LEARN TALLY

LEARN TALLY 9
Creating a Company
Creating a Company involves providing basic information about the company whose
books of accounts are to be maintained in Tally.

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:

Directory
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.ERP\DATA.

You may now wish to create a new company on C:\TALLY.ERP\PERSONAL, and some
other companies on C:\TALLY.ERP\BRANCHES. The next time, the default directory
displays C:\TALLY.ERP\DATA, and if you wish to work on the data of your branches,
press Backspace and enter C:\TALLY.ERP\BRANCHES 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.

Name
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's reports print the mailing name and address as given:

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.

State
You can select the appropriate state from the predefined list.

PIN Code
Specify the PIN Code (Postal Index Number) of the specified address.

Telephone
Enter the Telephone number.

Mobile No
Enter the mobile number of the company.

E-mail Address
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
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.

Click here to read about Indian Rupee Symbol Conversion.

Maintain
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.

Tally Vault Password

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 Tally Audit 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:
Then Tally.ERP 9 prompts you to enter the Name of User and Password (if any).

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.

Click here to read about Indian Rupee Symbol Conversion.

Formal Name

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.
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
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

1. Company Name (All the companies created are displayed in an alphabetical

order)
2. System-generated code for each company displayed

3. 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.
 Indian Rupee Symbol Conversion

Tally.ERP 9 now allows you to use the new Indian Rupee Symbol introduced by the
Government of India. You may use the new rupee symbol as base currency symbol or as
foreign currency symbol (under multi currency scenario), for your existing as well as for
new companies.

We thank M/s Foradian Technologies for having developed and provided the New Indian
Rupee Symbol which is used in Tally.ERP 9.

Conversion of Rupee Symbol for an Existing Company

In case Rupee Symbol (Rs.) is used as Base Currency Symbol

When you load your existing company in Tally.ERP 9 Series A Release 3 for the first
time, the select company screen after loading will prompt you with a message to convert
the Base Currency Symbol (E.g. Rs.) to the New Currency Symbol ( ), as shown:

Note: The font used for Rupee Symbol ( ) in Tally.ERP 9 Reference Manual is Rupee he
used in Tally.ERP 9 Reference Manual
  Click Yes or press Y to convert.

 The currency conversion successful message appears as shown:

 Press Enter to continue.

The Company Alteration screen is updated with the new Base Currency Symbol as
shown:

Note: Tally.ERP 9 checks for the country selected in the Statutory compliance for field
under Mailing & Contact Details in the Company Creation/Alteration screen. In case
India is selected, Tally.ERP 9 prompts you to convert base currency symbol to new
currency symbol ( ), irrespective of any currency symbol being used in base currency
and name in the formal name of currency.

In case you do not want to convert your Base Currency to New Currency symbol while
loading the existing company in Tally.ERP 9 Release 3.0 for the first time, click No or
press N to the conversion prompt message.

 The currency conversion decline message will appear as shown:

  Press Enter to continue.

Note: To convert to New Indian Currency symbol later, go to Company Alteration or

Currency Alteration screen (Gateway of Tally > Accounts Info > Currencies > Alter)
and press Ctrl + 4 to type the new currency symbol at the Base Currency Symbol field
and save the settings.

In case Rupee Symbol (Rs.) is used as Foreign Currency (under Multi Currency)

When you load your existing company using Tally.ERP 9 Series A Release 3.0 for the
first time, having one of the foreign currency symbols as Rs., or/and formal name
containing Indian Rupees/INR/IND Rupees, etc., the select company screen while
loading will prompt you with a message to convert the Foreign Currency (E.g. Rs.) to
the New currency ( )symbol, as shown:

 Click Yes or press Y to convert.

 The currency conversion successful message appears as shown:

In case you do not want to convert your Foreign Currency (created for India) to New
Currency Symbol ( ) while loading the existing company in Tally.ERP 9 Release 3.0
for the first time, click No or press N to the conversion prompt message.

 The currency conversion decline message appears as shown:

Note: To convert to New Indian Currency symbol later, go to Currency Alteration

(Gateway of Tally > Accounts Info > Currencies > Alter) screen and press Ctrl + 4 to
type the new currency symbol at the Symbol field and save the settings.

New Rupee Symbol for Newly Created Companies

When a new company is created in Tally.ERP 9 Release 3.0, the Base Currency Symbol
will automatically display the New Indian Currency Symbol ( ), as India is by default
set in Statutory compliance for field under Mailing & Contact Details in the
Company Creation screen.

Note: In case you do not want to use the New Indian Currency Symbol while creating
the company, you may type the required symbol under Base Currency Symbol field.

To convert to New Indian Currency symbol later, go to Company Alteration or

Currency Alteration screen (Gateway of Tally > Accounts Info > Currencies > Alter)
and press Ctrl+4 to type the new currency symbol at the Base Currency Symbol field
and save the settings.

What do I do if New Rupee Symbol ( ) does not appear in Tally.ERP 9?

Tally.ERP 9 Release 3.0 in 98/ME Operating Systems: Tally.ERP 9 Release 3.0 will
display a box symbol (□) if your computer has Windows 98 or ME Edition as operating
system. You will not be able to use the New Indian Rupee symbol as the above mentioned
operating systems do not support UNICODE.
Gateway of Tally (Accounts-Only)
s

The Gateway of Tally menu of an Accounts Only company appears as shown below:

The Gateway of Tally screen is separated into 2 sections � Main Area (Ctrl+M) and the
Button Bar.

Main Area

The left side of the Main Area gives information on:

1. Current Period � which is the currently loaded company's accounting

period.
 2. Current Date � This is the date of the last Voucher Entry for the selected
company.

3. List of Selected Companies � This displays the name of the loaded company.

The Main Area gives information on:

1. Creation of Accounting Masters and Importing Master information

2. Creation of Accounting Vouchers and Importing transaction information

3. Viewing and printing financial reports using the information given in Masters and
Transactions.

Button Bar

The Button Bar Contains two sections:

1. Top Button Bar

2. Right Side Button Bar

Top Button Bar Contains:

Buttons Shortcut Key Usability

Print Alt + P Navigate to Print Menu

Export Alt + E
As it is not used from Main Screen, these
E-Mail Alt + M
buttons are disabled
Upload Alt + O

Language Alt + G To change the Language

Keyboard Excise To change the Keyboard Language

Control Centre Excise Login to Control Centre

Support Centre Excise To post the queries of the product.

Right Side Button Bar Contains:

Buttons Shortcut Key Usability

Select Cmp F1 To select a company

Shut Cmp Alt + F1 To shut or close the company

Date F2 To change the current date

Period Alt + F2 To change the period

Company F3 To select a different company which is

already loaded. (If one company is Loaded in
Gateway of Tally, this button is disabled)

Company Info Alt + F3 To access the Company Info. Menu

Connect F4 To connect companies on Tally.NET

Disconnect Alt + F4 To disconnect companies from Tally.NET

Features F11 To access the Company features for a

company

Configure F12 To access the configuration settings

Note: You cannot load companies with the same name at the same time. The loaded or
selected company will have to be shut first in order to load the other company.

Gateway of Tally (Accts with Inventory)

The Gateway of Tally menu of an Accounts-with-Inventory company appears as shown

below:
In Accounts-with-Inventory Company, additional inventory related menus will be
enabled,

1. In Master Level � Inventory Info.

2. In Transaction Level � Inventory Vouchers

3. In Report Level - Stock summary

F12: Configuration in Tally.ERP 9

Configuration can be selected or modified by using F12: Configure button. This button
is available in almost all the screens of Tally.ERP 9 enabling the user to modify it as and
when your requirements change.

F12: Configure is application Level configuration and saved in a file known as

tallycfg.tsf.

Note: As configuration is application level, it is not possible to set the company level
configuration as F11: Features.

Go to Gateway of Tally > F12: Configure

The F12: Configure menu is displayed as shown.