Presenting Data Synchronisation in Tally.ERP 9
Exciting advances make Data Synchronisation ideal for tying up distributed business environments such as branch offices, distributors or vendors, retail chains, with the Head Office, or even any business with footprints across multiple geographies. Data Synchronisation in Tally.ERP 9 makes two sets of data identical, enabling a user to work with data that is current and the same as data at a central location.
You may be a growing business with one branch, or a medium-sized business with multiple branches, or a large business with multiple branches – Data Synchronisation in Tally.ERP 9 connects you with your business where it happens and when it happens.
Transactions of sales orders, payments received and inventory across branches, and consolidation of all these at head office is a common practice. Configure your business information such as sales orders & purchase orders, accounts receivable/ payable, inventory status, etc to be available from all the branches to your HO. Consolidate the information at one or more branches, decide what information needs to flow from one branch to another. Availability of information when it is required will facilitate faster, better, and informed business decisions.
Consolidation of Data at Head Office
Branch Managers in your business will be under constant pressure to reduce information overload and make available only what needs to be shared with head office to increase productivity at every stage.
Revolutionary one-way synchronisation feature of Tally.ERP 9 lets you set and manage the flow of information from your branch offices to the Head Office or central branch as per your business requirement. This feature allows you to set a one-way flow of documents– for example sales orders from branch offices to move to Head Office and not the other way around.
What others can see is what you send…!
Selective synchronisation with ‘Filter Voucher Types’
You may want to provide your principal companies with details of sales orders received or pending, payments pending or received, goods in transit or in-store and many other day-to-day transactions. As an independent business entity you want to protect your company’s competitive advantage in the market: filter voucher type in Tally.ERP 9 helps you to segregate data before sharing.
Let us consider two situations – Data Synchronisation within your business enterprise: Your branch may be doing sales, purchase of items, storage and movement of those items, shipment and collection. From Head Office you need only information pertaining to sales & collection. While you might have operated by receiving the full copy of all transactions from your branches, now you can receive only the relevant transactions that you want to consolidate at the Head Office level.
Second situation – data sync of your business with other businesses: Let us examine a case where You, a retail house, hold items such as refrigerator and microwave oven manufactured by different principals – ABC and PQR. You want to share the sales and the stock in hand status to your principals. What principal – ABC sees must be only the refrigerators sold and in stock, not information pertaining to ovens from PQR. This is now possible* with Tally.ERP 9 Selective Data Synchronisation!
* provided your Principals use Tally.ERP 9 – Data Synchronisation facility part of Upcoming Feature click here to notify yourself when released
Back Office and Production Planning? Get Real time demand now!
Promise delivery against an order only after knowing the exact status of inventory; make payments to your suppliers after knowing the collections received; understand market operating price from a specific shop / branch in a city, or receive stock at the branch where it is required – all this is possible with sync after save feature of Data Synchronisation in Tally.ERP 9.
Sync after save in Tally.ERP 9 facilitates business information to be available in real time to all required on saving of a transaction. For example, one of your ‘Retail stores’ can book sales-status of reduced inventory in the store is available immediately to HO. Head office can reorder material based on this data received from branches/retail outlets.
Your business does not have to wait for end-of-day data transfer between head office and other branches; you can set the synchronisation to happen each time a user at your branch office ‘saves’ a transaction for instantaneous update. This helps you to plan your back office operations and production based on real time demand. This real time update happens without any manual intervention.
Update your regional headquarters & corporate HQ in a single click…!
Multiple sync paths in Tally.ERP 9 enables business information flow between branches, regional headquarters, and to Head Office in just one click.
SAY FOR E.G.:
- A branch in Ahmedabad needs to send information to its RO at Mumbai and also to the HO in Bangalore. Now, this is just a click away!
- A branch at Ahmedabad needs to send inventory information to a Manufacturing plant at Pune come under Mumbai RO. Now in just a click, the ‘Stores Manager’ at Ahmedabad can share this vital information on stock position to both his RO Head sitting at Mumbai and his counterpart Stores Manager at Pune plant. Again just a click away!
By this set-up, business requests which can be addressed by a branch will be prioritized instead of sending the same request to Head Office for fulfillment. Lateral sync is also possible between branches in a region to optimize transactions and derive cost advantage. As stated in the example above, if Ahmedabad Branch has a stock requirement that can be fulfilled by the Pune plant that falls in the same region, then the request for material is fulfilled inside the RO purview instead of going to the Head Office.
Apart from commercial businesses, this feature also helps Government bodies. Say e.g., now a VAO (Village Administration Officer) can by a single click send the fund utilization report to his District HQ and at the same time update the respective Ministries! Multiple syncs can be set to function automatically without multiple clicks. Flexible mapping of Head Office and branch offices based on business needs is a very effective solution for businesses. Multiple syncs can be set to function automatically without any manual intervention.
Much More than Multi Synch – Now Tally.ERP 9 will remember the ‘multiple sync paths’
This facility will ensure any alterations done at any level (say a Branch office or Production facility); will be updated back to the originator of the transaction. Say, for example, your Delhi Branch has booked a Sales Order with a term of delivery of 10 days. This information has moved to the HO located in Bangalore and then moved to the Pune plant location. The factory is changing the order terms to 20 days delivery and wanted this information to go back to the Branch that has booked this order. Now Tally.ERP 9 will remember this synch route of ‘Delhi Branch > Bangalore HO > Pune plant’ – due to this intelligent feature so that the information will reach the originator i.e., the Delhi Branch.
Reach across your business enterprise and beyond!
There are several scenarios in which Data Synchronisation can be effective to increase your business efficiency. We will discuss two cases where Data Synchronisation is highly recommended for your business:
SCENARIO – 1: WITHIN YOUR BUSINESS
You have branch sales office(s) located in different geographies or the same city, and a head office centrally managing the stocks, processing orders, and shipping materials to customers. Sales orders booked at the branches can be updated to head office continuously and head office, in turn, will update branches on sales invoices generated, material dispatched, etc so the branch can initiate payment collection from the customers and report collection status. There could be operational information at the branch and head office which is transactional and does not have to be shared. Data Synchronisation helps you share information within your business for smooth and effective running.
SCENARIO – 2: BUSINESS TO BUSINESS (B2B)
The second case is when you have an extended enterprise with Principal companies you procure material from and distribution network through which your goods are taken to market. Sales & stock information can be sent respectively to different principals. With Tally.ERP 9 Data Synchronisation your ability to stay connected and share accurate business information with various stakeholders is simplified to help you increase business efficiency.
DATA SYNCHRONISATION HELP A BUSINESS:
- Save time as data is just a click away when compared to transfer of business information to HO through CDs or another medium
- Improve business-wide intelligence
- Enhance operational view across the business for better decision-making (eg., identifying non-moving items across Branches and do a clearance sale)
- Leverage collaborative planning & forecasting (eg., material planning based on stock available at Branches / Distribution Networks)
- Reduce manual intervention
- Refine business processes
- Implement and sync easily
Retain transaction sequences for total clarity…!
Errors or mistakes while recording transactions are inevitable in a day-to-day business operation. Clerical staff at the branch office may pass a transaction by mistake. After these records reach HO, a senior executive may correct it & send it back to branch. Once the branch receives them back the registers and reports need to be in right sequence.
Sales, purchase or inventory transactions are recorded in a sequential order at the time of passing a transaction. Voucher ordering in Tally.ERP 9 prevents discrepancies when changes are made in records which originate in branch offices and are returned from the Head office. This feature retains the original transaction sequence thereby avoiding confusion. Your business does not have to suffer or wait for the error to be fixed to move forward.