> ## Documentation Index > Fetch the complete documentation index at: https://help.pragmachartered.com/llms.txt > Use this file to discover all available pages before exploring further. # Key in a manual voucher > Enter a journal, payment, receipt, contra or note by hand, correct it in review, and get it approved for the client's books. ![A client's Vouchers tab with the list of hand-keyed vouchers](https://help.pragmachartered.com/images/books/vouchers.png) Use manual vouchers for entries that no uploaded document or bank line produces: provisions, depreciation, audit adjustments, cash vouchers or a GST set-off. Every voucher is approved in review before it goes to the client's selected books destination. Open the client, choose **Books**, then **Vouchers**. Owners can key vouchers for every client; Managers and Preparers only for clients they are assigned to. Connector admins and Client portal seats do not see the tab. Approving a voucher is limited to Owners and Managers. The client needs a Tally company profile on its **Tally map** tab, and the ledgers you want to use must be active there. Ledgers are not created from the voucher form: if one is missing, use **Add it on the client's Tally map**. **1. Open the form** Select **New voucher**. A manager approves every voucher before it is handed to the client's selected books destination. **2. Fill in the header** | Field | What to enter or check | | - | - | | **Voucher type** | **Journal**, **Payment**, **Receipt**, **Contra**, **Debit Note** or **Credit Note**. The hint shows the Tally voucher type it posts as. | | **Date** | A date from the start of the previous financial year up to today. The hint shows the allowed range and, if the books are closed, the closed-through date; nothing on or before that date can be entered. | | **Reference no.** | Optional cheque, transfer or note number, up to 50 characters. | **3. Add the lines** Under **Lines**, choose a ledger, **Dr** or **Cr**, and an amount for each line. A voucher needs at least two lines (at most 100), with at least one debit and one credit, and debits must equal credits. The running total under the lines shows **Dr**, **Cr** and any difference. Use **Add line** for more and the bin icon to remove one. An optional line note is kept in Pragma only when the client posts to Tally, which receives the voucher narration; when the client posts to Zoho Books, each line note is sent as that line's description. If the client's Tally company is kept bill-wise, a supplier or customer line also asks for a bill reference (**New Ref**, **Agst Ref**, **Advance** or **On Account**) and the bill name or number as it appears in Tally. The form checks the voucher type as you go. For example, a **Payment** must credit a cash or bank account, a **Receipt** must debit one, a **Contra** may use only cash and bank ledgers, and a **Debit Note** or **Credit Note** must debit or credit a party. If the same ledger is on both sides, explain why in **Reason a ledger is on both sides**; the approver reads it. **4. Report a note in GSTR-1 (notes only)** For a **Debit Note** or **Credit Note** the client issued to its customer, tick **Report in GSTR-1** and fill in **Customer GSTIN** (blank for an unregistered customer), **Customer name**, **Note number**, **Supply type**, **Place of supply**, **Rate**, **Taxable value** and the tax amounts. The taxes fill in from the rate and place of supply; correct them to the note as issued. They must match the GST and cess ledgers on the lines. Leave the box off for a supplier's note recorded in the books. **5. Add the narration and a supporting document** Enter the **Narration** (up to 500 characters), which is sent to the client's books. Optionally attach a **Supporting document**: one PDF, JPEG or PNG up to 19 MB. It is scanned for malware before the voucher can be approved. **6. Create the voucher** Select **Create voucher**. If a voucher of the same type, amount and reference is dated within a few days, Pragma warns **This may already be entered** and links to it. Check that it is not the same transaction, then select **Save anyway**, or **Cancel**. The voucher opens in the review screen with status needing review. ## Correct a voucher in review In the review screen, a voucher in review shows its header, its lines as they will be sent to the client's books, and two actions for anyone who can revise: * **Edit voucher** opens the same form on the current version; **Save revision** saves a new revision. * **Attach file** (or **Replace file**) adds or replaces the supporting document as a new revision. The old file stays in the voucher's history. If a ledger was deactivated, renamed or recategorised on the Tally map since the voucher was drafted, the line is flagged; edit the voucher to pick up the current ledger before approval. Once approved, a voucher is locked: reopen it to correct it. See [Review and approve an invoice](https://help.pragmachartered.com/invoices/review-and-approve.md) for the approve, reject and reopen actions, and [Understand the Tally handoff](https://help.pragmachartered.com/invoices/tally-handoff.md) or [Post to Zoho Books](https://help.pragmachartered.com/invoices/zoho-books.md) for what happens after approval. ## If something is refused | Message | What to do | | - | - | | This client has no Tally company profile yet, so a voucher cannot be proposed. … | Set up the client's **Tally map** first. | | This client is archived, so no new vouchers can be keyed for it. Restore the client first. | Restore the client. | | The voucher date … is before …, the start of the previous financial year. … | Only the current and previous financial year are open for manual vouchers. | | The books are closed through …, so nothing dated … can be entered, corrected or approved. … | See [Close a client's books](https://help.pragmachartered.com/books/close-books.md). | | … has been deactivated, renamed or recategorised on the Tally map since the voucher was drafted. … | Edit the voucher, choose a current ledger, then approve. | | The supporting file this voucher names is no longer stored, so it cannot be approved. … | Reject it and key the voucher again with the file attached. | | This exact file was already uploaded for this firm. … | The file belongs to another client or is an invoice's evidence; attach a different file. | | Someone else changed this item while you were editing it … | Reload and make your change again. | > [card] Still stuck? > > [Open a case](https://app.pragmachartered.com/support) from **Help & support** in Pragma, or [book a walkthrough](https://help.pragmachartered.com/support/book-a-walkthrough.md) and the team will show you around on a call. 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