Types of Accounting Vouchers: Payment, Receipt, Purchase & Sales Voucher Explained

 

Types of Accounting Vouchers (Part 1)

Quick Answer

Accounting vouchers are different types of documents used to record different kinds of business transactions. Since every transaction is not the same, businesses use different vouchers for payments, receipts, purchases, sales, adjustments, and cash-bank transfers.

The six main accounting vouchers are:

• Payment Voucher

• Receipt Voucher

• Purchase Voucher

• Sales Voucher

• Journal Voucher

• Contra Voucher

Each voucher serves a specific purpose and helps ensure that transactions are recorded accurately.

What You'll Learn in This Guide

In this article, you'll learn:

• What accounting vouchers are

• Why different vouchers are needed

• The six major types of accounting vouchers

• How businesses decide which voucher to use

• Practical examples from Riya's Café

Note: In the previous chapter, we learned what a voucher is and why it is important. Today, we'll focus on each voucher type in detail.

Previous Chapter

In the last lesson, Sharma Ji introduced Riya to the world of vouchers. She learned that before an accountant records any transaction, there must be proper documentary evidence. Bills, invoices, receipts, and bank statements all help prove that a transaction actually happened. But today, Riya had a new question.

Riya : If every transaction needs a voucher how do accountants know which voucher to use?

The Story Continues...

The café was busier than usual. Customers were placing orders, suppliers were delivering fresh coffee beans, and delivery partners were collecting online orders. Riya looked at her accountant's desk. There wasn't just one voucher. There were several. Some files had Payment Voucher written on them. Others were labelled Sales Voucher, Receipt Voucher, and Purchase Voucher.

Riya : Why can't we use one voucher for every transaction?

Sharma Ji : Let me ask you something. When a customer pays for coffee. Is that the same as paying your monthly rent? 

Riya : Of course not. The first one brings money into the business. The second one sends money out.

Sharma Ji : And because the nature of both transactions is different, accountants use different vouchers.

Why Are There Different Types of Vouchers?

Imagine running a café for just one day. You might:

• Sell coffee to customers.

• Purchase milk from a supplier.

• Pay employees' salaries.

• Receive online payments.

• Deposit cash into the bank.

Although all of these are business transactions, they are completely different from one another. Using one single voucher for every transaction would make accounting confusing and disorganised. That's why businesses classify transactions into different categories. Each category has its own voucher. This makes accounting faster, more accurate, and much easier to review later. 

The Six Main Types of Accounting Vouchers

Sharma Ji picked up a marker and drew another diagram.

             Accounting Vouchers
                    │
   ┌────────────────┼────────────────┐
   │                │                │
Payment         Receipt         Purchase
Voucher         Voucher         Voucher

   ┌────────────────┼────────────────┐
   │                │                │
Sales          Journal         Contra
Voucher         Voucher         Voucher

He pointed towards the diagram.

Sharma Ji : These six vouchers cover most of the transactions you'll encounter in daily business. Let's briefly understand each one.

1. Payment Voucher

A Payment Voucher is used whenever the business pays money.

Examples

• Paying shop rent

• Paying salaries

• Paying electricity bills

• Paying suppliers

• Paying internet charges

Whenever money leaves the business, a Payment Voucher is generally prepared.

2. Receipt Voucher

A Receipt Voucher is used whenever the business receives money.

Examples

• Customer pays in cash

• Customer pays through UPI

• Rent received

• Interest received

• Recovery from debtors

Every receipt of money should be supported by a Receipt Voucher.

3. Purchase Voucher

A Purchase Voucher records purchases made by the business.

These purchases may include:

• Raw materials

• Goods for resale

• Office supplies

• Furniture

• Machinery

It is usually prepared using the supplier's invoice.

4. Sales Voucher

Whenever the business sells goods or provides services, a Sales Voucher is prepared.

Examples

• Selling coffee

• Selling cakes

• Providing catering services

• Selling merchandise

The Sales Voucher helps record the revenue earned from customers.

5. Journal Voucher

Not every transaction involves cash or bank. Some transactions simply adjust the accounting records. These are recorded through a Journal Voucher.

Examples

• Depreciation

• Bad debts

• Outstanding expenses

• Accrued income

• Correction of accounting errors

These entries ensure that the financial statements present a true and fair view of the business.

6. Contra Voucher

A Contra Voucher is used when money moves between the business's Cash Account and Bank Account.

Examples

• Depositing cash into the bank

• Withdrawing cash from the bank for office use

Since both cash and bank accounts belong to the same business, a Contra Voucher is prepared. 

One Transaction, One Correct Voucher

Riya : So every transaction has its own place.

Sharma Ji : Exactly. If you choose the wrong voucher, the transaction may be recorded incorrectly. That's why understanding vouchers is one of the first practical skills every accountant learns.

A Simple Trick to Remember the Voucher Types

Before leaving, Sharma Ji gave Riya an easy way to remember all six vouchers.

Transaction	Voucher Used
Money Paid	Payment Voucher
Money Received	Receipt Voucher
Goods Purchased	Purchase Voucher
Goods Sold	Sales Voucher
Adjustment Entry	Journal Voucher
Cash ↔ Bank Transfer	Contra Voucher

Riya : This is much easier than memorising long definitions. 

Sharma Ji : Good accounting isn't about memorising. It's about understanding the purpose behind every transaction.

Recap

Today, Riya learned that businesses don't use one universal voucher for every transaction. Instead, they classify transactions based on their nature and prepare the appropriate voucher. The six main accounting vouchers—Payment, Receipt, Purchase, Sales, Journal, and Contra—form the backbone of day-to-day accounting. Understanding when to use each voucher is the first step toward recording transactions correctly. 

Now that Riya knows the six types of vouchers, Sharma Ji opens Tally Prime on the computer.

Sharma Ji : Knowing the names of vouchers is easy. But where do you find them in Tally? And when exactly should you use each one? 

Now, in this part, we'll explore each voucher one by one with real business examples, Tally Prime usage, and the journal entries behind them. This is where practical accounting truly begins.

1. Payment Voucher – When Money Goes Out

\Sharma Ji opened Tally Prime on the café's computer. Riya had seen the software before, but today she was finally going to learn how accountants actually use it. Sharma Ji clicked on Accounting Vouchers.

Several voucher options appeared on the screen.

Payment. Receipt. Sales. Purchase. Journal. Contra.

Riya : So these are the same vouchers we learned today?

Sharma Ji : Yes. But today, we'll learn when to use them in real business situations.

He pointed to the first option.

What is a Payment Voucher?

A Payment Voucher is used whenever the business pays money to someone.

The payment can be made:

• In cash

• Through a bank account

• By cheque

• Through UPI, NEFT, RTGS, or other online methods

In simple words, Whenever money leaves the business, a Payment Voucher is generally used.

When Do Businesses Use a Payment Voucher?

Almost every business makes payments every day. Some common examples include:

• Paying shop rent

• Paying electricity bills

• Paying employee salaries

• Paying suppliers

• Paying internet or telephone bills

• Paying insurance premiums

• Paying GST or other taxes

• Paying office maintenance expenses

Each of these transactions reduces the business's cash or bank balance.

Riya's Café Example

One morning, a supplier delivered fresh coffee beans worth ₹30,000. Riya checked the quality and transferred the payment through her business bank account. She looked at Sharma Ji.

Riya  : So which voucher should we prepare?

Sharma Ji : Did money leave the business?

Riya : Yes.

Sharma Ji : Then this is a Payment Voucher.

What Information Does a Payment Voucher Contain?

Although businesses may design their vouchers differently, a Payment Voucher usually contains the following details:

Particular	Example
Voucher Number	PV-101
Date	20 July 2026
Payee Name	ABC Coffee Suppliers
Payment Method	Bank Transfer
Amount	₹30,000
Purpose	Purchase of Coffee Beans
Supporting Document	Supplier Invoice
Approved By	Riya

These details help create a complete and verifiable record of the payment.

---

Journal Entry Behind the Payment Voucher

Sharma Ji : Do you remember what happens after preparing the voucher?

Riya : We record the journal entry.

Sharma Ji : Exactly. Since the café purchased inventory and paid immediately through the bank, the journal entry would be:

Purchases A/c Dr. ₹30,000
To Bank A/c ₹30,000

Sharma Ji : The Payment Voucher acts as the supporting document for this journal entry.

More Practical Examples

Example 1: Paying Monthly Rent

Riya paid ₹20,000 as the monthly shop rent.

Journal Entry

Rent Expense A/c Dr. ₹20,000

To Bank A/c ₹20,000

Since money left the bank account, a Payment Voucher was prepared.

Example 2: Paying Employee Salaries

At the end of the month, Riya paid salaries to her employees.

Journal Entry

Salary Expense A/c Dr.

To Cash/Bank A/c

Again, this payment was supported by a Payment Voucher. 

Example 3: Paying the Electricity Bill

The electricity department issued a bill of ₹8,500.

Riya paid it through UPI.

The accountant prepared a Payment Voucher before recording the transaction. 

Does Every Payment Require a Payment Voucher?

Riya : What if I make ten payments in one day? Do I prepare ten vouchers?

Sharma Ji : Yes. Every payment represents a separate business transaction. Each one should have its own supporting voucher and documents. This makes future verification much easier.

Supporting Documents Attached to a Payment Voucher

A Payment Voucher is usually accompanied by one or more supporting documents.

These may include:

• Supplier Invoice

• Cash Memo

• Bill

• Salary Sheet

• Electricity Bill

• Bank Transaction Receipt

• UPI Payment Confirmation

• Cheque Counterfoil

These documents provide evidence that the payment actually took place.

Common Mistakes Beginners Make

Before ending the lesson, Sharma Ji highlighted a few mistakes.

1. Using a Payment Voucher for Purchases on Credit

Suppose Riya purchases coffee beans today but promises to pay the supplier after 30 days.

Sharma Ji : Has money left the business?

Riya : No.

Sharma Ji : Since no payment has been made yet, a Payment Voucher should not be prepared at that time. The payment voucher will be prepared only when the supplier is actually paid.

2. Forgetting Supporting Documents

A Payment Voucher without an invoice or receipt makes it difficult to verify the transaction later. Always attach the relevant documents.

3. Recording the Wrong Amount

The amount mentioned in the voucher should exactly match the supporting documents and the payment made. Even a small difference can create reconciliation problems later.

---

How Does Tally Prime Handle Payment Vouchers?

Riya watched Sharma Ji enter the transaction into Tally Prime.

He selected:

• Voucher Type: Payment

• Mode: Bank

• Party: ABC Coffee Suppliers

• Amount: ₹30,000

After saving the voucher, Tally automatically updated the relevant accounts.

Riya : So Tally prepares the accounting records for us?

Sharma Ji : Tally records the transaction. But the accountant must still choose the correct voucher and enter the correct details. Software is only as accurate as the person using it.

Recap

By the end of the lesson, Riya understood that a Payment Voucher is used whenever money leaves the business. Whether it's paying rent, salaries, suppliers, electricity bills, or taxes, every payment should be supported by a properly prepared Payment Voucher and relevant documents. She also realised that accounting software like Tally Prime makes recording transactions faster, but understanding when and why to use each voucher is still the accountant's responsibility.

The next customer walked into the café and paid ₹1,250 for coffee and snacks using UPI.

Sharma Ji : Money just came into the business. Which voucher should we use now?

Now in this  part, we'll learn Receipt Vouchers with practical examples, journal entries, supporting documents, and how they're recorded in Tally Prime.

2. Receipt Voucher – When Money Comes Into the Business

The lunch hour had just begun. Customers filled the café, placing orders for coffee, sandwiches, and pastries. One customer finished his meal and walked to the billing counter. He scanned the QR code and paid ₹1,250 through UPI. Within seconds, Riya's phone displayed a payment notification.

Riya : The payment has been received. So now we use a Payment Voucher, right?

Sharma Ji : Think carefully. Did the business pay money? 

Riya : No. The business received money.

Sharma Ji : Exactly. So this time, we prepare a Receipt Voucher.

What is a Receipt Voucher?

A Receipt Voucher is used whenever a business receives money from any person or organisation.

The money may be received:

• In cash

• Through a bank transfer

• Via UPI

• By cheque

• Through any other digital payment method

In simple words, Whenever money comes into the business, a Receipt Voucher is generally prepared.

When is a Receipt Voucher Used?

Businesses receive money from many different sources.

Some common situations include:

• Cash sales

• Online customer payments

• Collection from debtors

• Rent received

• Interest received

• Commission received

• Refunds received

• Capital introduced by the owner

Each of these transactions increases the business's cash or bank balance.

Riya's Café Example

Every evening, many customers preferred paying through UPI instead of cash.

On Monday, the café received the following payments:

Customer	Payment Mode	Amount
Aarav	UPI	₹850
Neha	Cash	₹420
Corporate Client	Bank Transfer	₹15,000

Since all these transactions brought money into the business, the accountant prepared Receipt Vouchers for each receipt.

---

What Information Does a Receipt Voucher Contain?

A Receipt Voucher usually includes the following details:

Particular	Example
Voucher Number	RV-045
Date	21 July 2026
Received From	Rahul Sharma
Payment Mode	UPI
Amount	₹1,250
Purpose	Payment for Café Bill
Supporting Document	Sales Invoice
Approved By	Riya

These details help maintain a complete record of every receipt.

Journal Entry Behind a Receipt Voucher

Sharma Ji : What increases when a customer pays through UPI?

Riya : The bank balance increases.

Sharma Ji : Correct. Suppose the customer paid ₹1,250 immediately for food purchased.

The journal entry would be:

Bank A/c Dr. ₹1,250
To Sales A/c ₹1,250

If the customer paid in cash instead, the entry would be:

Cash A/c Dr. ₹1,250
To Sales A/c ₹1,250

The Receipt Voucher supports these journal entries.

More Practical Examples

Example 1: Customer Pays Outstanding Amount

A customer had purchased catering services on credit last month. Today, he paid the outstanding amount of ₹20,000.

Journal Entry

Bank A/c Dr. ₹20,000

To Debtor's A/c ₹20,000

Since money was received, a Receipt Voucher was prepared.

Example 2: Owner Introduces Additional Capital

Riya invested another ₹2,00,000 into the café from her personal savings. The business received money. Therefore, the accountant prepared a Receipt Voucher.

Journal Entry

Bank A/c Dr. ₹2,00,000

To Capital A/c ₹2,00,000

Example 3: Interest Received

The bank credited ₹1,800 as interest on the café's savings account. Since the business received income, the accountant recorded it using a Receipt Voucher.

Supporting Documents Attached to a Receipt Voucher

A Receipt Voucher is usually supported by documents such as:

• Sales Invoice

• Cash Receipt

• Bank Credit Advice

• UPI Payment Confirmation

• Cheque Deposit Slip

• Interest Certificate

• Customer Payment Receipt

These documents help prove that the business actually received the money.

Payment Voucher vs Receipt Voucher

Riya : We learned Payment Voucher. Now, we learned Receipt Voucher. They sound similar.

Sharma Ji smiled and drew a simple comparison.

Basis	Payment Voucher	Receipt Voucher
Purpose	Records money paid	Records money received
Cash Flow	Money goes out	Money comes in
Example	Paying rent	Receiving payment from a customer
Effect	Decreases Cash or Bank	Increases Cash or Bank

Sharma Ji : Whenever you're confused, ask yourself one simple question. Is money leaving the business or entering the business? The answer tells you which voucher to use.

Common Mistakes Beginners Make

Sharma Ji highlighted a few common mistakes.

1. Preparing a Receipt Voucher Before Receiving the Money

Suppose Riya sends an invoice to a customer today, but the customer will pay after 15 days.

Has the business received money? No.

A Receipt Voucher should be prepared only when the payment is actually received, not when the invoice is issued.

2. Confusing Sales with Receipt

A sale and a receipt are not always the same. A business can make a sale on credit, which means the customer will pay later.

In that case:

• A Sales Voucher records the sale.

• A Receipt Voucher is prepared only when the customer pays.

This is one of the most common areas where beginners get confused.

3. Not Matching the Voucher with the Payment Proof

The amount shown in the Receipt Voucher should always match the cash received or the amount credited in the bank statement.

How Does Tally Prime Record Receipt Vouchers?

Sharma Ji opened Tally Prime and selected the Receipt Voucher option.

He entered:

• Party Name: Rahul Sharma

• Payment Mode: UPI

• Amount: ₹1,250

• Narration: Payment received for café bill

After saving the voucher, Tally automatically updated the Bank Account and the relevant account affected by the transaction.

Riya : The process is simple once you understand which voucher to choose.

Sharma Ji : That's the secret. Accounting isn't difficult. Choosing the correct voucher is.

Recap

By the end of the day, Riya had learned that a Receipt Voucher is used whenever money enters the business. Whether the business receives cash from customers, collects payments from debtors, earns interest, or receives additional capital, every receipt should be supported by a properly prepared Receipt Voucher.

She also discovered an important lesson:

A sale doesn't always mean money has been received immediately.

Understanding this difference helps accountants record transactions accurately. 

Sharma Ji : We've now covered two of the most frequently used vouchers. But businesses don't just receive and pay money. They also buy and sell goods every day.

The next morning, a supplier arrived with fresh coffee beans and bakery ingredients.

Sharma Ji looked at Riya and asked: Before we think about payment, how do we record the purchase itself? 

Now, we'll learn Purchase Vouchers and Sales Vouchers, understand the difference between cash and credit transactions, and see how they're recorded in both manual accounting and Tally Prime.

3. Purchase Voucher – Recording Business Purchases

The next morning, a delivery truck stopped outside Riya's Café.

The supplier unloaded:

• Coffee beans

• Milk

• Sugar

• Paper cups

• Chocolate syrup

The supplier handed over the invoice.

Riya : I know what happens next. We prepare a Payment Voucher. 

Sharma Ji : Not so fast. Have you actually paid the supplier yet?

Riya : It says payment is due in 15 days. So... no.

Sharma Ji : Exactly. Today, you've made a purchase, but you haven't made a payment. So this transaction needs a Purchase Voucher, not a Payment Voucher.

What is a Purchase Voucher?

A Purchase Voucher is used to record the purchase of goods, raw materials, or assets for the business. It records what the business has bought, regardless of whether payment is made immediately or later.

In simple words, Whenever a business purchases something, a Purchase Voucher is generally prepared.

When is a Purchase Voucher Used?

Businesses prepare a Purchase Voucher when they buy:

• Raw materials

• Goods for resale

• Office supplies

• Furniture

• Machinery

• Computers

• Equipment

The voucher is usually prepared using the supplier's invoice.

Riya's Café Example

The café purchased:

Item	Amount
Coffee Beans	₹18,000
Milk	₹7,000
Sugar	₹3,000
Paper Cups	₹2,000

Total Purchase = ₹30,000

The supplier allowed payment after 15 days. Although no money had been paid yet, the accountant immediately prepared a Purchase Voucher because the purchase had already taken place.

Journal Entry Behind a Purchase Voucher

Since the goods were purchased on credit, the journal entry would be:

Purchases A/c Dr. ₹30,000

To Supplier (Creditor) A/c ₹30,000

Notice something?

No Bank Account. No Cash Account. That's because money hasn't left the business yet.

Supporting Documents

A Purchase Voucher is generally supported by:

• Supplier Invoice

• Purchase Order

• Delivery Challan

• Goods Received Note (GRN)

• Transport Receipt (if applicable)

These documents confirm that the business actually received the goods.

Common Beginner Mistake

Many beginners think: Purchase = Payment. This is not always true. A business may purchase goods today but pay after:

• 15 days

• 30 days

• 60 days

The Purchase Voucher records the purchase. The Payment Voucher is prepared only when the supplier is actually paid.

4. Sales Voucher – Recording Business Sales

Just as Sharma Ji finished explaining Purchase Vouchers, another customer entered the café. The customer placed a bulk order worth ₹12,000 for an office meeting. Riya prepared the invoice.

The customer : I'll transfer the money next week.

Riya : So we can't record the sale until the payment arrives?

Sharma Ji : That's one of the biggest misconceptions beginners have. The sale has already happened. The customer has received the goods. So today we prepare a Sales Voucher.

What is a Sales Voucher?

A Sales Voucher is used whenever the business sells goods or provides services. It records the sale, whether payment is received immediately or on credit.

In simple words, Whenever a business earns revenue by selling goods or services, a Sales Voucher is generally prepared.

When is a Sales Voucher Used?

Businesses prepare Sales Vouchers when they:

• Sell products

• Provide services

• Complete catering orders

• Sell merchandise

• Deliver goods to customers

Riya's Café Example

The café supplied refreshments to a nearby company. 

Invoice Value: ₹12,000

Payment Terms: Payment after 7 days

Although the money hadn't been received yet, the accountant prepared a Sales Voucher because the sale had already taken place.

Journal Entry Behind a Sales Voucher

Since the sale was made on credit, the journal entry would be:

Customer (Debtor) A/c Dr. ₹12,000

To Sales A/c ₹12,000

When the customer pays after seven days, that's when a Receipt Voucher will be prepared.

Supporting Documents

A Sales Voucher is usually supported by:

• Sales Invoice

• Delivery Challan

• Customer Purchase Order

• Delivery Confirmation

• E-way Bill (if applicable)

Purchase Voucher vs Sales Voucher

Riya : They look similar.

Sharma Ji : They're related. But one records buying, and the other records selling.

Basis	Purchase Voucher	Sales Voucher
Purpose	Records purchases	Records sales
Prepared When	Business buys goods or assets	Business sells goods or services
Main Supporting Document	Supplier Invoice	Sales Invoice
Affects	Purchases/Assets	Sales Revenue

Credit Transaction vs Cash Transaction

Before ending the lesson, Sharma Ji gave Riya one final tip. He wrote four simple situations.

Situation 1

Purchased goods on credit.

Voucher: Purchase Voucher

Situation 2

Paid the supplier after 15 days.

Voucher: Payment Voucher

Situation 3

Sold goods on credit.

Voucher: Sales Voucher

Situation 4

Customer paid after one week.

Voucher: Receipt Voucher

Riya : So one business transaction can involve two different vouchers.

Sharma Ji : Exactly. The purchase and the payment are two separate events. The sale and the receipt are also two separate events. That's why accountants prepare different vouchers at different stages.

Recap

By the end of the lesson, Riya understood two more important vouchers.

• A Purchase Voucher records the purchase of goods or assets, even if payment is made later.

• A Sales Voucher records the sale of goods or services, even if the customer pays later.

She also learned that buying and paying are not always the same transaction, just as selling and receiving money are not always the same. Understanding this distinction is one of the biggest steps toward thinking like a real accountant instead of simply memorising accounting terms.

Coming Up in the Next Topic

Only two vouchers remain:

• Journal Voucher

• Contra Voucher

These vouchers are slightly different because they are not used for normal buying or selling. Instead, they are used for adjustments and cash-bank transfers. 

In the next lesson, we'll complete the voucher series and learn how accountants use Journal Vouchers and Contra Vouchers with practical examples, journal entries, and Tally Prime.