Scenario Management & Optional Vouchers

1. Core Concept

  • Scenario Management: A business management feature in TallyPrime used to perform "What-If" Analysis and forecasting without altering actual financial ledgers or accounts.
  • Provisional / Non-Posting Vouchers: Scenarios rely on non-posting voucher types—specifically Optional Vouchers and Memorandum Vouchers—to incorporate estimated or unverified future figures into financial reports.

Why Use Scenarios?

  • Evaluate potential future financial states (e.g., forecasting next quarter’s Profit & Loss if sales drop by 10%).
  • Measure the impact of provisional incomes or expenses before bills are finalized.
  • Prepare management forecasts and budgets for stakeholders without affecting auditing records.

2. Non-Posting Voucher Types Used in Scenarios

Voucher Type Purpose / Description
Optional Voucher Any standard voucher (Sales, Purchase, Payment) marked as Optional (Ctrl + L). It does not post to accounting registers until regularized.
Memorandum Voucher (F10) A temporary ledger entry used to record provisional estimates, reminders, or un-vouched advances.
Reversing Journal (F10) A special voucher type that posts figures automatically up to a specific date and reverses automatically thereafter.

3. Setting Up Scenario Management in TallyPrime

Step A: Enable Scenario Management

  1. Press F11 (Features) on the Gateway of Tally.
  2. Ensure accounting features are active.
  3. Go to Gateway of Tally → Create → Scenario (or press Alt + G → Create Master → Scenario).

Step B: Configure the Scenario Master

  1. Name: Enter a clear name (e.g., Q2 Projected Forecast or Provisional Invoicing).
  2. Include:
    • Actuals: Set to Yes (includes existing actual financial data as the baseline).
    • Exclude Optional Vouchers: Set to No (so optional vouchers are included in calculations).
    • Include Voucher Types: Select non-posting voucher types to factor in (e.g., Memorandum, Reversing Journals, or Optional Sales).
  3. Save with Ctrl + A.

4. Complete Practice Set

Part 1: Create Scenario Master

  • Scenario Name: Provisional Sales Forecast
  • Includes Actuals: Yes
  • Vouchers Included: Optional Sales, Memorandum

Part 2: Record Non-Posting Vouchers

Entry 1: Optional Sales Voucher

  1. Go to Vouchers → Press F8 (Sales).
  2. Press Ctrl + L (Optional) — notice the tag "OPTIONAL" appears at the top.
  3. Record a prospective order:
    • Party: Keerti Computers
    • Item: 10 × Laptop A100 @ ₹45,000 = ₹4,50,000
  4. Save with Ctrl + A.

Entry 2: Memorandum Voucher

  1. Go to Vouchers → Press F10 (Other Vouchers) → Select Memorandum Voucher.
  2. Record an estimated provisional consultation fee expected next month:
    • Debit: Legal & Professional Fees A/c — ₹35,000
    • Credit: Provision for Legal Fees — ₹35,000
  3. Save with Ctrl + A.

Part 3: Comparative Analysis (Actual vs. Scenario)

Report Metric Baseline Actuals (₹) Provisional / Non-Posting Entries (₹) Projected Scenario Figure (₹)
Net Sales Revenue 12,50,000 +4,50,000 (Optional Sales) 17,00,000
Indirect Expenses 2,10,000 +35,000 (Memorandum Entry) 2,45,000
Projected Net Profit 10,40,000 +4,15,000 (Net Gain) 14,55,000

5. Report Verification & Comparative Analysis

How to View Scenarios in Financial Statements:

  1. Open any main report: Gateway of Tally → Profit & Loss A/c (or Balance Sheet).
  2. Press Alt + C (New Column).
  3. In the column setup screen:
    • Period: Select the required date range.
    • Method of Showing Types: Select your scenario name (e.g., Provisional Sales Forecast).

Compare:

TallyPrime displays two side-by-side columns:

  • Column 1: Actuals (Your official auditing figures).
  • Column 2: Scenario Projections (Your actuals combined with what-if non-posting entries).