E-Docs for Tally.ERP 9

E-Docs for Tally.ERP 9 Version 1.0

Table of Contents Introduction .................................................................................................................................................. 3 Benefits ..................................................................................................................................................... 3 Document types ........................................................................................................................................ 3 How it works??.......................................................................................................................................... 4 Activate License ........................................................................................................................................ 6 E-Docs Configuration .................................................................................................................................... 7 Configure Gmail Account .......................................................................................................................... 8 1. Groups ................................................................................................................................................... 9 2. Ledgers ................................................................................................................................................ 10 Save the Ledger Alteration after configuration. ..................................................................................... 11 Voucher Configuration ............................................................................................................................ 11 Un-install ..................................................................................................................................................... 13 Method 1 ................................................................................................................................................ 13 Method 2 ................................................................................................................................................ 13

EAI Square Technologies LLP #305, A Block, Vijaya Lakshmi Apartments Abbiah Reddy Layout, Kaggadasapura, Bangalore-560093

Sales: [email protected] Support: [email protected] Web: www.eaisquare.com

Introduction E-Docs for Tally.ERP 9 is a DOCUMENT MANAGEMENT SYSTEM, designed exclusively for Business Organisations. This system lets you securely store all your business related documents digitally, so that you and your staff can access, view or share them without physically sending the documents.

Benefits: • • • •

Send Tally.ERP 9 data to CA using E-Docs. Auditor can access all the supporting documents from within Tally.ERP 9 Share documents (Outstanding Statements/Confirmation of Accounts/Invoice) with your vendors/customers You can verify the books of accounts of all the branches, by accessing supporting documents at the Head Office itself Upload all the supporting documents for a masters or vouchers

Document types Tool supports to upload all types of documents related to masters or vouchers. Following are the few types of documents that can be uploaded. List is not limited; you can upload any kind of documents! •

•

• • •

Invoices with supporting shipping and other documents o C-Form o Order forms o Quotations o Invoice received etc. Customer/vendor related documents o PAN Card o ID proof o Copy of Bank Cheque o Outstanding statements etc. Different kinds of evidential documents for cash receipts and payments Documents supporting other kinds of business transactions (like returns of purchased or sold items) Documents supporting accounting adjustments (like year-end accounting of accrued expenses and income)



How it works?? E-Docs - uses Google documents (Google Drive) to store and retrieve the documents. Google provides 1GB of space as part of the free account. 1GB will be sufficient for most of the businesses, if required, buy additional space from Google. This tool connects to Google Account from and with in Tally.ERP 9 and uploads the document to the Google server. Users can view or download the documents from the server through Tally.ERP 9.

It is advisable to use ONE Google Account per company. If you use single account for multiple companies you may run out of storage space after sometime.

Disclaimer

EAI2 does not provide any services directly to buy or manage the Google accounts. E-Docs tool is developed only to facilitate the businesses, to use their existing Google drive through Tally.ERP 9.

Installation E-Docs installation procedure is as follows: 1. Download the E-Docs Installer from our website. 2. You will receive 1400.zip file. Extract the files, you will find 1400.exe file. 3. If Tally is running, close the application before installing E-Docs tool. 4. Right click on the 1400.exe file and select the “Run as administrator”.



If you double click on the installer, the following message will be displayed indicating run using Run as Administrator option.

4. Accept EAI2 License Terms.



5. Browse and Select Tally.ERP 9 folder to install

6. On successful installation, the following message box will be displayed

Activate License After purchasing the tool, you will receive a confirmation page with the link to download the License file and same link will be sent to your authorized e-mail ID. Copy the license file to the Tally.ERP 9 folder where the tool is already installed. Restart Tally.ERP 9.

Users have to repeat the above stated installation and license activation procedure on all the Client machines, if you are using Tally.ERP 9 Multi user.



E-Docs Configuration To start using the tool, first you need to configure the Gmail Account to be used for uploading documents. To configure the Gmail Account, 1. Load the company 2.

From Gateway of Tally press F12, select the “E-Docs Configuration” option



Configure Gmail Account In E-Docs Manager Login screen, •

Enter your User Name and Password of Google Account (Gmail). If the user name and password entered is incorrect, Tally.ERP 9 will display the error message (Error while login to Google Docs, Invalid Credentials) and will not allow navigating. Hence, ensure the correct details are entered.

•

If Security Control is enabled for the company, you can also set the rights to upload, view, download, share and delete documents for other users with the help of the following screen.

E-Docs Configuration is company specific. Hence, you need to configure each of the company for which E-Docs capability has to be used.



Master Configuration 1. Groups To upload documents at the Ledger level, first you need to configure the appropriate Groups by enabling the option - Add documents to Ledgers under this Group. Example: If you want to upload documents for Bank Ledgers, alter the Group - Bank Accounts to set the option - Add documents to Ledgers under this Group to Yes. From Gateway of Tally > Accounts Info. > Groups > ALter

Press Enter to view Define document type screen. In this screen you can define the Document Type, which will be uploaded for the ledgers created under this group. Users can define 20 different Document Types for a Group.

The Document Types defined here, will be displayed in Ledgers created under this Group, to upload the documents. Save the Group Alteration after configuration.



2. Ledgers To upload the documents for a Ledger, set the option – Add Documents to Yes and press Enter to view Documents screen. From Gateway of Tally > Accounts Info. > Ledgers > Create/ALter

In Documents screen, the Documents Type defined in the Group will be dispalyed. To upload the document select the option Upload.

Press Enter to browse and select the appropriate file



On selection of document for upload, the upload completion status will be displayed. Depending on the file size and speed of internet connection application will take time to upload the document. After uploading you can view/download/share/delete the same from the server (Google Docs).

You need Internet connectivity to Upload, Download, View, Share and Delete the files Save the Ledger Alteration after configuration.

Voucher Configuration E-Docs tool allows you to add documents for a voucher during entry. Example: For Sales voucher, add Party’s PAN Card, Dispatch documents, Shipping Documents etc. Cheque Copy can be added for a Receipt Voucher. To add documents, during voucher entry you have to enable the option – Add Documents to voucher in Voucher Type Alteration screen. From Gateway of Tally > Accounts Info./Inventory Info. > Voucher Types > Alter > select the applicable voucher to enable the option.



Press Enter to view Define document type screen. In this screen you can define the Document Type which will be uploaded for the vouchers. You can define 20 different Document Types for a Voucher Type.

While recording the voucher, you will see the following option if the voucher type is configured for adding Documents. Once the Voucher is configured, user can record a voucher entry by specifying the required information. While recording the voucher, he can select whether to upload the documents or not. While recording a voucher, to upload the documents for a Voucher, set the option – Add Documents to Yes and press Enter to view Documents screen.

In Documents screen, the Documents Type defined in the Voucher Type will be dispalyed. To upload the document select the option Upload.

Press Enter to browse and select the appropriate file. On selection of document for upload, the upload completion status will be displayed. Depending on the file size and speed of internet connection, application will take time to upload the document. After uploading you can view/download/share/delete the same from the server (Google Docs).



Un-install For some reason, if you want to un-install the software follow one of the two methods given below:

Method 1 1. 2. 3. 4. 5. 6.

Open Tally.ERP 9 Go to Configuration (press F12 from Gateway of Tally) Select TDL Configuration Press F4 to see the list of TDL files loaded Remove the line containing the file name GoogleDocs.tcp Press Ctrl+A

Method 2 1. 2. 3. 4.

Go to Tally.ERP 9 folder Open Tally.ini Go to the line containing GoogleDocs.tcp Remove the line

Remove the following files from the Tally.ERP 9 folder Google.GData.AccessControl.dll Google.GData.Client.dll Google.GData.Documents.dll Google.GData.Extensions.dll GoogleDocs.dll Newtonsoft.Json.dll GoogleDocs.tcp

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E-Docs for Tally.ERP 9

E-Docs for Tally.ERP 9

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