Objectives

This document intends to provide brief information on different procedures or options available, which can be used by the customers for starting a new financial year in Tally company data.

There are Three procedures available for starting new financial year in Tally:

1. Changing ‘Current Period‘ in Gateway of Tally.

2. ‘Splitting Company Data’ after finalization of accounts.

• For Tally.ERP 9 Release 2.1 and Lower Releases (including Tally 9)
  
• For Tally.ERP 9 Release 3.0 and above
  

3. Export Closing Balances and Import as Opening Balances in the newly created Company

• For Tally.ERP 9 Release 3.0 and above
  

Information about starting new financial year:

Walk through in Tally:

Changing ‘Current Period’ in Gateway of Tally

The Current financial year is 1-4-2010 to 31-03-2011, and in the Gateway of Tally it displays the Current Period as shown:

Fig 1.1

Now if you want to create a voucher on 1-4-2011, the error message Date above current period (31-Mar-11) is displayed.

Fig 1.2

Change the Current Period in the Gateway of Tally by pressing Alt + F2
Change Period

01-04-2011 to 31-03-2012, and then record the vouchers for the new financial year.

Fig 1.3

It will change the Current Period
information and you will be able to save vouchers for the financial year 2011-12.

Fig 1.4

Balances of the previous financial period will be carried forward without passing any closing transactions.

Note:
When the Current Period is changed in Gateway of tally you need not change the ‘Financial Year From:’ and ‘Books Beginning from:’ dates in Company Alteration Screen.

Split Company Data

Splitting Company Data after finalization of accounts,

Introduction

Tally’s flexible period-less accounting permits the entry of data for any number of years. This feature has tremendous benefits. The presence of voluminous old data creates unnecessary load on the system. Splitting a financial year enables you to retain most of the benefits while overcoming this system overhead.

When you split the data, two things happen:-

1. New companies are created for the respective split periods.
   
2. The entire data is retained in the original company.
   

How to Split Company Data:

I. For Tally.ERP 9 Release 2.1 and Lower Releases (including Tally 9)

Pre-split activities

Before you split the data, ensure that:

• All adjustment forex gains/losses have been fully adjusted using Journal entries. Verify that the item “Unadjusted Forex Gains/Loss” does not appear in the balance sheet
  
• There are no pending purchase bills/sales bills. Check the profit and loss account and inventory statements for pending purchase/sales bills. You may account them to the respective party accounts or to the respective “bills pending” accounts.
  
• Ensure that all the Bank Vouchers are reconciled from Bank Reconciliation statement.
  
• Ensure that a Backup of the data has been taken
  

Note: The customers using Tally.ERP 9 Release 2.0 and above releases, who have enabled the option Enable Auto Backup for the company can continue to split the data without taking the manual backup.

Procedure to Split the Financial Years

1. Go to Gateway of Tally, Select Alt+F3: Cmp Info
   
2. Select Split Company Data.
   
3. Select the Company whose data is to be split.
   
4. Tally recommends the split-off date based on the existing data. It is recommended that the Split Point is set as the beginning of the latest financial year, though Tally permits any date as the split point.
   
5. Splits occur in sets of two periods. Hence, start with the latest. For example, you need to split a company’s four years data (1-4-2008 to 31-03-2012) into four separate “companies”, each with a particular financial year. Select the beginning of the latest financial year first (1-04-2011).
   

Fig 1.5

1. On confirming the periods, two new companies will be created – one with data from 1-4-2008 to 31-03-2011, i.e., for three years, and the other for the period 1-4-2011 to 31-03-2012.
   

The historical data, for one or more financial years, will be preserved as a single company, and the current financial year, will be preserved as another company. Normally there is no reason or benefit to split the earlier years again into separate companies. If you wish to do so, repeat the steps mentioned above for the earlier period (1-4-2008 to 31-03-2009, 1-4-2009 to 31-03-2010 & 1-4-2010 to 31-3-2011).

All the companies are full companies in their own right. Data can be entered, displayed and altered. Please print the key financial reports (Trial Balance, Balance Sheet, Profit & Loss, and Stock Summary etc.) for each company for the relevant periods and compare them for accuracy.

Once you are satisfied that you have a successful split, it is advisable to take a backup of the original company and permanently delete its data from the hard-disk. This will prevent any accidental entry of fresh data into the old database.

To delete a company, press Alt+F3 at the Gateway of Tally, select a company to Alter it, and at the point where you can modify the Company Information, press Alt+D.

You will also need to alter the names of the two freshly created companies as per your requirement.

FAQ’s

Question 1:

I have been using Tally and wish to split the company data. Will there be a problem in synchroni-zation?

Answer:

You will not have any problem in synchronising the existing companies. However after split, the new companies will have a new identification, you need to configure ‘Client /Server Rule’ in newly created companies and start the synchronisation process.

Question 2:

Is it possible to import the Excise Opening stock after splitting the data in Tally.ERP 9?

Answer:

Yes, it is possible to import the Excise Opening stock. If you are using ‘Excise for Dealers’ module of Tally.ERP 9 and split the company data, follow the below mentioned procedure to account the Closing Stock as the Opening Stock after splitting the data.

The procedure of importing the Data is different for –

• The Company which has data of One Financial Year
  
• The company which has data for multiple Financial Year
  

A: It indicates that your Tally.net subscription is going to get expired on 31/03/2010. You need to renew the Tally.NET subscription by paying nominal charges.

2. Why should I subscribe?

A: The subscription includes product and statutory upgrades and updates for a year. Any major version or changes within the subscription period will be available and you will get a price protection for a period. Tally.NET provides other services such as Unlimited Data Synchronization, Unlimited Remote Access, etc. The Remote Edit and SMS feature would also available shortly.

3. What are the features covered under Tally.NET Subscription?

A:

• Latest updates on product/statutory (keep you updated with the amended  taxation laws, reports, returns)
  
• Unlimited Remote Access
  
• Unlimited Data synchronization via Tally.NET servers
  

Upcoming features are:

• Remote Edit
  
• SMS services
  

4. Why product updates like stat, releases are made chargeable?

A: Till this release we have provided release updates and stat free of cost. The amendments done by the department will be implemented in the product which will not hamper in filing the statutory reports on time. The world around us is changing in terms, technologies, government and therefore the rules and laws of transacting. As a company – we were looking at how we can give you getting access to these changes, hassle free. Also Tally.NET subscription will enable you to access other bouquet of services, like, remote access and edit and many more during the period of subscription.

5. What happens if I do not renew my Tally.NET?

A: Your Tally.ERP 9 license will continue to work. However, the latest product / statutory upgrades and updates will not be available.

Tally.NET is a bouquet of services and you will NOT get access to the same, which includes changes based on new technologies, government rules and laws, remote access and edit.

6. What is the cost of Tally.Net subscription?

A: For Single user Rs.2,700/-

For Multi user Rs.8,100/- (Tally.NET subscription is inclusive of taxes.)

7. I have got multiple serial numbers registered under one company. Will I get discount in this case?

A: In case you have more than 4 licenses please write to contact@winjit.com with the complete details of the serial numbers and the account id.

8. I would like to get only the Product and Stat updates. Do you have any discounted offer as such? Are you coming out with such offer in future as most of the customers are not using Tally.NET features and use only Product and Stat updates?

A: The product and statutory upgrades are a part of Tally.NET Subscription. There is no discount available on the subscription amount and no such offer is available.

9. Partners are charging more than the price announced for Tally.NET subscription renewals?

A: The Tally.NET subscription charges are Rs.2700/- for Single User and Rs.8100/- for Multi User (inclusive of taxes). The Partner might charge you on the other services which you may avail from them like onsite visit, data migration, for which they are spending time for processing.

10. I am having more licenses in my Group Company. Should I subscribe for all the licenses?

A: You may renew Tally.NET subscription for all licenses. In case you have more than 4 licenses, please write to contact@winjit.com with the complete details of the serial numbers and the account id.

11. I am currently using Tally 9 and if I upgrade to Tally.ERP 9 after 1st April 2010, should I pay Tally.NET Subscription separately apart from the upgrade charges?

A: No, the upgrade is inclusive of Tally.NET subscription for one year.

12. Can I subscribe Tally.NET Subscription for a number of years?

A: No, currently it is renewable on yearly basis. As and when we come out with such an offer it will be intimated to our registered users.

13. We are only the users of single user of Tally and we are not using Remote access facilities. Recently we have spent huge amount on customization for additional requirements. Hence consider our case and reduce the Net subscription charges.

A: The customization was done based on your business specific requirement. Tally.NET provides you a bunch of services like product and statutory updates, remote access, unlimited data synchronization, remote edit (upcoming) and many more during the period of subscription. The subscription charges paid is to renew the Tally.NET subscription for a year.

14. What happens if we do not get the Tally.NET subscription renewed?

A: Your Tally.ERP 9 will continue to work, but you will not get access to the new technologies hassle free, and certain services which cost us to maintain and provide will not be available.

15. If I subscribe to Tally.NET, do I get free onsite support?

A: No, Tally.NET subscription is for a bunch of features like product and stat updates, remote access, unlimited data synchronization, remote edit (upcoming) and many more during the period of subscription. The onsite support is service rendered by service partners based on your business needs and maintenance which is on additional charges.

16. What is Tally.NET subscription cost for Auditor Edition?

A: The Tally.NET Subscription cost for Auditors’ Edition is Rs.4050/-, which is half of the Multi user cost.

17. If Tally.ERP 9 Auditors’ Edition is having additional sites for the same serial number, should we renew Tally.NET Subscription for all additional sites?

A: Yes, the Tally.NET Subscription should be renewed for all sites / branches at once, by giving the full amount in online or renewal through product.

Q 1: What is Auto Backup?

A: Auto Backup is a capability that automatically takes the data backup in the background without any disturbance or affecting your work, when enabled. This feature can be enabled from Company Creation or Company Alteration screen by setting the following option to Yes.

Q 2: What is the default location for the backup files created by Auto Backup feature?

A: Auto Backup is a Company specific feature and the Backup file for each Company will be located in the respective Company folder. The Auto Backup file can be identified with its unique naming convention i.e. ABK.900.

Q 3: When does the system create the Auto Backup? Or when the Auto Backup is taken by Tally.ERP 9? Or what action triggers Auto Backup?

A: Tally.ERP 9 creates or takes the Auto Backup, whenever a Master or a Voucher is created/altered by a User. In simple words, whenever the user performs a save action Auto Backup will be triggered. For example, saving a Master, a Voucher, modifying F11: Features etc. will create/trigger the Auto Backup.

Tally.ERP 9 creates one version of Auto Backup for each day
(system date). For each save action on the same day, Tally.ERP 9 will append the existing version if any or else create a new version. System is designed to create a maximum of 60 versions i.e. you can have the latest 60 days version available for you for restoration. 

Q 4: What will happen to the Auto Backup taken on 61^st day?

A: Tally.ERP 9 will automatically replace the oldest Backup with recent ones as per the following example:

On 18^th March when the Auto Backup is triggered, the system will display the versions as shown below:

You can see that the Auto Back version created on 17.01.2011 is no longer available, but all the information entered on that day will be available for backup in latest backups which are created after 17.01.2011.

Q 5: Will the Auto Backup feature, automatically restore the backup in case of data corruption?

A:  No, the Auto Backup feature creates the backup automatically, but the data restoration is a manual process and has to be triggered by the user in case of failure, by following one of the below methods:

1. Process 1 (normal process – will work only for restoring backup when the user defined path is not specified for Auto Backup)
   
   1. Go to Gateway of Tally and press Ctrl+Alt+K
      
   2. Specify the source path
      
   3. Select the required Company
      
   4. Select the required version and press Enter to restore
      
2. Process 2 (Unified restore)
   
   1. Go to Gateway of Tally and press Alt+F3
      
   2. Select Restore
   3. Specify the Destination and Source paths
      
   4. Select the required Company under Auto Backup section
      
   5. Select the required version and press Enter to restore
      

    

Q 6: Can I specify the path for Auto Backup folder?

A: Yes, in Tally.ERP 9 you can specify your own path for the Auto Backup folder (this was not possible in Tally.ERP Release 2.0 and 2.1).

To specify your own path for the Auto Backup file,

1. Go to Gateway of Tally > F12: Configuration > Data Configuration
   
2. Specify the Auto Backup path against Location of Auto Backup file as shown:
   

1. Press Enter to save
   

Note: The path specified above, will contain the Auto Backup files for all the Companies for which Auto Backup feature is enabled.

Q 7: What is difference between TBK900.001, ABK.900, TABK.900 files?

A: The difference between the three files is given below:

1. TBK900.001 –Manual Backup file, this file does not have any versions
   
2. ABK.900 – Auto Backup file created in the default data folder for those Companies for which Auto Backup is enabled
   
3. TABK.900 – Auto Backup created in the folder as per the location specified by the user in Data Configuration screen under F12: Configuration as per Q6.
   

Q 8: Why the Auto Backup option is not set to Yes by default?

A: This option is not enabled by default for all the users so that the user who is using this feature is aware of complete functionality. If this was enabled by default, the user will also expect the restore process to happen automatically, which is not the case as this depends completely on the user.

Secondly, Auto Backup will occupy the disk space
for Backup, hence this is not enabled by default.

In Tally.ERP 9, Release 3.0 we have provided the Banking Module to address the following business requirements:

1. Enabling Cheque Printing
   The Cheque Printing option (in F11: Accounting Features) is enabled by default for all the new Companies created in Release 3.0 (onwards). This is done to ensure that the customer is aware of this feature and he can use this effectively to print the Cheques neatly.
   

1. Cheque Printing Configuration with preview
   
   1. The Cheque Printing can be configured from F11: Accounting Features and also from Bank Ledger Master.
      
   2. The existing Cheque Printing Configuration screen has been simplified, with additional options such as Copy from default Sample Format or from one Bank to another Bank.
      
   3. Additional options to print or hide the Company Signatory details have been provided to print the Cheques having these details (pre-printed).
      
   4. Print Preview option has been provided for Cheque printing at the Configuration level itself, while setting/altering the Printing Configuration to save time as the user can see the preview from the same screen itself. It will also help the customers in reducing the wastages of actual Cheques while setting the Printing Configurations.
      
   5. Now, the cheques can also be printed from Journal and Purchase Vouchers also.
      

1. Multiple Cheques Printing
   

   The new Banking Module allows the printing of multiple cheques from the Voucher creation screen or from Cheque Printing Utility. Cheque details will be displayed before printing the cheques. Instrument number if not provided during Voucher Entry, can be provided after printing the cheque also. The new feature also supports continuous printing of Cheques from the Voucher or from the Cheque Printing report. The system also displays the Cheque Printing status (printed or pending for printing).
   

    

2. Multiple instrument types and Modes of Transactions are supported in a single Voucher
   

   The new Banking module allows recording the payments/receipts supporting multiple instrument types and various modes of Transactions such as Cheque, DD, Inter Bank Transfer etc. unlike the earlier system which made it mandatory for the customers to pass multiple Vouchers for different modes.
   

1. Bank Reconciliation
   
   1. Pending Reconciliation details will now be carried forward after splitting the data.
      
   2. Instrument/Mode of Payment wise reconciliation is provided.
      
   3. Facility to Create the required Vouchers from the Bank Reconciliation report itself without quitting this report has been provided. This will facilitate the user to enter the unseen transactions such as Bank Charges or Interest Paid etc. from the BRS screen. The user can be rest assured that the Bank Reconciliation is not exited without saving complete details.
      
   4. Allows the user to manually enter the Opening BRS
      details while creating a new Company in Tally.ERP 9. This may also be required if the customer has splitted the company from an earlier Release (prior to 3.0) and then upgraded to Release 3.0.
      
   5. The BRS Report can now be filtered based on the period specified by the user unlike the earlier report which displayed all the un-reconciled Vouchers till date.
      

    

2. Deposit Slip
   

   Deposit slip can now be printed for single or multiple instruments (e.g. cheques, DD’s etc.) which have to be deposited to the Bank.
   

   Imagine the time spent by Office Boy in filling the deposit slip for 50 Cheques that needs to be deposited in the Bank on each day. Now he can achieve the same in no time and without any errors.
   

1. Payment Advice
   

   Payment Advice can now be generated with the Payment details and the details of the Bill(s) against which the payment has been made to the Vendors from the Voucher Printing itself. Also, the Payment Advice for all the Payment Vouchers for a Period can be generated from Payment Advice report under Banking. This will help the customers to manage the Outstandings and in turn, the Vendors in a better way.
   

    

    

For more information, you can refer to
the
Banking presentation or Getting Started with Banking booklet available here.

Please send in your feedback/suggestions to us.

Job Work In and Out feature is consciously designed to support business exception handling, each business house or each transaction of business house follow different processes based on the requirement.

A major concern for both, the businesses which outsources Job Work or receives Job Work, is to track material movement. What is the material that needs to be issued to the Job Worker? How much Quantity needs to be issued? How much material needs to be processed and sent back to the client? What is the cost of handling a Job and how much profit will a job worker get? Which Job

Worker is more cost effective? Will in-house production help to reduce costs or Job Work is a better option?

To answer all the above questions, Tally.ERP.9 now provides a new Job Work Module.

Tally.ERP 9 is introducing the following new features with Job Work:

a. Four new Voucher Types to handle Job Work Material Movement

• Job Work out Order
  

This Voucher will allow a principal company to raise Job Orders on Job Worker. This voucher has a combined behaviour of Purchase Order and Sales Order as it will allow the user to raise an order for Material to be received post Job Process and, also with the option to define BoM at the transaction level, it will also provide the flexibility to capture information on material expected to be dispatched to the Job Worker.

• Job Work in Order
  

This Voucher will allow the Job Worker to raise receipt of Job Order from Principal Company. This Voucher has a combined behaviour of Sales Order and Purchase Order as it will allow the user to raise an order for Material to be dispatched post Job Process and, also with the option to define BoM at the transaction level, it will also will give flexibility to capture information on material expected to be received from the Principal Company.

Before introducing the other two Voucher Types, let’s consider the following scenarios:

Scenario 1: The Business wants to deliver goods to a Job Worker, however the ownership of goods is still with the Business and therefore they want the stocks to be shown in their Stock reports (Godown) and affect the Stock Valuation, till the time it is actually consumed by the Job Worker, in addition to this, it should give them a record of such Stocks held by the Job Worker.

Scenario 2: Job Worker has received the goods from his Client, however the ownership of goods is not with the Job Worker and therefore he does not want these stocks to be shown in his Stock Summary nor it should affect his Stock Valuation. However Job Worker should be able to view a report which can provide the information related to each party’s stock lying with him.

There were three problems to be solved:

• Stock Transfer without transfer of ownership of stock
  
• Stock Valuation
  
• Updated information about the actual stock availability
  

• Material Out*
  

  Allows the user to record Raw Material issued to Job Worker or record Finished Goods dispatched to Principal Company, without actually affecting the Stock Valuation, i.e. using the Godown transfers (with the help of External Godown feature introduced in Release 3.0). The new feature allows both the parties to use the same Voucher Type. In case the principal company has enabled Excise feature, Tally.ERP 9 will also allow printing of Annexure II (Job Work Challan (Material Delivery Document)).
  

• Material In*
  

  Allows the user to record Raw Material receipt from Principal Company or record receipt of finished goods from Job Worker, without actually affecting the Stock Valuation using the Godown transfers (with the help of External Godown feature introduced in Release 3.0). The new feature allows both the parties to use the same Voucher Type.
  

  *We are building few more capabilities which you will get to see in subsequent builds, i.e. tracking Billable material and Raw Material consumption, which makes these two vouchers a completely unique set of vouchers having all capabilities.
  

b. Job Work Reports

• Order Outstanding (In/Out): To keep a track of finished/semi- finished goods order outstanding information
  
• Component Issues/ Receipt Outstanding: To keep a track of Components promised to be delivered/ issued in Job Order but not received/ dispatched
  
• Issues with Variance: Components/ Finished/ Semi Finished Goods issued with variance from what was Ordered
  
• Receipt with Variance: Components/ Finished/ Semi Finished Goods received with variance from what was Ordered
  
• Material Movement registers (Annexure IV and Annexure V for Excise): Track of Components Issued/ Received and Finished received/ dispatched information is captured here, in case Excise for Manufacturer is enabled then this report will be displayed as Annexure IV and V.
  
• Ageing Analysis for Stock at Job Worker Location: Principal can view the age of stock lying with Job Worker or and Job Worker can view Client’s stock lying with him
  
• Stock with Job Worker or of Client: This report will display the information of summary of our components with Job Worker or Clients component with us
  

On click of a button, the income tax computation sheet and IT Returns can be generated as per the latest Income Tax Rules. It also provides quarterly and yearly returns which are required to be filed by the Employer. In short, this feature simplifies Income tax for both Employer and Employees’.

The following Forms and Challan are provided with the new Income Tax Module:

• Forms 16, Form 16AA*, Form 12BA
  
• Form 24Q* (Quarterly) and Form 24* (Yearly) as hard copy and ‘e’ formats
  
• ITR1 to file Return
  
• ITNS 281 Challan
  

*Will be provided in the subsequent Statutory Master releases.

Apart from the above, following reports are also provided:

• Employee wise – Computation Report
  
• Employee wise – Salary Projection Report
  
• Challan Reconciliation report
  
• Income Tax related Exception Reports
  

Following are the other changes made to the payroll module, to handle the Income Tax successfully:

1. A new Pay Process has been introduced to automate the Payroll processing for User Defined
   Pay Heads alone before processing the Salary. This will speed up the salary processing for large number of employees.
   
2.  Payment Auto Fill has been enhanced to make the IT payment and generate ITNS Challan.
   
3.  Payroll Computation report has been enhanced to incorporate the overall computation for Income Tax.
   

Benefits:

• Professional look on documents
• Ease of dealing with multiple currencies
• Quick recognition of Currency