18 November 2008

How to print mailing labels through Tally

In the previous post I have described the free utility UDI Magic free edition. With the help of this tool data can be exported to Excel from Tally with the fields we need. Simple Select command of SQL styles has to be given and the data is shown in the way we want. One useful thing that I have tried is printing mailing lables of my sundry debtors and sundry creditors. As we know data can be filtered through this utility and it can be saved in excel file. Lets see how this can be achieved.

The prerequisites of Mailing Lables

In printing mailing labels through word few prerequisites has to be taken care of. The first one is that all the addresses of ledgers would be properly filled in Tally with full details like contact person, pincode, state and ofcorse full mailing address. If some thing is missing then it has to be completed before hand.
Second thing is that one should have full knowldge of the whole process of mail merge or printing mailing labels. I would provide a brief outline of the whole process but this has been explained here, Here and Here. These three sources would give you detailed idea about printing labels.
The main steps involved are :-
1. Selecting the main document.
2. Selecting the data source.
3. Merging the data with the main document to form labels.
Here second step of selecting the data source has to be done by selecting the excel file we would make now from Tally its self.
Start Tally, Open the company you want the labels to be printed. Be sure the ODBC Server is written on Tally panel. Now minimize the Tally and start UDI Magic. In Tally to Excel section give following command.

Select $LedgerContact, $MailingName, $_address1, $_address2, $_address3, $_address4, $_address5, $PinCode, $StateName from Ledger where $$IsChildOf:$$GroupSundryDebtors

Press the button View in Excel and this data extracted would be added to an excel file. Save this file and pick this file while performing the step 2 of Selecting the data source. Fix the size of the labels and print and fix the fields in a good order. All your sundry debtors would get a label. Following command can be given to print the lit of all Sundry creditors.

Select $LedgerContact, $MailingName, $_address1, $_address2, $_address3, $_address4, $_address5, $PinCode, $StateName from Ledger where $$IsChildOf:$$Creditors

Related Articles : Complete Tutorials

13 November 2008

Another free utility for Tally Users: UdiMagic

ApniTally reader Rajiv has sent me another free utility which can be used by all Tally users. This is called UDI Magic Free Edition. This utility is an excellent tool to bring data out of Tally. This can be in various forms and user can bring out what ever report they want.
Basically it can be termed as bridge program which can fetch data from Tally provided you know which data you want.The utility can be downloaded from this link.
After downloading you can unzip the files and install it on your c drive. You would get icon on desktop.

How to Use it

Although it is a restricted version then the original software called UDI Magic but still i was able to get lot of reports from this utility. Start Tally and Open the company from where you want to pull the data. Be sure that ODBC Server is running.
Double click the icon and the utility is started.
Now press next and choose the first option of Tally to Excell.
Press Next and you would get the are where you have to put the command for data. The utility accepts SQL like commands and the data is shown in the portion below. Try this example, In Tally you cann not get balances off all ledgers. Here you can see all ledgers with their closing balances. Put this command:

Select $Name, $ Closingbalance from ledger

You would get all ledger names with their closing balances. If you want only sundry debtors then modify the command as this:

Select $Name,$ClosingBalance From LEDGER where $$IsChildOf:$$GroupSundryDebtors

This would give you the list of all sundry debtors. This report can be taken from Tally itself by going to Display->Account Books->Group Summery->SundryDebtors
But If you want to call all sundry debtors then this utility would help as this command would provide their phone numbers also with the name and balances. Just insert $LedgerPhone. The command would be :
Select $Name,$LedgerPhone,$ClosingBalance From LEDGER where $$IsChildOf:$$GroupSundryDebtors

This report would be usefull and you would like to print the list of all person with their phone numbers. Just press the button view in excel in the right bottom and it would be transferred in excel and new sheet would be opened from where you can take the print out also.

Similarly following command would show the item report with name , base unit, closing value and closing balance.

Select $Name, $Baseunits, $ClosingBalance, $ClosingValue from StockItem

In case you get some error then perhanps there is a spelling mistake, correct it and try it again.
The readers can face problem in exploring the names of the tags which are used to display report. This problem will be explored and explained in next article.

As a closing note I want to add that if ApniTally readers have free utilities developed by them they can share it with other readers. If some payed products are there which can help the users of the Tally then ApniTally would be happy to review them. They can send the information regarding their products at my email at shailyji at gmail dot com.

Related Reading : Free Utility Recycle Bin for Tally.