Tally stock & godowns
"My stock is in Tally, spread over five godowns. If I start billing in a new app, whose quantity is right?" With BizOS the answer is simple: BizOS owns the quantity, and Tally is kept in step. You move over one godown at a time. A godown that goes live brings in Tally's quantity as at the day before, and from that day every entry, made in BizOS or in Tally, is counted exactly once. A godown that is not live yet stays in Tally and holds nothing up.
This page is about stock. Connecting Tally is on Tally setup; which ledgers and voucher types BizOS uses is on Tally companies, ledgers & vouchers; what each warning means is on Tally troubleshooting.
Why does BizOS own the quantity?
Stock moves at the counter, on the van and at the site, which is where BizOS is used. If two systems both decided the quantity, every bill would be a question of which one to believe. So BizOS holds the number and sends Tally what moved: each sale, credit note and transfer goes to Tally naming the godown its stock left from or came back to. Your CA's Tally stays complete, and when you are ready to stop using Tally, nothing is lost.
Which kind of Tally company is this?
Every Tally company BizOS syncs with keeps either accounts only, or accounts and stock. For a GSTIN that has its own Tally company, you choose on its card under Settings → Connections & AI → Tally → Other GSTINs, in "What goes to this company".
| Shape | What goes to that Tally company | Godowns |
|---|---|---|
| Accounts and stock (the default for a new GSTIN company) | Invoices, credit notes and receipts from branches on that GSTIN, with their stock: items, godowns, stock moved between its branches, purchases and a stock check. Its item list is matched to yours; BizOS never adds an item from it. | Pulled, mapped and taken live as on this page |
| Accounts only | Invoices, credit notes and receipts as accounting entries. Nothing comes back from Tally. | Not used. Item masters, godowns, stock journals and the stock check stop for that GSTIN. |
Your business's own Tally company follows what you chose in What syncs during setup. Godowns work there when Godowns is set to pull.
Godown states
You see these on the Godowns card in Settings → Connections & AI → Tally.
| State | What it means | What it does |
|---|---|---|
| Not tracked | You marked the godown "Not tracked in BizOS" (a damaged-goods godown, say) | Its stock is never brought in or compared |
| Not live yet | Tracked, but no BizOS shelf picked | It stays in Tally and blocks nothing: not setup, not the item import |
| Confirm go-live | Matched to a shelf automatically (same name) or by an earlier setup, but nobody confirmed | BizOS names it on what it sends to Tally for that shelf. No stock comes in until you confirm |
| Live | Live from a date you confirmed | Opening as at the day before, then every Tally entry there from that day |
| Paused | Live, but paused | New Tally entries wait, and come in when you resume |
Go live with your first godown
- 1
Check the agent and the godown list
Open Settings, then Connections & AI, then Tally, and find the Godowns card. If it says Update the BizOS Agent, update the agent on the Tally PC to 3.7.0 or later first. Wait until Tally’s godown list has arrived; items then come in at zero, ready for each godown.
- 2
Pick the shelf the godown stands for
In the Stands for column, pick the BizOS stock shelf at the branch that holds this godown’s stock. Picking a shelf for a godown that is not live yet is the go-live, so BizOS opens the go-live dialog.
- 3
Read the date and choose the opening
The dialog shows the go-live day, which is today. The opening is Tally’s quantity there as at the end of yesterday. Switch on Start at zero only if you will count the godown yourself. A godown BizOS created in Tally always starts at zero.
- 4
Tick the branch’s voucher types
The dialog lists the branch’s bill, order and receipt types from Tally that nobody has decided yet, ticked. Ticked types are brought in at that branch, so its bills, orders and receipts come with its stock.
- 5
Go live from today
Press Go live from today. On the next sync BizOS reads the opening from Tally, and from then on entries made in Tally at that godown move BizOS stock by themselves.
- 6
Settle any openings that need you
If the shelf already had BizOS stock, or Tally’s figures for an item did not add up, the godown lists those items. Pick one of the choices offered (Take Tally’s, Keep BizOS’s, Start at zero, or Move from shelf for an old company-total opening) for each item, or for all of them at once.
Godowns that were matched automatically show a banner, "N godowns are matched but not live", with one button, Go live with these N, that takes them all live in one dialog.
A live godown is paused, never moved
Once a godown is live, BizOS will not move it to another shelf or un-match it, because its stock now sits on that shelf. Use Pause instead. The one exception: if nothing was taken yet (a go-live by mistake), changing it undoes the go-live.
What counts after go-live?
For a live godown with go-live day D, BizOS decides each Tally quantity by the entry's date, and counts it exactly once:
| The entry | How BizOS counts it |
|---|---|
| A voucher BizOS sent to Tally (a bill, credit note or transfer made in BizOS) | By BizOS's own stock movement. Left out of the opening and the moves, so it is never counted twice |
| A Tally entry dated before D | Inside the opening: Tally's quantity at that godown as at D−1 |
| A Tally entry dated D or later (a sale, purchase, note or stock journal made in Tally) | Applied as a move: BizOS stock changes by that quantity. An edit in Tally applies the difference; a cancellation reverses it |
Some Tally entries need a person, and go to Stock lines from Tally to check on Accounting → Tally sync instead of moving stock by themselves:
- a Physical Stock entry (a stock count). Apply sets the shelf to the count as at its date; it waits until that item's opening at the godown is settled;
- an entry re-dated to before D after it was applied. Keep is the normal answer, because the opening was read before the re-date;
- an entry no longer in Tally's data. Apply reverses it; do that only when it was deleted in Tally;
- an entry dated the very day BizOS was set to Tally's quantity. Tally keeps no time on a voucher, so BizOS asks whether it is already in that quantity.
Apply moves stock, so it is for the Owner or an Admin. Keep is for the Owner, an Admin or the Accountant.
Where do items and purchases come from?
- Items open at zero in a company that goes live godown by godown. Each godown's stock arrives when that godown goes live, so nothing is counted before you decide.
- Purchases come in through the godown. A purchase entered in Tally at a live godown arrives as a move, like any other entry. The separate purchases pull is switched off for such a company, and purchases it had parked for review leave the queue. BizOS records the stock that came in; the purchase bill itself stays in Tally.
How do bills reach the right godown?
From BizOS to Tally. Every sales, credit-note and purchase stock line names the Tally godown matched to the document's shelf. A shelf that sells but has no godown matched is flagged on the Godowns card, "Shelves billing with no Tally godown": its bills go to Tally under the company's default godown until you match it.
From Tally to BizOS. A bill, order or receipt made in Tally lands at the branch its Tally voucher type is routed to (the Voucher types card; see Tally companies, ledgers & vouchers). A Sales or Sales Order type that every branch shares can be routed By godown:
- its stock lines all at live godowns of one branch: the bill lands there;
- all at godowns that are not live: the bill stays in Tally for now and comes in when they go live;
- spread over live and not-live godowns, or two branches: it is parked for a person;
- no godown lines at all (a service bill): it lands at the type's own branch.
How are transfers between branches sent to Tally?
| Transfer | What Tally gets |
|---|---|
| Between two branches on the same GSTIN | A Stock Journal for each leg: dispatch moves the stock from the source godown to Goods in Transit, receiving moves it on to the destination godown. Closing a transfer short sends the rest back or writes it off |
| To a branch on another GSTIN of your business | A Sales voucher in the sender's Tally company and a Purchase voucher into transit in the receiver's company, then a receive leg there |
A leg whose shelf has no Tally godown yet shows "Waiting for a godown" on Accounting → Tally sync. It goes by itself, with its original date, once the shelf is matched. See Branches for how transfers work in BizOS.
What if my company is not godown-aware?
A company goes live godown by godown only when all of these hold: the agent is 3.7.0 or later, Godowns is set to pull, and at least one godown has arrived. Any other company keeps the older rule:
- an item opens once with Tally's quantity, per matched godown, when it is first created from Tally or matched with no BizOS stock history. A negative Tally quantity opens at zero;
- with an agent older than 3.1.0, the opening goes to the head office and stock is compared on the company total;
- Tally purchases come in through the purchases pull.
Stock differences
BizOS compares its stock with what Tally reports.
- In a godown-aware company the check is per live godown, and only for items whose opening is settled. An item still waiting shows "opening missing".
- In other companies the check is on the company total: the shelves at that GSTIN's branches plus goods in transit.
Differences appear under Stock differences on Accounting → Tally sync, with Adjust (writes a stock adjustment in BizOS; Owner, Admin or Manager) or Ignore. BizOS never corrects stock silently. In a godown-aware company, adjusting on a company-total difference is refused; check per godown instead.
Planning your move
- One godown at a time. Tally stays the books for every godown that is not live, so there is no big-bang cut-over weekend.
- Start with a godown your staff already bill from in BizOS, or one you can count easily. If you plan to count it yourself, use Start at zero and enter the count.
- Take a whole branch live before you rely on its numbers. The go-live dialog brings the branch's Tally voucher types in with its godown, so its bills, orders and receipts arrive with its stock.
- Plan GSTR-1 per GSTIN. BizOS's GSTR-1 for a GSTIN is complete only once every branch on it is live. Until then, keep filing that GSTIN from Tally.
- Decide when BizOS owns your item list. On the Who owns your item list card, Make BizOS the owner sends every item change you make in BizOS to Tally, and a change made in Tally waits for you to approve it. It is one way: you cannot switch it back.
Who can do what
| Role | Godowns |
|---|---|
| Owner, Admin | Match godowns, go live, pause and resume, settle openings, Create in Tally, make BizOS the owner of the item list |
| Manager | Sees godowns and their state; adjusts stock differences |
| Accountant | Sees godowns; Keep on a Tally stock line; the review queue |
| Office staff, Field technician | No access |
See Roles & permissions.
Common questions
- Does BizOS or Tally decide my stock quantity?
- BizOS does, once a godown is live. BizOS owns the quantity and keeps Tally in step: bills, credit notes and transfers made in BizOS reach Tally naming the right godown, and entries made in Tally at a live godown move BizOS stock by themselves. Godowns that are not live yet stay in Tally.
- Can I move my Tally godowns into BizOS one at a time?
- Yes. In BizOS each Tally godown goes live on its own, from the day you confirm it. A godown that is not live yet stays in Tally and blocks nothing, so you can take one godown live this week and the next one later.
- What opening stock does BizOS take when a godown goes live?
- BizOS takes Tally’s quantity at that godown as at the end of the day before go-live, minus anything BizOS itself sent there. You can choose Start at zero instead if you will count the godown yourself. A godown BizOS created in Tally always starts at zero.
- Can I backdate a godown go-live in BizOS?
- No. In BizOS a godown goes live from today in Indian time, and its opening is Tally’s quantity as at yesterday. Entries dated before that day are inside the opening; entries from that day are applied as moves.
- Will a sale be counted twice if it is in both BizOS and Tally?
- No. BizOS recognises the vouchers it sent to Tally and counts them only by its own stock movement. Entries made in Tally are counted once, either in the opening or as a move, decided only by their date against the go-live day. This needs BizOS Agent 3.7.0 or later.
- How does BizOS send a branch transfer to Tally?
- Between two branches on the same GSTIN, BizOS sends a Stock Journal for each leg through Goods in Transit. To a branch on another GSTIN of the business, BizOS sends a Sales voucher in the sender’s Tally company and a Purchase voucher in the receiver’s.
- Can I file GSTR-1 from BizOS while some godowns are still in Tally?
- Not for that GSTIN. BizOS’s GSTR-1 for a GSTIN is complete only once every branch on that GSTIN is live. Until then, file that GSTIN from Tally.
- Does BizOS keep purchase bills from Tally?
- No. BizOS brings in the stock a Tally purchase adds at a live godown, so quantities stay right, but the purchase bill and its ledger entries stay in Tally.