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Getting Started with Data
Synchronisation in Tally.ERP 9
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Version: Getting Started with Data Synchronisation in Tally.ERP 9/Release 3.0/February 2011
Contents
Introduction
          Data Synchronisation               ...........................................................................................................................................1
          Data Synchronisation in Tally.ERP 9                           ................................................................................................................1
          Advantages of Synchronisation                       ..........................................................................................................................1
          Do’s and Don’ts           .....................................................................................................................................................2


Lesson 1: Data Synchronisation
          1.1 Steps for Data Synchronisation using Tally.NET                   ...................................................................................4
               1.1.1 Configure Server for Synchronisation ....................................................................................................4
               1.1.2 Enabling Tally.NET Feature ..................................................................................................................7
               1.1.3 Connect the Server Company to Tally.NET ............................................................................................8

Lesson 2: Synchronisation Reports
          2.1 Pending Vouchers                  ......................................................................................................................................30
          2.2 Sent Vouchers              .............................................................................................................................................32
          2.3 Received Vouchers                   ....................................................................................................................................33


Lesson 3: Migrating Rules in Synchronisation
          3.1 Migrating Server Rule                    ...............................................................................................................................34
               3.1.1 Migrating Client Rule                 ...........................................................................................................................37


Lesson 4: Security Controls for Synchronisation
          4.1 New Security Levels                   ..................................................................................................................................39




                                                                                                                                                                                             i
Introduction




Data Synchronisation

Data Synchronisation refers to a process wherein data is replicated between two or more loca-
tions. It enables the branch offices to send data to the head office and vice versa over the Internet
or a private network. Data Synchronisation is a two-way process; i.e., all the data pertaining to
masters and transactions from the Client company (Branch) is transferred to the Server (Head
Office) and similarly data from the Server can be transferred to the Client.
The system which initiates Synchronisation is termed as the Client and the system with which the
synchronisation is performed is the termed as Server.

Both Tally.ERP 9 Silver (Single User) and Gold (Multi User) can be configured either as Client or
as Server for the purpose of synchronisation


Data Synchronisation in Tally.ERP 9
Data Synchronisation can be done using either one of the following available features:
     Tally.NET: A trusted framework developed by Tally, used for transferring Data over the
      Internet. To use this service, you require a valid Tally.NET subscription at the client and
      server. It is essential that the Tally.ERP 9 Server Company needs to be connected to
      Tally.NET server at the time of Synchronisation.
     Direct Synchronisation: Synchronise data among various branch offices using your own
      private network over Internet or Virtual Private Network (VPN.To use this feature you do not
      have to pay any additional charges. This feature is also referred as IP Synchronisation


Advantages of Synchronisation
      Easy to configure and implement
      Synchronise data with a Single-Click
      Simultaneous updation / replication of data at Server and Client
      Does not require dedicated high end infrastructure or trained personnel
      Adaptable to an occasionally connected environment
      Available with choice of connectivity


                                                                                                        1
Introduction



      Real time data updation across geographies using Tally.NET – A trusted framework


Do’s and Don’ts
1. Ensure that same set of F11: Features are activated on the Client and Server Company.
If the features enabled on the client and server company are not same, then during data synchro-
nisation some information may not get synchronised.
Example:
       Tracking numbers enabled at one end and disabled at other end will not show the pur-
        chase/sales bills pending reports properly.
       Zero valued entries enabled at one end and disabled at other end will not allow synchro-
        nise data.

2. Restoration/ Copy of data to implement Data Synchronisation for Multiple locations.
Data will not Synchronise between two companies having the same GUID.
While implementing Data Synchronisation for multiple locations it is easier to copy paste the data
from one location to multiple locations. By doing this, Data will not synchronise as GUID will be
same at all locations.

3. Alteration of Accounting or Inventory masters.
When the accounting or inventory masters are altered, a new master gets created at the other
end on synchronizing data.
Example: The accounting master Conveyance having a transaction for Rs. 3600/- is altered in
the Client to Local Conveyance. A new entry is recorded for Rs. 2700/-. In Client, Local Convey-
ance ledger has a current balance of Rs. 6300/-. On synchronising data from the Client, a new
ledger Local Conveyance gets created on Server. In Server, Conveyance ledger balance is Rs.
3600/- and Local Conveyance Rs. 2700/-.
Thus, when masters are altered, manual correction is needed on the Server and Client systems.
In case, the customer requires the alterations to be affected at other end, he can do an exchange
snapshot or import the masters manually from the altered location.

4. Alteration of default Voucher Type names available in Tally.ERP 9.
If default voucher types are altered, during data synchronisation the same will be altered at other
location based on the voucher type configuration made in server/client rules to Ignore modified
voucher type masters.
If the option Ignore modified voucher type masters is enabled in rules it will not allow to syn-
chronise the data.
Hence, you need to create new voucher types under the default voucher types and if needed you
can create location-wise voucher types and as per the requirement specify the method of voucher
numbering with prefix or suffix so that Data Synchronisation will happen smoothly.
Use of automatic voucher numbering makes it difficult to trace vouchers after synchronisation, as
each voucher is allotted a new incremental voucher number when it is synchronised with other
location.
Hence, it is suggested to create required voucher types at client and server as explained.



                                                                                                      2
Introduction



5. Delete vouchers using ALT+D and Cancel vouchers using ALT+X.
Cancellation ensures that vouchers remain intact on the system and if you want to delete a
voucher, identify and delete specific voucher from both Server and Client systems.
On deleting a voucher in server or client, the Remote ID of a voucher gets deleted, there by the
identity of the voucher is removed from the system.
Where vouchers are already synchronised from Client to Server and later a voucher is deleted by
mistake from Client. Then to get the voucher again to Client system, re-accept the voucher (which
is deleted on client) but available in server using Ctrl+A keys and synchronise the data.

6. Master Balances
Before implementing Data Synchronisation, the requirements pertaining to master level informa-
tion like Name of the Masters and Opening Balances needs to be understood properly.
In case of Data Synchronisation for Consolidation of Data, the masters created at multiple
locations may be different but it would be serving the same purpose.
Example: Conveyance, Conveyance Expenses.
So, you can maintain one group for conveyance and create different ledgers at different locations
to account conveyance expenses by grouping under conveyance group.



                      Understanding the requirements before setting up Data Synchronisation and
                        knowing the Do’s & Don’ts/Precautions would make implementation easier.
                      To know more about Precautions/Do’s & Don’ts of Data Synchronisation you
                        can search the title Precautions - Data synchronization using Online Help from
                        Tally.ERP 9 or in Knowledge Base.




                                                                                                         3
Lesson 1: Data Synchronisation




Businesses operate from multiple locations in a city or across geographies. To have updated
business information is the need of the hour for any business in order to take important decisions.
The Synchronisation feature available in Tally.ERP 9 enables you to collect and consolidate infor-
mation from multiple branch offices located in the same city or across geographies and make it
available as per your requirement.

While creating the client rule for synchronisation using Tally.NET it is essential to enable the use
of Tally.NET Server, provide the Account ID and provide the Company’s Connect Name on the
server. In case of Direct IP Sync it is essential to provide the static IP Address of the server and
the company’s name. The entire synchronisation process works based on the respective client
rule created by the user.
In this book we will be widely discussing synchronisation using Tally.NET and providing you the
required indicators on Direct IP Sync where ever required.


1.1 Steps for Data Synchronisation using Tally.NET
You can synchronise data between the client and the server or vice-versa using the Tally.NET
Servers following the steps shown below:
     Configure Server for Synchronisation
     Configure Tally.NET on Server
     Connect Server Company to Tally.NET
     Configure Client for Synchronisation
     Create Client Rule for Synchronisation
     Activate Rule from Client
     Activate/Enable Sync Rule on Server


1.1.1 Configure Server for Synchronisation
To configure the Server Company for Synchronisation, follow the steps given below:
Go to Gateway of Tally > F12: Configure > Advanced Configuration
The Advanced Configuration screen appears
In the Client/Server Configuration section,
      Set the option Tally is acting as to Server


                                                                                                       4
Data Synchronisation



       Specify the required port number (e.g. 9009) in the Port field as shown:




                                    Figure 1.1 Configuring Tally.ERP 9 as Server



                     By default port 9000 for Synchronisation and ODBC. On providing a different
                       port Tally.ERP 9 will use the specified port for Synchronising.
                    Set   Tally is acting as Both to run as Client/Server.



In the Connection Configuration section
      In Connection Timeout field set the duration in seconds. The client disconnects from the
       server when it does not receive any response within the specified duration.
      Set Yes to Connect to Tally.NET Servers running on Non-HTTP Port to avoid frequent
       disconnection from Tally.NET while the company is connected or on receiving 16004 Error
       Code frequently.
      To enable the proxy server communicate the complete URL set Use absolute URL for
       HTTP Actions to Yes.

                                                                                                      5
Data Synchronisation



In the Log Configuration section:
      Set Yes to Enable Sync Logging in order to generate a log file containing information
       about the synchronised vouchers. By default this file resides in C:Tally.ERP9 or in a folder
       of your choice. Information available in the log file helps in troubleshooting synchronisation.
      To overwrite the contents of previously generated log file set Truncate previous log
       before Syncing to Yes.
      Set the option Enable HTTP Log (tallyhttp.log) to Yes to login all SOAP and HTTP Post
       request/response in the log file residing in the default Tally.ERP9 folder.
      Set the option Enable Detailed Log (tally.imp) to Yes to generate Tally.imp log file con-
       taining details of the operation.
In the Proxy Configuration section (using a proxy server to connect to Internet)
      Set Yes to Use HTTP Proxy Server when connected to Internet through proxy server
      Enter the IP Address or the URL and Port in URL field
      Set Yes to Authentication Required to authenticate before connecting
      Select the required authentication scheme from the list of Proxy Auth Schemes displayed.
      Enter the username and password in User Name and Password fields respectively.




                           Figure 1.2 Synchronisation Configuration for Tally.ERP 9 Server


                                                                                                                6
Data Synchronisation



      Press Y or click Yes to save the configuration settings.
In order to effect the above changes, Tally.ERP 9 prompts to restart the application




                                         Figure 1.3 Restart Tally.ERP 9


      Press Y or click Yes to restart Tally.ERP 9 on the server computer.

Tally.ERP 9 is configured as a Server for synchronisation as shown in the Configuration block of
the Information panel.




                                Figure 1.4 Tally.ERP 9 configured as Sync Server



1.1.2 Enabling Tally.NET Feature
On Server Computer,
Go to Gateway of Tally > F11: Company Features > F4: Tally.NET Features
In the Tally.NET Features screen
      Specify the company’s connect name or retain the existing company name mentioned in
       the Company Master. The company will recognised with the specified name on Tally.NET.
      Provide the name of the contact person in Contact Person Name field.
      Provide the phone/mobile number of the contact person in Contact Number field. The con-
       tact persons name and number are displayed in the List of Remote Companies
      Set Yes to Allow to Connect Company to connect the company to Tally.NET for remote
       access.
      Set Yes to Connect on Load to connect the company to Tally.NET on loading the data for
       remote access




                                                                                                      7
Data Synchronisation



The Tally.NET Features screen for ABC Company - HO appears as shown




                                Figure 1.5 Tally.NET Features – Server Company


        Click   Yes or press Y to save the settings



              For Tally.NET features to be available, it is mandatory to enable Security Controls
              in Company Creation. In case the Security Controls are not enabled, go to
              Company Alteration (Alt+F3) screen and enable them before proceeding further.




1.1.3 Connect the Server Company to Tally.NET

Go to Gateway of Tally
     Click F4: Connect or press F4
     On successfully connecting to Tally.NET server, a message Company Connected to
      Tally.NET appears in the Calculator pane.




                                                                                                     8
Data Synchronisation




                                      Figure 1.6 Connection Status




               The Connect Companies to Tally.NET screen appears only when there are
               multiple companies to be connected to Tally.NET.




1.1.4 Configure Client for Synchronisation

To configure the Client Company for Synchronisation, follow the steps shown below:
      Go to Gateway of Tally > F12: Configure > Advanced Configuration
The Advanced Configuration screen appears
In the Client/Server Configuration section
      In Tally is acting as select Client from the list of Client/Server
      Specify the required port number (e.g. 9009) in the Port field as shown:


                                                                                                9
Data Synchronisation




                                Figure 1.7 Configuring Tally.ERP 9 as Client


In the Connection Configuration section
      In Connection Timeout field set the duration in seconds. The client disconnects from the
       server when it does not receive any response within the specified duration.
      Set Yes to Connect to Tally.NET Servers running on Non-HTTP Port to avoid frequent
       disconnection from Tally.NET while the company is connected or on receiving 16004 Error
       Code frequently.
      Set Yes to Use absolute URL for HTTP Actions to enable the proxy server communicate
       the complete URL.
In the Log Configuration section
      Set Yes to Enable HTTP Log to login all SOAP and HTTP Post request/response in the
       filenamed tallyhttp.log stored in C:Tally.ERP9 folder or in the folder of your choice.
In the Proxy Configuration section (using the Proxy Server)
      Set Yes to Use HTTP Proxy Server in case you are connected to the internet through the
       proxy server


                                                                                                  10
Data Synchronisation



      Enter the IP Address or the URL and Port in URL field
      Set Yes to Authentication Required to authenticate before connecting
      Enter the username and password in User Name and Password fields respectively.




                          Figure 1.8 Synchronisation Configuration for Tally.ERP 9 Client


      Press Y or click Yes to save the configuration settings.
In order to effect the above changes, Tally.ERP 9 will prompt you to restart the application
      Press Y or click Yes to restart Tally.ERP 9 on the client computer.

The Tally.ERP 9 client for synchronisation is configured as per the details displayed in the Config-
uration block of the Information panel.




                                 Figure 1.9 Tally.ERP 9 configured as Sync Client




                                                                                                              11
Data Synchronisation



1.1.5 Create Client Rule for Synchronisation
After successfully connecting Server Company to Tally.NET, it is essential to configure the client
for synchronisation by creating the client rule.
      Select the required Company to synchronise the data.
      Go to Gateway of Tally > Import of Data > Synchronisation > Client Rules > Create

The Client Rule Creation screen appears as shown:




                                      Figure 1.10 Client Rule Creation




In the General Configuration section
      Enter Sync with HO in the Name of Rule field. The sync rule is identified with its name
       which is unique for the respective company.
      Set Yes to Use Tally.NET Server to synchronise using Tally.NET Servers.
      Enter the Server’s Account ID in the Server Account Id field. The Server’s Account ID is
       displayed in the License block of the information panel.




                                                                                                  12
Data Synchronisation




             To synchronise data using Direct IP Synchronisation
                Set   the option Use Tally.NET Server to No
                Provide   the required URL or IP Address of the Server




   In the Company Name on Server field specify the company’s connect name on the server
    for synchronising data using Tally.NET or specify the company’s name when synchronising
    data using Direct IP.
   Set Yes to Enable Sync from Server in order to initiate data synchronisation from the
    server.
   The Sync from Server screen appears as shown




                                      Figure 1.11 Sync from server


   Set Yes to Use Tally.NET Server in order to initiate data synchronisation from the server.
   Enter the synchronisation client’s account id in Client Account ID



                                                                                                 13
Data Synchronisation




             To initiate data synchronisation from the server using Direct IP Synchronisation
                Set   Use Tally.NET Server to No
                Enter   the required synchronisation client’s URL in Client URL
                Unknown:     Select this option if the synchronisation client’s IP/URL is not known
                User    Defined: Select this option and enter the client’s IP/URL.
                Select   the required URL from the List of Available URLs




   The completed Sync from Server screen appears as shown




                                       Figure 1.12 Sync from server


   Set Yes to Notify when Server Initiates Synchronisation. Enabling this option will dis-
    play a message at the synchronisation client’s before starting the synchronisation from the
    server.
   Set Yes to Synchronise Altered Transactions in case you want altered transactions to be
    synchronised.




                                                                                                         14
Data Synchronisation



     Set Sync over slow connection to Yes to send smaller packets of data containing 25
      vouchers each over a slow connection.




                                     Figure 1.13 Client Rule Creation


By default the Type of Sync is set to Both, select the required type of synchronisation that you
want to perform from the Type of Sync displayed
     Select Both from Type of Sync
         Both: Send and receive all the voucher types available in Tally.ERP 9.

         Recv Data: Receive the specified vouchers from the client/server.

         Send Data: Send the specified vouchers from the client/server.




                                                                                                15
Data Synchronisation



The Synchronisation Types screen appears as shown:




                                    Figure 1.14 Synchronisation Types



In Send Data section
       Allow the following Voucher Types is set to All Voucher Types by default. Select the
          required voucher types from Type of Vouchers displayed that need to be synchronised
          to the server.
       Select End of List

       Disallow the following Voucher Types is set to End of List by default. Select the
          voucher types to be excluded from being synchronised to the server.
       Select End of List



In Receive Data section
       Allow the following Voucher Types is set to All Voucher Types by default. Select the
          required voucher types from Type of Vouchers displayed that need to be synchronised
          from the server
       Select End of List

       Disallow the following Voucher Types is set to End of List by default. Select the
          voucher types to be excluded from being synchronised from the server.




                                                                                                 16
Data Synchronisation




                                         Figure 1.15 Synchronisation Types


       Select   End of List



                       Selecting Send Data or Receive Data options will bring up Send Data or
                         Receive Data screens respectively.
                    Select   the voucher types that you want to allow or disallow.




       Press    Enter to return to Client Rule Creation screen

In the Client Rule Creation screen
      Set Sync After Save to Yes to synchronise the transaction immediately after saving it.




                                                                                                         17
Data Synchronisation



The Voucher Type Sync After Save Configuration screen appears
     From the Types of Vouchers select the voucher types that need to synchronised on sav-
      ing




                                  Figure 1.16 Sync after save configuration

     Select End of List

In Voucher Type section
     Set Ignore Server Modified Vch Type Masters to No will synchronise the altered voucher
      type masters from the server. Any new voucher types created on the server will be
      updated on the client where as the existing voucher types will be overwritten during syn-
      chronisation.



               By default Ignore Server Modified Vch Type Masters is set to Yes to ignore syn-
               chronisation of voucher type masters modified on the synchronisation server.
               However, transactions recorded using newly created voucher type will be synchro-
               nised.




                                                                                                   18
Data Synchronisation



In Opening Balance section
     Set Yes to Update Server Modified Ledger Opening Balance in order to synchronise the
      opening balance of respective ledger from the server.
     Set Yes to Update Server Modified Item Opening Balance in order to synchronise the
      opening balance of respective item from the server.
In Multi-Currency Configuration section
     Set Yes to Send Base Currency Symbol along with Amounts in order to synchronise
      the currency symbols from the client.
     Set Yes to Accept Non-Base Currency Transactions in order to synchronise foreign cur-
      rency transactions from the client.

The completed Client Rule Creation screen appears as shown:




                                      Figure 1.17 Client Rule Creation


     Click Yes or press Y to accept the client rule.




                                                                                            19
Data Synchronisation



1.1.6 Activate Rule on Client
Prior to commencing data synchronisation it is essential to create the Server Rule on the synchro-
nisation server. This is achieved by synchronising the Client Rule with the Server. On successfully
synchronising the client rule with the server, a new server rule is created which needs to be
activated to enable data synchronisation. This is also called as the handshake process.

On the client machine
     Go to Gateway of Tally > Import of Data > Synchronisation > Synchronise

On successfully activating the client rule the information is displayed in the calculator pane as
shown:




                                    Figure 1.18 Server Activation from Client




                   Synchronise   Selected will appear when there is more than one client rule cre-
                      ated in a company and allows you to select the required rule for synchronisa-
                      tion.
                    Synchronise   All will update the client rule on the respective servers. Hence it
                      is essential that the respective company for each rule is connected to
                      Tally.NET.


                                                                                                          20
Data Synchronisation



1.1.7 Activate/Enable Sync Rule on Server
The rule created on the client needs to be updated as the server rule, before the clients start syn-
chronisation. To update the synchronisation rule on the server follow the steps shown:.
     Go to Gateway of Tally > Import of Data > Synchronisation > Server Rules > Activate

The Select Item screen appears as shown:




                                      Figure 1.19 Server Rule Selection


      Select the required rule from the List of Rules and press Enter




                                                                                                   21
Data Synchronisation



The Server Rule Activation/Alteration screen appears as shown




                                   Figure 1.20 Activate Server Rule


In the General Configuration section
      Activate the rule by setting Yes to Activate
      Set Yes to Deactivate When Client Rule Changes in order to deactivate the client rule
       when unauthorised changes are made to the client rule
      Set Yes to Show Connection Config for Server to display the Client’s Connection Con-
       figuration which appears as shown.




                                   Figure 1.21 Client Configuration


     Set Synchronise Altered Transactions to Yes to synchronise altered vouchers.

                                                                                            22
Data Synchronisation



      By default Show Voucher Type Wise Config is set to Yes, press Enter to display the list
       of allowed/disallowed vouchers types.
In the Voucher Type section
      Set Yes to Ignore Client Modified Vch Type Masters will ignore synchronisation of
       voucher type masters modified on the client machine. However, transactions recorded
       using the newly created voucher type will be synchronised.

                Set Ignore Client Modified Vch Type Masters to No will synchronise the altered
                voucher type masters from the client. Any new voucher types created on the client
                will be updated on the server where as the existing voucher types will be overwritten
                during synchronisation.


In Opening Balance section
     Set Update Client Modified Ledger Opening Balance to Yes to overwrite server’s ledger
      opening balances with the client’s opening balance for the respective ledgers. Set this
      option to No to retain the existing ledger opening balances.
     Set Update Client Modified Item Opening Balance to Yes to overwrite servers item
      opening balances with the client’s opening balance for the respective item. Set this option
      to No to retain the existing item opening balances.

In Multi-Currency Configuration section
     Set Yes to Send Base Currency Symbol along with Amounts in order to synchronise
      the currency symbols from the server.
     Set Yes to Accept Non-Base Currency Transactions in order to synchronise foreign cur-
      rency transactions from the server.




                                                                                                        23
Data Synchronisation



The Server Rule Activation/Alteration screen appears as shown




                               Figure 1.22 Server Rule Activation/Alteration


     Click Yes or press Y to accept the Server Rule Activation.




                                                                                                 24
Data Synchronisation



1.1.8 Synchronise from Client
To start synchronisation on the client computer follow the steps shown:
      Go to Gateway of Tally > Import of Data > Synchronisation > Synchronise

On synchronising data from the client is posted to the server and data from the server is saved on
the client. The synchronisation status is displayed in the Calculator pane as shown:




                                   Figure 1.23 Sync success message on Client



1.2 Synchronise from Server
Data synchronisation can be initiated from the server by selecting the required rule. The synchro-
nisation server initiates the process and notifies the respective client accordingly. To initiate data
synchronisation from the server it is essential to connect the client company to Tally.NET when
you have opted to synchronise through Tally.NET server.
To synchronise the data from the server follow the steps shown:
Go to Gateway of Tally > Import of Data > Synchronisation > Synchronise Server Rule

                The synchronisation server’s calculator panel displays the following message The
                Client has been notified with a Synchronisation Request. Synchronisation will
                start once the User accepts the Request.




                                                                                                     25
Data Synchronisation



At the synchronisation client, a message appears prompting the user to synchronise data with the
respective server.




                              Figure 1.24 Synchronisation request message on client


     Press Y or click Yes
     On successfully synchronising the data with the client, the message appears in the calcula-
      tor panel as shown.




1.3 Snapshot Exchange
Users setting up synchronisation for the first time need to exchange large data from the client to
the server and vice versa which is normally achieved by exporting and importing the data. The
new snapshot exchange feature enables a speedy implementation of bulk data exchange without
the need to manually import or export data.


1.3.1 Exchange Snapshot Online
The Online Snapshot Exchange feature initiates the data exchange from the client, during the
process Tally.ERP 9 determines and commences the data exchange from the point where it had
stopped at previous data exchange. In case the data exchange had not taken place earlier then it
commences from the first transaction.
Before commencing the Online Snapshot Exchange it is essential for the user to
     Create the client rule
     Synchronise once so that the rule is created at the server
     Activate the rule at the server




                                                                                                        26
Data Synchronisation



To commence the Online Snapshot Exchange:
     Go to Gateway of Tally > Import of Data > Synchronisation > Exchange Snapshot
      Online
The Exchange Snapshot for Selected Rule appears as shown:




                                    Figure 1.25 Exchange Snapshot Rule


     Select the required rule from the List of Rules displayed
     On successfully exchanging the data between the client and the server, the details are dis-
      played in the Calculator pane as shown:




                                   Figure 1.26 Exchange Snapshot Status



1.3.2 Export Snapshot
This capability allows the user to manually export the data into an XML file which is stored in
C:Tally.ERP9 folder or a other folder of your choice. While performing the export snapshot
process Tally.ERP 9 determines and commences export snapshot from the point where it had
completed earlier. In case the data was not synchronised earlier then the export snapshot
commences from the first transaction. During the process, the masters are exported first followed
by the transactions.

                                                                                                 27
Data Synchronisation



Based on your requirement transfer the exported data onto a suitable medium and import the data
into the client/server.

To export the data to an XML file follow the steps shown:
     Go to Gateway of Tally.ERP 9 > Import of Data > Synchronisation > Export Snapshot
The Export Snapshot for selected Rule screen appears
     Select the required rule from the List of Client Rules displayed.
     By default the exported data is stored in C:Tally.ERP9 or provide the path of your choice
     Press Enter to accept the default filename or provide the filename of your choice




                                    Figure 1.27 Export snapshot details


On successfully exporting data to the named file stored in the default folder, the following
message appears in the calculator pane.




                                       Figure 1.28 Calculator Pane



1.3.3 Import Snapshot
The import snapshot will bring in data to required client or server, prior to importing the data
ensure that you have copied the file at the required location.

To import the data follow the steps shown:
     Go to Gateway of Tally.ERP 9 > Import of Data > Synchronisation > Import Snapshot

The Import Snapshot for selected Rule screen appears
     Select the required rule from the List of Server Rules displayed.
     Enter the required path and filename in Import Filename (XML) field




                                                                                                   28
Data Synchronisation




                                  Figure 1.29 Import snapshot

     Press Enter

A message Importing snapshot of XXXXXXXXXXXXXXX appears in the calculator pane.




                                                                                       29
Lesson 2               Synchronisation Reports




The voucher synchronisation report is available at the client and server, it provides vital
synchronisation information for the respective rule on:
     Pending Vouchers: By default the list of vouchers pending synchronisation from the client
      or the server are displayed.
     Sent Vouchers: Vouchers sent to the client or server till the previous synchronisation are
      displayed
     Received Vouchers: Vouchers received from the client or the server till the previous
      synchronisation are displayed

To access the synchronisation report
     Go to Gateway of Tally.ERP 9 > Import of Data > Synchronisation > Voucher Sync Info


2.1 Pending Vouchers
The Select Rule for Sync Reports screen appears
    Select the required rule from the List of Server Rules or the List of Client Rules
     displayed




                                                                                               30
Synchronisation Reports



The Synchronisation Reports screen appears as shown:




                             Figure 2.1 List of vouchers pending synchronisation




              From any other synchronisation reports click F1: Pending or press F1 to view the
              vouchers pending for synchronisation




                                                                                                        31
Synchronisation Reports



2.2 Sent Vouchers

To display the list of vouchers sent from the client or the server
      Click F2: Sent or press F2

The Synchronisation Reports screen appear displaying the list of vouchers sent




                                        Figure 1.2 List of Vouchers sent




                                                                                                32
Synchronisation Reports



2.3 Received Vouchers

To display the list of vouchers received from the client or the server
      Click F3: Received or press F3

The Synchronisation Reports screen appear displaying the list of vouchers received




                                        Figure 1.3 Received Vouchers




                                                                                              33
Lesson 3                Migrating Rules in Synchronisation




Logical Migration for Synchronisation Rules enables the smooth transition of client or server rules
from the previous versions/releases to Tally.ERP 9 release 1.6 without performing any additional
process. On starting Tally.ERP 9, the logical migration takes place making the existing rules
compatible with Tally.ERP 9 release 1.6. However, certain information in the rule will be updated
on synchronising data in Tally.ERP 9 Release 1.6.

3.1 Migrating Server Rule
To logically migrate the existing rules on the server
      Start Tally.ERP 9
Tally.ERP 9 detect the available synchronisation rules and logically migrates them. On
successfully migrating the rules the message appears in the calculator pane as shown:




                                      Figure 3.1 Migrating Server Rule



                                                                                                  34
Migrating Rules in Synchronisation



To alter/view the rule follow the steps shown below:

Go to Gateway of Tally > Import of Data > Synchronisation > Server Rules > Alter
The Select Item screen appears as shown:




                                        Figure 3.2 Alter Sync Rule


      Select the required rule and press Enter




                                                                                                     35
Migrating Rules in Synchronisation



The Server Rule Alteration screen appears as shown




                                      Figure 3.3 Server Rule Alteration




                 The   Rule Name is blank in the List of Rules screen
                  In  the server rule alteration screen you will notice that the Name of the Rule
                    field is blank and the Last Sent Alter ID is set to 0. These fields will be updated
                    on synchronising data using Tally.ERP 9 release 1.6.




                                                                                                          36
Migrating Rules in Synchronisation



3.1.1 Migrating Client Rule

To logically migrate the existing rules on the client
      Start Tally.ERP 9

The Select Company screen appears displaying the rule updation message in the calculator
pane




                                        Figure 3.4 Client Rule Migration




                                                                                                           37
Migrating Rules in Synchronisation



To alter/view the rule follow the steps shown below:

Go to Gateway of Tally > Import of Data > Synchronisation > Client Rules > Alter
     Select the required rule and press Enter

The Client Rule Alteration screen appears as shown:




                                        Figure 3.5 Client Rule Alteration



                   In the client rule alteration screen you will notice that Last Sent Alter ID is set
                   to 0. This field will be updated on synchronising data using Tally.ERP 9
                   release 1.6.




You can now start synchronising the data using Tally.ERP 9 release 1.6 which has better
performance and features bundled to suits various business needs.




                                                                                                            38
Lesson 4              Security Controls for Synchronisation




4.1 New Security Levels
A set of new security control exclusively for synchronisation have been introduced, which allow or
disallow the user from performing the respective task. Based on the requirement, the system
administrator may authorise or prohibit users from performing certain task. This results in clear
segregation of duties among users.

The three new security levels introduced are:
     Client / Server Rule: Based on the access type selected the user is allowed or disallowed
      to Create/Alter/Delete the Client or Server rules at the synchronisation Client or Server
      respectively.
     Synchronisation: Based on the access type selected the user is allowed or disallowed to
      perform data synchronisation from the client or server.
     Sync Reports: Based on the access type selected the user is allowed or disallowed to
      view synchronisation reports.



                The detailed procedure to add or remove the tasks to the required security level is
                explained in Tally.ERP 9 Reference Manual under the heading Assigning Security
                Levels in Access Controls & Security Management.




                                                                                                      39

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Getting started with data synchronisation | Tally Helpdesk | Web Based Fixed asset Software | International Solutions Provider

  • 1. Getting Started with Data Synchronisation in Tally.ERP 9
  • 2. The information contained in this document represents the current view of Tally Solutions Pvt. Ltd., (‘Tally’ in short) on the topics discussed as of the date of publication. Because Tally must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Tally, and Tally cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. TALLY MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in, or introduced into a retrieval system, or transmitted in any form, by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Tally Solutions Pvt. Ltd. Tally may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written licence agreement from Tally, the furnishing of this document does not give you any licence to these patents, trademarks, copyrights, or other intellectual property. © 2011 Tally Solutions Pvt. Ltd. All rights reserved. Tally, Tally 9, Tally9, Tally.ERP, Tally.ERP 9, Shoper, Shoper 9, Shoper POS, Shoper HO, Shoper 9 POS, Shoper 9 HO, TallyDeveloper, Tally Developer, Tally.Developer 9, Tally.NET, Tally Development Environment, Tally Extender, Tally Integrator, Tally Integrated Network, Tally Service Partner, TallyAcademy & Power of Simplicity are either registered trademarks or trademarks of Tally Solutions Pvt. Ltd. in India and/or other countries. All other trademarks are properties of their respective owners. Version: Getting Started with Data Synchronisation in Tally.ERP 9/Release 3.0/February 2011
  • 3. Contents Introduction Data Synchronisation ...........................................................................................................................................1 Data Synchronisation in Tally.ERP 9 ................................................................................................................1 Advantages of Synchronisation ..........................................................................................................................1 Do’s and Don’ts .....................................................................................................................................................2 Lesson 1: Data Synchronisation 1.1 Steps for Data Synchronisation using Tally.NET ...................................................................................4 1.1.1 Configure Server for Synchronisation ....................................................................................................4 1.1.2 Enabling Tally.NET Feature ..................................................................................................................7 1.1.3 Connect the Server Company to Tally.NET ............................................................................................8 Lesson 2: Synchronisation Reports 2.1 Pending Vouchers ......................................................................................................................................30 2.2 Sent Vouchers .............................................................................................................................................32 2.3 Received Vouchers ....................................................................................................................................33 Lesson 3: Migrating Rules in Synchronisation 3.1 Migrating Server Rule ...............................................................................................................................34 3.1.1 Migrating Client Rule ...........................................................................................................................37 Lesson 4: Security Controls for Synchronisation 4.1 New Security Levels ..................................................................................................................................39 i
  • 4. Introduction Data Synchronisation Data Synchronisation refers to a process wherein data is replicated between two or more loca- tions. It enables the branch offices to send data to the head office and vice versa over the Internet or a private network. Data Synchronisation is a two-way process; i.e., all the data pertaining to masters and transactions from the Client company (Branch) is transferred to the Server (Head Office) and similarly data from the Server can be transferred to the Client. The system which initiates Synchronisation is termed as the Client and the system with which the synchronisation is performed is the termed as Server. Both Tally.ERP 9 Silver (Single User) and Gold (Multi User) can be configured either as Client or as Server for the purpose of synchronisation Data Synchronisation in Tally.ERP 9 Data Synchronisation can be done using either one of the following available features:  Tally.NET: A trusted framework developed by Tally, used for transferring Data over the Internet. To use this service, you require a valid Tally.NET subscription at the client and server. It is essential that the Tally.ERP 9 Server Company needs to be connected to Tally.NET server at the time of Synchronisation.  Direct Synchronisation: Synchronise data among various branch offices using your own private network over Internet or Virtual Private Network (VPN.To use this feature you do not have to pay any additional charges. This feature is also referred as IP Synchronisation Advantages of Synchronisation  Easy to configure and implement  Synchronise data with a Single-Click  Simultaneous updation / replication of data at Server and Client  Does not require dedicated high end infrastructure or trained personnel  Adaptable to an occasionally connected environment  Available with choice of connectivity 1
  • 5. Introduction  Real time data updation across geographies using Tally.NET – A trusted framework Do’s and Don’ts 1. Ensure that same set of F11: Features are activated on the Client and Server Company. If the features enabled on the client and server company are not same, then during data synchro- nisation some information may not get synchronised. Example:  Tracking numbers enabled at one end and disabled at other end will not show the pur- chase/sales bills pending reports properly.  Zero valued entries enabled at one end and disabled at other end will not allow synchro- nise data. 2. Restoration/ Copy of data to implement Data Synchronisation for Multiple locations. Data will not Synchronise between two companies having the same GUID. While implementing Data Synchronisation for multiple locations it is easier to copy paste the data from one location to multiple locations. By doing this, Data will not synchronise as GUID will be same at all locations. 3. Alteration of Accounting or Inventory masters. When the accounting or inventory masters are altered, a new master gets created at the other end on synchronizing data. Example: The accounting master Conveyance having a transaction for Rs. 3600/- is altered in the Client to Local Conveyance. A new entry is recorded for Rs. 2700/-. In Client, Local Convey- ance ledger has a current balance of Rs. 6300/-. On synchronising data from the Client, a new ledger Local Conveyance gets created on Server. In Server, Conveyance ledger balance is Rs. 3600/- and Local Conveyance Rs. 2700/-. Thus, when masters are altered, manual correction is needed on the Server and Client systems. In case, the customer requires the alterations to be affected at other end, he can do an exchange snapshot or import the masters manually from the altered location. 4. Alteration of default Voucher Type names available in Tally.ERP 9. If default voucher types are altered, during data synchronisation the same will be altered at other location based on the voucher type configuration made in server/client rules to Ignore modified voucher type masters. If the option Ignore modified voucher type masters is enabled in rules it will not allow to syn- chronise the data. Hence, you need to create new voucher types under the default voucher types and if needed you can create location-wise voucher types and as per the requirement specify the method of voucher numbering with prefix or suffix so that Data Synchronisation will happen smoothly. Use of automatic voucher numbering makes it difficult to trace vouchers after synchronisation, as each voucher is allotted a new incremental voucher number when it is synchronised with other location. Hence, it is suggested to create required voucher types at client and server as explained. 2
  • 6. Introduction 5. Delete vouchers using ALT+D and Cancel vouchers using ALT+X. Cancellation ensures that vouchers remain intact on the system and if you want to delete a voucher, identify and delete specific voucher from both Server and Client systems. On deleting a voucher in server or client, the Remote ID of a voucher gets deleted, there by the identity of the voucher is removed from the system. Where vouchers are already synchronised from Client to Server and later a voucher is deleted by mistake from Client. Then to get the voucher again to Client system, re-accept the voucher (which is deleted on client) but available in server using Ctrl+A keys and synchronise the data. 6. Master Balances Before implementing Data Synchronisation, the requirements pertaining to master level informa- tion like Name of the Masters and Opening Balances needs to be understood properly. In case of Data Synchronisation for Consolidation of Data, the masters created at multiple locations may be different but it would be serving the same purpose. Example: Conveyance, Conveyance Expenses. So, you can maintain one group for conveyance and create different ledgers at different locations to account conveyance expenses by grouping under conveyance group.  Understanding the requirements before setting up Data Synchronisation and knowing the Do’s & Don’ts/Precautions would make implementation easier.  To know more about Precautions/Do’s & Don’ts of Data Synchronisation you can search the title Precautions - Data synchronization using Online Help from Tally.ERP 9 or in Knowledge Base. 3
  • 7. Lesson 1: Data Synchronisation Businesses operate from multiple locations in a city or across geographies. To have updated business information is the need of the hour for any business in order to take important decisions. The Synchronisation feature available in Tally.ERP 9 enables you to collect and consolidate infor- mation from multiple branch offices located in the same city or across geographies and make it available as per your requirement. While creating the client rule for synchronisation using Tally.NET it is essential to enable the use of Tally.NET Server, provide the Account ID and provide the Company’s Connect Name on the server. In case of Direct IP Sync it is essential to provide the static IP Address of the server and the company’s name. The entire synchronisation process works based on the respective client rule created by the user. In this book we will be widely discussing synchronisation using Tally.NET and providing you the required indicators on Direct IP Sync where ever required. 1.1 Steps for Data Synchronisation using Tally.NET You can synchronise data between the client and the server or vice-versa using the Tally.NET Servers following the steps shown below:  Configure Server for Synchronisation  Configure Tally.NET on Server  Connect Server Company to Tally.NET  Configure Client for Synchronisation  Create Client Rule for Synchronisation  Activate Rule from Client  Activate/Enable Sync Rule on Server 1.1.1 Configure Server for Synchronisation To configure the Server Company for Synchronisation, follow the steps given below: Go to Gateway of Tally > F12: Configure > Advanced Configuration The Advanced Configuration screen appears In the Client/Server Configuration section,  Set the option Tally is acting as to Server 4
  • 8. Data Synchronisation  Specify the required port number (e.g. 9009) in the Port field as shown: Figure 1.1 Configuring Tally.ERP 9 as Server   By default port 9000 for Synchronisation and ODBC. On providing a different port Tally.ERP 9 will use the specified port for Synchronising. Set Tally is acting as Both to run as Client/Server. In the Connection Configuration section  In Connection Timeout field set the duration in seconds. The client disconnects from the server when it does not receive any response within the specified duration.  Set Yes to Connect to Tally.NET Servers running on Non-HTTP Port to avoid frequent disconnection from Tally.NET while the company is connected or on receiving 16004 Error Code frequently.  To enable the proxy server communicate the complete URL set Use absolute URL for HTTP Actions to Yes. 5
  • 9. Data Synchronisation In the Log Configuration section:  Set Yes to Enable Sync Logging in order to generate a log file containing information about the synchronised vouchers. By default this file resides in C:Tally.ERP9 or in a folder of your choice. Information available in the log file helps in troubleshooting synchronisation.  To overwrite the contents of previously generated log file set Truncate previous log before Syncing to Yes.  Set the option Enable HTTP Log (tallyhttp.log) to Yes to login all SOAP and HTTP Post request/response in the log file residing in the default Tally.ERP9 folder.  Set the option Enable Detailed Log (tally.imp) to Yes to generate Tally.imp log file con- taining details of the operation. In the Proxy Configuration section (using a proxy server to connect to Internet)  Set Yes to Use HTTP Proxy Server when connected to Internet through proxy server  Enter the IP Address or the URL and Port in URL field  Set Yes to Authentication Required to authenticate before connecting  Select the required authentication scheme from the list of Proxy Auth Schemes displayed.  Enter the username and password in User Name and Password fields respectively. Figure 1.2 Synchronisation Configuration for Tally.ERP 9 Server 6
  • 10. Data Synchronisation  Press Y or click Yes to save the configuration settings. In order to effect the above changes, Tally.ERP 9 prompts to restart the application Figure 1.3 Restart Tally.ERP 9  Press Y or click Yes to restart Tally.ERP 9 on the server computer. Tally.ERP 9 is configured as a Server for synchronisation as shown in the Configuration block of the Information panel. Figure 1.4 Tally.ERP 9 configured as Sync Server 1.1.2 Enabling Tally.NET Feature On Server Computer, Go to Gateway of Tally > F11: Company Features > F4: Tally.NET Features In the Tally.NET Features screen  Specify the company’s connect name or retain the existing company name mentioned in the Company Master. The company will recognised with the specified name on Tally.NET.  Provide the name of the contact person in Contact Person Name field.  Provide the phone/mobile number of the contact person in Contact Number field. The con- tact persons name and number are displayed in the List of Remote Companies  Set Yes to Allow to Connect Company to connect the company to Tally.NET for remote access.  Set Yes to Connect on Load to connect the company to Tally.NET on loading the data for remote access 7
  • 11. Data Synchronisation The Tally.NET Features screen for ABC Company - HO appears as shown Figure 1.5 Tally.NET Features – Server Company Click Yes or press Y to save the settings For Tally.NET features to be available, it is mandatory to enable Security Controls in Company Creation. In case the Security Controls are not enabled, go to Company Alteration (Alt+F3) screen and enable them before proceeding further. 1.1.3 Connect the Server Company to Tally.NET Go to Gateway of Tally  Click F4: Connect or press F4  On successfully connecting to Tally.NET server, a message Company Connected to Tally.NET appears in the Calculator pane. 8
  • 12. Data Synchronisation Figure 1.6 Connection Status The Connect Companies to Tally.NET screen appears only when there are multiple companies to be connected to Tally.NET. 1.1.4 Configure Client for Synchronisation To configure the Client Company for Synchronisation, follow the steps shown below:  Go to Gateway of Tally > F12: Configure > Advanced Configuration The Advanced Configuration screen appears In the Client/Server Configuration section  In Tally is acting as select Client from the list of Client/Server  Specify the required port number (e.g. 9009) in the Port field as shown: 9
  • 13. Data Synchronisation Figure 1.7 Configuring Tally.ERP 9 as Client In the Connection Configuration section  In Connection Timeout field set the duration in seconds. The client disconnects from the server when it does not receive any response within the specified duration.  Set Yes to Connect to Tally.NET Servers running on Non-HTTP Port to avoid frequent disconnection from Tally.NET while the company is connected or on receiving 16004 Error Code frequently.  Set Yes to Use absolute URL for HTTP Actions to enable the proxy server communicate the complete URL. In the Log Configuration section  Set Yes to Enable HTTP Log to login all SOAP and HTTP Post request/response in the filenamed tallyhttp.log stored in C:Tally.ERP9 folder or in the folder of your choice. In the Proxy Configuration section (using the Proxy Server)  Set Yes to Use HTTP Proxy Server in case you are connected to the internet through the proxy server 10
  • 14. Data Synchronisation  Enter the IP Address or the URL and Port in URL field  Set Yes to Authentication Required to authenticate before connecting  Enter the username and password in User Name and Password fields respectively. Figure 1.8 Synchronisation Configuration for Tally.ERP 9 Client  Press Y or click Yes to save the configuration settings. In order to effect the above changes, Tally.ERP 9 will prompt you to restart the application  Press Y or click Yes to restart Tally.ERP 9 on the client computer. The Tally.ERP 9 client for synchronisation is configured as per the details displayed in the Config- uration block of the Information panel. Figure 1.9 Tally.ERP 9 configured as Sync Client 11
  • 15. Data Synchronisation 1.1.5 Create Client Rule for Synchronisation After successfully connecting Server Company to Tally.NET, it is essential to configure the client for synchronisation by creating the client rule.  Select the required Company to synchronise the data.  Go to Gateway of Tally > Import of Data > Synchronisation > Client Rules > Create The Client Rule Creation screen appears as shown: Figure 1.10 Client Rule Creation In the General Configuration section  Enter Sync with HO in the Name of Rule field. The sync rule is identified with its name which is unique for the respective company.  Set Yes to Use Tally.NET Server to synchronise using Tally.NET Servers.  Enter the Server’s Account ID in the Server Account Id field. The Server’s Account ID is displayed in the License block of the information panel. 12
  • 16. Data Synchronisation To synchronise data using Direct IP Synchronisation Set the option Use Tally.NET Server to No Provide the required URL or IP Address of the Server  In the Company Name on Server field specify the company’s connect name on the server for synchronising data using Tally.NET or specify the company’s name when synchronising data using Direct IP.  Set Yes to Enable Sync from Server in order to initiate data synchronisation from the server.  The Sync from Server screen appears as shown Figure 1.11 Sync from server  Set Yes to Use Tally.NET Server in order to initiate data synchronisation from the server.  Enter the synchronisation client’s account id in Client Account ID 13
  • 17. Data Synchronisation To initiate data synchronisation from the server using Direct IP Synchronisation Set Use Tally.NET Server to No Enter the required synchronisation client’s URL in Client URL Unknown: Select this option if the synchronisation client’s IP/URL is not known User Defined: Select this option and enter the client’s IP/URL. Select the required URL from the List of Available URLs  The completed Sync from Server screen appears as shown Figure 1.12 Sync from server  Set Yes to Notify when Server Initiates Synchronisation. Enabling this option will dis- play a message at the synchronisation client’s before starting the synchronisation from the server.  Set Yes to Synchronise Altered Transactions in case you want altered transactions to be synchronised. 14
  • 18. Data Synchronisation  Set Sync over slow connection to Yes to send smaller packets of data containing 25 vouchers each over a slow connection. Figure 1.13 Client Rule Creation By default the Type of Sync is set to Both, select the required type of synchronisation that you want to perform from the Type of Sync displayed  Select Both from Type of Sync Both: Send and receive all the voucher types available in Tally.ERP 9. Recv Data: Receive the specified vouchers from the client/server. Send Data: Send the specified vouchers from the client/server. 15
  • 19. Data Synchronisation The Synchronisation Types screen appears as shown: Figure 1.14 Synchronisation Types In Send Data section  Allow the following Voucher Types is set to All Voucher Types by default. Select the required voucher types from Type of Vouchers displayed that need to be synchronised to the server.  Select End of List  Disallow the following Voucher Types is set to End of List by default. Select the voucher types to be excluded from being synchronised to the server.  Select End of List In Receive Data section  Allow the following Voucher Types is set to All Voucher Types by default. Select the required voucher types from Type of Vouchers displayed that need to be synchronised from the server  Select End of List  Disallow the following Voucher Types is set to End of List by default. Select the voucher types to be excluded from being synchronised from the server. 16
  • 20. Data Synchronisation Figure 1.15 Synchronisation Types  Select End of List  Selecting Send Data or Receive Data options will bring up Send Data or Receive Data screens respectively. Select the voucher types that you want to allow or disallow.  Press Enter to return to Client Rule Creation screen In the Client Rule Creation screen  Set Sync After Save to Yes to synchronise the transaction immediately after saving it. 17
  • 21. Data Synchronisation The Voucher Type Sync After Save Configuration screen appears  From the Types of Vouchers select the voucher types that need to synchronised on sav- ing Figure 1.16 Sync after save configuration  Select End of List In Voucher Type section  Set Ignore Server Modified Vch Type Masters to No will synchronise the altered voucher type masters from the server. Any new voucher types created on the server will be updated on the client where as the existing voucher types will be overwritten during syn- chronisation. By default Ignore Server Modified Vch Type Masters is set to Yes to ignore syn- chronisation of voucher type masters modified on the synchronisation server. However, transactions recorded using newly created voucher type will be synchro- nised. 18
  • 22. Data Synchronisation In Opening Balance section  Set Yes to Update Server Modified Ledger Opening Balance in order to synchronise the opening balance of respective ledger from the server.  Set Yes to Update Server Modified Item Opening Balance in order to synchronise the opening balance of respective item from the server. In Multi-Currency Configuration section  Set Yes to Send Base Currency Symbol along with Amounts in order to synchronise the currency symbols from the client.  Set Yes to Accept Non-Base Currency Transactions in order to synchronise foreign cur- rency transactions from the client. The completed Client Rule Creation screen appears as shown: Figure 1.17 Client Rule Creation  Click Yes or press Y to accept the client rule. 19
  • 23. Data Synchronisation 1.1.6 Activate Rule on Client Prior to commencing data synchronisation it is essential to create the Server Rule on the synchro- nisation server. This is achieved by synchronising the Client Rule with the Server. On successfully synchronising the client rule with the server, a new server rule is created which needs to be activated to enable data synchronisation. This is also called as the handshake process. On the client machine  Go to Gateway of Tally > Import of Data > Synchronisation > Synchronise On successfully activating the client rule the information is displayed in the calculator pane as shown: Figure 1.18 Server Activation from Client Synchronise Selected will appear when there is more than one client rule cre- ated in a company and allows you to select the required rule for synchronisa- tion.  Synchronise All will update the client rule on the respective servers. Hence it is essential that the respective company for each rule is connected to Tally.NET. 20
  • 24. Data Synchronisation 1.1.7 Activate/Enable Sync Rule on Server The rule created on the client needs to be updated as the server rule, before the clients start syn- chronisation. To update the synchronisation rule on the server follow the steps shown:.  Go to Gateway of Tally > Import of Data > Synchronisation > Server Rules > Activate The Select Item screen appears as shown: Figure 1.19 Server Rule Selection  Select the required rule from the List of Rules and press Enter 21
  • 25. Data Synchronisation The Server Rule Activation/Alteration screen appears as shown Figure 1.20 Activate Server Rule In the General Configuration section  Activate the rule by setting Yes to Activate  Set Yes to Deactivate When Client Rule Changes in order to deactivate the client rule when unauthorised changes are made to the client rule  Set Yes to Show Connection Config for Server to display the Client’s Connection Con- figuration which appears as shown. Figure 1.21 Client Configuration  Set Synchronise Altered Transactions to Yes to synchronise altered vouchers. 22
  • 26. Data Synchronisation  By default Show Voucher Type Wise Config is set to Yes, press Enter to display the list of allowed/disallowed vouchers types. In the Voucher Type section  Set Yes to Ignore Client Modified Vch Type Masters will ignore synchronisation of voucher type masters modified on the client machine. However, transactions recorded using the newly created voucher type will be synchronised. Set Ignore Client Modified Vch Type Masters to No will synchronise the altered voucher type masters from the client. Any new voucher types created on the client will be updated on the server where as the existing voucher types will be overwritten during synchronisation. In Opening Balance section  Set Update Client Modified Ledger Opening Balance to Yes to overwrite server’s ledger opening balances with the client’s opening balance for the respective ledgers. Set this option to No to retain the existing ledger opening balances.  Set Update Client Modified Item Opening Balance to Yes to overwrite servers item opening balances with the client’s opening balance for the respective item. Set this option to No to retain the existing item opening balances. In Multi-Currency Configuration section  Set Yes to Send Base Currency Symbol along with Amounts in order to synchronise the currency symbols from the server.  Set Yes to Accept Non-Base Currency Transactions in order to synchronise foreign cur- rency transactions from the server. 23
  • 27. Data Synchronisation The Server Rule Activation/Alteration screen appears as shown Figure 1.22 Server Rule Activation/Alteration  Click Yes or press Y to accept the Server Rule Activation. 24
  • 28. Data Synchronisation 1.1.8 Synchronise from Client To start synchronisation on the client computer follow the steps shown:  Go to Gateway of Tally > Import of Data > Synchronisation > Synchronise On synchronising data from the client is posted to the server and data from the server is saved on the client. The synchronisation status is displayed in the Calculator pane as shown: Figure 1.23 Sync success message on Client 1.2 Synchronise from Server Data synchronisation can be initiated from the server by selecting the required rule. The synchro- nisation server initiates the process and notifies the respective client accordingly. To initiate data synchronisation from the server it is essential to connect the client company to Tally.NET when you have opted to synchronise through Tally.NET server. To synchronise the data from the server follow the steps shown: Go to Gateway of Tally > Import of Data > Synchronisation > Synchronise Server Rule The synchronisation server’s calculator panel displays the following message The Client has been notified with a Synchronisation Request. Synchronisation will start once the User accepts the Request. 25
  • 29. Data Synchronisation At the synchronisation client, a message appears prompting the user to synchronise data with the respective server. Figure 1.24 Synchronisation request message on client  Press Y or click Yes  On successfully synchronising the data with the client, the message appears in the calcula- tor panel as shown. 1.3 Snapshot Exchange Users setting up synchronisation for the first time need to exchange large data from the client to the server and vice versa which is normally achieved by exporting and importing the data. The new snapshot exchange feature enables a speedy implementation of bulk data exchange without the need to manually import or export data. 1.3.1 Exchange Snapshot Online The Online Snapshot Exchange feature initiates the data exchange from the client, during the process Tally.ERP 9 determines and commences the data exchange from the point where it had stopped at previous data exchange. In case the data exchange had not taken place earlier then it commences from the first transaction. Before commencing the Online Snapshot Exchange it is essential for the user to  Create the client rule  Synchronise once so that the rule is created at the server  Activate the rule at the server 26
  • 30. Data Synchronisation To commence the Online Snapshot Exchange:  Go to Gateway of Tally > Import of Data > Synchronisation > Exchange Snapshot Online The Exchange Snapshot for Selected Rule appears as shown: Figure 1.25 Exchange Snapshot Rule  Select the required rule from the List of Rules displayed  On successfully exchanging the data between the client and the server, the details are dis- played in the Calculator pane as shown: Figure 1.26 Exchange Snapshot Status 1.3.2 Export Snapshot This capability allows the user to manually export the data into an XML file which is stored in C:Tally.ERP9 folder or a other folder of your choice. While performing the export snapshot process Tally.ERP 9 determines and commences export snapshot from the point where it had completed earlier. In case the data was not synchronised earlier then the export snapshot commences from the first transaction. During the process, the masters are exported first followed by the transactions. 27
  • 31. Data Synchronisation Based on your requirement transfer the exported data onto a suitable medium and import the data into the client/server. To export the data to an XML file follow the steps shown:  Go to Gateway of Tally.ERP 9 > Import of Data > Synchronisation > Export Snapshot The Export Snapshot for selected Rule screen appears  Select the required rule from the List of Client Rules displayed.  By default the exported data is stored in C:Tally.ERP9 or provide the path of your choice  Press Enter to accept the default filename or provide the filename of your choice Figure 1.27 Export snapshot details On successfully exporting data to the named file stored in the default folder, the following message appears in the calculator pane. Figure 1.28 Calculator Pane 1.3.3 Import Snapshot The import snapshot will bring in data to required client or server, prior to importing the data ensure that you have copied the file at the required location. To import the data follow the steps shown:  Go to Gateway of Tally.ERP 9 > Import of Data > Synchronisation > Import Snapshot The Import Snapshot for selected Rule screen appears  Select the required rule from the List of Server Rules displayed.  Enter the required path and filename in Import Filename (XML) field 28
  • 32. Data Synchronisation Figure 1.29 Import snapshot  Press Enter A message Importing snapshot of XXXXXXXXXXXXXXX appears in the calculator pane. 29
  • 33. Lesson 2 Synchronisation Reports The voucher synchronisation report is available at the client and server, it provides vital synchronisation information for the respective rule on:  Pending Vouchers: By default the list of vouchers pending synchronisation from the client or the server are displayed.  Sent Vouchers: Vouchers sent to the client or server till the previous synchronisation are displayed  Received Vouchers: Vouchers received from the client or the server till the previous synchronisation are displayed To access the synchronisation report  Go to Gateway of Tally.ERP 9 > Import of Data > Synchronisation > Voucher Sync Info 2.1 Pending Vouchers The Select Rule for Sync Reports screen appears  Select the required rule from the List of Server Rules or the List of Client Rules displayed 30
  • 34. Synchronisation Reports The Synchronisation Reports screen appears as shown: Figure 2.1 List of vouchers pending synchronisation From any other synchronisation reports click F1: Pending or press F1 to view the vouchers pending for synchronisation 31
  • 35. Synchronisation Reports 2.2 Sent Vouchers To display the list of vouchers sent from the client or the server  Click F2: Sent or press F2 The Synchronisation Reports screen appear displaying the list of vouchers sent Figure 1.2 List of Vouchers sent 32
  • 36. Synchronisation Reports 2.3 Received Vouchers To display the list of vouchers received from the client or the server  Click F3: Received or press F3 The Synchronisation Reports screen appear displaying the list of vouchers received Figure 1.3 Received Vouchers 33
  • 37. Lesson 3 Migrating Rules in Synchronisation Logical Migration for Synchronisation Rules enables the smooth transition of client or server rules from the previous versions/releases to Tally.ERP 9 release 1.6 without performing any additional process. On starting Tally.ERP 9, the logical migration takes place making the existing rules compatible with Tally.ERP 9 release 1.6. However, certain information in the rule will be updated on synchronising data in Tally.ERP 9 Release 1.6. 3.1 Migrating Server Rule To logically migrate the existing rules on the server  Start Tally.ERP 9 Tally.ERP 9 detect the available synchronisation rules and logically migrates them. On successfully migrating the rules the message appears in the calculator pane as shown: Figure 3.1 Migrating Server Rule 34
  • 38. Migrating Rules in Synchronisation To alter/view the rule follow the steps shown below: Go to Gateway of Tally > Import of Data > Synchronisation > Server Rules > Alter The Select Item screen appears as shown: Figure 3.2 Alter Sync Rule  Select the required rule and press Enter 35
  • 39. Migrating Rules in Synchronisation The Server Rule Alteration screen appears as shown Figure 3.3 Server Rule Alteration The Rule Name is blank in the List of Rules screen  In the server rule alteration screen you will notice that the Name of the Rule field is blank and the Last Sent Alter ID is set to 0. These fields will be updated on synchronising data using Tally.ERP 9 release 1.6. 36
  • 40. Migrating Rules in Synchronisation 3.1.1 Migrating Client Rule To logically migrate the existing rules on the client  Start Tally.ERP 9 The Select Company screen appears displaying the rule updation message in the calculator pane Figure 3.4 Client Rule Migration 37
  • 41. Migrating Rules in Synchronisation To alter/view the rule follow the steps shown below: Go to Gateway of Tally > Import of Data > Synchronisation > Client Rules > Alter  Select the required rule and press Enter The Client Rule Alteration screen appears as shown: Figure 3.5 Client Rule Alteration In the client rule alteration screen you will notice that Last Sent Alter ID is set to 0. This field will be updated on synchronising data using Tally.ERP 9 release 1.6. You can now start synchronising the data using Tally.ERP 9 release 1.6 which has better performance and features bundled to suits various business needs. 38
  • 42. Lesson 4 Security Controls for Synchronisation 4.1 New Security Levels A set of new security control exclusively for synchronisation have been introduced, which allow or disallow the user from performing the respective task. Based on the requirement, the system administrator may authorise or prohibit users from performing certain task. This results in clear segregation of duties among users. The three new security levels introduced are:  Client / Server Rule: Based on the access type selected the user is allowed or disallowed to Create/Alter/Delete the Client or Server rules at the synchronisation Client or Server respectively.  Synchronisation: Based on the access type selected the user is allowed or disallowed to perform data synchronisation from the client or server.  Sync Reports: Based on the access type selected the user is allowed or disallowed to view synchronisation reports. The detailed procedure to add or remove the tasks to the required security level is explained in Tally.ERP 9 Reference Manual under the heading Assigning Security Levels in Access Controls & Security Management. 39