Filtering, Sorting, and Editing Day Book Entries in Tally Prime

The Day Book in Tally Prime is a comprehensive record of all financial transactions entered into the system. It helps businesses track all accounting entries in a chronological manner. Sometimes, you may need to filter, sort, or edit the entries in the Day Book to analyze or correct the transactions. This article will guide you step-by-step through the process of filtering, sorting, and editing Day Book entries in Tally Prime.

1. Why Filter, Sort, and Edit Day Book Entries?

The Day Book can become large, especially for businesses with frequent transactions. Filtering, sorting, and editing entries make it easier to manage and review the data. Here are some reasons why you might need these functionalities:

• To view only specific transactions based on certain criteria (e.g., date range, voucher type, or ledger).
• To organize the Day Book entries in a particular order for better analysis.
• To correct errors or update transaction details in the Day Book entries.

2. How to Filter Day Book Entries in Tally Prime

Filtering allows you to display only the entries that match specific criteria, such as date range, voucher type, or specific ledger accounts. Follow the steps below to filter Day Book entries:

Step 1: Open the Day Book

First, you need to open the Day Book in Tally Prime. To do so:

1. Open Tally Prime and go to the Gateway of Tally.
2. Select Display from the main menu and then choose Day Book.

Step 2: Apply a Date Filter

To filter transactions by date, press F2 and set the start and end date of the period you want to view.

1. Press F2 to open the date filter.
2. Enter the desired start and end date to define the period you want to view.
3. Press Enter to apply the date filter, and the Day Book will display the transactions only within that date range.

Step 3: Filter by Voucher Type or Ledger

You can also filter Day Book entries by voucher type or ledger. To do so:

1. Press Alt + F2 to bring up additional filtering options.
2. Select the voucher type or ledger account you want to filter by.
3. Press Enter to apply the filter, and the Day Book will show only the relevant entries.

3. How to Sort Day Book Entries in Tally Prime

Sorting allows you to organize the entries in the Day Book by specific parameters, such as date, voucher number, or amount. Follow the steps below to sort entries:

Step 1: Open the Day Book

As explained above, first open the Day Book by navigating through the Gateway of Tally → Display → Day Book.

Step 2: Choose the Sorting Option

To sort the Day Book entries, press Alt + S to open the sorting options.

1. After pressing Alt + S, you will be presented with different sorting options, such as Date, Voucher Type, Voucher Number, or Amount.
2. Select the parameter you want to sort the entries by.
3. Press Enter to apply the sorting, and the Day Book will display the entries organized according to your chosen parameter.

Step 3: Sort in Ascending or Descending Order

You can also specify whether you want the entries sorted in ascending or descending order. This can be done when you select the sorting parameter.

• For ascending order, choose Ascending when prompted.
• For descending order, choose Descending.

4. How to Edit Day Book Entries in Tally Prime

Editing entries in the Day Book allows you to make corrections or updates to previously recorded transactions. You can change details like the amount, accounts, or voucher type. Here’s how to edit a Day Book entry:

Step 1: Open the Day Book

As described earlier, open the Day Book in Tally Prime by selecting Display → Day Book from the Gateway of Tally.

Step 2: Locate the Entry to Edit

Scroll through the Day Book entries or use the Search option to find the specific entry you want to edit. You can search by voucher number, ledger name, or transaction date.

Step 3: Open the Entry for Editing

Once you have found the entry you want to edit:

1. Highlight the entry and press Enter to open the transaction.
2. The voucher details will appear, and you can now make changes to the transaction, such as modifying the amount, changing the ledger account, or correcting the date.

Step 4: Save the Edited Entry

After making the necessary changes, press Enter to save the updated transaction.

The Day Book will reflect the edited entry, and all other reports will be updated automatically.

5. Real-life Example of Filtering, Sorting, and Editing Day Book Entries

Let’s consider a scenario where a business needs to review its transactions:

• On 1st December 2024, a sales voucher of $500 was recorded.
• On 3rd December 2024, a payment voucher of $200 was recorded.
• On 4th December 2024, a receipt voucher of $700 was entered.

Now, the user needs to:

• Filter the Day Book entries between 1st December 2024 and 3rd December 2024 to review those transactions.
• Sort the entries by date to view them in chronological order.
• Edit the payment voucher to correct an amount from $200 to $250.

By following the steps outlined earlier, the user can filter, sort, and edit the Day Book entries to ensure all data is accurate and up to date.

6. Conclusion

Filtering, sorting, and editing Day Book entries in Tally Prime is a simple yet powerful process that helps businesses manage their financial transactions more effectively. Whether you need to view specific transactions, organize them, or correct errors, Tally Prime offers intuitive tools to streamline your accounting tasks. By following the steps outlined in this article, you can easily navigate through the Day Book to maintain accurate financial records.