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Data Exchange Between Branches | Synchronisation & Snapshot Exchange in TallyPrime

When your business has multiple branches, you will need to share business data like payments and receipts, stock details from branches/warehouses, and so on. This data sharing can be between different branches, or between the head office and branches/warehouses. You can use data synchronisation to share and update data between two or more locations, including head office and branches/warehouses. At both locations, you must have the same release of TallyPrime. However, you need not maintain continuous internet connectivity to do synchronisation.

Data distribution and consolidation: You can use synchronisation to distribute the item catalogue or party ledgers created at the head office or a branch/warehouse to all branches. The transactions recorded at all branches or warehouses can be consolidated at the head office, or a designated branch. In effect, you can avoid duplication of data entry efforts, and minimise errors. In case you alter or delete transactions, you can share such vouchers too.

The data that you can share between TallyPrime in two locations include masters and transactions. You can configure your TallyPrime to control the direction in which this data sharing should take place. For this, TallyPrime follows a client-server model. You can designate one location as the client and the other as the server. However, TallyPrime can behave as both the client and the server at the same time. This will help to set up data distribution and consolidation at the same location. For example, you can create all masters at the head office and share with the branches. You can also consolidate transaction data from all the branches at the head office.

Security: The process of synchronisation is secure, as the data is transmitted in an encrypted XML format over HTTP. TallyPrime uses the Modified DES algorithm, which is proprietary in nature, for data encryption. After synchronisation, the data is not stored anywhere. You can decide which TallyPrime user can perform synchronisation and related tasks.

Rules for Synchronisation: You can designate any one TallyPrime as a server and another as a client. At the client, define the Client Rules for masters and transactions, according to which the data will be sent or received. The same Client Rule can be activated at the server location as a Server Rule based on which TallyPrime can accept or reject the data. Direction of the data flow in any Client Rule can be as follows.

Completeness of data transmission: TallyPrime can ensure that all the masters used in a transaction are shared along with the transaction. This includes Ledgers, Groups, Stock Items, Units of Measures, Currencies, and so on. After the first instance of synchronisation, if any transaction is altered or deleted, the changes are updated in the subsequent synchronisations.

To ensure that data synchronisation between two locations is carried out completely, you need to enable the same features in F11 for both the companies. When the accounting or inventory masters are altered, a new master gets created at the other end on synchronising the data.

Modes of Sync.: Synchronisation can be done in three modes:

1. Online: The client and the server companies need to be online at the same time, and connected through Tally.NET Server. The sync rule and data are immediately transferred to the connected company.
2. IP: The client and the server companies need to be online at the same time, and connected through a private network. To synchronise in a private network, use the static IP address and the port number on which TallyPrime is running. 
3. On-demand: The client and the server companies need not be online at the same time. Data is synchronised using Tally.NET Server. The Tally.NET Server stores the sync rule and data until it is accepted by the receiving company. Hence, you can initiate a synchronisation at anytime without worrying about the other company being online. The data on Tally.NET Server is deleted after the receiving party takes it or after seven days, whichever is earlier. After seven days, a new synchronisation request has to be sent.

   To synchronise using Tally.NET Server, a valid license and an active TSS are required.

Exchange of bulk data: When you open a new branch, or set up synchronisation for the first time, there is a need to exchange large data. The snapshot exchange feature enables fast data exchange. You need to use a private network for snapshot exchange.

Set up for Synchronisation: Specify the role of your company in synchronisation, create sync. rule on the client, and activate the sync. rule on the server. If you are using Tally.NET Server for synchronisation, you need to configure the TSS feature. For online synchronisation, keep the company connected.