Sales Voucher is prepared for goods sold on credit. If the goods are sold in cash then the cash receipt voucher is prepared. Goods mean only trading items.

While making the sale voucher the customer’s account is debited with the full amount of invoice and the sales account is credited. In some countries like India, the tax charges on sale is shown separately because it is compulsory to show the sales and sales tax amounts in the periodical sales tax returns separately. In this case the customer’s account is debited with full value of invoice and sales and sales tax accounts are credited with the respective values.

Point To Be Kept in Mind For Preparation of Sale Voucher

While preparing the sales voucher, the accountant must keep the following points in mind:-

  1. Sale bill must be passed by sales or marketing department or concerned authorities.
  2. Total of sale bill should be correct.
  3. Date of sale bill and date of sale voucher must be the same because the detail of sales is submitted to the sales tax department along with the sales tax return. If the date of the sale bill is not matching the sales tax return period then it can create an objection from sales tax authorities.
  4. Amount must be written both in figures and words.
  5. Sale Voucher must be signed by the accountant and the authorized person.

Support Documents Required for Sale Voucher

  • Copy of Sale Invoice.
  • Copy of Delivery Challan, if any.
  • Copy of Transport Receipt, if any.
  • Copy of Purchase Order of Customer, if any.

Illustration for Credit Sales

Illustration-1 (Simple Entry)

M/s XYZ Limited sold goods for Rs.21000/= to M/s Prince Marketing on 31.07.15 vide their Bill No. 1211 Dated 31.07.15. Prepare the necessary voucher in the books of M/s XYZ Limited.

Solution:

First of all, we have to ascertain that the goods pertain to trading item only. If it is sales of trading items, then we shall prepare Sale Voucher for the said transaction as follows:-

M/S XYZ LIMITED

SALE VOUCHER

Voucher No. 1211                                                                                    Date: 31.07.15

PARTICULARS

AMOUNT IN Rs.

Debit:  M/s Prince Marketing

21000/=

Total

21000/=

Credit: Sales Account

21000/=

Total

21000/=

Narration: Being goods sold to M/s Prince Marketing as per our bill No.1211 dated 31.07.15 enclosed.
Amount in words: Rupees Twenty One Thousand only.
Manager                                              Accountant

Illustration-2 (To segregate the Sales in Local or Central or Export Sales):

We take the illustration No. 1 for this purpose.

Solution:

Suppose, M/s Prince Marketing is situated in Punjab State of India and M/s XYZ Limed is situated in Delhi State of India. In this case this sale will be treated as central sales and the voucher shall be prepared as under:-

M/S XYZ LIMITED

SALES VOUCHER

Voucher No. 1211                                                                                     Date: 31.07.15

PARTICULARS

AMOUNT IN Rs.

Debit:  M/s Prince Marketing

21000/=

Total

21000/=

Credit: Central Sales Account

21000/=

Total

21000/=

Narration: Being goods sold to M/s Prince Marketing as per our bill No.1211 dated 31.07.15 enclosed.
Amount in words: Rupees Twenty One Thousand only.
Manager                                              Accountant

Illustration – 3 (To make separate entries for Sales, Sales Tax and Cartage etc.):

M/s XYZ Limited, Green Park, New Delhi, sold goods to M/s Jay Associates, Nehru Place, New Delhi as per details given below:-

Bill No. 1215, Dated: 31.07.15

Value of Goods – Rs.20000/= (5% Taxable)

Sales Tax @ 5% – Rs.1000/=

Cartage Rs.500/=

Total Bill Value Rs.21500/=

Prepare the necessary voucher for the same transaction in the books of XYZ Limited.

Solution:

Now a day, in India, separate detail is kept for all types of sales and sales tax amount. Practically also, the Sales Voucher should show separate details for net value of goods sold and sales tax etc. According to above transaction, it is clear that the supplier and purchaser are from same state i.e. Delhi. Therefore, this sale shall be treated as local sales and the Sales Voucher shall be prepared as under:-

M/S XYZ LIMITED

SALES VOUCHER

Voucher No. 1215                                                                                   Date: 31.07.15

PARTICULARS

AMOUNT IN Rs.

Debit:  M/s Jay Associates

21500/=

 

 

Total

21500/=

Credit: Local Sales Account

20000/=

Credit:- Local Sale Tax Account

1000/=

Credit: Cartage Outward Expenses Account

500/=

 

 

Total

21500/=

Narration: Being goods sold to M/s Jay Associates as per our bill No.1215 dated 31.07.15 enclosed.
Amount in words: Rupees Twenty One Thousand Five Hundred only)
Manager                                              Accountant

Note: The voucher for illustration No.3 also can be prepared in more clearly as below:

M/S XYZ LIMITED

SALES VOUCHER

Voucher No. 1215                                                                                   Date: 31.07.15

PARTICULARS

AMOUNT IN Rs.

Debit:  M/s Jay Associates

21500/=

 

 

Total

21500/=

Credit: Local Sales 5% Taxable Account

20000/=

Credit:- Local Sale Tax @ 5% Account

1000/=

Credit: Cartage Outward Expenses Account

500/=

 

 

Total

21500/=

Narration: Being goods sold to M/s Jay Associates as per our bill No.1215 dated 31.07.15 enclosed.
Amount in words: Rupees Twenty One Thousand Five Hundred only)
Manager                                              Accountant

Basically, it is the systematic way to prepare the sale voucher because it gives the clear picture of each and every detail, to be kept for sales tax purpose. To show the percentage, is necessary to keep the separate details for each type of sales since there may be different rates of taxes.

Illustration for Cash Sales

Basically, Cash receipt vouchers are prepared for all cash sales. But to keep the details of all sales including cash sales at one place for control purpose the cash sales can be regularized by preparation of sale voucher. Though, cash sale is shown in cash book but it can be shown in sales book also.

Only the care is to be taken while posting the cash sales is that the ledger folio in cash book shall be folio number of sales book and in sales book the ledger folio will be the page number of cash book. For example: Cash sales on 31.07.15 for Rs.5000/= is shown on page number C-125 in receipt side of cash book and same sale is shown on page number S-8 in sale book. While doing the ledger posting, the ledger folio in cash book shall be shown S-8 and ledger folio in sale book will show C-125. Please note that for control purpose, all type of sales should be entered at one place also.

Illustration:

Goods sold by M/s XYZ Limited – Delhi, in cash to M/s Jay Associates – Delhi as per details given below:-

Cash Memo No. 1235 dated 31.07.15

Value of goods Rs.2000/= (5% Taxable)

Local Sales Tax @ 100/= (5%)

Cartage Rs.50/=

Total bill value Rs.2150/=

Prepare the necessary voucher in the books of M/s XYZ Limited.

Solution:

Sales Voucher for cash sales shall be prepared as follows:-

M/S XYZ LIMITED

SALES VOUCHER

Voucher No. 1235                                                                                    Date: 31.07.15

PARTICULARS

AMOUNT IN Rs.

Debit:  Cash Account

2150/=

 

 

Total

2150/=

Credit: Local Sales 5% Taxable Account

2000/=

Credit:- Local Sale Tax @ 5% Account

100/=

Credit: Cartage Outward Expenses Account

50/=

 

 

Total

2150/=

Narration: Being goods sold to M/s Jay Associates as per our Cash Memo No.1235 dated 31.07.15 enclosed.
Amount in words: Rupees Two Thousand One Hundred Fifty only)
Manager                                              Accountant

 

RELATED TERMS: