Tally Prime export

AirQR can export your settled bills as Tally Prime XML: sales vouchers (one per bill, or one per day per payment mode) and the ledger masters to create in Tally first. The files come from the GST & accounts page, and the ledger names are set under Settings → GST & accounting. Owners and managers can download the files; changing ledger names needs access to Settings (owners and managers). Available on every plan, including the trial.

Please agree the ledger names and groups with your accountant, and have them check the first month's import before relying on it.

Step 1: Set ledger names in Settings → GST & accounting

Tally matches ledgers by exact name. A voucher that names a ledger Tally doesn't have is rejected. So first decide the names:

1. Go to Settings → GST & accounting (or tap Ledgers on the GST & accounts page).
2. Under GST return, check the SAC code (996331 for restaurant, café and takeaway service; bars use 996332, outdoor catering 996334) and the Tally voucher type (usually "Sales"; use your own, such as "POS Sales", if your accountant keeps restaurant bills separate).
3. Check the ledger names in three groups:
   • Sales, charges and adjustments: Sales (Food & Beverage Sales), Service charge, Packaging charges, Delivery charges, Discounts (Discount Allowed), Round off, Tips (Tips Payable).
   • Output GST: Output CGST, Output SGST / UTGST, Output IGST.
   • Money received: Cash, Card (Card Settlement), UPI (UPI Settlement), Other & online (Other Receipts).
4. Either type the names already used in your Tally company, or keep AirQR's names and import the ledger masters (step 2).
5. Tap Save changes. Defaults puts back AirQR's standard names (then save).

These settings apply to every outlet of your brand. Until you save, the page says "You're seeing the defaults — nothing has been saved yet."

Step 2: Import the ledger masters into Tally (first time only)

1. On GST & accounts, open the Tally menu → Ledger masters (import these first). (The same file is under Ledger masters in Settings → GST & accounting.)
2. In Tally Prime, open the company, then go to Gateway of Tally → Import → Masters (Alt+O → Import → Masters).
3. Choose the downloaded XML file and pick Combine / Modify or Add new, as your accountant prefers.

The ledgers are created under Sales Accounts, Duties & Taxes (with GST duty heads Central, State and Integrated Tax), Indirect Expenses, Current Liabilities, Cash-in-Hand and Current Assets. Review the groups with your accountant. Tally's built-in Cash ledger isn't re-created.

Step 3: Import the sales vouchers into Tally

1. On GST & accounts, choose the Outlet and Period (see GST reports). Check that the reconciliation says Everything reconciles.
2. Open the Tally menu and download one of:
   • Sales vouchers — one per bill: voucher number = bill number, dated the day it was settled. Best for detailed books.
   • Sales vouchers — one per day per payment mode: one voucher per day for each of cash, card, UPI and other, with the bill range in the narration. Best for lighter books. A split-payment bill is shared between modes in proportion to what each mode paid.
3. In Tally Prime, open the right company, then Gateway of Tally → Import → Transactions (called Vouchers in older releases) and choose the file.

Import only one of the two formats for any period, or your sales will be counted twice. Each voucher has a fixed ID, so importing the same file again is caught as a duplicate rather than posted twice, but your accountant should still check this in their Tally release.

What each Tally sales voucher posts

Every voucher balances to the paisa:

Liquor Sales and Output VAT only appear when you use tax classes for liquor. Rename them in Settings → GST & accounting; the ledger masters file includes them when the period has liquor sales. Refund credit notes reverse them in the same proportions.

The largest payment on a bill is the voucher's party ledger. Tips are never taxed and sit in Tips Payable until you pay them out to staff (see Tips split and payroll).

Refunds: Credit Note vouchers

Refunds recorded on settled bills in the period (Record refund on an order) are added to both voucher files as one Credit Note voucher each, dated the day of the refund, numbered like "R1042-3F2A". The ledger the money went back from (Cash, Card, UPI, or Other for bank transfers) is credited; Food & Beverage Sales and Output CGST / SGST are debited in the same proportions as the original bill, and any part above the bill's value is debited to Tips Payable. The Credit Note voucher type exists in every Tally Prime company by default. See GST reports for how refunds are reported.

Troubleshooting the Tally import

• Tally rejects a voucher because a ledger doesn't exist: the name in Settings → GST & accounting doesn't match Tally exactly. Fix the name (or import the ledger masters), then download the vouchers again.
• Sales doubled in Tally: both voucher formats were imported for the same period. Ask your accountant to delete one set.
• Vouchers went into the wrong company: open the correct company in Tally before importing.
• Wrong voucher type: change Tally voucher type in Settings → GST & accounting, save, and download again. The type must already exist in Tally.
• A bill is missing: only settled bills in the chosen period are exported. Open bills appear once they are settled; cancelled bills are never exported as sales.
• Aggregator orders (Swiggy, Zomato) are not in AirQR's bills and are not exported.