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9 4 Mis
9 4 Mis
Tally (India) Pvt. Ltd. 2008 Contents of this document, the design and layout is the intellectual property of Tally (India) Private Limited. Names of companies and persons used in this publication are hypothetical and have been used for illustrative purposes. No part of this publication can be reproduced or transmitted in any form or by any means without the prior written permission of Tally (India) Private Limited. Breach of this condition is liable for legal action. Important: Information in this document is subject to change without prior notice and does not represent any commitment on the part of Tally (India) Private Limited. This publication is being issued and released on the condition and understanding that the information, comments and views it contains are merely for guidance and must not be taken as having the authority of or being binding in any way on the author, editors, publishers, printers and distributors who do not owe any responsibility whatsoever for any loss, damage or distress to any persons, whether or not a bonafide user, on account of any action taken or not taken on the basis of this publication. Despite all the care taken, errors or omissions may have crept inadvertently into this publication. Tally (India) Private Limited shall be obliged if any such error or omission is brought to their notice for possible correction in a future edition. All disputes are subject to the jurisdiction of the competent courts in Bangalore. Trademarks: Tally, POWER OF SIMPLICITY are registered trademarks of Tally Solutions FZ-LLC. Use of other names including product features is duly acknowledged and they continue to belong to their respective owners.
Contents
Introduction
Business Processes ....................................................................................................................................................1 Management Information System...........................................................................................................................2
Contents
Lesson 3: Administration
3.1 Tally.ini - Tally Configuration File .............................................................................................................84 3.2 Consolidation...................................................................................................................................................86 3.3 Security .............................................................................................................................................................88
3.3.1 Security Control........................................................................................................................................88 3.3.2 Tally Audit ................................................................................................................................................94 3.3.3 Tally Vault ................................................................................................................................................99
4.2 Data Synchronization using Tally.NET ....................................................................................................121 4.3 Synchronization Private Network ........................................................................................................134
4.3.1 4.3.2 4.3.3 4.3.4 4.3.5 Configuring for Synchronization ............................................................................................................134 Procedure for Synchronization...............................................................................................................135 Security Issues ........................................................................................................................................140 Web page as a pass-through...................................................................................................................140 Troubleshooting ......................................................................................................................................140
4.4 Principle of Synchronization in Tally ...................................................................................................142 4.5 Synchronizing back-dated vouchers ..........................................................................................................142
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Introduction
Introduction
These processes have a common function but differ in their workflow across various kinds of businesses. Business transactions or business activities fall in place depending on the operations of a business. Keeping this in view, Tally has been designed as a business solution that can adapt to the existing business processes rather than modify the processes to suit the dynamics of the software. Right at the beginning, while creating a Company in Tally, the option to maintain a Company as Accounts only or Accounts with Inventory proves the flexibility in implementing Tally. On creating a Company, the process of configuring it in Tally can be done by either of the following ways: Get started with creating the accounting and inventory masters and input the opening balances. Create accounts on the fly while recording transactions.
Lesson 1:
Advanced Accounting
Lesson Objectives
By the end of this lesson, you will be able to: Classify account information using Chart of Accounts Generate various reports for Receivables and Payables Configure Tally for Interest Calculations Create and manage Cost Centres, Cost Categories and Cost Centre Classes Maintain Budgets & Scenarios Generate Bank Reconciliation Statement Create Foreign Currencies & adjust Forex gain/loss Generate the Financial Statements & various MIS reports
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Introduction
As a statutory requirement, all businesses maintain books of accounts, advance accounting activities like preparing chart of accounts, interest calculation, bank reconciliation, finalization of accounts etc., form the important components of MIS.
Tally creates 28 predefined Groups by default conforming with mercantile accounting conventions. The naming conventions of any of these Groups can be altered and further groups may be created as sub-Groups of existing groups or at primary level as per requirements. For visual clarity, Tally presents the Chart of accounts in a hierarchical tree like structure.
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To limit listing of sub-items (i.e., to display only the group balance but not the underlying individual ledger balances) Go to Gateway of Tally > Accounts Info > Groups > Create or Alter 1. Select the Group 2. Set the Group behaves like a sub-ledger option to Yes
This function prevents the user from viewing details of the group while showing the report in a detailed or exploded manner. A control ledger can be simulated with the help of the Accounts Group. A sub-ledger can be seen by viewing the Group Vouchers of the Account Group, which behaves like a sub-ledger. Go to Gateway of Tally > Display > Accounts Book > Group Vouchers 1. Select the Sub-Ledger from the List of Groups drop-down
The feature of viewing Group Vouchers is available for all accounts groups regardless of whether the feature Group to behave like a sub-ledger is enabled or not.
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The list displays pending amount as well as the due date along with over due days. To list bill by bill outstanding (payable) for all parties Go to Gateway of Tally > Display > Statement of Accounts > Outstanding > Payable 1. Press Alt+F1 to display all vouchers related to the bills that are listed in subsequent rows in a particulars column, , Press Enter to display voucher alteration screen. 2. Press F4 to toggle between Receivable and Payable. 3. To split the outstanding into different ageing slabs, press F6 and select either of these options: Ageing by Due Date, Ageing by Bill Date
Then define the date periods, e.g., you may specify, 45, 90, 180 to get Age wise analysis for <15, 15-30, 30-45, 45-90, 90-180, >180 days.
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The user can press F12 and set the options to configure the display and content of the report. Receivables of an Accounts Ledger Receivables lists outstanding amount for all the parties. For individual party-wise outstanding, follow the path: Go to Gateway of Tally > Display > Statement of Accounts > Outstanding > Ledger 1. Select the Ledger, Global Traders
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2. Press Alt+F1 to display associated vouchers for each outstanding Bill. This report lists bill-by-bill display of all outstanding bills for the selected party along with the total outstanding amount. On Account amount, if any, is shown below the outstanding particulars to reconcile the ledger balance. The associated vouchers can be altered in case the references are not as required.
Press F6 for age-wise break-up. To view outstanding for another party, press F4 and select the ledger or just press + key to view the bill-wise details of the next ledger. Press F12 and set the options to configure display and contents of the report. Receivables for a Group Typically, in an organization, Sundry Debtors would be classified under area, region, class etc. To view outstanding for a particular group under Sundry Debtors or any sub-group, follow the steps: Go to Gateway of Tally > Display > Statement of Accounts > Outstanding > Group 1. Select the Group, Sundry Debtors 2. Press Alt+F1 for detailed report . All the ledgers belonging to the selected group along with outstanding amount will be listed. In case, there exists any sub-group, name of the sub-group with total amount outstanding from the parties under the group will appear.
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Press F12 and set Expand all levels in Detailed Format to Yes and press Alt+F1 to list all parties details.
Press F5 to view ledger-wise listing. To get age-wise break-up, press F6 and select ageing style and define ageing slabs. Press F12 to configure the contents. To view the bill wise details of the entire group select F7: Billwise.
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other benefit), it will result in increase of turnover, high return on investment and reduction of working capital need. In order to carry out such an analysis, select a debtors ledger from Display and set the period for which the analysis must be done. Press F8 and select Ledger Payment Performance. The following screen, which gives bill wise payment details and payment performance, will appear:
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2. Set Activate Interest Calculation to Yes. Many organizations need to compute Interest receivable or payable. Normally interest is computed for ledgers under Sundry Debtors, Sundry Creditors, Unsecured Loans, Secured Loans, Bank OD A/c, Loans (Liability), Loans & Advances (Assets). Interest may be computed in either of the two methods: On Outstanding Balance Amounts: In this method, interest is calculated on outstanding balance, normally suitable for Loan Accounts where interest is computed on running balances of the account. On Outstanding Bills/ Invoices/ Transactions: This is applicable for ledgers for which Bill by Bill option has been set to Yes e.g. Sundry Debtors or Creditors.
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5. Select the option Calendar Year in per 6. Select the option Debit Balances Only in on
7. Press Ctrl+A twice to Accept To see the Ledger Interest Go to Gateway of Tally > Display > Statement of Accounts > Interest Calculations > Ledger Select Solomon & Company from List of Ledgers
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Only one Ledger is shown in the list of ledgers, as only that ledger is enabled for Interest Calculations.
Accounting for Interest Due & Accrued The example above shows that interest is being calculated but these have not been brought into books. They only give you the interest implications. Tally enables booking the interest implications through Voucher Classes in Debit Notes & Credit Notes.
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Interest can be calculated on Simple or Compound basis and separate classes should be used for them.
To create Voucher Class in Debit Note Go to Gateway of Tally > Accounts Info > Voucher Types > Alter 1. Select Debit Note from the List of Voucher Types 2. Type Simple Interest in the Name of Class field
3. Set Use Class for Interest Accounting to Yes and Amounts to be treated as Compound Interest to No
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4. Type Compound Interest in Name of Class field to create another class 5. Set Use Class for Interest Accounting and Amounts to be treated as Compound Interest to Yes Voucher Type Alteration screen is displayed as shown
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Similarly, create Simple Interest and Compound Interest Voucher Class in Credit Note To account for Interest Accrued as well as Interest Due create the following ledgers Interest Accrued under Indirect Income Interest Receivable under Current Assets Interest Due under Indirect Expenses Interest Payable under Current Liabilities Example On 31.01.2009, a debit note is raised on Solomon & Compnay for Rs.6542.67, the interest due upto Jan 09. Create Debit Note 1. Select Accounting Vouchers 2. Press Ctrl+F9 for Debit Note 3. Select Simple Interest as class in the Voucher Class field 4. Press F2 and change date to 31-01-09 In Particulars, Solomon & Company appears automatically in the By field due to voucher class selected.
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5. Type 6542.67 in Debit 6. In Bill-Wise Details screen, select New Ref and type Interest Upto Sept 06 7. In the Accounting Voucher Creation screen, select Interest Accrued in the To field 8. Type Interest Charged upto Jan 09 in Narration Debit Note Voucher Creation screen is displayed as shown
When the ledger of Solomon & Company is viewed the ledger balance would increase by the interest amount debited.
Now if you wish to charge simple interest then the interest amount should be nullified and the interest amount transferred to Interest Receivable ledger account. This ledger account can be
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enabled for Bill wise tracking of interest receivable. Under F11: Features, set Billwise details for Non-Trading a/cs to Yes. Create a Journal 1. Select Accounting Vouchers 2. Press F7 for Journal 3. Press F2 and change date to 31-01-09 4. Select Interest Receivable in the By field 5. Type 6542.67 in Debit 6. In Bill-Wise Details screen, select New Ref and type Solomon & Company - Jan 09 7. In the Accounting Voucher Creation screen, select Solomon & Company in To field 8. In Bill-Wise Details screen, select Agst Ref and Interest Upto Jan 09 9. Type Interest Receivable from Solomon & Company transferred in Narration
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Since interest has to be booked manually, care should be taken to book it regularly for the desired period. Simple interest requires special treatment by way of an additional entry. In the entry using interest class, you must use the account for which interest is enabled because that brings up the calculated interest amount. Using another account like Interest Receivable will not bring up the amount and you would have to remember the figures from the interest statement to journalise them. The Interest Calculation module is discussed in detail in Tally Graduate course material as well as in the online help of Tally.
On Outstanding Bills/ Invoices/ Transactions For ledgers where Maintain Bill by Bill and Activate Interest Calculation is set to Yes, set Calculate Interest Transaction -by- Transaction to No Interest Parameters screen is displayed as shown
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Calculate Interest Transaction-by-Transaction: To get separate calculation for each transaction, set this to Yes, else Interest computation will be similar to Outstanding Balance Amounts. Override Parameters for each transactions: To enter different Interest rate for each transaction, set this to Yes. During Voucher entry, you would be prompted to input the rate of applicable interest for each transaction.
To View Ledger interest report Go to Gateway of Tally>Display>Statement of Accounts>Interest Calculations>Ledgers 1. Select Global Traders Interest Calculation screen is displayed as shown
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Applicable from: Enter the date from which the rate is applicable to a specific date. This enables different rates applicable for different periods. Rounding Off: If the amount is to be rounded off, select the rounding methods from three available options, namely, Downward Rounding, Normal Rounding, Upward Rounding. In case rounding off is not required select Not Applicable. Enter the Rounding off limit, for example: 0.50, 0.10, 0.01, 1.00 in the field provided. Thus in Advanced mode, you can specify whether the interest to be computed on all or particular balances, specify varying interest rates for different periods with specified rounding methods and limits, particularly useful for accounts where rate varies from period to period. Advanced Parameters -Interest Calculations on Outstanding Bills/ Invoices/ Transactions. You get Interest Parameters screen as shown below.
Calculate Interest Transaction-by-Transaction: Set Yes to get interest computation bill-by-bill. Override Parameters for each Transaction: To input different rates of interest for each transaction during voucher entry, set to Yes. During voucher entry you would be asked to enter Interest rate and periodicity for the transaction. Override advanced parameters: To override advanced parameters set in ledger during voucher entry, set Yes. This will cause an additional option Date Specified During Entry in Interest Appl From pop-up at Calculate From prompt to enable entering Date during voucher entry. On Balances: Select from options available in Interest Balances pop-up (a) All balances (b) Credit Balances Only (c) Debit Balances Only
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Applicability: Select from the options (a) Always (b) Past Due Date For the option Past Due Date, enter the number of days in the By field Calculate From: Select the option from Interest Appl From pop-up consisting of the following options: Date of Applicability: Due Date of Invoice/Ref. Date specified during Entry. Due Date and Invoice Reference EPF-Date of TRansaction The next field consists of the following options: Effective Date of Transaction: Date specified during Entry (appears if Override Advanced Parameters is set to Yes, if set to No this option does not appear) Rounding: If the amount is to be rounded off select the rounding methods from three available options, namely, Downward Rounding, Normal Rounding, Upward Rounding. In case rounding off is not required select Not Applicable.
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Examples of Department-wise as well as Salesman-wise cost allocations have been illustrated in Sales Process.
Reports Category Summary: This report displays the summary of all the cost centres under a cost category. Cost Centre Break-up: This report displays Ledger and Group summary information for the selected cost centre. Ledger Break-up: This report displays the summary information of all Cost Centres for the selected Ledger. Group Break-up: This report displays the summary information of all Cost Centres for the selected Group. Cost Centre Classes Cost Centre Classes are used to automate Cost Centre allocations in transactions. You can use cost centre classes if you do not wish to manually allocate amounts to cost centres in each entry.
Select the Cost Centre Class as required on the voucher screen before making the voucher entry. You can also use cost centre classes along with Voucher Classes.
Example In Acme Corporation, the management has decided to make separate bills for each of the salespersons Suhas, John and Vinod so that for each sales invoice entered, the cost centre allocations are allocated to only one sales person to avoid any errors in the data entry while allocating the cost centres. Step 1: Create Cost Centre
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Go to Gateway of Tally > Accounts Info > Cost Centres > Create 2. Type Steve in the Name field 3. Select Primary in Under
4. Press Enter to Accept Similarly, create cost centres John and Vinod. Step 2: Define Cost Centre Classes 1. In F11: Accounting Features, set Use Pre-defined Cost Centre Allocations during Entry to Yes
2. Press Enter
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3. Type Steve in Class Name 4. Select Primary Cost Category from List of categories 5. Select Steve from List of Cost Centres 6. Repeat the steps to create more Class Names
To view Cost Centre Summary Go to Gateway of Tally > Display > Statement of Accounts > Cost Centers > Category Summary
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1.4.3 Budget
Budget is a detailed plan of income and expenses expected over a certain period of time. A budget can provide guidelines for managing future investments and expenses. Every Business has its objectives and goals and must have an efficient mechanism to set its targets and appraisal of achievements in respect of the target. To achieve the important managerial controls, Tally provides the flexible system of Budgets for Group, Ledger or Cost Centres. Tally allows creating multiple Budgets for different purposes. For Example: Sales budget, Expenses budget, etc. You can compare the actual performance with budge created and also get variance report to ensure corrective measures, if required.
Example of Budgets has been shown in Purchase process and Sales process
Tally permits to optionally include Memorandum vouchers, Reversing Journal Vouchers and optional voucher for any individual voucher type. This provides the ability to manipulate information, create different situation and view what-if scenarios. Mid-period Final Accounts can also be created by a scenario, where you should include Reversing Journal vouchers.
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Few possible applications of Scenarios: 1. Projected Final Accounts: Enter the estimated figures in Journal vouchers and mark them as Optional (press Ctrl+L). Create a scenario Projected FA where Optional Journal vouchers are included. Now, if you generate Balance Sheet and Profit & Loss account, the Projected Report is displayed as a new column. 2. Sales Forecast: You may enter anticipated Sales in SalesVoucher (e.g., one for each month and mark the voucher as Optional to exclude from actual books of accounts). Create a scenario Sales Forecast and include Optional Sales Voucher but exclude Actuals. You may compare the Scenario against actual Sales later. 3. Half-Yearly Accounts: All the provisions like Depreciation, Liabilities for Expenses, Income accrued not accounted for, may be entered in Reversing Journal and in a Scenario H/ Yly Accounts ReversingJournal Vouchers may be included (besides the Actuals) to obtain Final Accounts including transactions entered in Reverse Journal vouchers. Scenarios can be used as a management tool to obtain different views of information for accounts as well as inventory, by selectively including provisional vouchers without affecting the base data, since Memorandum Vouchers, Reversing Journals and any Voucher marked as Optional are not posted in the actual books of accounts but stored in separate registers (may be accessed through Exception Register under Display menu). Later any of these vouchers can be converted into regular vouchers and included in the main books of accounts. To create Scenarios Setup: In F11: Accounting Features, set Use Reversing Journals & Optional Vouchers to Yes Go to Gateway of Tally > Accounts Info. > Scenario > Create 1. Type Name for the scenario (For Example: H/Y Accounts) 2. Set Include Actuals to Yes 3. Set EXCLUDE Inventory Tracking Calculation to Yes 4. Select Reversing Journal in the Include 5. Select End of List in the Exclude column
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Reversing Journal For half-yearly accounts, the proportionate amount of depreciation, Interest payables, outstanding expenses etc., should be taken into account. Similarly accrued income, interest receivable etc should also be considered. Normally at year end, for closing of books, these entries are made and its not a common practice to enter such transactions every quarter or halfyearly and then pass contra entry the next day. Reverse Journal dispenses with the need of entering transaction and reverse it the next day as it is specially designed and treated differently from other vouchers. Let us enter a Reversing Journal for 6 months depreciation as under: Voucher Date 31-1-2009 Amount 20000 Applicable Upto 31-1-2009 Narration Depreciation for first 6 months of FY 2008-09
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2. Press F10 for Reversing Journal 3. Press F2 and change date to 30/1/2009 4. Under Particular, select Depreciation for By 5. Type 20000 as Amount 6. Select Car for To 7. Type 30/1/2009 in Applicable Upto
In the ApplicableUptofield, enter the date till which the voucher would be included in scenario report. The voucher will be considered in reports till the ApplicableUptodate but not in reports extending beyond the date.
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Scenario Reports On creation of scenario, you can get report using the scenario. You can use Scenarios in most statements (but not for registers) where you get an option to create a NewColumn. At Type of Value to Show prompt, you will get list of scenarios (in addition to the Budgets). We show a report using the Bi-monthly Accounts Scenario created by us. Go to Gateway of Tally > Balance Sheet 1. Press Alt+C for New Column 2. Type the date From & To 3. Select H/Y Accounts for Types of Value to show 4. Set Show Variance to No
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All businesses account for cheque payments and collections on the day it is issued or sent for collection. The cheque however may not be processed on the same day. As a result, a companys bank book balance does not tally with the Bank statement balance. To reconcile this, a business tracks causes the difference between these balances. Tally handles this by tracking bank dates date on which a Bank Book voucher gets reflected in the Bank Statement by using reconcile option in the bank book, available bank dates can be set against corresponding vouchers.
Bank date can be set for a voucher and not for its components. So clubbing two or more cheques in a single payment voucher is not advisable. Receipt vouchers may have one or more instruments, if they are sent for collection by single pay-in-challan and banker has the practice of reflecting it as a whole.
After entering and accepting bank dates, Bank Reconciliation Statement can be availed with reconcile option. Items not reflected in the Bank Statement and reflected subsequent to the stipulated period will be listed out as causes of difference. Normally cheques issued but not encashed and cheques sent for collection but not collected during the stipulated period are listed as causes of difference. After taking them into account, the companys bank book balance gets reconciled with the Bank statement balance. Charges made directly by bankers have to be incorporated in the books of accounts. Service charges, Periodical interests, Folio charges and Cheque book charges are some of the examples. These can be entered either through payment voucher or through journal voucher. (F12 Config - Enable Cash ledgers in journal). Bank dates already entered can be corrected or viewed by configuring the bank ledger to get reconciled vouchers also. This setting will arrange bank book vouchers in ascending order of their bank dates. With this order, bank vouchers can easily cross-checked with the bank statement. Bank Reconciliation option can also be initiated from any part of the books of accounts. Setting a date in Effective date for reconciliation field in the bank ledger alteration, will give this flexibility.
Bank reconciliation can be prepared for a ledger placed under Account Group Bank Accounts or Bank OD / OCC A/c only.
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Example Reconciliation for April months National bank book can be done as follows with the help of following bank statement: National Bank Date 1.4.2008 20.4.2008 22.4.2008 30.4.2008 Particulars Opening Balance Ch. 9821250 Ch. 4563219 Next Gen Clg: 126789 Total 49920 49920 12500 8000 4500 Statement Period 1.4.2008 to 30.4.2008 A/c : Acme Corporation Deposits Withdrawals Balance 0 Cr 8000 Cr 12500 Cr 37420 Dr 37420 Dr
Steps to view Bank Reconciliation of National Bank 1. Go to Gateway of Tally > Display > Accounts Books > Ledger 2. Select National Bank from List of Ledgers 3. Press F5 for Reconciliation To view Narration press F12 and set Format to Detailed, Show Narration also to Yes
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The above screen explains tracking of bank dates. 4. Press Ctrl+A to accept the Screen
Shown below is the reconciliation statement for the month of April 08 and the balance gets reconciled with the bank statement. 1. Go to Gateway of Tally > Display > Accounts Books > Ledger 2. Select National Bank from List of Ledgers 3. Press F5 for Reconciliation
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You will be required to enter the symbol, formal name, number of decimal places in the creation screen. For Example, to treat exports to the US, a currency has to be created with $ as its symbol and US Dollar as its formal name (you can also enter the letters USD instead of the symbol). Formal name will help you to specify/recognize a particular currency. By looking at $, one can assume it as Australian dollar or Singaporean dollar. Here, the formal name plays an important role in identifying the currency. Number of decimal places may vary from one currency to another. Normally, 2 (two) is accepted in the number of decimal places.
It may be 3 (three) for some currencies like Dinar and 0 (zero) for Vietnamese Dong.
Show amounts in Millions is an option that can be set to Yes or No depending upon the nature of the currency. The currency creation screen is shown below:
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of that currency with respect to the home/base currency. With rate of exchange as input, amount is automatically converted into base currency. The rate of exchange is stored in the data repository, which can be altered any time in future.
Rates can be obtained from bankers or from print / visual / electronic media.
The Accounting Voucher creation screen (prompting for rate of exchange) is shown below:
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After enabling the option in F12, the Day Book appears as shown below:
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Create a ledger Forex Gain/Loss under indirect expenses or incomes (based on the past trend or future projections).
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To Create a Forex class journal voucher Forex class journal voucher is created to adjust forex gain/loss. The steps are given below: 1. Press V to select Accounting Vouchers 2. Press F7 to create a journal 3. Select Forex in class 4. Press F2 to change the date 5. Select the concerned ledger (Naveen Traders, in this case) in particulars field 6. Select the appropriate bill from the List of pending bills 7. Forex gain/loss is automatically calculated and placed in the amount field The completed forex class journal voucher is shown below:
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Once the Forex gain/loss has been adjusted or accounted for, it is shown in the Profit/Loss account. If it is not adjusted, then the amount appears in the Balance Sheet.
Figure 1.36 Profit & Loss A/c showing Forex Loss written off
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Currency Symbol
ASCII Value Alt + 155 Alt + 156 Alt + 157 Alt + 158 Alt + 0128
To get the currency symbol in Tally, keep the ALT key pressed and type the numbers from the numeric pad with the Num Lock on. For all the other currencies, initials can be used to create the currency symbol e.g. DM for Deutsche Mark (German Currency).
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If there is a difference in opening balance, an additional line will be inserted at the end of the Trial Balance.
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To view trial balance Go to Gateway of Tally > Profit & Loss A/c 1. Press Alt+F1 for detailed format
To view Profit & Loss without percentage & gross profit. Press F12 and set Show percentages and Show with gross profit to No. Normally non-trading concerns / service providers require Profit & Loss without gross profit. To view Profit & Loss in different valuation methods, such as FIFO, LIFO, Avg .Cost, Avg Price, Std. Cost, Std. Price, etc. Press F7 and select any of the Valuation Method from the list. You can toggle between Income / Expenditure Statement & Profit & Loss A/c by pressing F11 feature and set Income/Expense Stmt instead of P & L to Yes & No respectively. This will be useful for nonprofit organizations such as Trusts, Educational Institutions, NGOs, and Hospitals etc.
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To change the method of showing balance Sheet press F12 and set Method of Showing Balance Sheet to either Assets/Liabilities or Liabilities/Assets. To view Balance Sheet with working capital. Press F12 and set Show Working Capital figures to Yes. You can view different valuation methods like (FIFO, LIFO, average. Cost, Avg Price, Std. Cost, Std. Price , etc) in the same way as Profit & Loss A/c
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The following ratios can be viewed in Tally i. ii. Current Ratio - (Current Assets: Current Liabilities): which indicates the solvency position of the enterprise. The ideal ratio is 2 under normal business conditions. Quick Ratio - (Current Assets Stock in Hand : Current Liabilities): which indicates the liquidity position of the enterprise. This ratio is useful in planning future cash requirements
iii. Debt Equity Ratio - (Loans (Liabilities) : Capital + Net Profit): which indicates the level of exposure to external borrowings and is a useful tool in determining the options of raising additional capital internally or externally. iv. Gross profit % Gross Profit / total Turnover indicates the percentage of profit earned from direct operations (manufacturing)., This ratio is useful, where an enterprise produces more than one product, in identifying the order of profitability and making decisions such as increasing production capacity, continuance of a product etc. v. Net Profit % -Net Profit/ Total Turnover indicates the percentage of net profit earned by the enterprise after considering all expenses of the enterprise. This is useful in identifying the overall profitability of the enterprise.
vi. Operating Cost is referred to as the percentage of operating cost with respect to the total turnover This ratio is useful in making decisions in the areas of cost control, cost reduction etc. vii. Receivables Turnover is an analysis of debtor wise payment performance and a useful tool in identifying the most preferred and least preferred customers or agents and planning the receivables collection process. viii. Return on Investment is referred to as a percentage of net profit / capital + net profit. This is a useful tool in measuring returns expected of the project/product and plan additional capital infusion, increase in production capacity (subject to market demand) etc. ix. Return on working capital is referred to as the percentage of net profit to working capital (current assets current liabilities). x. Working capital turnover ratio indicates how effectively working capital is used in terms of turnover it can help to generate. It is a useful tool in identifying the level of deployment of funds with respect to sales.
xi. Inventory turnover ratio turnover / inventory indicates the relationship of inventory with respect to sales. This is a useful tool in identifying the extent of investment in stock and indicates Stock control measures whether to be taken in case of change in demand Procurement planning
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Periodic cash flows Group & Ledger wise cash flows Periodic cash flow statements can be used by a business to effectively analyse and plan The current pattern of cash flow under various heads The timing and certainty of its future cash flows The availability of excess funds-the extent and tenor of such availability for short term investment. Group & Ledger wise cash flow statements can be used to Identify major heads, which require constant monitoring. Analyze the pattern of inflow/outflow under a particular group/ account head for planning overall cash requirement. Cash flow statements can also be used as receipts and payments statement. This is particularly useful for businesses such as Non Profit Organizations where receipts and payments statements need to be generated. To view Cash Flow Summary 1. Go to Gateway of Tally > Display > Cash/Fund Flow > Cash Flow
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To view Monthly/Quarterly cash flow statement press Alt+F5 Further Display can be configured through F12 Configuration i. Appearance of names: alias / names, alias only, name/ alias, name only ii. Scale factor for values: crores, ten millions, millions, ten lakhs, lakhs, ten thousands, thousands, hundred
iii. Periodicity to use: 4 week month, daily, fortnightly, half yearly, monthly, quarterly, weekly and yearly iv. Show average details: selecting yes option will display the average of the selected periods cash inflow and outflow at the end of the statement. v. Show with Graph: selecting yes option will display the graph in terms of period selected.
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To view Negative Ledger This report lists ledger accounts having reverse balances than less balances than what they are deemed to be possessing. For example, normally Asset or Expenses Type ledgers should have debit balance. All such ledgers, which are deemed to have debit / credit balances but are having credit / debit balances respectively (the reverse) are listed in this report. 1. Go to Gateway of Tally > Display > Exception Reports > Negative Ledgers
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To view Memorandum Vouchers This brings month wise summary of Memorandum Vouchers showing numbers of Vouchers in each month. 1. Go to Gateway of Tally > Display > Exception Reports > Memorandum Vouchers 2. Select August Month Press Enter
To View Reversing Journals This report displays monthly summary of Reversing Journal vouchers showing numbers of vouchers in each month. 1. Go to Gateway of Tally > Display > Exception Reports > Reversing Journals 2. Select September Month and press Enter.
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To view Optional Vouchers 1. Go to Gateway of Tally > Display > Exception Reports > Optional Vouchers
To make optional voucher in to regular voucher select the voucher by pressing Enter and then press Ctrl+L.
To view Post Dated Vouchers To create a Post dated voucher Voucher Sales Date 20-1-09 (later than the current date) Activity Create a voucher on a date later than the current date and click the button Post-Dated on the button bar.
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1. Go to Gateway of Tally > Display > Exception Reports > Post Dated Vouchers
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Inventory Stock Groups Stock Item Vouchers Locations Stock Category Voucher Type
Options of Particulars and Range of Info pop-ups depends on the selection of the item at Type of Info And finally select the condition from the pop-up consisting of following options: End of List And Or Example To retrieve list of transactions of Rs.3000 or more paid in Cash. To view Cash Ledger with Filter Go to Gateway of Tally > Display > Account Books > Ledger 1. Select Cash from List of Ledger Accounts 2. Press Alt+F12 for Range of Information in Report 3. Select Voucher from Type of Info 4. Select Ledger Amount from particulars in Having field 5. Select Greater than from range of Info 6. Type 629.99 and press Enter
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7. Select And from Condition 8. Select Vouchers from Type of Info 9. Select Ledgers from particulars in Having field 10. Select Name from particulars in With field 11. Select Containing from Range of Info 12. Type Cash
13. Select End of List from Condition 14. Again Select End of List from Condition The report will list only the voucher complying with the query condition.
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Likewise, to retrieve vouchers containing keywords like commission, gift, subscription, donation etc, you may build query as under: <Vouchers> having <Narration> containing donation to list all the vouchers where the narration contains the word donation.
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The High / Low balance details are added after the Grand Totals.
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In Column Details 1. Type 1/5/2008 in From (blank for beginning) 2. Type 15/5/2008 in To (blank for end) 3. Select Base Currency for Currency 4. Press Enter
Chapter Title
Ratio Analysis To arrive at the Stock Summary Report, select the reports in the reverse order. 1. Launch Tally & Select the required Company 2. Select Ratio Analysis from Gateway of Tally 3. Press F10 for Accounting Reports & select Balance Sheet from the list 4. Press F10 for Accounting Reports & select Profit & Loss from the list 5. Press F10 for Accounting Reports & select Trial Balance from the list 6. Press F9 for Inventory Reports & select Stock Summary from the List
In all the periodic summary reports (Monthly, weekly, daily, fortnightly. quarterly, etc) Bar Graphs can be viewed at the bottom of the screen.
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age on Cross Totals, will show the total of every group of both entities and entitys share in every group. From a Trial balance configured to show the percentages, user can drill down upto ledger monthly summary along with percentages. To view Percentage based reporting Go to Gateway of Tally > Display > Trail Balance 1. Press Alt+N (Auto Repeat Columns) 2. Select Company in Repeat Using 3. Type Yes in Show Total Column 4. Press F12 : Configure 5. Set Show Percentage to Yes 6. Set Type of % age to of Totals 7. Press Ctrl+A to generate the report
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Lesson 2:
Advanced Inventory
Lesson Objectives
At the end of this lesson, you will be able to: Classify the Stock items and get more flexibility in the reports Create Price List (s) and use these prices in the Invoice creation Configure Tally for generating following Stock Reports Stock Summary Movement Analysis Ageing Analysis Stock Query
Advanced Inventory
Introduction By now we are comfortable working with the inventory part in Tally. We have already discussed about the basic features such as creation of stock item, stock group, price list and multiple price list etc. We shall now get into the depth of the Tally software and configure Tally for the advanced features for inventory, such as: classify the stock items, re-order level, re-order status, stock valuation, reports related to stock etc.,
Advanced Inventory
Advanced Inventory
In view of varied requirements, Tally provides twin options - Simple and Advanced. In the Simple mode, you can enter absolute quantity for re-order and Minimum Order Qty. In the Advanced mode, you can additionally compute Re-order / Minimum Order Qty based on consumption for last period & other parameters specific to your requirement.
Advanced Inventory
To Specify Reorder Level Quantity in Advance Mode 1. Press Alt+R for the Advance Mode (or click Adv Reorder button)
2. Press Ctrl+A to accept the screen This will activate the Reorder Level entry in Advanced mode where Reorder level may be based on past consumption. The following additional fields appears in the Advanced mode:
Enter the value of the period in number ( in terms of days / weeks / months or year) by selecting in the next field from Periods pop-up menu to get the consumption of the Stock Item for computing the Reorder quantity. Select the Period from Periods pop-up. The options are: Days, Months, Weeks and Years. Select either Higher or Lower.
Period Criteria
Advanced Inventory
To enter Minimum Order Qty in Advanced mode, click Adv Min. Qty button
Advanced Inventory
To get reports for all the Stock Items, select Primary from List of Group. To view more information about the Stock item press Enter on the respective column in Inventory Reorder Status. To view Item Movement Analysis report, select the Item and press Enter. To view Item Voucher Analysis report, select the supplier and press Enter. To view Purchase Orders Pending report for a specific Item, select quantity from Purc Orders Pending and press Enter. To view Sale Orders Pending report for a specific Item, select quantity from Sales Orders Due and press Enter. To view Reorder level report for a specific Item, select the item from Re-order Level and press Enter
Shortfall: Computed as Net Available minus Reorder Level If the figure turns negative, the quantity is shown as a shortfall recommending for placement of order for the shortfall quantity to maintain reorder level. Minimum Order Quantity: Displays Minimum Order Quantity as entered in the Re-Order Level screen. Order to be Placed: If Shortfall is less than the Minimum Order Quantity, Tally proposes Order to be Placed equal to Minimum Order Qty, else equal to the Shortfall Quantity.
Advanced Inventory
2.4 Reports
2.4.1 Stock Summary
The Stock Summary report gives a comprehensive report of all Stock Groups and items. You can view the complete listing of all items till the lowest level, i.e., Location and/or Batch. You can drill down to subsequent level to get finer details. The Stock Summary can be compared with the Trial Balance report. Considering its importance, the Stock Summary is the lone report that appears directly in the Gateway of Tally menu. To view a Stock Summary report: 1. Go to Gateway of Tally > Stock Summary 2. Press Alt+F1 to get detailed format The Stock Summary report is shown below:
By default, the Stock Summary displays closing balances with details of quantity, rate and value for the Stock Groups or Items. 3. Press F12:Configure and configure the contents of the Report. For example to display Quantity, Rate, Value, inward and outward and closing balance. The F12 Configuration screen is shown below:
Advanced Inventory
After the Configuration is set up, the Stock Summary is as shown below:
Advanced Inventory
Profitability & Consumption Reporting In order to view the Gross Profit figures in the previous report (Stock Summary), press F7. The Value column shows the realized (i.e. Sales) value; Consumption shows Purchase or Production cost; and Gross Profit displays the excess amount of value over Consumption (loss is shown with minus symbol prefixed to amount); Percentage shows %-age of Profit over (Sales) value. Thus you can instantly get the Gross Profit for each Stock Group or Item. The Stock Summary with profitability and consumption columns is shown below:
You can get for a Stock Item the group-wise or Item-wise gross profit earned. Stock Valuation By default, the value of stock is computed as per default valuation specified in the Stock Item master. To value stock on some other method, press Alt+C to get New Column screen. At method of Stock valuation, select the valuation method. The column details screen is shown below:
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Advanced Inventory
For example, if you wish to know the difference in stock when valued by the Default method and FIFO method, select FIFO in the Method of Stock Valuation field. You will get a comparative report. The method of Stock valuation selected appears as the column heading. The Stock Summary showing the comparison with the FIFO method is shown below:
To view Stock valued on all valuation methods, press Alt+N to display the Auto Repeat Columns screen. Select Stock Valuation Methods in Repeat Using field. The columnar report will display valuation based on each valuation method.
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Advanced Inventory
The Stock Summary with all the valuation methods is shown below:
Godown wise In order to view godown-wise break-up for each item in the Stock Summary. 1. Press F12: Configure 2. Set Expand all levels in Detailed Format to Yes 3. Press Alt+F1 to display report in detailed format. The godown-wise detailed Stock Summary is shown below:
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Advanced Inventory
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Advanced Inventory
To get report for all the Stock Item, select Primary from List of Groups.
Stock Item Analysis To display Item Movement Analysis for a specific stock item: This report screen displays the details of Movement Inward and Movement Outward with the movement values of the selected stock item. The report also lists the Transfers Inward/Production and Transfers Outward/ Consumption. 1. Go to Gateway of Tally > Display > Inventory Books > Movement Analysis > Stock Item Analysis 2. Select a Stock Item (e.g. USB Pen Drives 64 MB)
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Advanced Inventory
The Effective Rate consists of Basic rate plus additional costs. In order to view the additional cost details, highlight the voucher type under Movement Inward or Movement Outward and press Enter. This will display the Item Voucher Analysis for the particular stock item.
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Advanced Inventory
To view the Ageing Analysis report 1. Go to Gateway of Tally > Display > Inventory Books > Ageing Analysis 2. Select the Group for which ageing analysis is required. This report is displayed in a columnar format showing Item details, Quantity, value and agewise break-up.
To display the report for all Stock items. 1. Select Primary from List of Groups 2. Press Hide Amounts button to hide the Value column
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Advanced Inventory
For getting the Item Monthly Summary report, press Enter in the Total Quantity Column of the Item. For further drill down to Stock Journals of the Item, press Enter for the month you want the stock journal. To define the ageing slab press F6. To get the value of the stock other than default method, press F7 and select from All Valuation Method for example Avg.Cost, Avg.Price, FIFO,etc., If you want to view only the Quantity of the Item, press Hide Amount button or press Alt+A.
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Advanced Inventory
Advanced Inventory
4. Set Show Related Items of same Group to Yes, for displaying all items under the same Stock Group. 5. Set Show Remarks of the item to Yes, for displaying the remarks entered in the Stock Item master.
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Lesson 3:
Administration
Lesson Objectives
By the end of this lesson, you will be able to Understand the commands in Tally Configuration File Configure Tally for consolidating a Group of Companies Activate Security Control Create different types of security levels and define their level of usage Create different users under appropriate security levels Activate Tally Audit Track changes in Ledgers Track changes in Vouchers Encrypt a Company data Decrypt a Company data Configure Tally for Data Management Backup & Restore Rewriting Books Export & Import of Data Splitting of Company Data ODBC
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Introduction System Administration is a collection of tasks and responsibilities carried out by a System Administrator to set up the system and keep it in good running order. Similarly the data in Tally needs to be administered, monitored and explored for usage in other applications. The topics covered under this section are technically essential and need to be understood in detail and should be carried out under caution.
Administration
Default Companies Syntax: Default Companies = [Logical Value] This command helps the Administrator / user to enable or disable the loading of a Company or Companies with the help of the Load command. If this is set to No, all Load commands will be ignored. Load Syntax: Load= [Company Number] The number of the Company to be loaded needs to be specified here. You can give as many Load statements as you want in the Configuration file. The Companies will be loaded as per the sequence given. You may omit the initial zeroes in the number, if any, e.g. if the Company number is 0001 then you may specify Load=1. User TDL Syntax: User TDL=[Logical Value] You can specify the name or path of the TCP(s) (Tally Compliant Product), if any, in the User TDL field. Example: TDL= tdlfile.1 [This command should be included if and only if Tally application is customised] Config Syntax: Config= [Configuration Path] Tally saves the Tallysav.dat (F12:Configuration settings file) in this path. If you realise that the settings you had done are not saved, then the path specified in the configuration file for this command is wrong or non-existent. Language Path Syntax:Langpath=[Language Path] You have to specify the Language path with the command mentioned above. If a Directory name is provided without the path details, then Tally assumes that the Directory exists in its Application Directory and creates it as if it did not exist. You cannot specify multiple directory paths in the configuration file. Color Syntax: Color= [Logical Value]
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If the value for this command is set to NO, then the Tally screens are shown in grey scale and not in the default colours of Tally.
3.2 Consolidation
A business group consisting of constituent companies, requires consolidation of accounts of its group companies to present its total financial position. The Management or shareholders would first like to know the performance of the group as a whole followed by the performance of individual constituent companies. Tally makes consolidation of final accounts of the group, an easy task. The concept is simple yet so powerful that you can consolidate the accounts of any number of companies at any time, as well as keep them separate at the same time. The information available in the group company is limited to information up to the ledger level. The voucher level information cannot be pulled from the group company accounts, i.e. vouchers of a ledger common to all the constituent companies cannot be consolidated & seen in the group company.
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Consider Acme Corporation and Acme Apparels as constitiuent comapnies of Acme Ltd. To Create Group Company To create a Group Company you should select a minimum of two companies. Steps The steps to create a group company are outlined here. 1. Go to Gateway of Tally 2. Press Alt + F3 and select the first company Acme Corporation 3. Press Alt + F3 and select the second company Acme Apparels 4. Press Alt + F3 and select Create Group Company 5. Type the name of the Group Company (For Example, Acme Ltd) in the Company Creation Screen 6. Type other relevant details (Mailing Name, Address, E-Mail, VAT Regn.No, PAN/ Income-Tax No.) 7. In Members field, select the Company you want to group from List of Companies(For example, Acme Corporation & Acme Apparels can be the Members of Group Company, Acme Ltd) 8. Press Enter to accept the screen Consolidated Balance Sheet You must select the Group Company (Acme Ltd) to view the Consolidated Balance Sheet of both the companies under it. 1. Go to Gateway of Tally > Balance Sheet The Balance Sheet is displayed with the consolidated details of the accounts of both constituent companies. To view the details of Acme Corporation and Acme Apparels companies in the Balance Sheet report, 1. Press Alt + C and select the first company, Acme Corporation from List of Companies. Specify details like, From and To dates, Currency and the method of stock valuation. 2. Press Alt + C and select the second company, Acme Apparels from List of Companies displayed.
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3.3 Security
3.3.1 Security Control
A security control is a control measure. It helps in preventing unauthorised access and usage of data. Every authorised user would be provided an access to the company data with a unique user name and password. The Administrator has the ultimate responsibility to regulate the creation of usres and their control. The Administrator defines the different levels of usage and creates users under the appropriate types of usage. For example, Data Entry level users are restricted to voucher entry alone. They will not be allowed to access certain financial reports like Profit & Loss A/c, Balance Sheet and Fund Flow statements. Activating Security Control The Security Control is activated while creating a new Company or by modifying it. In case of an existing Company, Step 1: To Create Security Control for the Company 1. Select the Company for which a security control has to be activated i.e. Acme Corporation 2. Press Alt + F3 in the Gateway of Tally 3. Select Alter in the Company Info. menu 4. Select Acme Corporation from List of Companies 5. Press Enter until you reach the field Use Security Control 6. Set Use Security Control to Yes 7. Type John in the Name of Administrator field 8. Type AC2004 in the Password and in the Repeat fields 9. A message Forgetting your password will render your data unusable displays 10. Press Enter 11. Set No to the field Use Tally Audit Features? 12. Press Ctrl+A to accept the screen
Name of Administrator & Password field can be Alphanumeric Case sensitive Special Characters not entertained Maximum of 15 characters Entries in the Password field will be displayed as asterisks.
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Step 2: To verify if the Security Control created for the Company is correct or not 1. Press Alt + F1 to shut the Acme Corporation Company 2. Select Acme Corporation again from the Company Info. Menu 3. The Company Login screen is displayed 4. Type John in the Name of User field and AC2004 in Password (if any) field.
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If you are creating a new company, set the field Use Security Control to Yes at the Company Creation Screen itself.
Security Level By default, Tally has two types of security levels viz. Owner and Data Entry. A Owner has all the rights except the creation of Security Control and alteration of the Company details. Data Entry uses the basic facilities of Owner with some restrictions as specified by the user or by default. Besides these, a user can create any number of usages by using basic facilities of Owner with stipulated restrictions. Example Acme Corporation proposes to restrict its Accounts Department users from altering Accounts Masters while allowing them to use all the other options. To Create a Type of Usage: 1. Select Acme Corporation by typing Name of user as John and Password as AC2004 2. Press Alt + F3 in Gateway of Tally 3. Select Security Control in the Company info. screen 4. Select Types of Security in the Security Control screen 5. Press Down arrow key at the Data Entry field to move the cursor to the next field 6. Type Accounts and press Enter 7. Press Enter in the Use Basic Facilities of field 8. Press Enter in the Days allowed for Back Dated vouchers field 9. Press Enter in the Cut-off date for Back Dated vouchers field 10. Select Alter from Type of Access in the Disallow the following Facilities column 11. Select Accounts Masters from List of Reports 12. Select End of List from Type of Access 13. Press Enter to move to the Allow the following Facilities column 14. Select End of List from Type of Access 15. Press Enter to move to the Security Levels screen
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16. Press Ctrl+A to accept the screen. Besides altering, the following are the other types of access that can be restricted while creating / altering a type of usage:
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Besides Accounts Masters, the following are some of the reports for which access can be restricted.
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Users and Passwords Throgh this field option, you can assign a name and password for an user under appropriate type of usage. Example: Let us assume that the Accounts Department has a Manager, a Cashier and an Accountant. A Manager has full rights but others but is not allowed to alter the Accounts Masters. To create Users and their passwords: 1. Select Acme Corporation by typing Name of user as John and Password as AC2004 2. Press Alt + F3 in Gateway of Tally 3. Select Security Control in the Company Info. screen 4. Select Users and Passwords in the Security Control screen 5. Enter the following details for List of users in the Company dialog window. Name of User Acct Manager Accountant Cashier Password( if any) Am Acc Cr Security Level Owner Accounts Accounts
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Logging in as a User 1. Press Alt + F1 to shut the Company. 2. Select Select Company in the Company Info. screen 3. Select Acme Corporation from List of Companies in the Select Company screen 4. Press Enter to move to the Company Login screen 5. Type Accountant in the Name of User field and Acc in the Password (if any) field. As the users of Accounts Department are restricted from altering the Accounts Masters, the Alter option under Accounts info > Ledgers screen is deactivated.
Administration
vouchers that are less than 30 days old are not reported. This is to allow adequate time to correct mistakes. A change includes insertion of new transactions or accounts. An Auditor can use this facility by logging in as an Administrator. The advantage of this feature is that the physical presence of the auditor is not required. The Auditor can perform his tasks periodically, yet can track the changes made after the last audit. A regular backup is required after every backup to track the changes made if any. To Activate Tally Audit 1. Select Acme Corporation and login throgh the administrative user name & password 2. Press Alt + F3 from Gateway of Tally 3. Select Alter from Company Info menu 4. Select Acme Corporation from the drop-down List of Companies displayed 5. Press Enter untill you reach the field Use Tally Audit Features? 6. Set Yes to Use Tally Audit Features 7. Press Ctrl + A to accept the screen
Audit of Ledgers The audit of the ledgers involves checking them for opening balance brought forward & any intentional changes after checking. To Audit Ledgers
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1. Go to Gateway of Tally > Display > Statements of Accounts > Tally Audit > Ledgers 2. Highlight the ledger name that is to be audited 3. Press Enter to drill-down further to view the Voucher level information to correct the ledger if any 4. If there are any corrections to be done, correct necessary entries and accept the screen, else, press Ctrl + A 5. Press F7 button on the button bar to accept the changes. Tally Audit Listing Screen is displayed as shown below.
After accepting a ledger, it will not be shown in the list of new / modified ledgers. Press Alt + F7 to accept all ledgers at a time. Press F6 to bring back all the ledgers irrespective of acceptance. Since Tally Audit allots ID number for every ledger, it is easy to track it even it is changed/modified.
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Audit of Vouchers The audit of vouchers involves checking its accuracy and other necessary details. Setup 1. Gateway of Tally->F12 :Configure->Voucher Entry 2. Set Show Cost Centre Details to No 3. Set Show Inventory Details to Yes 4. Set Show Bill- wise Details to Yes To Audit vouchers: 1. Go to Gateway of Tally > Display > Statements of Accounts > Tally Audit > Vouchers 2. Press Alt + F2 to change the period and type 1/4/2008 in the From and 30/4/2008 in the To fields 3. Press Alt + F1 to display List of New/Modified Vouchers 4. Press F12:Configure 5. Set Show Entered/Altered by to Yes
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To accept vouchers one by one, press F7 To accept all vouchers at one go, press Alt + F7 An accepted voucher/s will be removed from the list displayed. Please make sure to check the voucher to be audited while selecting it as there is no key to bring back the accepted voucher/s.
Tracking Changes Tally audit highlights if any accepted vouchers modified / deleted. In this case, assume that two Sales Vouchers are accepted by Accountant. The Voucher Nos are 1 &2 entered by Unknown. Then list appears after acceptance as shown below:
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Administration
The two vouchers are removed after acceptance from the Tally Audit Listing as shown above. In order to distinguish the modified vouchers from the new vouchers, Tally shows them in italics font along with Altered by username and On Date. If the Accountant has changed the amount in the Payment Vr 2 from 800 to 900, it is displayed in Italics as shown with the username.
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2. Press Alt+F3 in Gateway of Tally 3. Select Change TallyVault in the Company Info. screen 4. Type Accorp in the New Password field 5. Type Accorp in the Repeat New Password field
6. Press Y or Enter to accept the screen The encrypted company data is created as a new Company. A message is shown with the company number on completion of encryption. Remembering the number shown in this message will help access the encrypted / vaulted company data. Press Alt + F1 to shut the original data. Tally will keep the original data also in the storage. Users will have the right to decide whether to keep or remove it. Removing the original data from storage is advisable. To access the vaulted company, select the company by identifying the number allotted to it i.e. 10001 ( for example)
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If the company has the security control feature enabled, then Company Login screen will follow the Vault screen. Decrypting encrypted Company Data 1. Select the Tallyvaulted company and type vault password. 2. Press Alt + F3 in Gateway of Tally 3. Select Change Tally Vault in the Company Info. screen 4. Select Acme Corporation from List of Companies 5. Type the existing password in the Current Password field 6. Type the new password in the New Password field 7. Repeat the new password at the Repeat New Password field Change TallyVault screen will be displayed as shown below prompting for the users reply for decryption.
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8. Press Any key to give the consent and proceed further 9. Press Y or Enter to accept the screen The decrypted data is created as a new company. A message along with new company number is shown on completion of decryption. Press Alt + F1 to shut the encrypted data. Tally will keep the encrypted data also in the storage. It is better to keep any one of these data at a time. Unless this may lead to confusion in updating books.
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In Backup screen, Source field is followed by Destination field. In the case of Restore screen, Destination field is followed by the Source field.
Tally automatically places the folder name in Source to where the earlier backup was taken. Hence, you may unknowingly restore the old data. Care should be taken and the correct path should be typed in Source field.
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The Exported file Trialbal.csv can be found in the directory where Tally is installed.
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HTML Data in this format appears just as shown in Tallys reports, with the colours & the formatting almost intact. Data in this format is used to upload on the websites or can be sent as an attachment to clients / suppliers. You can use Microsoft Excel also to view the report / data generated in this format. XML An XML output has an XML envelope and is formatted with XML tags to enable importing of data into other systems. The destination system would need a little re-formatting of XSLT (XML Style Sheets) (beyond the purview of this document) based on the Tally Styles and can then import the data. However, an another Tally application can import the XML data directly using the Import option without any re-formatting. Being the short form of Extensible Mark-up Language, XML is an extension of HTML.But the data is capable of being imported by other XML compatible systems. Using XML, Tally enables you to exchange information even with non-Tally applications. Therefore a Tally invoice in XML format can be imported by another Tally application system without difficulty thereby reducing the data entry time and subsequent errors if any. This language is fast emerging as the de-facto standard for information exchange all over the world and with it Tally gives you the means to collaborate with others and share information like never before. Import of Data Import of data will cover only import of data in Tallys importable format and not data from other systems. Tally can import Master & Transaction data in XML format. Import of Masters While importing masters in Tally, three types of treatment are given to the data being imported. Combine Opening Balances: This option is required when data is imported from different branches and the opening balances of the masters need to be consolidated. This option can also be selected if the opening balances of all the masters existing in Tally are Zero, hence they will be overwritten by the balances in the data being imported. Ignore duplicates: This option needs to be selected when new masters are being imported along with the masters already existing in Tally. Modify with new Data: This option is selected when the opening balances existing in Tally require to be overwritten to that existing in the data being imported.
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However not all data that is exportable is importable back in Tally. Only Masters & transactions can be imported back in Tally, that too only in XML format.
Import of Transactions While importing transactions, the existing transactions can not be altered by default, hence additional treatment as existing while import of masters is not provided. The format permissible while importing transactions is XML . Splitting of Company Data A business can maintain data in Tally for year after year to get reports spanning over multiple years, i.e. period-less accounting. This eliminates the need to carry balances from previous year to New Year and repeat the same as and when any modification is carried out in previous years data. However, a business may not prefer to keep previous years data. Once all tax assessments are completed, a business need not refer to the old data. It keeps the current year or just preceding years data. Keeping all the data in a central data file poses danger of exposure to previous years data, but also causes system overload reducing the working speed in case the data volume is substantial. Tally allows splitting a companys data into two financial periods, thus in effect creates two new companies with data for two periods while keeping the original company data intact. To split data in Tally 1. Go to Gateway of Tally > Alt + F3 2. Press P (Select SPlit Company Data) 3. In Split Company Data screen, select the Company name from the drop-down list of Companies displayed 4. Type 1-09-2008 in the Split from field
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Splitting may take some time; a progress bar is displayed as the operation is being carried out.
Confirmation to Split
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6. Type Yes at the Split? Yes or No to confirm splitting of company data. Splitting will take some time depending on the volume of data present in the company, a progress bar is displayed while the the operation is being carried out. Finally, two new companies will be created retaining the original. Date of Splitting the company is suffixed for identification. Now, if you wish to delete the original company or the first split company, you can do so by pressing Alt + D in alteration mode. But make sure to take multiple Backups before doing so.
If you find errors while splitting the data, it may be due to a feature that was enabled and later on disabled. Features like Tally Audit, Bank Reconciliation, Cost Centres, Godowns if were enabled and later disabled after some data entry may give rise to problems while splitting the data. In case of errors, contact Tally Solutions, or your dealer for help.
To Use ODBC in Tally, MS Office should be installed with MS Query Module enabled. To pull data from Tally, the bottom portion of the Tally screen should show ODBCServer in the portion where Calculator is displayed. This may not be visible in case another instance of the same Tally.EXE runs separately.
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Create Profit & Loss A/c in MS Excel using data from Tally and refresh data whenever there is a change in Tally Data. 1. Launch Tally and Select Acme Corporation 2. Open an Excel Workbook 3. Select Data > Import External Data > New Data Base Query
5. Select Ledger from Query Wizard to get data from all ledger masters created in Acme Corporation.
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6. Double click Ledger and Select $_Closing Balance, $Name, $Parent one by one and arrange them in the following order in Columns in your query and press next: (This is to capture relevant information from each ledger)
7. Select $_ClosingBalance and set is Not Null as condition and press Next. This will filter ledgers that have closing balance other than zero.
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8. Select $Parent and $Name one by one to arrange captured ledgers in their groups and names order. And press Next.
9. The following screen will appear wherein check whether Return Data to Microsoft Excel is marked and press Finish
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10. If data is to be saved in any other cell except A1, click that cell or leave it as such and then press OK.
11. After data gets captured from Tally, rename the sheet as Data.
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12. Select next sheet and name it as P&L Acc. Create format of Profit & Loss A/c as desired and capture name of ledgers and their balances by referring cell address from Data sheet.
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13. Before saving the file, tick Refresh data on file open by selecting Data > Import External Data > Data Range Properties. Save the file with name P&L Acc.
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The table names and methods can be procured from tables as shown in the ODBC interface of MS Excel or MS Word etc.
Particulars Ledger Master Group Master Item Master Stock Group Master Godown/Location Master Vouchers for the current day
Select $Name, $Parent, $ClosingBalance from Ledger order by $Parent Select $Name from Ledger where $Name contains Acme Select $Name from ODBCTABLES
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Lesson 4:
Data Synchronisation
Lesson Objectives
On completion of this lesson, you will be familiar with Synchronizing using TallyLink Server Synchronizing using IP Address Configuring for Sychronization Synchronizing Back-dated Vouchers
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Data Synchronisation
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Data Synchronisation
Client Hardware Set-up Pentium IV and above, 128 MB RAM.Hard disk space dependant on the data to be stored. Operating System: Windows 98/2000/2003/ME/ NT/XP Internet connection at the Client-end could be dialup, as connection is required only when data has to be synchronized
Software Set-up
Internet Connectivity
4.1.2 Precautions
1. Ensure that the same set of features are activated in F11: Features for both the companies at the Client and Server. 2. Do not alter Accounting or Inventory masters. If altered, it will be updated as a new master during synchronization. For example, the accounting master 'Rent' having one transaction for Rs. 2500/- is altered in the Client to 'Building Rent'. A new entry is made for Rs. 2000/-. After synchronizing the data, in the Client, the ledger will be 'Building Rent' for Rs. 4500/- while in the Server it will be updated as 'Rent' Rs. 2500/- and 'Building Rent' Rs. 2000/-. Thus, wherever masters have been altered, the correction needs to be made manually in the Server and Client systems. 3. Do not delete any vouchers using ALT+D. Instead, cancel the vouchers using ALT+X, which ensures that the voucher remains in the system. Another option is to identify and delete the voucher from both the Server and Client systems. 4. Do not use a back-up of company created and restore it at the other location for synchronization. The data will not be synchronized as the GUID (Global Unique Identifier) of both the companies will be the same.
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Step 1: Configure Server for Synchronization Edit the Tally.ini file in the Server Computer, add the following lines 1. ClientServer = Server and ServerPort = 9009, as shown. Indicating the system status as server and specifying the port number.
2. Press Crtl+S to save the changes made to Tally.ini file. Sync Configuration on Server: Go to Gateway of Tally > F12:Configure > Connectivity > Sync Configuration 1. Set the option Ignore Clients modified Voucher Type Masters to No 2. Set the option Enable Sync Logging to Yes 3. Set the option Truncate previous log before Syncing to Yes
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Ignore Clients modofied Voucher Type Masters is set to No, so that modifications made on the Client to Voucher Type Masters are updated on the Server. Enable Sync Logging is set to Yes, to generate a Log file which contains synchronised vouchers and is saved in the Tally folder. Truncate previous log before Syncing is set to Yes, to allow the previous log file to be overwritten by the current log. TallyLinkid: Enter the required link ID in this field. This is a user defined ID and cannot be changed once defined and registered with Tally Server. It is case sensitive. Ideally, Tally Serial Number is used as the LinkID.
Step 2: Configure Client for Synchronization Edit the Tally.ini file in the Client Computer, add the following line
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1. ClientServer = Client
2. Press Crtl+S to save the changes to Tally.ini file Sync Configuration on Client Go to Gateway of Tally > F12:Configure > Connectivity > Sync Configuration 1. Set the option Ignore Servers modified Voucher Type Masters to No 2. Enter your Tally Serial No. in the TallyLink Id field
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3. Press Enter to save the details. Step 3: Create Sync Rule on Client Select the Company for which the data needs to be synchronized on the client computer Go to Gateway of Tally > Import of Data > Synchronization > Client Rules > Create 1. Enter Sync with HO in the Name of Rule field 2. Set Use Tally.NET Server to Yes 3. Enter the Link Id in the TallyLink Id field, which is already selected 4. Synchronize is selected in Type of Rule field by default, enter Acme Corporation in the Company Name on Server field 5. Select Yes for Synchronize Altered Transactions 6. Select Yes for Sync over slow connection
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The Company Name on server should be same as the Connect Name given for the Server Company.
Step 4: Configure Tally.NET Features on Server Go to Gateway of Tally > F11:Company Features > F4: Tally.NET Features on the server computer 1. Enter Acme Corporation in the Connect Name field 2. Enter the Contact Person Name and Contact Number in the respective fields 3. Set the option Allow to Connect Company to Yes 4. Set the option Connect on Load to Yes 5. Select 85681 as SMS Short Code
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6. Accept to save
Connect Name: The user can specify any Connect Name for the company to be connected, as per his requirements. This should be same as the name given in the client company. Allow to Connect Company: This option allows the user to enable the company to get connected for remote access. Connect on Load: This options allows the company to get connected by default when the company is loaded. SMS Short Code: Based on the Short codes, the request will be served from the Company Moble Access.
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It is mandatory to enable Security Controls in Company Creation master for Tally.NET features to be available in Tally. If Security Controls feature is not enabled, go to Company Alteration (Alt+F3) screen and enable the same for proceeding further.
Step 5: Register the Server Company on Tally.NET Go to Gateway of Tally > Alt+N: Tally.NET> Register Company on the server computer 1. Highlight the Company to be registered for Tally.NET services using arrow keys from the list of Companies. 2. Select the Company by pressing Spacebar as shown.
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4. Press Esc to proceed. Step 6: Connect the Server Company to Tally.NET Server Go to Gateway of Tally > Alt+N: Tally.NET> Connect Company on the server computer 1. Highlight the Company to be connected for Synchronization using Tally.NET Server using arrow keys from the List of Companies. 2. Select the Company by pressing Spacebar as shown.
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On Successful connection, the Connection Status is displayed in the Calculator panel Step 7: Hand Shake Process from Client Go to Gateway of Tally > Import of Data > Synchronization > Synchronize
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The Synchronization status is displayed in the Calculator panel. Step 8: Activate/Enable Sync Rule on Server Go to Gateway of Tally > Import of Data > Synchronization > Server Rules > Activate 1. Select the required rule from the List of Rules based on the Client Company Name as shown
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2. Press Enter to select the Rule 3. In the Server Rule Activation screen, Set Is Active to Yes to activate the Rule Select Yes for Synchronize Altered Transactions
You can continue using the Synchronization once Server rule is activated. Post data Sync, server displays the status in the calculator panel as shown.
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Ensure that Use TallyLink is set to No (this option is set to No by default). Client Configuration Step 1: Same as when done using the TallyLink Server. Step 2: F12:Configuration The Sync Configuration screen appears as shown below:
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Action / Description Give a name for the Client Rule. E.g. Sync with HO. This field will be skipped, when a personal IP address is being used.
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Server URL
Give the IP Address/Machine name of the Server along with the port number. E.g. 127.0.0.1 : 12450 I P Address Port Number To find the URL when using Windows 98 and above, Start > Run > type cmd > type ipconfig If using Windows 95, follow this option Start > Run > type cmd > type winipcfg If you are using a web page as a passthrough for synchronization, you can specify the page URL. For example, you can specify 192.168.1.64/tallysync.asp as the Server URL. (Please read the section on PassThrough page for further information) This option allows you to specify whether the Server is listening in secure mode. (Refer Security Issues:https to be used instead of http for synchronization) When we use https, we necessarily need to have a pass-through page in between the Server and the Client. Please read the section on Pass-Through page for further details. If required If required Set this option to Yes to compress the data for faster synchronization. This also enhances security of data during synchronization. Choose Synchronize Specify the company name available on the Server to which the vouchers from Client will be synchronized; in this case, Acme Corporation. Set this option to Yes if you want altered transactions to get synchronized. By setting this option to Yes, the synchronization will be carried out for one packet (of 25 vouchers) at a time. Displays the GUID and name of the company on Client that requested the synchronization.
Secure Server
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Action / Description Displays the voucher ID of the last voucher of the remote company that was successfully saved in the current company (of course, as a part of the sync process). Displays the Alter ID of the last voucher of the remote company that was successfully saved in the current company (of course, as a part of the sync process). This field indicates whether the client rule is activated on the server. It cannot be edited.
Altered TID
Is Active
The other steps for synchronization on the Client and Server Computer are similar to Synchronization using TallyLink Server. To view the details of the activation, go to Gateway of Tally > Import of Data > Synchronization > Server Rules > Alter. Select the rule from a drop-down list. The Server Rules Activation screen appears as shown below in Figure 4.19.
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Figure below shows the number of vouchers and masters. There is a mismatch between statistics of Client and Server as synchronization has not been done. Once the data is synchronised, the Statement of Statistics would appear as shown in Figure 4.20.
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4.3.5 Troubleshooting
Error messages on Server when using IP Address
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Error Messages <LINEERROR> Could not set SVCurrent Company to <server company> </LINEERROR> Socket Error
Solution Load the company from Gateway of Tally on the server Check connectivity and ensure that Tally Client is running
Solution 1. Check connectivity 2. Check whether Tally Server is running (Open your web browser and type in the address bar, http:// serveripaddress:tallyport/. You will get an HTML/XML response) 1. Check connectivity 2. Check whether Tally Server is running (Open your web browser and type in the address bar, http:// serveripaddress:tallyport/. You will get an HTML/XML response)
Tally.imp file in the Tally folder contains details of all the vouchers synchronized and also the errors (if any) which occurred during synchronization.
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The Current TID of a voucher is generated when a new voucher is entered and does not change when the voucher is altered. The Current TID is used by Tally to determine if any new transactions have been created at the remote end since the last synchronization. The Altered TID of a voucher is generated each time the voucher is altered or re-accepted. The Altered TID value is dynamic and is used by Tally to determine if any transactions have been altered at the remote end since the last synchronization.
Data Synchronisation
When the Client sends data to the Server: 1. 2. 3. 4. Create a Client Rule. Select Synchronize on Client which creates the corresponding Server Rule. Activate the Server Rule. DO NOT synchronize again. Instead export all masters (in XML format) from the Client to the disk file. 5. Export all vouchers (in XML format) from the Client to the disk file. 6. Import the masters into the Server from the disk file. 7. Import the transactions into the Server from the disk file. 8. The Current TID and Altered TID of the last imported voucher are updated in the Server Rule. 9. Subsequent Current TIDs and Altered TIDs would be incremental. 10.If you wish to synchronize over a LAN or Internet, you can send one packet of 25 transactions at a time by selecting Sync over slow connection in the Client Rule. This will avoid out of memory errors. When the Client retrieves data from the Server: Create a Client Rule. Select Synchronize on Client which creates a corresponding Server Rule on the Server. Activate the Server Rule. DO NOT synchronize again. Instead export all masters (in XML format) from the Server to the disk file. 5. Export all transactions (in XML format) from the Server to the disk file. 6. Import the masters into Client. 7. Import the transactions into the Client from the disk file. Go to Gateway of Tally > Import of Data > Synchronization > Client Rules > Import Initial Option 2: When substantial data exist at both Client and Server, you have the option to update the Server and Client by creating a snapshot file at the source and importing them to the destination computer. The process to update the Server is as follows: 1. Create the Client Rule. 2. Choose Synchronize to activate the option Export/ Import Snapshot. 3. Export the snapshot at Client. Go to Gateway of Tally > Import of Data > Synchronization > Client Rules > Alter. 4. Choose the rule from a drop-down list and click Export Snapshot on the button bar. 5. Copy the snapshot file to a CD. 6. Activate the Server Rule. 7. Import the snapshot file from the CD at the Server. Go to Gateway of Tally > Import of Data > Synchronization > Server Rules > Alter 8. Choose the rule from a drop-down list and click Import Snapshot on the button bar. The process has to be reversed to update the Client. 1. 2. 3. 4.
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