Tally Integration: Important Notes & Guidelines

This document outlines essential guidelines, requirements, and limitations for integrating the FieldAssist DMS with Tally. Please review these points carefully to ensure a smooth and accurate data synchronization process.

1. Cancelled Records

   • Cancelled records in the DMS will not be imported into Tally.
   • If a sales invoice has already been synced with Tally and is later cancelled in the DMS, the client must re-sync the data for the same date range to reflect the cancellation in Tally.

2. Updates After Sync

   If an invoice is updated in the DMS (e.g., changes in items or amounts) after it has been synced, the client must re-sync the updated data to reflect these changes in Tally.

3. Discount Handling (TDL Customization)

   Tally does not natively support multi-level discounts. Some distributors may use Tally Definition Language (TDL) customizations that are not compatible with our connector.

   To ensure compatibility, our integration handles discounts as follows:

   • Primary, Secondary, and Total Discounts are posted to common ledgers (e.g., "Total Discount", "Total Primary Discount").
   • Item-level discounts are shown in the item description field within the invoice.

4. Tally Add-on Features

   • Custom Tally add-ons used by the client will not function through the integration.
   • Due to technical limitations, features from such add-ons cannot be replicated by the connector.

5. Software Location Requirements

   Tally, TallyConnector, and the DMS application must be installed and operated on the same system or within the same local network.

6. Voucher Type Support

   The integration supports only the following default Tally voucher types:

   • Sales
   • Purchase
   • Receipt
   • Credit Note
   • Sales Order
   Note: If any manual entries already exist under these default Tally voucher types, we will create new voucher types using the standard names listed above. The existing, user-modified voucher types will be renamed to avoid conflicts.
   Mandatory Voucher Type Settings in Tally:

   • Method of Voucher Numbering: Must be set to Automatic (Manual Override).
   • Prevent Creating Duplicate Voucher Nos: Must be set to Yes. This is critical to prevent data syncing errors and accounting discrepancies.

7. Ledger & Stock Item Mapping

   Proper mapping is mandatory if existing ledgers and stock items in Tally are to be retained.

   Without mapping, the system will automatically create new ledgers and items, which may lead to:

   • Ledger balance mismatches.
   • Duplication or mismatches of stock items.

8. Ledger & Stock Item Categorization

   The connector does not support the auto-categorization of ledgers and stock items.

   All categorization (e.g., placing items or ledgers under specific groups) must be done manually within Tally after the data has been imported.

9. GST Details at Master Level

   • At the stock item level, only the HSN code and Tax Rate are fetched from the DMS. Other item-specific master details (e.g., MRP) are not included.
   • At the ledger master level, only the Party Name, Address, and GSTIN are imported.

10. Invoice Rounding (Round-Off Handling)

    DMS and SAP are not pure accounting platforms and may permit rounding discrepancies that Tally does not. Tally requires precise debit-credit matching, where even a difference of ₹0.0001 can cause an entry to fail.

    Our connector includes logic to manage rounding differences up to ₹1.

    This round-off patch may not cover all scenarios, particularly if invoice totals differ significantly. We are continuously refining this logic for better accuracy.

11. E-Invoicing Support

    • E-invoice fields (e.g., IRN, Ack No.) are not included in the current scope of the integration.
    • Support for e-invoicing will be considered in a future update.

12. Standard Process for Credit Notes and Sales

    The correct practice is to first create the Sales voucher and then the corresponding Credit Note, as they are linked via a reference number.

    Please follow this standard sequence when importing data. Failure to do so may result in entries being incorrectly linked or posted under the wrong voucher types.

13. Tally Default Settings

    If any default settings in Tally have been modified by the distributor, these changes must be shared with us before the integration begins. This includes changes to:

    • Default godown name (e.g., changing 'Main Location' to something else).
    • Default voucher type names.
    • Default ledger groups.
    • Any other default configurations.

    Providing this information is crucial for ensuring smooth and accurate data syncing.