The first step to get started in Tally.ERP 9, is to Create a Company. The initial screen appears as shown:
The Gateway of Tally screen is divided into six sections, namely Horizontal Button Bar, Main Area (Ctrl+M), Info. Panel, Calculator Area (Ctrl+N), Task Bar and Vertical Button Bar.
The elements of the Gateway of Tally screen are explained below:
Horizontal Button Bar
The Buttons, Print (Alt+P), Export (Alt+E), E-mail (Alt+M), Upload (Alt+O), Language (Ctrl+L), Keyboard (Ctrl+K), Control Centre (Ctrl+K), Support Centre (Ctrl+H) and Help (Alt+H) can be seen in the Horizontal Button Bar.
Control Centre (Ctrl+K) – Login to the Control Centre for account management
Support Centre (Ctrl+H) – To access support incidents, queries and track the resolution status
Help (Alt+H) – To access Tally.ERP’s online context-sensitive help
Main Area (Gateway of Tally)
The Main Area is separated into two:
Left-hand side area
Right-hand side area
The left-hand side provides information on Current Period, Current Date and List of Selected Companies (Name of the company and the date when last entry has been made).
The right-hand side displays the Company Information menu such as Select a Company, Create a Company, Backup a Company or Restore a Company and so on.
Hot keys are capitalized and appear in red colour on all the menus. Using the Hot Keys in Company Info menu will take you to the relevant screen or sub – menus within the selected option.
The Information Panel or Info Panel as it is widely known appears at the bottom part of the screen. It is divided into five blocks, the first four block give you vital information on the various aspects of the product installed on your computer where as the last block contains the calculator.
The user, based on his requirement can hide the Info Panel to give you a larger working area. To hide the Info Panel click on the [x] close button, a green colour band appears with a ^ (up arrow symbol) indicating the info panel is hidden. To un-hide the Info panel click anywhere within the hidden Info Panel or activate the Calculator Pane by pressing Ctrl+N.
By default the Info Panel is displayed in Gateway of Tally or the Company Info menu and remains hidden in other screens or reports. To display the Info Panel in all the screens or reports click any where within the hidden Info Panel.
To always display the Info Panel across all the screens or reports follow the steps shown:
Go to Gateway of Tally > F12: Configuration Menu > General
Set the option Always show Info Panel to Yes, Tally.ERP 9 will always display the Information Panel in all the screens or reports Or In the Company Info or Gateway of Tally
Click close to hide the Info Panel
Double click any where within the hidden Info Panel
A brief write-up about each block of information panel is given below for your benefit
The product block of the information panel displays the Tally.ERP 9 logo. You can click on the Product band to access the Product Details screen or click on the Tally.ERP 9 logo to visit www.tallysolutions.com.
In the Product Details screen highlight the required option and press Enter to visit the download page and get latest information about various aspects of the product.
The Version block displays important product information such as
1. Series: is the product series installed on your computer. When the status of the series is Latest, it indicates that the most recent series of Tally.ERP 9 running on your computer.
2. Release: Basically displays a number indicating the version of the installed product for the respective series. When the status of the release is displayed Latest, it indicates that you are using the most recent version of Tally.ERP 9. In case you are using the older release of Tally.ERP 9, the status is displayed 9.9 Available, which indicates the latest version of Tally.ERP 9 is available for download.
3. Edition: displays the edition of the product installed which is either Silver or Gold or Auditor.
4. Users: The number of users displayed are based on the product edition installed. The number of users for Silver is limited to One whereas Unlimited users can simultaneously work on the Gold and Auditor edition.
5. Click on Version block, the Product Details screen appears displaying the detailed information about the Series, Release, Build, release Status as of date, Version and Edition of Tally.ERP 9 installed on your computer.
Highlight the required option and press Enter to get the latest information on various aspects of the product.
The License Block displays information related to the product licensing such as
1. Serial Number: displays the activated license serial number for the respective product edition. On detecting a copyright violation the License Serial Number will turn blank and Invalid License is displayed in red instead of Site ID and Account ID.
2. Remote Serial: The remote serial number appears when you have logged in as a remote user or logged in to the Control Centre or Support Centre.
3. Site ID: It is the site name assigned by the user while activating a multi-site license. In a multi-site licensing scenario the first site activated is assigned Primary Site ID.
4. Account ID: displays the E-Mail Id of the Account Administrator which was provided in the activation form.
5. Tally.NET Subscription valid till: displays a date indicating the validity of Tally.NET subscription. The date is displayed in red colour seven days before the expiry of the Tally.NET subscription. On expiry of the Tally.NET subscription a message Tally.NET Subscription expired on 99/99/9999 will appear in red.
6. Click on License block of the Info. Panel. The Tally.ERP 9 License and Tally.NET Details screen appears displaying License Details, Remote License Details and Tally.NET Account Details of the respective license serial number.
The configuration block of the information panel displays the following information
Stat: displays the version of the statutory file in use. When the status of the statutory file is Latest, it indicates that you are using the most recent version of the statutory file. When the status displays 999 Available it indicates that you are using the older version of the Statutory file and the latest version is available for download. In case the Tally.NET subscription has expired and you are not eligible to use the higher version of the statutory file with an older release of Tally.ERP 9 then the word Stat and the release number 999 appear in red.
TDLs Loaded: displays the number of TDLs loaded for the respective site.
Proxy: displays the Name/IP Address of the proxy server used.
Server Port: The port number displayed is the dedicated port used for synchronising data, it is displayed when Tally.ERP 9 is configured as Server or Both (Client/Server) for synchronisation.
Running as: displays the synchronisation setup for Tally.ERP 9.
Server with ODBC: Configured as Server for synchronisation with ODBC enabled.
Client with ODBC: Configured as client for synchronisation with ODBC enabled.
Server without ODBC: Configured as Server for synchronisation.
Client without ODBC: Configured as Client for synchronisation.
ODBC Server: Configured as an Open Database Connectivity server.
Click on Configuration block of the Info. Panel, the Configuration Details screen appears displaying Statutory Configuration Details, Product Enhancement and Modification and Advanced Configuration.
Select Upgrade your installation to visit the web site and download the latest programs, stat file or have the latest information.
Select Configure TDL, the TDL Configuration screen appears displaying the availability of Local, Account and Remote TDLs.
@ Select Advanced Configuration to configure the Client/Server for synchronisation.
The Calculator Pane allows you to perform simple and complex mathematical operations required by the user eliminating the need of an additional calculator at his desk. To activate the calculator press Ctrl+N or click within the Calculator Pane where ever it is displayed.
The menu path appears in the lower left corner of the Bottom pane.
The Current Date (system date). three letter day, date, month and year are displayed in DDD, DD, MMM, YYYY format on the right-hand side.
System Time appears on the lower-right corner in Hour: Minutes: Seconds (HH/MM/SS) format.
The buttons are designed to make the work easier and faster, they vary from one screen to another based on the screen functionality. They appear on the right hand side of the Tally.ERP 9 screen and the inactive buttons are greyed out. You can either click these buttons or press the shortcut keys to access the relevant screen.
The following are some of the buttons and their functions:
F1: Select Cmp – To select the company from the List of Companies and access data from other data directories on the local system or through the network. You can also access the Directory field by pressing [Backspace].
F12: Configure – To access the configuration settings to manage the information entered in Tally.ERP 9. For example, you can access the General Configuration to set country specific defaults, before creating a company.
Buttons where a character or function key is underlined indicates that you have to press underlined character or the function key along with [ALT] key.
Buttons where a character or function key is double underlined indicates, you have to press the character or the function key along with [CTRL] key.
F1: Press the shortcut function key [F1] to select a company
F1: Press [ALT+F1] to shut a company
F8: Press [CTRL+F8] to select the Credit Note voucher
Ctrl+M: Press Ctrl+M to access the Gateway of Tally
Ctrl+N: Press Ctrl+N to access the Calculator frame
The Close Button in the upper right corner functions similar to the use of Esc in Tally.ERP 9. It brings you to back to the Gateway of Tally.ERP 9 from any screen.
The Minimise button performs the standard Windows Operating System’s function, allowing you to minimize Tally.ERP 9 and work on other applications. To restore Tally.ERP 9, click on the Tally.ERP 9 icon on the taskbar.
Company Info. Menu
The Company Info.(Information) menu appears as shown.
The menu options in the Company Info. are as follows
Allows you to Select or load a company.
Allows you to Connect Company on Tally.NET
Allows you to Disconnect Company from Tally.NET
Allows you to shut a company.
Allows you to create a Company.
Allows you to alter a company.
Allows you to create Security Levels and users & passwords.
Allows you to secure the data by providing a TallyVault password.
Split Company Data
Allows you to split company data across multiple period
Allows you to take a backup of the company data.
Allows you to restore a data backup.
Country Specific Configuration
The options available are Country Details, Style of Names, Style of Dates, Configuration of Numbers and Other Options.
Go to Gateway of Tally > F12:Configure > General
The Configuration settings of Country Details, Style of Names, Style of Dates and Configuration of Numbers are self-explanatory. The prime differences are in the use of terms like VAT in Europe and Sales Tax in Asia and America that have to be configured before creating a company. Refer the section Operations Configuration for details on the other fields.
Creating a Company
Creating a Company involves providing basic information about the company whose books of accounts are to be maintained in Tally.ERP 9.
Go to Gateway of Tally > (Alt+F3) Company Info. > Create Company
The Company Creation screen appears as shown :
A detailed explanation on each field is given:
The data path where you want the company to be created is specified in the Directory field.
This field is skipped by default when you create the company in the data path given in the Tally.INI file. If you want to change it, use the backspace key and modify it to the path required.
This is referred to as the Tally Anywhere concept – which is the ability to create/load companies in separate directories. The Directory field is displayed while selecting Select, Create, Backup, Restore and Rewrite options for a company. By default, the cursor will skip the field, presuming that you wish to use the default data directory for your work. You may press Backspace to give a new path and work from there.
For example, the default Tally.ERP 9 data directory could be C:TALLY.ERPDATA. You may now wish to create a new company on C:TALLY.ERPPERSONAL, and some other companies on C:TALLY.ERPBRANCHES. The next time, the default directory displays C:TALLY.ERPDATA, and if you wish to work on the data of your branches, press Backspace and enter C:TALLY.ERPBRANCHES for the directory name. This displays the companies whose data is stored in that location in the List of Companies. You can even give the path of a network server or any other storage device.
Enter the name of the company whose books are being opened. If you are a professional accountant and are maintaining the books of your clients, give the Client Company’s name.
Mailing Name and Address
In addition to the Company Name, Tally.ERP 9 provides the facility to enter the Mailing Name field. It displays the Company Name by default. You may change it as required, if the mailing name is different from the Company Name. The mailing name and address details are picked up for inclusion in any report that needs the company name and address as heading. For example: Balance Sheets, Statement of Accounts, and so on.
Tally.ERP 9 does NOT restrict the number of lines for the address details. Tally.ERP 9 accommodates all the entered information and vertically compresses the same.
Note: In the space provided for the Address details, observe the vertical compression as compared to the Mailing Name field where there is horizontal compression.
You can specify any length for the mailing name and you are permitted to give any number of lines for the address. The information is completely visible.
Tally.ERP 9 handles compressed information correctly while printing. It adjusts the reports accordingly.
Statutory compliance for
Select the Country from the List of Countries. The Statutory Features and Base Currency Symbol are enabled in accordance with the country selected. For example, if the accounts belong to a company in India, the base currency would be Indian Rupees. The Base Currency will appear with respect to the Country selected.
Selecting India from the List of Countries brings up a State, Pin Code and Telephone No. field.
You can select the appropriate state from the predefined list.
Specify the PIN Code (Postal Index Number) of the specified address.
Enter the Telephone number.
Enter the mobile number of the company.
Enter the E-mail address that will be used to e-mail documents, reports and data from Tally.ERP 9.
Enable Auto Backup
Set this to Yes, if you want to enable the automatic backup of Tally.ERP 9 data (per company). Else, set this to No. The data backup is stored in the data folder of the respective company. The auto backup data can be restored by pressing Ctrl+Alt+K from Company Info menu or Gateway of Tally.
Note: Ensure that all the systems in a network have the same date and time settings.
Currency symbol is the symbol of the base currency, that is, the currency that will be used to maintain the books of account.
The symbol ` appears by default in case India for India/SAARC Companies and the field is left blank for International Companies.
Note: The currency symbol changes based on the country selected from the list for Statutory compliance for field.
Tally.ERP 9 displays a drop down for the Type of Company with two options Accounts only and Accounts with Inventory
Select Accounts only if you do not have any inventory transactions (suitable for professionals and corporate offices).
However, at a later date (if required) you can choose to alter the information as Accounts-with-Inventory. Select Accounts-with-Inventory, to maintain both financial accounts and inventory.
Financial Year From
In most countries, the books of accounts of a company are maintained for a stipulated period like, 12 months, 15 months, and so on. This stipulated period is referred to as the Financial Year.
The stipulated period of the financial year is 12 months in most countries. Tally.ERP 9 automatically considers 12 months from the date you give here as the Financial Year.
For example, if you enter April 1, 2008 as the date, the Financial Year will be from April to March ending with March 31, 2009. If you enter October 1, 2008 as the Financial Year From then the financial year will be from October 2008 to September 2008 ending with 30th of September every year.
Tally.ERP 9 allows you to maintain data for multiple years by changing the period (Alt+F2) at the Gateway of Tally. In addition, you can also specify the date of actual establishment of the company (date of incorporation)
Books Beginning From
Tally.ERP 9 presumes that you wish to maintain books from the beginning of the financial year. Hence, Tally.ERP 9 displays the date given in Financial Year From field automatically.
The date for Books beginning from can be changed, in case of companies, which are incorporated in the middle of the year. If your company is new, you can opt to start the books of accounts from the date of actual establishment of the company (date of incorporation) but close books according to the Financial Year as specified by you. Tally.ERP 9 provides the required flexibility in such a case by allowing you to give the date when the books of accounts actually began. Tally.ERP 9 will open books from this date and close as on the last day of the Financial Year.
For example, if your company is established on August 19, 2008, the opening balances for all the accounts can be given as on August 19, 2008 even though the Financial Year given is April 1, 2008 (April to March financial year). The company’s books will begin on August 19, 2008 and close on March 31, 2009, which ensures smooth transition to the next year.
This concept can be applied even when you are migrating to Tally.ERP 9 from any other system or from a manual accounting system on any day during the Financial Year. Close books in that other system on the previous day and start books on Tally.ERP 9 from this day. You are allowed to give opening balances of all Ledger accounts including Revenue accounts.
TallyVault is an enhanced security system, which allows for encryption of the company data. Encryption involves converting normally accessible Tally information into unrecognisable information, which can only be reconverted by authorised persons.
Give a password here and repeat the same in the Repeat field. This basically results in the creation of an encrypted company whose information is not accessible to users other than the password holder.
Use Security Control?
Set this to Yes, if you want to initiate a password-protected system to control access to Tally.ERP 9 data. Else, set this to No.
If you opt for security control, Tally.ERP 9 offers a comprehensive password based access control to different features of Tally.ERP 9 based on authority lists created by the Administrator. For more information refer Data Management in Tally.ERP 9.
Name of Administrator, Password, Repeat
Assuming the Tally Vault Password and Use Security Control is set to Yes enter the Name of Administrator, Password and Repeat in the respective fields.
Use TallyAudit Features
Tally Audit allows the administrator or an auditor profile user to track changes in accounting information. If you wish to use this facility, select Yes. Tally Audit will be available only to the administrator/auditor, through Display of Statements of Accounts.For more information refer Data Management in Tally.ERP 9.
Disallow opening in Educational mode ?
Set this option to Yes, if you don’t want the company to be opened in Educational mode of Tally.ERP 9. Else, set this to No.
On accepting the company creation screen, if you have specified Tally Vault password, Tally.ERP 9 prompts you to enter the TallyVault password as appears:
After verification Tally.ERP 9 imports the latest statutory masters. Wait till the screen shows that 100% of import is complete.
This completes the Company Creation process in Tally.ERP 9.
An explanation on the fields on the bottom of the Company creation screen follows:
Base Currency Information
The Base Currency Information is found in the bottom frame of the Company creation Screen. Base Currency is the currency in which your accounts would be maintained. Financial statements are prepared in the base currency by default and these are normally required to be submitted to local statutory authorities. The Base Currency information in Tally.ERP 9 varies with the country selected for Statutory Compliance.
You can record transactions and raise invoices in foreign currency; and also maintain bank accounts or ledgers in foreign exchange, when required.
Base Currency Symbol
The currency symbol given earlier in the Company Creation screen is displayed here automatically.
Tally.ERP 9 uses this currency symbol in reports, wherever necessary.
Formal Name is the full name of the currency specified.
The Formal Name for the base currency is set to Indian Rupees for Indian Companies.
Number of decimal places
The number of decimal places for the base currency is set to 2, by default. However, you have the option of specifying up to 4 decimal places. Indian currency has 2 decimal places whereas certain other countries require 3 decimal places and so on.
Is Symbol Suffixed to Amounts
For countries, which specify the symbol after the amount (value) – this facility is provided. For example, Yen is specified after the amount (5000 Yen) unlike in India where the symbol is specified before the amount (Rs.5000)
Symbol for Decimal Portion
Enter the symbol for decimal portion.
Show Amounts in Millions
This is useful for companies, which require reporting the financial statements in millions. This is possible only if Allow Multi-Currency is enabled in F11: Accounting Features.
Put a space between Amounts and Symbol
This facility is provided to users who require a space between the amount and the symbol. However, putting a space between the amount and symbol could give an opportunity for misuse incase of cheque printing. Hence, the flexibility to turn this option on and off as required is provided.
Decimal Places for Printing Amounts in Words
You can specify the number of decimal places for printing the amount in words. This number should be equal to or lesser than the number specified in Number of Decimal places field in company creation or currency master screen which will appear in Invoice and Cheque printing screen.
For example, if the currency is expressed upto 3 decimal places, the numeric to be printed in words can be restricted to 2 decimal places.
Note: The Name of the Company, cannot be translated or transliterated but will appear in the Language created.
Loading a Company
In order to load a company using the Select Company option, disable the default loading of a company in Tally.ini file. Set Default Companies to No OR place a semi-colon before Load = 00001 (company number – placing a semicolon means that the words following it in that line would not be executed. Each line is a separate command).
On double-clicking the Tally icon, the screen is displayed as shown:
You can use the Select Company option in two ways, from the Company Info. Menu OR by using the button F1: Select Cmp (available on the Gateway of Tally screen).
Select Company option allows you to load another company from the list of companies listed which you may have created earlier.
Press Enter on Select Company or use the button F1: Select Cmp. Tally.ERP 9 displays the following screen:
Tally.ERP 9 displays
Company Name (All the companies created are displayed in an alphabetical order)
System-generated code for each company displayed
The Financial Year information relating to the number of years data present in the company
Note: The system-generated code for each company is displayed to assist you in identifying which company you wish to work on in case you have multiple companies with the same name (as displayed in the above screen).
Select the required company from the list given to go to the Gateway of Tally for that company.
In case two or more companies are loaded , click on the company which you need to work on so that the selected company will be highlighted and will appear on top of the list.