Types of Accounting Vouchers: Payment, Receipt, Purchase, Sales, Journal & Contra

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Welcome to Finance with Aishira, where Accounting and Commerce are explained in a simple, practical, and beginner-friendly way.

What is an Accounting Voucher?

An accounting voucher is a document or record used to provide evidence of a business transaction and to help record that transaction in the accounting books.

In simple words: An accounting voucher tells us what transaction happened, when it happened, how much was involved, and which accounts should be affected.

The six main types of accounting vouchers are:

1. Payment Voucher

2. Receipt Voucher

3. Purchase Voucher

4. Sales Voucher

5. Journal Voucher

6. Contra Voucher

The easiest way to understand them is:

Money paid → Payment Voucher
Money received → Receipt Voucher
Goods purchased → Purchase Voucher
Goods or services sold → Sales Voucher
Accounting adjustment → Journal Voucher
Cash ↔ Bank transfer → Contra Voucher

Examples of documents that may support accounting transactions include:

• Invoices

• Bills

• Receipts

• Bank statements

• Payment confirmations

• Cheques

• Debit notes

• Credit notes

These documents help businesses maintain proper and verifiable accounting records.

Why Are There Different Types of Accounting Vouchers?

Imagine a café operating for just one day.

The business may:

• Sell coffee to customers.

• Buy milk from a supplier.

• Pay monthly rent.

• Receive a customer's outstanding payment.

• Record depreciation.

• Deposit cash into its bank account.

All six transactions are related to the business, but they are not the same type of transaction.

For example:

Paying rent means money is going out. Receiving a customer payment means money is coming in. Buying goods means the business is making a purchase. Selling goods means the business is earning revenue. Recording depreciation is an accounting adjustment. Depositing cash into the bank is an internal transfer. Therefore, using one voucher for everything would make accounting confusing. Different vouchers help classify transactions according to their nature.

The Six Main Types of Accounting Vouchers

Here's the complete picture:

Voucher	Used For	Simple Example
Payment Voucher	Money paid	Paying rent
Receipt Voucher	Money received	Customer pays ₹5,000
Purchase Voucher	Purchases	Buying coffee beans
Sales Voucher	Sales	Selling coffee
Journal Voucher	Adjustments	Recording depreciation
Contra Voucher	Cash ↔ Bank transfers	Depositing cash into bank

Now let's understand each one.

1. What is a Payment Voucher?

A Payment Voucher is used when the business pays money to another person or organisation.

The payment may be made through:

• Cash

• Bank transfer

• Cheque

• UPI

• NEFT

• RTGS

• Other permitted payment methods

Simple Rule = Money goes out → Payment Voucher

When is a Payment Voucher Used?

Businesses commonly use Payment Vouchers for:

• Paying rent

• Paying salaries

• Paying suppliers

• Paying electricity bills

• Paying telephone or internet bills

• Paying insurance premiums

• Paying taxes

• Paying maintenance expenses

• Paying other business expenses

Example: Paying a Supplier

Suppose a café pays ₹30,000 to a supplier through its business bank account. Since money has actually left the business, a Payment Voucher is used.

Journal Entry

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

The exact debit account depends on the nature of the underlying transaction.

Example: Paying Monthly Rent

Suppose the café pays ₹20,000 as monthly rent.

Journal Entry

Rent Expense A/c    Dr.   ₹20,000
        To Bank A/c        ₹20,000

Since money has been paid, a Payment Voucher is used.

Example: Paying Electricity Bill

The café receives an electricity bill of ₹8,500 and pays it through UPI. The payment is recorded using a Payment Voucher.

Journal Entry

Electricity Expense A/c    Dr.   ₹8,500
        To Bank A/c              ₹8,500

What Information Does a Payment Voucher Contain?

A Payment Voucher may contain:

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

The exact format can vary from one business to another.

Supporting Documents for Payment Vouchers

A Payment Voucher may be supported by:

• Supplier invoice

• Rent receipt

• Electricity bill

• Salary sheet

• Insurance document

• Bank payment confirmation

• UPI payment confirmation

• Cheque counterfoil

• Other relevant proof of payment

These documents help verify that the payment actually took place.

Important Point: Purchase vs Payment

This is one of the most important concepts for beginners. Suppose a café purchases coffee beans for ₹30,000 on credit.The café has purchased the goods. But it has not paid the supplier yet.

Therefore: Purchase → Purchase Voucher. Later, when the café actually pays the supplier: Payment → Payment Voucher. So: Purchase and payment can be two separate transactions.

How to Record a Payment Voucher in Tally Prime

In Tally Prime, the basic process is:

1. Open the Payment Voucher screen.

2. Enter the date.

3. Select the relevant expense, supplier, or other account.

4. Select Cash or Bank as the payment account.

5. Enter the amount.

6. Add narration if required.

7. Verify the details.

8. Save the voucher.

Tally then updates the relevant ledgers.

💡 Aishira Explains

Tally can record the transaction, but it cannot decide the nature of the transaction for you.

You still need to understand: What happened? ; Which accounts are affected? ; Which voucher should be used?

2. What is a Receipt Voucher?

A Receipt Voucher is used when the business receives money. The money may be received through:

• Cash

• UPI

• Bank transfer

• Cheque

• Other digital payment methods

Simple Rule = Money comes in → Receipt Voucher

When is a Receipt Voucher Used?

A business may use a Receipt Voucher when it receives:

• Customer payments

• Payments from debtors

• Rent income

• Interest income

• Commission income

• Additional capital from the owner

• Other business receipts

Example: Customer Pays for a Sale

Suppose a customer pays ₹1,250 through UPI for food purchased from the café. The business has received money. Therefore, a Receipt Voucher is used.

Journal Entry

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

If the customer pays in cash:

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

Example: Customer Pays an Outstanding Amount

Suppose a customer previously purchased catering services on credit. The customer now pays the outstanding ₹20,000.

Journal Entry

Bank A/c    Dr.   ₹20,000
        To Customer / Debtor A/c    ₹20,000

Since the business received money, a Receipt Voucher is used.

Example: Owner Introduces Capital

Suppose the owner introduces an additional ₹2,00,000 into the business bank account.

Journal Entry

Bank A/c    Dr.   ₹2,00,000
        To Capital A/c       ₹2,00,000

The business has received money, so the transaction can be recorded through a Receipt Voucher.

What Information Does a Receipt Voucher Contain?

A Receipt Voucher may contain:

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

Supporting Documents for Receipt Vouchers

Depending on the transaction, supporting documents may include:

• Sales invoice

• Cash receipt

• Bank credit advice

• UPI confirmation

• Cheque deposit slip

• Interest certificate

• Customer payment confirmation

Receipt vs Sales: Don't Confuse Them

A sale and a receipt of money are not necessarily the same event. Suppose the café sells catering services worth ₹12,000 on credit. 

Today: Sales Voucher Later, when the customer pays: Receipt Voucher. So, Sale → Sales Voucher ; Money received → Receipt Voucher . This distinction is extremely important in accounting.

How to Record a Receipt Voucher in Tally Prime

The basic process is:

1. Open the Receipt Voucher screen.

2. Enter the date.

3. Select the relevant party or income account.

4. Select Cash or Bank.

5. Enter the amount received.

6. Add narration if required.

7. Verify the details.

8. Save the voucher.

3. What is a Purchase Voucher?

A Purchase Voucher is used to record goods, materials, or other items purchased by the business. It records the purchase transaction, whether payment is made immediately or later.

Simple Rule = Business buys → Purchase Voucher

What Can a Business Purchase?

Businesses may purchase:

• Raw materials

• Goods for resale

• Office supplies

• Furniture

• Machinery

• Computers

• Equipment

• Other business-related items

The voucher is generally prepared using the supplier's invoice and other relevant documents.

Example: Buying Coffee Beans on Credit

Suppose a café purchases:

Item	Amount
Coffee Beans	₹18,000
Milk	₹7,000
Sugar	₹3,000
Paper Cups	₹2,000
Total	₹30,000

The supplier allows payment after 15 days. The purchase has happened, but payment has not yet been made.

Journal Entry

Purchases A/c    Dr.   ₹30,000
        To Supplier / Creditor A/c    ₹30,000

Therefore: Purchase Voucher → Yes ; Payment Voucher → Not yet

What Supporting Documents Are Used?

A Purchase Voucher may be supported by:

• Supplier invoice

• Purchase order

• Delivery challan

• Goods Received Note (GRN)

• Transport document

• Other relevant purchase records

Cash Purchase vs Credit Purchase

Cash Purchase = Goods are purchased and payment is made immediately. The purchase and payment happen together, but they represent two aspects of the transaction.

Credit Purchase = Goods are purchased now, but payment will happen later. The Purchase Voucher records the purchase, while the Payment Voucher is used when the supplier is actually paid.

💡 Aishira Explains

Remember: Buying something and paying for it are not always the same accounting event.

4. What is a Sales Voucher?

A Sales Voucher is used to record the sale of goods or the provision of services by the business.

Simple Rule : Business sells → Sales Voucher

When is a Sales Voucher Used?

Businesses use Sales Vouchers when they:

• Sell goods

• Sell products

• Provide services

• Complete catering orders

• Sell merchandise

• Supply goods to customers

Example: Credit Sale

Suppose a café supplies refreshments worth ₹12,000 to a nearby company. The company promises to pay after seven days. The sale has already taken place. Therefore, a Sales Voucher is prepared.

Journal Entry

Customer / Debtor A/c    Dr.   ₹12,000
        To Sales A/c             ₹12,000

When the customer pays seven days later, the business records the receipt separately.

Receipt Entry

Bank A/c    Dr.   ₹12,000
        To Customer / Debtor A/c    ₹12,000

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What Supporting Documents Are Used?

A Sales Voucher may be supported by:

• Sales invoice

• Delivery challan

• Customer purchase order

• Delivery confirmation

• E-way bill, where applicable

• Other relevant sales documents

Purchase Voucher vs Sales Voucher

Basis	Purchase Voucher	Sales Voucher
Purpose	Records purchases	Records sales
Business Activity	Buying	Selling
Main Document	Supplier Invoice	Sales Invoice
Effect	Records purchase/asset acquisition	Records sales revenue
Example	Buying coffee beans	Selling coffee

Easy Memory Trick

Purchase = Business buys

Sales = Business sells

5. What is a Journal Voucher?

A Journal Voucher is used to record accounting adjustments or transactions that generally do not involve an immediate cash or bank transaction.

Simple Rule = Adjustment → Journal Voucher

Common Journal Voucher Transactions

Journal Vouchers may be used for:

• Depreciation

• Bad debts

• Outstanding expenses

• Accrued income

• Correction of accounting errors

• Other adjustment entries

Example: Recording Depreciation

Suppose depreciation on a coffee machine is ₹20,000. No cash is being paid at the time of recording the depreciation.

Journal Entry

Depreciation Expense A/c    Dr.   ₹20,000
        To Coffee Machine A/c       ₹20,000

This adjustment can be recorded using a Journal Voucher.

Example: Correcting an Accounting Error

Suppose an expense was accidentally posted to the wrong account. The accountant can pass an appropriate correcting journal entry. Since the correction itself does not involve an immediate payment or receipt, a Journal Voucher may be used.

Example: Bad Debts

Suppose a customer owes money to the business but the amount is determined to be irrecoverable. The required bad-debt adjustment can be recorded using a Journal Voucher.

6. What is a Contra Voucher?

A Contra Voucher is used when money moves between the business's own:

Cash Account ↔ Bank Account

Simple Rule : Cash ↔ Bank → Contra Voucher

When is a Contra Voucher Used?

Common examples include:

• Depositing cash into the bank

• Withdrawing cash from the bank

• Transferring money between the business's own Cash and Bank accounts

Example: Cash Deposited Into Bank

Suppose the café deposits ₹40,000 into its business bank account. The money already belongs to the business.

It simply moves: Cash → Bank

Journal Entry

Bank A/c    Dr.   ₹40,000
        To Cash A/c       ₹40,000

Example: Cash Withdrawn From Bank

Suppose the business withdraws ₹10,000 from its bank account for business use.

The money moves: Bank → Cash

Journal Entry

Cash A/c    Dr.   ₹10,000
        To Bank A/c       ₹10,000

This is recorded using a Contra Voucher. 

Why Isn't a Contra Transaction an Expense or Income?

This is an important point. Suppose the business deposits ₹40,000 into its bank account.

Has the business earned ₹40,000? No.

Has the business spent ₹40,000? No.

The money was already owned by the business. Only its location changed.

Therefore: Cash decreases by ₹40,000 ; Bank increases by ₹40,000 ; Total funds remain unchanged.

How to Choose the Correct Accounting Voucher?

When you're confused, don't start by memorising voucher names.

Instead, ask:

Question 1: Did money leave the business?

Payment Voucher

Question 2: Did money enter the business?

Receipt Voucher

Question 3: Did the business purchase something?

Purchase Voucher

Question 4: Did the business sell something?

Sales Voucher

Question 5: Is it an accounting adjustment?

Journal Voucher

Question 6: Is money moving between Cash and Bank?

Contra Voucher

This approach makes voucher selection much easier.

One Business Transaction Can Involve More Than One Voucher

This is an important concept. Suppose the café purchases coffee beans worth ₹30,000 on credit.

Step 1: Purchase happens

Purchase Voucher

Purchases A/c    Dr.
        To Supplier A/c

Step 2: Supplier is paid later

Payment Voucher

Supplier A/c    Dr.
        To Bank A/c

The purchase and payment are two separate events. Similarly, consider a credit sale.

Step 1: Sale happens

Sales Voucher

Customer A/c    Dr.
        To Sales A/c

Step 2: Customer pays later

Receipt Voucher

Bank A/c    Dr.
        To Customer A/c

This is why understanding the actual event is more important than simply memorising voucher names.

How Accounting Vouchers Are Used in Tally Prime

Tally Prime provides separate voucher types for recording different business transactions. Depending on the transaction, you may select:

• Payment

• Receipt

• Purchase

• Sales

• Journal

• Contra

The general process is:

1. Open the appropriate voucher screen.

2. Enter the transaction date.

3. Select the relevant accounts.

4. Enter the amount.

5. Add narration or other required details.

6. Check the transaction.

7. Save the voucher.

Tally then updates the relevant ledgers and accounting records.

💡 Aishira Explains

Tally makes accounting faster, but it doesn't remove the need to understand accounting. A software operator may know where to click. An accountant needs to know why that voucher should be selected.

Quick Tally Prime Reference

Transaction	Voucher in Tally Prime
Paying rent	Payment
Receiving customer payment	Receipt
Buying goods	Purchase
Selling goods	Sales
Recording depreciation	Journal
Cash deposited into bank	Contra

Common Mistakes Beginners Make

Mistake 1: Thinking Purchase Always Means Payment

A business can purchase goods on credit. So: Purchase ≠ Always Payment

Mistake 2: Thinking Sale Always Means Receipt

A business can sell goods on credit. So: Sale ≠ Always Receipt

Mistake 3: Using Payment Voucher for a Credit Purchase

If goods are purchased today but payment will happen later, don't treat the purchase as an immediate payment. Record the purchase first. Record the payment when money actually leaves the business.

Mistake 4: Using Receipt Voucher for a Credit Sale

Issuing an invoice does not necessarily mean money has been received. The Receipt Voucher is used when the payment is actually received.

Mistake 5: Treating Cash Deposit as Income

Depositing cash into the bank does not create income. It's simply: Cash → Bank. Therefore, it is a Contra transaction.

Mistake 6: Treating Cash Withdrawal as Expense

Withdrawing money from the business bank account does not automatically create an expense.

It simply moves: Bank → Cash

Mistake 7: Using a Journal Voucher for Everything

A Journal Voucher is not a replacement for every other voucher. Always identify the nature of the transaction first.

Six Vouchers in One Table

Voucher	Main Purpose	Example
Payment	Money paid	Paying rent
Receipt	Money received	Customer payment
Purchase	Goods/assets purchased	Buying coffee beans
Sales	Goods/services sold	Selling coffee
Journal	Accounting adjustments	Recording depreciation
Contra	Cash ↔ Bank transfer	Cash deposited into bank

Frequently Asked Questions (FAQs)

1. What is an accounting voucher?

An accounting voucher is a document or record used to provide evidence of a business transaction and support its recording in the accounting books.

2. What are the six main types of accounting vouchers?

The six main types are:

• Payment Voucher

• Receipt Voucher

• Purchase Voucher

• Sales Voucher

• Journal Voucher

• Contra Voucher

3. What is a Payment Voucher?

A Payment Voucher is used when the business pays money to another person or organisation.

4. What is a Receipt Voucher?

A Receipt Voucher is used when the business receives money.

5. What is a Purchase Voucher?

A Purchase Voucher records goods, materials, assets, or other items purchased by the business.

6. What is a Sales Voucher?

A Sales Voucher records goods sold or services provided by the business.

7. What is a Journal Voucher?

A Journal Voucher is used for accounting adjustments or transactions that generally do not involve an immediate cash or bank transaction.

8. What is a Contra Voucher?

A Contra Voucher records transfers between the business's own Cash and Bank accounts.

9. What is the easiest way to remember the six vouchers?

Remember:

Paid → Payment

Received → Receipt

Bought → Purchase

Sold → Sales

Adjusted → Journal

Cash ↔ Bank → Contra

10. Is a credit purchase recorded through a Payment Voucher?

No. A credit purchase is recorded through a Purchase Voucher. A Payment Voucher is used later when the supplier is actually paid.

11. Is a credit sale recorded through a Receipt Voucher?

No. A credit sale is recorded through a Sales Voucher. A Receipt Voucher is used later when the customer actually pays.

12. Is cash deposited into the bank an expense?

No. It is an internal transfer between the business's Cash and Bank accounts and is recorded using a Contra Voucher.

13. Is cash withdrawn from the bank income?

No. It is simply a transfer from Bank to Cash.

14. Can depreciation be recorded using a Journal Voucher?

Yes. Depreciation is an accounting adjustment and can be recorded through a Journal Voucher.

15. Can bad debts be recorded using a Journal Voucher?

Yes. Bad-debt adjustments can be recorded through a Journal Voucher.

16. What documents support accounting vouchers?

Depending on the transaction, supporting documents may include:

• Invoices

• Bills

• Receipts

• Bank statements

• Payment confirmations

• Cheques

• Delivery challans

• Purchase orders

• Other relevant documents

17. Are accounting vouchers used in Tally Prime?

Yes. Tally Prime provides different voucher types for recording different business transactions.

18. Why are different vouchers necessary?

Different vouchers classify transactions according to their nature, making accounting records easier to prepare, understand, verify, and review.

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Key Takeaways 📌

Let's quickly revise the entire chapter:

• Accounting vouchers provide evidence and support for business transactions.

• Businesses use different vouchers because different transactions have different purposes.

• There are six major accounting vouchers:

  • Payment

  • Receipt

  • Purchase

  • Sales

  • Journal

  • Contra

• Payment Voucher → Money goes out.

• Receipt Voucher → Money comes in.

• Purchase Voucher → Business buys.

• Sales Voucher → Business sells.

• Journal Voucher → Accounting adjustment.

• Contra Voucher → Cash ↔ Bank transfer.

• A purchase can happen without immediate payment.

• A sale can happen without immediate receipt of money.

• Tally Prime provides separate voucher types to record these transactions.

• Always understand what actually happened before choosing the voucher.

The Golden Rule

Don't memorise the voucher. Understand the transaction.

Once you understand what happened, choosing the correct voucher becomes much easier.

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What's Next? 🚀

We've now covered all six major accounting vouchers:

Payment → Receipt → Purchase → Sales → Journal → Contra

But knowing the names is only the beginning.

The next step is to understand the two vouchers that beginners often find confusing:

Journal Voucher & Contra Voucher

We'll look at:

• When a Journal Voucher is used

• Depreciation entries

• Bad-debt entries

• Correction of accounting errors

• When a Contra Voucher is used

• Cash deposited into bank

• Cash withdrawn from bank

• Journal entries

• Tally Prime recording

• Common mistakes

Once you understand these two, the entire Accounting Voucher chapter becomes much easier to handle practically.