Technological Advantages of Tally.erp 9

8/12/2019 Technological Advantages of Tally.erp 9

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Lesson13:Tec hnological

Advantages of

Tally.ERP 9

Lesson Objectives

On completion of this lesson, you will be able to understand

TallyVault a Company Activate Security Control for a CompanyCreate Security Levels and Assign Passwords

Activate TallyAudit and View the TallyAudit list of Vouchers Ledgers!ac"up and #estore Tally$%#P & 'ata

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Technological Advantages of Tally$%#P &Split Company 'ata%(port and )mport 'ata and Vouchers%(port #eports using O'!C*se +eb %nabled, Print Preview and Online -elp .eaturesPrint #eports and Che/uesTally$0%T .eaturesControl Centre Capabilities

Advantages of Support Centre

13.1 TallyVa ltThe Security of 'ata, is always a matter of concern for businesses since mostorganisations depend on the confidentiality of information$ The Tally Vault feature is anenhanced security system which allows for encryption of the company data$TallyVault ensures that the original information is under no circumstances made availableto another user$ This techni/ue is similar to enc!y"tion#dec!y"tion , and the decryptedform of data is never stored in the system$ Apart from this, it uses the non#sto!ed"ass$o!d mechanism$ This is done by using highly advanced mechanisms to validate a

new user who does not have a prior

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"nowledge of the original password$ The combination of all these facilities ma"es,TallyVault one of the most secure means of information storage$

13.1.1 %sing TallyVa lt &eat !e

Tally$%#P & allows you to encrypt your company data either at the time of creation of thecompany or in the alteration mode$ Let us first encrypt 0ational Traders$

%nsure that you are at the 1ateway of Tally screen is as shown below2

Figure 13.1 Gatewayof Tally

Press Alt'&3 to view the (o)"any info. menu, highlight (hange TallyVa lt andpress

Ente! $

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Technological Advantages of Tally$%#P &


Figure 13.2 CompanyInfo. Menu

The (hange TallyVa lt screen appears$Select the company once again 3this is done when you have loaded multiplecompa nies4$

The screen appears as shown below2

Figure 13.3 ChangeTallyVault

%nter the Password as *T( 3all in capitals4 in the *e$ "ass$o!d field and repeatthe same in the Re"eat *e$ Pass$o!d field$

Press Ente! to accept$4


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Tally$%#P & prompts change 5 +es or *o $Press Ente! once again and Tally$%#P & displays the )nformation screen as

shown below2

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Figure 13.4 Informations reen

After TallyVaulting a company, Tally$%#P & retains the original company andcreates a new encrypted company to allow you to decide whether you want toretain the encrypted com pany or not$The number 67777 is displayed to help you identify your company$ This differsbased on the number of companies already e(isting in the data directory$ Accept by pressing any "ey$Tally$%#P & brings you bac" to the Company )nfo$ menu$

*se Alt'&1 to ,h t the (o)"any and press Ente! on ,elect (o)"any and thescreen appears as shown below

Figure 13.5 !ist ofCompanies

8ou cannot see the name of the encrypted or TallyVaulted company$ This ensuresthat nobody has access to your data$

Press Ente! and select the company 67777$

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Tally$%#P & prompts for the TallyVa lt Pass$o!d as shown below 2

Figure 13." TallyVault#asswor$

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%nter the password as V(( to open 0ational Traders$

Do not forget your TallyVault password because the dataonce lost cannot be retrieved.

13.- ,ec !ity (ont!olSecurity Control is re/uired in an environment where many people wor" on accountsusing the same computer at different times or the same set of accounts on a networ"$Tally$%#P & has a variety of management reports that are fle(ible in nature allowing youto create, alter, display and print any information$ The Security Control system ofTally$%#P & is used to set the authority rights of the user or user groups$ This preventsother users from using the system to create, alter, display and print any data$ Tally$%#P &has a customised security system where the authority levels are set for users at differentlevels$ Tally$%#P & has two security types, one for the Owner by default and the other for'ata %ntry$ Other security types can be created based on these predefined types$The Owner has full access and rights to Tally$%#P &, e(cept for Tally A dit , which isreserved for the administrator alone$ 'ata %ntry has restricted rights$ Security control canbe activated during company creation or by company alteration$ Once this is activated,Tally$%#P & as"s you to enter the name of the user and the password$

13.-.1 Activate ,ec !ity (ont!ol

1o to ate$ay of Tally of *ational T!ade!s / press Alt'&3 9 Select Alte! / pressEnte! and reselect *ational T!ade!s to view the (o)"any Alte!ation screen$

Set +es to %se ,ec !ity (ont!ol $ An additional field appears as"ing for the name of the administrator, type Ad)in $)n the Pass$o!d field type Ad)in and repeat the password$

An option %se Tally A dit &eat !es appears, set this to +es $ An additional option 0isallo$ o"ening in Ed cational )ode appears, set this to

*o $ Accept the screen and return to the Company )nfo

menu$Shut the company and select *ational T!ade!s once again 3'o not select theTallyVaulted company4$

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Tally$%#P & prompts the user for the user name and password as shown below2

Figure 13.% 'ser an$#asswor$ s reen

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1ive the details according to what you had entered in the Company Alterationscreen and accept$

Tally$%#P & loads the company and displays the 1ateway of Tally on entering the correctuser name and password$ 0ow that we have activated the Security Control for 0ationalTraders, let us create the Security Levels$

The password is case sensitive. Any variation in the case willnot allow you to login to Tally.ERP 9.

13.-.- (!eate ,ec !ity Levels

1o to ate$ay of Tally / Press Alt'&3 and view the (o)"any nfo. menu$Press Ente! on ,ec !ity (ont!ol and a sub menu appears as shown below2

Figure 13.& )e urityControl Menu

The menu allows you to define the security level under the field Types of Security$The user name and password for that access level is defined under the field *sersand Passwords$

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Press Ente! on Ty"es of ,ec !ity $

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Figure 13.( )e urity !e+el,efinition s reen

*nder List of ,ec !ity Levels , the default value is 0ata Ent!y , Tally.*ET %se! andTally.*ET A dito!

Press the 0o$n A!!o$ 2ey to create a new security level$%nter anage! in the List of ,ec !ity Level field$Press Ente! to view the Level definition screen$

Security Level Definition Screen

The Level definition screen displays the following:

Name of Security Level: This by default displays the na ecreated.

Use Basic Facilities of: !elect "wner fro the securityList. #owever the other option called Data Entry is alsoavailable. Press " to get the popup list or revert fro thene$t field for it to pop up. Li%ewise& a 'an( ager is createdat the ne$t level. !elect the "wner.

Days Allowed for Back dated vouc!ers : )t refers tothe nu ber of days the users at this level are allowed toalter *ac%(Dated +ouchers. ,or e$a ple& specifying - will

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indicate that bac% dated vouchers are not allowed andentering / will allow the user at this level to insert vouchers

going bac% / days. #ere enter -. This is only effective ifyou disallow bac%(dated entries in the disallow colu n.

"ut#off date for Back#dated Vouc!ers: !pecify thedates before which users of this profile or !ecurity levelay not create or alter vouchers. This is useful in cases

where the Ta$ Assess ent for a period are co plete andno further changes are re0uired in the data for that period.#ere& enter 12st Dece ber 3--9.

Allow to "onnect "ompany: )f this option is set to 4es&the user clas( sified under this security level can connect toa 5o pany with a valid Tally.6ET subscription.

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Use Tally$N%T Aut!entication: )f this option is set to4es& the user classified under this security level can loginre otely with Tally.6ET 7ser capabilities.

Use Tally$N%T Auditor Aut!entication: )f this option isset to 4es& the auditor can access the client8s datare otely and perfor an audit. #owever& a user not havingthe auditor8s license will not be able to per( for an auditby setting this option to 4es.

The ,ec !ity Levels 0efinition sc!een is displayed as shown below2

Figure 13.1* )e urity le+el ,efinition s reen with -llowan$ ,isallow Fa ilities

Once the above details are entered, the screen is divided into two broad columnshaving two sub 5 columns$ The left side is to disallow access to the various optionsof the systems$ The right side allows the security level, different facilities$The sub columns are Ty"es of Access and the List of Re"o!ts under both Allo$and 0isallo$ facilities Ente! the type of access you wish to give and the option to

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be control led$ Once the entry is completed select End of List from the Ty"e ofAccess field to com plete the allocation$

Press Ente! after specifying the cut off date as :6 'ec ;77& under 0isallo$ thefollo$ing

&eat !esSelect & ll Access 3from the Ty"e of Access list42Select the 4alance ,heet from the List of #eports as per this screen2

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Figure 13.11 )e urity !e+els,efinition s reen

)n order to ma"e any modifications in any of the reports, select the option !ac"dated

Vouchers under the field & ll Access select Create Alter 4ac5 0ated Vo che!s $Verify with the screen shown below2

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Figure 13.13 !ist of 'sers forCompany s reen

%nter anage! for both the *a)e of %se! and Pass$o!d $!y default Allo$ Re)ote Access and Allo$ Local T0L is set to *o $

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%nter the user=s mobile number in obile * )be! field

Figure 13.14 'sers an$#asswor$ s reen

Acce"t this and return to the 1ateway of Tally$

8ou would need to create different users who belong to one or more different SecurityLevels or Types of security$ Select the option at the Security Control menu to defineusers, give their passwords and their security levels$

"nly the Administrator can assign users and their passwords.

13.-.6 Alte!7 0is"lay a %se! 7 Ty"e of ,ec !ity

There is no separate menu option to alter or display the security options$ *se the samemenu to display or alter user or security level set up$ To delete a user, simply blan" outthe user name by pressing %sc Spacebar and accept the screen$ 'o the same for the

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security level$ A user defined under a security level cannot be deleted without deleting theusers under it$

13.-.8 Loading a (o)"any $ith a %se! na)e

,ec !ityLevelThe


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Let us shut *ational T!ade!s and re select it with the anage! user name andpassword$

Figure 13.15 Gateway ofTally s reen

0otice that the report !alance Sheet is not appearing in the menu$ This is because theaccess was denied while defining the security level$ Practice this by disallowing otherreports and ma"e your observations$

13.3 Tally A dit

Tally$%#P & Audit allows the Administrator Auditor to trac" changes in the accountsmade subse /uent to the earlier review$ Changes in two areas are important i$e in thetransactions or vouchers and in the ledger masters$ Only changes that affect the integrityof a transaction are considered$Tally$%#P & Audit feature is enabled while creating a Company$ This option is activatedonly when the user levels are defined$ )n this case, it was already enabled when theSecurity Control feature was activated and given a user name and password$

13.3.1 %sing Tally A dit &eat !e

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6$ %nsure that you have loaded *ational T!ade!s with Admin as the user name andpassword$ 0ow, to view the Tally$%#P & Audit Lists 1o to ate$ay of the Tally /0is"lay / ,tate)ents of Acco nts / Tally A dit $

The menu is displayed as shownbelow2

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Figure 13.1" Tally-u$it Menu

8ou can audit both ledgers and vouchers$Change the period of the report from 1#A"!#- 9 to 31# a!#- 1 $Clic" on &1-: (onfig !e and enter +es to ,ho$

Ente!ed7Alte!ed 4y $ The listing now incorporates the user=s name as

shown below 2

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Figure 13.1% Tally -u$it!isting s reen

Only a portion of the actual report has been displayed for your reference$ Since thepassword feature was not activated when these entries were made, the field Ente!ed 4yappears as %n5no$n $

Place the cursor on the relevant voucher, clic" on & : Acce"t One to accept thevoucher as valid and remove it from the list$

Clic" on & : Acce"t All option, )f you are satisfied that all the vouchers are valid$

To view the Ledge! A dit list , select Ledge! from the Tally A dit $

A screen showing the )d, Ledger 0ames and the Opening !alance is displayed asshown below2

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Figure 13.1& Tally -u$it!e$gers s reen


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Figure 13.1( Tally. /# ( Company 0a up s reen

Specify the source 3where Tally$%#P & has to ta"e the data from4$

Specify the destination 3where you want Tally$%#P & to store the data bac"up4$

Tally$%#P & then displays the list of companies created 5 select one$

Backup&recautions

As we are already aware& data on a co puter is vulnerable todata loss. )t is therefore i portant that we do not overloo% thei portance of ta%ing a regu( lar bac%up of data& howeverstrong the database ay be. The aintenance of i portantdata can be ade continuous and hassle(free with a little plan(ning and forethought.

Depending on the volu e of data entry& an appropriate bac%upechanis is devised. This can be done by aintaining a

bac%up directory in the local hard dis% or server. E$ternalstorage edia such as floppy dis%s and ip dis( %ettes canalso be used. e can have sub(directories for every day of thewee% under the ain bac%up directory. Regularly databac%ups& depending on the day of the wee% can be ta%en inthe following anner:

'onday 5:;Tally*ac%up;'onday

Tuesday 2"


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5:;Tally*ac%up;Tuesday

ednesday 5:;Tally*ac%up; ednesday and so ontill !aturday

The *ac%up option is available only on the "ompany 'nformationscreen.

)n the e$a ple& we have used the 5 drive path& this doesnot ean that the Tally.ERP 9 bac%up facility is li ited tothe #ard Dis% drive alone.

The above procedure ensures that there e(ists a reliable data bac"up at any given time$TheResto!e option is used to bring bac" data from the data bac"up$

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13.6.- Resto!e#estore literally means ?to bring bac"=$ Tally$%#P & allows the restoration of data fromone medium to another$ )n Tally$%#P &=s conte(t, restore means we have a Tally$%#P &bac"up and we want to wor" on the data bac"up instead of the current data$ This can bedone from the Company )nfo screen by selecting the #estore field$The ,elect (o)"anies to Resto!e screen appears as shownbelow2

Figure 13.2* Tally. /# ( Company /estoration s reen

8ou have to specify the destination 3where Tally$%#P & has to store the databac"up4$

Then specify the source 3where you want Tally$%#P & to ta"e the data from4$Tally$%#P & then displays the list of companies you have in the source$ Select the

re/uired companies to be restored as desired$

(estore &recautions

)t is preferable not to restore a bac%up on the original datadirectory pri a( rily to ensure that no data is unintentionallyoverwritten.

The (estore option is also available only on the "ompany 'nformation

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screen.

13.8 ,"lit (o)"any 0ataTally$%#P &@s fle(ible period less accounting permits entry of data for any number ofyears$ This in itself has tremendous benefits$ -owever, presence of old data in caseswhere they are volumi nous, causes greater overhead on the system$ Splitting financialyears enables you to retain most benefits while overcoming this overhead$On splitting the data, two thingshappen2

0ew companies are created for the respective split periods$The full data is retained in the original company$

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'mportant &re#split Activity

*efore you split data& ensure that:

All the unad


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Figure 13.21 )plit Company

,ata s reenSince 0ational Traders has data only for one year 3April 6, ;77& to


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+e will now learn about Tally$%#P &=s e(port and import capabilities, which enablesTally$%#P & to interact globally$ Statements and data from Tally$%#P & can be e(ported toother programs li"e spreadsheets and databases$ Only data from Tally$%#P & can beimported and not data from other systems$ )mporting from other systems involves theusage of ?Tally$%#P &=s 'efinition Language= T'L and this is outside the scope of thistraining$

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Figure 13.23 porting !istof !e$gers

Ty"e of aste!s 5 Any of the mentioned master types can be e(ported$ Select All

as# te!s and accept it to %(port$

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Figure 13.24 porting,ay 0oo

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Tally$%#P & first as"s for the language$ Select 0efa lt @All Lang ages , thenconvert it into the e(port format$ The different formats are2 ASC)), % C%L, -T


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Data can be i ported fro the previous version& providedthe ) port filena e is in the @'L for at& since Tally.ERP 9supports only the @'Lfor at.

Verify that the import is completed successfully$

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,te" -: )"o!tingVo che!s

#eturn to the 1ateway of Tally$Select )"o!t of 0ata / Vo che!s $1ive the filename 0ayboo5.


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Figure 13.2" port ption in Tally. /# (

Select Rest!icted 3ASC)) only4$Select E


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Type the name of file for O t" t &ile *a)e as re/uired$

Specify other details$

Clic" +es for %(port$

Figure 13.2% /eport Generation ) reen for el

!y default, the e(ported report in E


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Figure 13.2& /eport in el Importe$ from Tally. /# (

13. O04( (onnectivityO'!C is e(panded as Open database Connectivity and is used to merge the importeddata with the e(isting data$ )n short, Tally$%#P & uses O'!C to e(change data$

Tally$%#P & O'!C e(tracts data from Tally$%#P & and submits the reports in


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The ste"s to be followed are2Start Tally$%#P & and select *ational T!ade!s

%nsure that the words O04( ,e!ve! is visible in the nfo!)ation Panel under(onfig !a# tion section of Tally$%#P & screen$

%nsure that Tally$%#P & is running and is minimi>edStart , E


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Figure 13.3* uery i6ar$ 7 Choose Columns s reen

Select the ledger and move it by clic"ing the / button to the right of the followingfields2

D0ame, DParent, DAddress 3move all the other address fields as well$4Clic" on *e


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Then in the ne(t uery +i>ard Screen, filter the data to limit all ledger accountsbelonging to the group that contains the name , nd!y 0ebto!s. +e want to printthe List of Sundry 'ebtors only$

Figure 13.32 uery wi6ar$ 7Filter ,ata

Clic" *e


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Figure 13.34 uery wi6ar$ 7 Finish

Clic" O2 in the )"o!t 0ata window to import the data to%(cel

Figure 13.35 Import ,atain el

13.F Ceb Enabled= P!int P!evie$ and Online ?el"

Tally$%#P & is web enabled, has a Print Preview facility andonline help$13.F.1 Ceb Enabled

%mail and )nternet Publishing are the +eb enabled features available in Tally$%#P &$This facility of Tally$%#P & reduces the paper wor"$ #eports, #eminder letters, Statementof Accounts, )nvoices and Purchase Orders can be e mailed directly from Tally$%#P &$Thus, the user does not have to send printed invoice or purchase orders$ This feature


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helps you to save on postage and valuable time$


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E#)ailing ( sto)e!Gs O tstanding,tate)ent

Select a customer=s Outstandings Statement from the followingpath21o to ate$ay of Tally 9 0is"lay / ,tate)ents of Acco nts / O tstandings /Ledge! / clic" the E#)ail b tton $The ailing Ledge! O tstanding sc!een appears as shownbelow 2

Figure 13.3" Mailing !e$ger utstan$ing s reen

There are various options that are automatically filled in provided the information hadbeen supplied in the master records$ Chec" if the details are all right$ Select +es , )f theyare, and if not select *o to change the options$ The cursor first goes to the To E#)ailadd!ess field as it saves time by s"ipping standard information$ -owever, to change thestandard information, use a bac"space and retype$

The fields that appear in the )ailin+ ,utstadin+ Led+erscreen is briefed below:

%#mail Server : ive the na e of your E( ail !'TPserver& e.g. ail.btinternet.co . )t should be a valid andco patible !'TP server to send your ail. As% your)nternet !ervice Provider or networ% ad inistrator forhelp& if re0uired. This infor ation is entered only once and

thereafter use it by default.


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From : 4our 5o pany na e is pic%ed up fro the5o pany )nfor a( tion 'aster records.

From %#)ail Address : 4our own e( ail address.Tally.ERP 9 pic%s up the address given in the 5o pany

)nfor ation aster data. ,ill this option& if it does not e$ist.


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Format : There are three for ats available:

AS"'' -"omma delimited. : This is plain te$t for atwhere data is separated by co as. This for at doesnot have any special for( atting or fonts. This is theost co on e( ail for at are co ( patible with allail progra s. A!5)) data can be easily wor%ed uponby other progra s.

/T)L -0e1#pu1lis!in+. : Reports are attractive andretain their for atting and fonts. They can be read byan #T'L enabled ail progra . )t can also be read byusing a browser li%e the 'icrosoft )nternet E$plorer. 2)L -data interc!an+e. : !tands for E$tensible 'ar%(

up Language& it is an e$tension of #T'L but the data iscapable of being i ported by other @'L co patiblesyste s. 7sing @'L& Tally enables you to e$changeinfor ation even with non(Tally syste s. An @'L outputwill have an @'L envelope and is for atted with @'Ltags to ena( ble i port into other syste s. Therefore&4our Tally invoice in @'L for at can be i ported byanother syste without difficulty reduc( ing data entryti e and errors. This language is fast e erging as thede(facto standard for infor ation e$change all over theworld and with it Tally gives you the eans tocollaborate with others and share infor ation li%e neverbefore.

!elect the one re0uired by your recipient. An e$planation oneach for at is given below:

(esolution : This is re0uired only in the case of #T'Lfor ats and refers to the resolution of graphic i ages inter s of pi$els. This is a feature that is used to for at areport since it affects the 0uality of out( put. #igher

resolutions are generally reco ended to obtain clear prints. Tally reco ends a standard pi$el resolution si eof 2-3B$/C .

To %#)ail Address -)andatory field. : This is for therecipient?s e( ail address. A valid e( ail address isre0uired.

"": -if any. : ,or sending the sa e ail to another recipient.

Su13ect : This is pre(filled for you. This can be changed toany other sub


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lines in the essage body of the recepient8s ail progra .The other options are the sa e as in Print option and areself(e$planatory.

13.F.- nte!net P blishingTally$%#P & ma"es commercial use of your web space by uploading reports anddocuments on the website$ .or this purpose, it creates reports in the web language-T


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13.F.3 %"load

Any report, statement or data can be published on the internet$ Publishing is carried out

by uploading the report to an )nternet Server that has been configured to accept files inspecific pro tocols$ A Site is basically a specific directory space allotted on that server$Protocols are sets of rules and specifications on how data and files are transferred over anetwor"$ )t covers all aspects of communication between computers including thecontent, its formatting and error control$.or e(ample2 8ou want to publish your P!ice List on your +ebsite$ Select the Price Listfrom )nventory )nformation$ Clic" the *pload button$ The first time you upload, fill up thedialogue bo( with the information re/uired$ Select *o initially, in the upload window toedit information on the screen$

Figure 13.3% 'ploa$s reen

The fields that appear in the Upload screen arebriefed below:

Upload to FT& Site : ,TP or ,ile Transfer Protocol& is theost co ( on choice of transferring data or files of anytype to an )nternet site. An ,TP site is a directory space ina server that accepts ,TP connec( tions called the ,TP!erver.)f you %now that your server is set up for#TTP=#TTP!& then use this option& else choose ,TP.

Upload to 0e1 &a+e #TTP=#TTP!: #TTP ( short for#yper Te$t Transfer Protocol is a standard for the transfer


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of #T'L files over the internet. #TTP !ervers are pre( progra ed to accept #TTP connec( tions. #TTP! sitesare !ervers that are configured to accept secureconnections. They confor to standard security protocolse.g. !!L and !ETF to ensure that your data and files arenot ta pered.


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U(L : !tands for 7niversal Resource Locator& identifiesthe server address where you want your report to be

published. )n order to use ,TP you will need to %now the,TP server na e and directory path. The ,TP serverna e is the do ain na e of the eb server to which youare publishing for e$a ple& ftp.server.co F. The directory

path is the folder on the server where your web page isstored for e$a ple& = publicGht lF. ,or a web page& an7RL will typically be in the forwww. yweb.co =publicGht l.

Secure Server : )n order to upload a eb Page a secureconnection is re0uired. !elect 5es6 in this option if youthin% your data is sensitive. A secure site is one that hasan Hs8 prefi$ed with http. 4ou will %now it is a secure sitewhen you see in your browser 7RL li%e:https:=

=www. yban%.co = yaccount=stats.ht .

User Name and &assword : The )nternet server wouldre0uire an )d proof before allowing you to upload data andfiles on site. 5ontact your )nternet service provider if youhave forgotten your user na e& pass( word or ,TPlocation.

File Name : A file na e is given to an ,TP !ite to wherethe content is uploaded. Accept it as it is or odify it& ifnecessary.

Format : There are four for ats that have already beene$plained ear( lier under the e( ail section.

13.F.6 P!int P!evie$

Tally$%#P &, provides you with the facility to chec" report formats and layouts, before theactual printing ta"es place$ The same can also be e mailed$.or e(ample, to see the print preview of the Trial !alance$1o to ate$ay of Tally / 0is"lay / T!ial 4alance / Clic" on P!int and clic" on thebutton CithP!evie$ $
http://www.myweb.com/public_htmlhttp://www.mybank.com/myaccount/stats.htmhttp://www.mybank.com/myaccount/stats.htmhttp://www.myweb.com/public_htmlhttp://www.myweb.com/public_html


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The screen now appears as shown below2


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Figure 13.3& #rint #re+iew of Trial 0alan e

The button 0it! &review toggles with 6o Preview and thelast saved setting is retained.

13.F.8 Local 7 Online ?el"This is a Local help system, which displays the help screen relevant to the topic, by Eustclic"ing on the help button provided in Tally$%#P &$.or e(ample2 .or information on Cash .low or .unds .lows, press AltF-$1o the ate$ay of Tally 9select 0is"lay 9 (ash7& nds &lo$ 9(ash &lo$ and clic"on the -elp button 3or use Alt F -4 and the following screen appears2


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Figure 13.3( 8elpptions s reen


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Select Local ?el" to access the relevant topics in the Tally$%#P & #eference


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13.9.1 0is"lay and P!int

8ou can obtain a printed version of the screen currently being displayed by selectingP!int from the button bar menu$ This brings up the Print 5onfiguration screen for thereport, which as"s


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P!intH +es or *o $ The report will be printed using the options specified on the screen onselecting

+es $ -owever, the options before printing can be changed by selecting *o , if re/uired$

There are two types of print configuration options. They are"ommon &rint# in+ ,ptions and Dynamic (eport Specific,ptions$

"ommon printin+options

5o on printing options affect the printing of all reports andare changed by selecting the appropriate button which aree$plained below as follows:

&rint Lan+ua+e : Reports can be printed in the languagesupported by

Tally.ERP 9.0it! &review : To view the report in print preview ode

before actual printing.

Titlin+ : To change the title of the report.

&a+e Nos$ : To specify the page nu ber range.

&re # &rinted 7 &lain &aper : Toggle to a%e the selection.

&rint Format : A pop(up list displays the printing for atsavailable in Tally.ERP 9. The for ats provided are& Dot('atri$ ,or at& 6eat ,or( at and Iuic% DraftF ,or at.

0it! "olour : This option is only relevant if you have a colour printer.

"opies : To specify the nu ber of pages to be printed.

&rinter : To change the printer. This also displays thedefault paper si e that you have set for the printer.

Dynamic # (eport specific

5&5&


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options

"ptions specific to a report& are displayed in a sub(screen

when you select to print it. 4ou are per itted to change variousoptions before you finally print. Tally.ERP 9 supports printing ofreports in various languages.

6otice the !tandard "ptions in the button bar on the right handside. The specific options for printing the *alance !heetappears in the sub(screen.

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Figure 13.41 #rinting0alan e )heet

13.9.- P!int &o!)at

Print .ormat is a button which appears on the Print screen 3after pressing AltFP or clic"on thePrint button4$ !y clic"ing on the Print .ormatbutton,Tally$%#P & displays a list of Print .ormats asfollows2

Figure 13.42 #rint Mo$e 7 9eat Mo$e

*eat ode and B ic570!aft


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)n today@s hi technology software environment, most 1*) based softwares do not provide'ot


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the 0eat print format functions by default$ -owever, this may be altered by pressingAlt'& Eust before printing$ All subse/uent reports will be printed in uic" .ormat, until

Alt'& is pressed again$ 3The button e/uivalent for this is mar"ed uic" .ormat4$'raft mode brings in additional restrictions in the printing, which you will /uic"ly learn bye(peri mentation$ After selecting the 'raft mode or uic" .ormat, clic" on AltFS 5 toselect the option P!int to a &ile $ Specify the name of the .ile to output the data andselect the Printer whose dimensions are to be used$

13.9.8 (he e P!inting

A Che/ue is a written order to the ban" to pay the stated sum of money$ Che/ues areusually handwritten$ )n order to automate the entire che/ue printing process, Tally$%#P &allows che/ues

"2


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(onfig !ation to +es $ Tally$%#P & displays the (o)"any (he e 0etails screen

according to this screen2

"4


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Figure 13.45 Company Che;ue,etails s reen

(o)"any *a)e on (he e 2 $ the0e"osit Acco nt and the ,tate 4an5 of ndia $

Select the ban" for which you want to specify the user defined che/ue dimensions$-ere select ,tate 4an5 of ndia and press Ente! $

8ou can now fill in the dimensions of the che/ue in the (he e P!inting (onfig !ationscreen$

"5


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Figure 13.4" Che;ue #rintingConfiguration s reen

""


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The che/ue will be printed as shown 2

&o! *ational T!ade!s

A tho!iDed ,ignato!y

)n case of a che/ue with two signatories, both can be specified$ !oth could be the samesalutation or different, e$g$, one could be 'irector, the other could be Secretary$1ive whatever you currently use$


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Figure 13.4% #aymentVou her

-ere, after crediting the State !an" of )ndia account, two additional fields appear$ Theyare2 0ame on Che/ue and Cross Che/ues e(plained below2

*a)e on the (he e 2 On selection of the Party Account, the 0ame on the che/ueis filled with the Party=s account name$ Thus, instead of the Party Account, if anyother e(pense head is selected, the e(pense head will not appear as the name onthe che/ue$

(!oss (he e sing 2 This is filled in by the most common words used Accountpayee $

-owever, you can change it$ After accepting the voucher, Tally$%#P & immediately prompts you to print the che/ueGClic" on the button P!int P!evie$ and then accept the print command to view the printedche/ue$

"&


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5hec% the di ensions given in the ,22: ,eatures. Ensurethat you have not left any field& other than the salutationfields& blan%.

Trial and error is the only way to get the printing in the right positions.

Therefore do not panic if so e words do not print in thecorrect posi( tions. 5hange the set(up a couple of ti es toset it right. This is neces( sary to be able to print on theany different che0ue styles used by different ban%s.

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Points to Re)e)be!

Tally$%#P & has a customisable security control for company=s data$Tally$%#P & has a fle(ible bac"up mechanism where inyou can ta"e a bac"up of the data and can restore thesame data$Tally$%#P & Audit provides the capability to the

administrator auditor to trac" changes in the accounts$'ata e(ported to a spreadsheet can be reorganised andused for statu tory presentations$O'!C 3Open 'atabase Connectivity4 complianceallows other pro grams to use data from Tally$%#P &directly$% mail, internet publishing and web browser are the webenabled fea tures available in Tally$%#P &$

Tally$%#P & provides an online help system, which is conte(t sensitive$TallyVault feature is an enhanced security system

Tally$%#P & Print Preview facility helps you chec" printedreport formats and layouts before actual printing ta"esplace$

Tally$%#P & allows us to print che/ues directly$

Documents

Technological Advantages of Tally.erp 9