Tally companies, ledgers & vouchers

Your CA has set up Tally a certain way: a sales ledger per GST rate, a cash ledger per branch, a voucher type per branch with its own numbering. A sync that ignores that makes more work, not less. BizOS works with Tally from day one, alongside first and then instead, so every voucher it sends lands in the company, type and ledgers your CA already uses. This page explains each of those choices and where you set them.

To connect Tally first, see Tally setup. For stock and godowns, see Tally stock & godowns. For error messages, see Tally troubleshooting.

How BizOS decides each voucher

Which Tally company does a bill go to?

A business with branches on more than one GSTIN can sync with more than one Tally company. BizOS finds the company by the GSTIN it keeps, never by guesswork:

• One company per GSTIN works as you would expect: each GSTIN's branches book into their own company.
• One company keeping several GSTINs is supported too (TallyPrime's multiple GST registrations, such as Tamil Nadu and Puducherry in one company). On an unconnected GSTIN's card choose Or keep it in a Tally company you already sync. Each voucher then names its GST registration and is taxed from its own branch's GSTIN, so the CGST and SGST or IGST split is right.
• A GSTIN is kept by only one company. Two companies must never book one GSTIN, so BizOS refuses the second.
• BizOS checks the company's GSTIN. The agent reads the open company's GSTIN and reports it. If it does not match what BizOS keeps there, the connection stops with a plain message, so nothing is booked under the wrong registration. The full check of every registration needs BizOS Agent 3.4.0 or later.

See Branches for how branches and GSTINs are set up in BizOS.

Which voucher type and number?

Many Tally companies keep one voucher type per branch per document, such as SALES - ARNI or RECEIPT - VELLORE, each with its own numbering. A BizOS numbering series can name the Tally type its documents go into.

BizOS accepts a type only if it belongs to the Tally company of the branch's GSTIN, is of the right kind, is still active in Tally, and is not bound in Tally to another state's GST registration. If a type stops being usable later (made inactive in Tally, say), pushes fall back to Tally's own type and Numbering shows the named type as not in use until you pick another.

The number. The BizOS number is always the document's number in BizOS. Tally keeps it only when the type is numbered Manual or Automatic (Manual Override). Tally's own types and Automatic types give the voucher a number of their own; the invoice then says "(Tally numbers it)" until the next pull learns Tally's number, and BizOS records it so it never issues that number into the type. Receipts go to Tally with their receipt number, such as RCPT-0007.

While Tally staff still bill in a type, BizOS should push into a type of its own in Tally, such as SALES - ARANI BZ, so the two sets of numbers never mix. Both sets of bills are then in BizOS: Tally's through the pull, BizOS's through the push. A branch with several invoice series (cash and credit bills, for example) can give each series its own Tally type.

Can BizOS continue a numbering series I started in Tally?

Yes. When you move billing for a series off Tally, Settings → Selling → Numbering, Moving from Tally or other software?, carries the series on from Tally's last number instead of restarting at 1. BizOS suggests the last number Tally reports for each type and reads the type's own numbering (prefix, suffix, year, restart) into a BizOS format.

Choosing a Tally type there is a take-over:

• BizOS numbers that Tally type from now on and pushes into it, so your CA keeps one register.
• Only a type numbered Manual or Automatic (Manual Override) can be taken over; BizOS says how to change the method in Tally otherwise.
• Tally staff must stop billing in that type. A bill Tally still makes in it after the take-over is brought in, but held in the review queue under "Bills made in Tally after BizOS took over". BizOS's GSTR-1 leaves it out until someone keeps it, or until it is cancelled in Tally.
• A series that has already numbered a document in BizOS cannot be continued; set its next number instead.

See Document numbering for the formats and periods.

Which ledgers does a voucher post to?

BizOS creates party ledgers for your customers. Every other ledger must already exist in the Tally company; a voucher naming one Tally lacks is refused. You name them in Ledgers & timing, in three layers:

BizOS uses the rate's rule first, then the branch's, then the company-wide name. For sales, a rate beats a branch. A bill with lines at two rates splits its taxable value and each tax by rate, each part to that rate's ledger, and the tax still adds up to the paisa. A receipt lands in its branch's cash or bank ledger.

Each box offers only the ledgers that suit it. BizOS walks each ledger up Tally's group tree, so a company's own sub-group (such as "GST Output" under Duties & Taxes) is placed too:

Customer and supplier ledgers are never offered. You can still type a name; if Tally reports that ledger under an unsuitable group, BizOS warns you but does not refuse. Placing ledgers under a company's own sub-groups needs BizOS Agent 3.4.0 or later.

How are customers named in Tally?

• Customers made in BizOS go to Tally as party ledgers under their BizOS name.
• Customers that came from Tally are never sent back as a master. Their vouchers name the party by Tally's own ledger name, which the pull keeps current. So renaming such a customer in BizOS never breaks a voucher.
• A ledger renamed in Tally is the same ledger to BizOS (it is matched by Tally's master id, not its name). It stays linked to the same customer, supplier, item or group. The BizOS record takes the new name only if it still carried the old Tally name; a name you set in BizOS stays.
• A customer renamed in BizOS renames its ledger in Tally: BizOS alters the ledger by the name it last sent, so the ledger keeps its history under the new name.
• Items follow the same rule once BizOS owns your item list (the Who owns your item list card): an item edit in BizOS alters the Tally item, and a change made in Tally waits for you to keep BizOS's or take Tally's. That switch is one way.

Sales orders both ways

When Sales orders is switched on in What syncs (it is on in the Full two-way sync preset), BizOS sales orders and Tally Sales Order vouchers stay in step, so Tally's Sales Order Outstanding agrees with BizOS. Orders need items synced. Pulling orders from Tally needs BizOS Agent 3.3.0 or later and sales orders switched on for your business.

See Sales orders.

Receipts, advances and credit notes

• Receipts go to Tally as receipt vouchers against the bill they settle, in the branch's cash or bank ledger.
• An advance (money received before a bill) goes as a receipt on account, with no bill reference.
• Applying held money to a bill later pushes nothing to Tally. The receipt voucher already put the money in your CA's books when it was received. Sending a second receipt when it is applied would count the same money twice. In Tally the receipt stays on account.
• A Tally receipt that names no bill is never guessed onto a bill. For a known customer BizOS records it as that customer's held money, and someone applies it from the review queue.
• Credit notes go to Tally as credit-note vouchers that name the original invoice's number and date, which your CA needs for GSTR-1. Credit notes made in Tally are not brought into BizOS.
• Once a voucher is in Tally, the invoice or payment is locked in BizOS so the two cannot drift. An Owner or Admin can unlock it.

See Receipts & advances and Credit notes.