If your accountant keeps the books in TallyPrime, SunRuby makes a file of your fee receipts (and the salary journal) that Tally can import. SunRuby does not connect to Tally. You download a file and import it in Tally yourself. If you keep your books in SunRuby instead, see Switch the books on.
The menu is Send to Tally: Files for Tally, Accounting set-up, Reconciliation. It shows only where the export is switched on for the institution.
1. Set up (once)
Open Send to Tally > Accounting set-up.
- Company and settings. Check the Tally company name and the date your books start. Choose whether entries follow money received (cash basis). The setting that puts a student's name in the narration is off. Leave it off, because the names would sit in Tally. Narration fields are limited to the allowed fields.
- Ledger map. Tables list fees, payment modes, salary earnings and deductions, employer contributions and salary payable. For each row set the Tally ledger and group. Status words: No ledger, Set, Found in Tally, Not in Tally yet. Edit a row, give the ledger name and a reason. With the strict rule another person approves.
- Paste the ledger names from Tally to mark rows Found in Tally. Download the masters file to create only the missing ledgers in Tally.
- Mark which fee heads carry GST. GST is not supported in this release. Receipts for such a head are blocked, and you enter them in Tally by hand.
2. Make a file
Open Send to Tally > Files for Tally.
- A line tells how many fee receipts are waiting, and the oldest date. Choose the dates and press Preview.
- The preview groups entries by kind with counts and totals, receipts by payment mode, and any blockers in a red box with a Fix it link.
- Press Make the file. A file such as INST/BX/26-27/00001 is made. Making it again for the same dates says "Nothing is waiting".
- Download XML (for Tally) and Excel (to read). The file never changes. Downloading again gives the same bytes. Every voucher balances. No student name appears.
- Open Entries to see each voucher with its ledger lines.
3. Import and mark
Import the XML in TallyPrime. Then press Mark imported. If you must undo, Void it with a reason after deleting the vouchers in Tally. A voided file can be made again and its vouchers get new ids. With the strict rule another person approves the void.
4. Reconciliation
Open Send to Tally > Reconciliation for the month. It says whether the exported figures match SunRuby: receipts by mode, reversals, refunds, receipts by fee head, advance held. It lists blocked entries, files not marked imported for over 7 days, and changes after sending.
Salaries
At the Advanced payroll level Files for Tally also offers Salaries: the salary journal (earnings, PF, ESI, PT, TDS, loans, salary payable) once a pay run is locked, and a salary payment voucher when the run is marked paid. Unlocking a run that was already exported sends a reversal and a new journal next time.
Common questions
The menu is missing.
The export is not switched on for the institution, or you lack the permission.
Tally says a ledger does not exist.
Download the masters file and import it first, or fix the name in the ledger map.