Tally to SAP Export
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Version: RJ Info Matrix/SAP Export Templates/1.0/April 2012
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Tally to SAP Export
Introduction
Tally allows export of data in various formats which will need a programmer to transform
the data into the required SAP AR/AP and GL templates for import into SAP financials.
This add-on provides the Tally data in the required AR/AP and GL templates for ready
import into SAP.
AR & AP export provides all Tally pending bills consisting of both receivables and
payables which SAP considers as open-items.
GL export provides all Tally ledgers which have the option “Maintain balances bill-by-bill”
set as “No”.
Important! As a best practice it is advisable to back up your company data.
Activation
For Tally.ERP9 Series A version lower than Release 3.2
Gateway of Tally->F11:Features->Accounting Features->Enable Tally to SAP Export->Yes
For Tally.ERP9 Series A Release 3.2 and above
Gateway of Tally->F11:Features->Add-On Features->Enable Tally to SAP Export->Yes
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Tally AR/AP Export to SAP
Setup for export of AR/AP Open Items
The following mappings files need to be setup which maps the Tally masters to the SAP financials
Voucher Types (with 2 rows for headers)
Cost & Profit Centres (with 1 row for header)
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Debtors (with 2 rows for header)
Creditors (with 2 rows for header)
6
Additional mappings (UDFs used for Bills or Invoices such as the salesman name with 1 row for
header)
7
Display & Export of AR/AP Open Items
The AR & AP open items can be displayed or exported to MS Excel.
Gateway of Tally->SAP EXport->AR/AP Export
Enter the location and filename of the mapping MS Excel file and Tally will automatically list the
sheet names in the required order for Voucher Types, Cost & Profit centres, Debtors, Creditors and
Traders. Enter the date until which the AR/AP open-item balances are required and select the
option “All Items” or a particular group to filter the report. If you need the AR/AP open items for
particular group then you may select a group to export the GL accounts.
8
Enter the date up to which the export is required and Tally will display the mapping information
for verification
Please note that the display and export options are provided separately to avoid Tally exiting with
an “Out of Memory” message when large volume of data is involved. Click the button “Display” or
Alt+D to display the AR/AP open items report. Hover the mouse pointer over the columns to
display details.
Shows name of Tally’s Voucher type, type of Account
(Creditor or Debtor) and type of Amount type (Credit or Debit)
Displays Tally Account Name, and its group [Debtor/Creditor]
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Shows nature of amount (Debit or
Credit)
Displays the Exchange Rate of Group Currency
(USD) as of Doc Date
Displays name of Tally’s Cost
Centre
10
To export the AR/AP open items use the button “Export” or Alt+E and set the following options,
If the option “with Colour” is set to Yes then the exported MS Excel file will have the those cells
with errors shaded red.
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For each AR/AP open item a set of two lines are displayed. The first line provides the details of the
AR/AP open item and the second line provides the details of the conversion account as shown
below,
Line1: Details of the AR/AP open item
Line2: Details of the conversion account
The table below describes each column and the business rules used to derive the values.
Column Description Error (shaded red)
Co Code Preset Company Code (ex: “5100”)
Posting Date Preset to end of the transition period in
“DD.MM.YYYY” format
Doc Date Document date. Tally’s Bill date in “DD.MM.YYYY”
format.
Doc Type If bill is from opening balance then “OpBal” otherwise
the mapping sheet “VoucherTypes” is used to arrive at
the SAP Code based on the Debtor/Creditor and the
nature of the closing balance (Dr or Cr).
Possible scenario is
when the credit and
debit has been
interchanged.
Ref Key1 The voucher number that creates the bill reference or
the first voucher which has the “Type of Ref” as “New
Ref”.
Currency Currency Symbol of the document amount
Reference Tally’s bill reference
Dc Header Text Value of a UDF (Contract No.)
PK Posting Key which is derived from the mapping sheet
“Debtors” and “Creditors” depending upon the nature
of the closing balance (Dr or Cr). The second line is
preset to “50” if the Debtor or Creditor is debited and
preset to “40” if the Debtor or Creditor is credited
If Debtor or Creditor is
not found in the
mapping sheet
Debtors/Creditors
SGL If the reference is an “Advance” or a “Deposit” then “A”
otherwise blank.
Account Account code of the Debtor or Creditor from the
mapping sheet Debtors or Creditors. The second line is
preset to “999999”
If Debtor or Creditor is
not found in the
mapping sheet
Debtors/Creditors
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Column Description Error (shaded red)
Amount in
Document Curr.
The amount of the bill in the transaction currency.
Amount in LC Amount in local or base currency
Group Curr.
Amnt.
If currency is other than the group currency (USD)
then displays the equivalent amount in the Group
Currency (USD) based on the master exchange rates
table as on the Doc Date.
Payt Terms Preset to “0001”
Bline Date Due date from Doc Date in “DD.MM.YYYY” format
Due On Date Blank
Cost Centre Blank
Profit Centre Only on the second line. If not available then set to
“Finance”
Internal Order
Functional Area
Asgn. No Displays the UDF “Responsibility” entered in the
invoice and maps it to Traders sheet to get the code.
Line Item Text First 50 characters of the narration of the first voucher
which created the reference or the first voucher which
has the “Type of Ref” as “New Ref”.
Note (0001) 51st to 180th character of the narration of the first
voucher which created the reference or the first
voucher which has the “Type of Ref” as “New Ref”.
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Tally GL Export to SAP
Setup for export of GL Accounts
The following mappings files need to be setup which maps the Tally masters to the SAP financials
Cost & Profit Centres (with 1 row for header)
GL Accounts (with 1 row for header)
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Display & Export of GL Accounts
The GL accounts can be displayed or exported to MS Excel.
Gateway of Tally->SAP EXport->GL Export
Enter the location and filename of the mapping MS Excel file and Tally will automatically list the
sheet names in the required order for Cost & Profit centres, and GL Accounts. Enter the date until
which the GL export balances are required and select the option “All Items” or a particular group to
filter the report.
15
Tally will display the mapping information of the Cost Centres and GL Accounts for verification.
Please note that the display and export options are provided separately to avoid Tally exiting with
an “Out of Memory” message when large volumes of data are involved. Click the button “Display”
or Alt+D to display the GL accounts report. Hover the mouse pointer over the columns to display
details which provide information on how Tally has derived the values.
Displays Tally
Account Name
16
Shows nature of amount (Debit or
Credit)
Displays the Exchange Rate of Group Currency
(USD) as of Doc Date
Displays name of Tally’s Cost
Centre
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Exception Report for GL Accounts
If any account has been transacted in base currency (RM) and foreign currency (say EURO) then
Tally provides the closing balances of the accounts both in base currency and the foreign currency.
However if more than one foreign currency is used then Tally provides closing balance of the
account in the base currency only. In order to get a list of all such accounts use the button Alt+E:
Exceptions to display the list
To export the AR/AP open items use the button “Export” or Alt+E and set the following options,
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If the option “with Colour” is set to Yes then the exported MS Excel file will have the those cells
with errors shaded red.
19
For each account a set of two lines are displayed. The first line provides the details of the account
and the second line provides the details of the conversion account as shown below,
Line1: Details of the GL account
Line2: Details of the conversion account
For all Balance sheet accounts the first set of two lines will be displayed in the closing balance
currency of the ledger and second set of two lines in displayed for the base currency.
Set1: Details of the closing balance currency of the account (say EURO)
Line1: Details of the GL account
Line2: Details of the conversion account
Set2: Details of the account for base currency (RM)
Line1: Details of the GL account
Line2: Details of the conversion account
For all Profit & Loss accounts, the set of two lines are repeated for each cost centre.
Set1: Details of the account for Cost Centre1
Line1: Details of the GL account
Line2: Details of the conversion account
Set2: Details of the account for Cost Centre2 and so on
Line1: Details of the GL account
Line2: Details of the conversion account
The table below describes each column and the business rules used to derive the values.
Column Description Error (shaded red)
Co Code Preset Company Code (ex: “5100”)
Posting Date Preset to end of the transition period in
“DD.MM.YYYY” format
Doc Date Document date. Tally’s Bill date in “DD.MM.YYYY”
format.
Doc Type Preset to “ZZ”
Ref Key1 Blank
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Column Description Error (shaded red)
Ref Key2 Blank
RevrslReason Blank
RevrslDate Blank
Currency Currency Symbol of the document amount
Exchange Rate Blank
Reference Blank
Dc Header Text Preset to “CONVERSION”
PK Posting Key which is derived from the mapping sheet
“GL Accounts” depending upon the nature of the
closing balance (Dr or Cr).
If Account is not found
in the mapping sheet
“GL Accounts”
SGL Blank
Account Account code of the GL Account from the mapping
sheet “GL Accounts”. The second line shows the
“Conversion Account” from the mapping sheet “GL
Accounts”
If Account is not found
in the mapping sheet
“GL Accounts”
Amount in
Document Curr.
The closing balance of the account in terms of
currency shown in the column “Currency”.
Amount in LC Closing balance in local or base currency
Group Curr.
Amnt.
If currency is other than the group currency (USD) and
base currency (RM) then displays the equivalent
amount in the Group Currency (USD) based on the
master exchange rates table as on the Doc Date.
Payt Terms Blank
Bline Date Blank
Due On Date Blank
Cost Centre Only for Profit & Loss accounts in the first line and not
in the conversion line. If not available then set to
“Finance”
Profit Centre Only Balance sheet accounts. If not available then set
to “Finance”
Internal Order Blank
Functional Area If the name of the Cost centre has “OHQ” then “1000”
otherwise blank
Asgn. No Blank
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Column Description Error (shaded red)
Line Item Text “Text” of the GL Account from the mapping sheet “GL
Accounts”
Note (0001) Blank
Apartment
Owner (1001)
Blank
Occupied By
(1002)
Blank
Apartment
Address (1003)
Blank
City and
Country (1004)
Blank
Reference Key 1 Blank
Reference Key 2 Blank
Reference Key 3 Blank
Sales Doc. Blank
Sales Item. Blank
Purch.Doc. Blank
Purch. Item Blank
Payment cur. Blank
Pmnt/c amnt Blank
Payment Ref Blank
Invoice
Reference
Blank
House Bank Blank
Sp.G/L Assgt Blank
Value Date Blank
Vessel Blank
Voyage Blank
Port Ld/Dg Blank
Reference Date Blank
Material Blank
Quantity Blank
UOM Blank
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Frequently Asked Questions
Which version/releases of Tally.ERP 9 does the add-on support?
This add-on will work only with Tally.ERP 9 Series A, release 2.1 onwards.
How will I get support for this add-on?
For any functional support requirements please do write to us on [email protected].
If I need some enhancement / changes to be incorporated for the add-on, whom
should I contact?
Please to write to us on [email protected] with your additional requirements and we
will revert to you in 48 hours.
Will new features added be available to us?
We offer one year availability of all support and new features free of cost. After one year,
nominal subscription cost will be applicable to you to continue to get free support and
updates.
What will happen after one year?
20% of the then MRP will be charged for one year of email support and versions (minor &
major).
How do we handle large volumes of data and “Out of memory” messages?
As the process uses high memory, the export is recommended to be run on standalone or
servers where the physical memory is higher (16GB or above).
Select the export by filtering for particular groups instead of “All items”
If the reports have been displayed then quit Tally to free up memory and restart it before
executing an export of the report.
