
and following the same step for other heads.

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FULL DATA TABLE 1 VIEW

Step 2: Setting up Primary Key

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Step 3: Inserting Of Forms
 Creating a Form using Form Wizard
 On the Create tab, in the Forms group, click More Forms and
choose Form Wizard as shown below:

 Now specify table for which the user wants to create the form as shown
below:

 After choosing the table or query, the user will see a screen
similar to as shown below:

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 After selecting the desired field(s) from the table, screen will
appear as shown and select the option you want:

 After making the choice, the user can click Finish and a RESULTANT
FORM
will come.

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Step 4: Inserting of Report:

 Select the Report Wizard button in the Reports group of the Create tab.

 Select a query or a table for the report.

 Next, specify the fields that should be included in the table.

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 Now, the user is prompted through a dialog box which enables

the user to specify the field(s) for grouping data in the report.

 Further, the user is prompted to specify the sorting order as

ascending or descending. The user can select fi elds that they
have not already chosen to group and can use them as sorting
fields. The fields selected in the sorting dialog box does not
affect grouping.
 Further, the user is prompted to specify the layout of the report.

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 The user may click finish to see a report.

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In preparing The Information Technology Training Project, I

have taken help of:

MS EXCEL SOFTWARE.

MS WORD SOFTWARE.

TALLY SOFTWARE.

MS ACCESS SOFTWARE.

MODULE 1, MODULE 2

My notes which I prepared during the regular

lectures of the IT Training.

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