Getting started with_sms | Excel to Tally | Web Based Fixed asset Software | Tally Support

Getting Started with Short Message
Service

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Version: Getting Started with Short Message Service/2.0/August 2010

Contents

Contents

Lesson 1: Short Message Service in Tally.ERP 9
1.1 Introduction .......................................................................................................................................................1
1.1.1 Steps to Configure SMS in Tally.ERP 9...................................................................................................... 2

Lesson 2: Configuring Short Message Service
2.1 Configure Tally.ERP 9 for SMS ....................................................................................................................4
2.1.1 Register Mobile Number(s)......................................................................................................................... 4
2.1.2 Enable SMS................................................................................................................................................. 7
2.1.3 Authorise User to SMS................................................................................................................................ 9
2.1.4 Connect Company to Tally.NET ............................................................................................................... 11
2.2 Access Information via SMS ........................................................................................................................12
2.3 Change SMS Suffix ........................................................................................................................................12

Lesson 3: Natural Query Language ........................................................................................................................... 15
3.1 Introduction .....................................................................................................................................................15
3.1.1 How it works ............................................................................................................................................. 15
3.1.2 Rules ......................................................................................................................................................... 15
3.1.3 Quick Tips ................................................................................................................................................. 16
3.1.4 Natural Query Language for the Business ............................................................................................... 17
3.1.5 Business Vocabulary References .............................................................................................................. 21
3.1.6 Business Vocabulary that is ignored during interaction .......................................................................... 22
3.1.7 Natural Query Language for the System .................................................................................................. 23

i

Lesson 1: Short Message Service in Tally.ERP 9

1.1 Introduction

Short Message Service is a text communication service component of a mobile communication
device. Short messages are exchanged between mobile phones using standardised
communication protocols. It is widely used for quick and short communication among mobile
phone subscribers. The term SMS is used as a synonym for all types of short text messaging, as
well as the user activity.

The availability of business information on the fly without any dependency is the need of the hour
for any business owner or a salesman who remains out of office for long hours. Accessing
information from anywhere keeps the business owner and the sales man updated and also
enables them to take the right decision at an appropriate time thus helping the business owner in
contributing towards the positive growth of the business and staying ahead of the competitors.

Using the available spectrum of technologies, gadgets with a combination of simple English
language Tally.ERP 9 is enabled to access information from anywhere via the Short Messaging
Service. A simple yet convenient solution to get the business information at finger tips while you
are on the move without carrying any advanced gadgets or implementing a complex setup.

The authorised users can access information from the respective company by posting a query to
extract information using Natural Query Language. Based on the query posted, the system
extracts the required information from the respective company connected to Tally.NET and sends
back a reply to the authorised users mobile phone in a short span of time.

1

Short Message Service in Tally.ERP 9

1.1.1 Steps to Configure SMS in Tally.ERP 9
Configuring Tally.ERP 9 for SMS is simple four step procedure which is detailed in the
forthcoming chapter titled Configuring SMS in Tally.ERP 9.

The Four Simple Easy steps to configure SMS are

1. Register Mobile Number(s) : The SMS response/reply is sent to the mobile number of
authorised user provided in My Profiles option of the Control Panel.
 Click K: Control Centre > enter User’s Email ID and Password > click W:My Profile and
enter the required mobile numbers.

2. Enable SMS: Activate the capability to request for information via the SMS
 F11: Features > click F4: Tally.NET Features or press F4.

3. Authorise User to SMS: Authorise the user to request for information and receive the
response accordingly. You can authorise the users in
 Gateway of Tally > F3: Cmp Info > Security Controls > Users and Passwords and set
Yes to Allow SMS Access.

4. Connect Company to Tally.NET connect the required company to Tally.NET
 Gateway of Tally > click F4: Connect or press F4.

After having configured the company successfully, you can send the SMS Query to 566779<9>
Where:
 <9> is the SMS Suffix or a unique number assigned to the company connected to
Tally.NET, the SMS Suffix available are between 0 to 9 based on the connection
sequence.

Example: To know the Cash Balance as on 16-Aug-2010
 Just Type: Cash Balance as on 16/08/2010
 Send to: 5667791

Shortly you will receive an SMS with the following text:
Closing Balance of Ledger Cash for 16-August-2010 15,000 Dr.

2

Short Message Service in Tally.ERP 9

The diagram below depicts the SMS functionality in Tally.ERP 9

Figure 1.1 Query Information via Short Message Service

3

Lesson 2: Configuring Short Message Service

2.1 Configure Tally.ERP 9 for SMS
Prior to accessing the business information via SMS it is essential to configure Tally.ERP 9 which
is shown in four simple steps.
 Register Mobile Number(s)
 Enable SMS
 Authorise Users to access information
 Connect Company to Tally.NET

2.1.1 Register Mobile Number(s)
It is essential to register the mobile number(s) before connecting the company to Tally.NET. You
need to provide the mobile numbers in My Profile option which is available in the Control
Centre.

To enter the mobile numbers follow the steps shown:
Go to Gateway of Tally or Company Info menu
 Click K: Control Centre or press Ctrl + K

The Login As Remote Tally.NET User screen appears
 Enter the required E-Mail ID in Your E-Mail ID field
 Enter the password in Your Tally.NET Password field

Figure 2.1 Login As Remote Tally.NET User

4

Configuring Short Message Service

 Press Enter
The Control Centre screen appears as shown

Figure 2.2 Control Centre

 Click W: My Profile or press Alt+W

5


The My Profile screen appears as shown

Figure 2.3 Change My Profile

 Select the required salutation from the list of Salutation displayed
 Enter the required name in the Name field.
 Type the required mobile number in Mobile No(s) field
 Press Enter
 Press Enter once again to complete the entry

In case the information is already available, provide the required mobile
number(s) only.
To enter multiple mobile numbers, type the required mobile number in the blank
field provided and press Enter to move to the next line.

6


The My Profile screen appears as shown:

Figure 2.4 Change My Profile

 Click Yes or press Y to save the details
 Press Esc and return to Gateway of Tally or Company Info menu

2.1.2 Enable SMS
After providing the mobile numbers and prior to connecting the company to Tally.NET, you need to
enable the SMS feature and provide a short name for the company.

To enable the SMS feature follow the steps shown:

Go to Gateway of Tally
 Click F11: Features or press F11

The Company Features menu appears
 Select Tally.NET or press F4

7


The Tally.NET Features screen appears as shown:

Figure 2.5 Tally.NET Features

 To enable Tally.NET set Security Controls to Yes while creating/altering a
company.
 In case you have configured Tally.NET earlier, you can continue to retain the
existing configurations and enable SMS access.

In the SMS Details Access section
 Set Yes to Enable SMS Access to avail business information using the Short Message
Service.
 Provide a short name for the company in SMS Company Name, the company’s short
name must not exceed eight characters.

8


The Tally.NET Features screen appears as shown:

Figure 2.6 Tally.NET Features

2.1.3 Authorise User to SMS
The last step involved in configuring SMS for the required company is to enable the respective
user(s) to access information via SMS. To enable SMS access for a user(s) follow the steps
shown below:

Go to Gateway of Tally
 Click F3: Cmp Info or press Alt+F3

The Company Info menu appears
 Select Security Control > Users and Passwords

9


The List of Users for Company screen appears as shown:

Figure 2.7 List of Users for a Company

 Select Tally.NET User from the list of Security List displayed
 Enter the required email id of the user in Name of User field
 In order to allow the user access business information via SMS set Allow SMS to Yes.

The above configuration is required for a new setup only.
 Incase you had configured the user(s) for a company earlier then set Allow
SMS to Yes for the required user(s) only.

Similarly, the remaining users can be allowed to access business information via SMS.

 Select End of List

10


The completed List of Users for Company appears as shown:

Figure 2.8 List of Users for a Company

 Click Yes or Press Y to accept the configuration

2.1.4 Connect Company to Tally.NET
On completing the above configuration, the user has to connect the required company to
Tally.NET in order to access information via SMS. To connect the company to Tally.NET click
F4:Connect or press F4 in Gateway of Tally.

On successfully connecting the company to Tally.NET
 A message appears in the calculator pane as shown:

Figure 2.9 Connected to Tally.NET

 You will receive an E-Mail containing the following details
 Company Connect Name: The company’s short name as provided in SMS Company
Name field.
 SMS Suffix: A unique number allotted to each company. It is added at the end of the
service number while sending the SMS request.

11


2.2 Access Information via SMS
On successfully completing the setup, the user can extract business information by sending a
query via SMS to the specified number from the mobile phone. The system in turn extract the
required information and sends back the result to the user’s mobile phone.

To access information via SMS just type the query in your mobile phone and sent it to the
specified number as shown:
 <Query> to 566779 <9>
Where:
 Query: is a business query to extract information from the connected company
 566779: Common Number to which the short message is sent by the user.

 <9>: Is the SMS Suffix - a unique number assigned to each Company for a user.

Example 1:To know the closing cash balance on September 30, 2009

In your cellphone type the following
 Cash Balance as on 30/09/2009
 Send it to 5667791

In a short duration you will receive an SMS with the following text: Closing Balance of Ledger
cash as on 30-Sep-2009 is Rs. 2,970.50

When a single company is connected the SMS Suffix is defaulted to 1.
Provide SMS Suffix when more than a Single Company is connected
 SMS Suffix are limited to a maximum of nine companies. The SMS Suffix can
be any number between 1 to 9.
 When 0 or 1 is suffixed the SMS queries data from the company having the
SMS Suffix as 1.

2.3 Change SMS Suffix
SMS Suffix is a unique identification number allotted to each company when it is connected to
Tally.NET. The first company connected to Tally.NET gets the SMS Suffix Number 1 for the
respective user. The SMS Suffix increments correspondingly as the number companies
connected to Tally.NET increase for that user. The SMS Suffix is limited to nine companies only,
i.e., nine companies only can be accessed via SMS for an authorised Tally.NET User.
While querying for information, when the user does not provide the SMS Suffix the system
assumes that you are querying with the company having SMS Suffix 1 and responds accordingly.
Assuming that you have a number of companies connected to Tally.NET for querying information
and you needs to query the information from the 7th company frequently, then you will have to
send the query to specified number suffixed with 7 which may be a little cumbersome. Instead
Tally.ERP 9 provides you the flexibility to change the SMS Suffix to a desired number.

12


To change the SMS Suffix for the required company follow the steps shown:
Go to Company Info menu
 Select Login as Remote User

The Login As Remote Tally.NET User screen appears
 Enter the Administrators E-mail ID in Your E-Mail Id field.
 Enter the required password in Your Tally.NET Password field.

Figure 2.10 Login As Remote Tally.NET User

 Press Enter
The List of Remote Companies screen appears as shown

Figure 2.11 List of Remote Companies

13


In the set of Online Companies displayed
 Select the required company
 Click C: Chg SMS Suffix

The Change SMS Suffix screen appears as shown

Figure 2.12 Change SMS Suffix

 Type 1 in the New Suffix field

The List of Remote Companies screen appears as shown:

Figure 2.13 Changed SMS Suffix

The SMS Suffix can also be changed from your mobile phone by typing Change <Present Suffix>
<New Suffix>
Example : Change 7 1 and send it to 5667790

14

Lesson 3: Natural Query Language

3.1 Introduction
Natural Query Langauge is an interface between the user and company connected to Tally.NET. It
uses plain simple English to query and extract information while you are away from the business
location. In short Natural Query Language is the way of communicating naturally following the
grammar or syntax of the respective language or the way communication happens between two
people.
To query information from the connected company, the user needs to type the required words
using the mobile phone and send it to the number provided. The system is designed to extract
information from the respective company connected and sends back the information to the
requestors mobile.

3.1.1 How it works
Tally.ERP 9 understands your query which is in the form of Natural Query Language. It has a
set of defined rules and uses plain simple English to communicate. When a user requests for
information using via SMS. Tally.ERP 9 receives the query and converts it to an understandable
format which inturn extracts the required information from the connected company and responds
back to the respective user with information in readable format.

3.1.2 Rules
To use SMS Suport you need to follow the set of rules shown below:
 The Natural Query Language is capable of delivering a single value for a given query, It will
not deliver multiple values as the results delivered need to be within limit of characters
specified for SMS. You cannot request for a list of pending bills as it may exceeds the
specified limit.
 Short message serive response is defaulted to the previous object. Most objects in
Tally.ERP 9 are enabled for access via Natural Query Language Interface. While querying
for Company details without any specification, the system defaults the query to a selected
Company. On further querying for address, the system defaults it to the company address
and returns the Company Address to the requestor mobile. E.g.: The previous query
requested for party balance followed by another query for the address. The system returns
an SMS with Party Address.
 While querying the user must provide correct name of the master. Adding master type pre-
fix would help Natural Query Language Interface to understand the query better.

15

Natural Language

Consider a situation where a company has Sundry Creditor Ledger named Ajay Kumar and
another cost centre/employee named Ajay Kumar. When a query is posted, Natural Query
Langauge Interface finds it difficult to handle the request. By default, the system tries to
deliver the best match or information encountered first. To overcome this prefix Master
Type (Ledger) to Ajay Kumar in order to differenciate between the employee/cost centre
and Ledger.
 When a user queries for Ajay Kumar the system tries to find and lists all matching objects
such as Ajay, Ajay Malik, Ajay Kumar, Kumar, Kumar Krishnan etc. This can be avoided by
enclosing Ajay Kumar withih double quotes which makes it specific to deliver.
 Link Masters like Bills, Batches, Orders etc. contain numbers as part of their names. This
causes ambiguity and the query may yield multiple results. To deliver accurate results all
link masters must be prefixed with the link master type. Example: "Bill 0001 Pending
Amount", Batch 01234 Expiry Date etc.
 When two masters/objects are queried the system considers them as primary and second-
ary returning cross values. E.g.: Closing Balance of Ledger Expenses for Cost Centre
Mumbai Branch, the system currently supports Cost Centre/Ledger and vice versa as cross
masters.

3.1.3 Quick Tips
 Remove the SMS signature from your mobile phone. The signature is appended to the end
of the message sent and makes it difficuly for Natural Query Language Interface to under-
stand.
 While referring to a Masters it is essential to prefix the Master Type. E.g.: Ledger Cash.
 Use the full names rather than partial names which result in wrong information E.g.: Que-
rying for ABC & Co rather than ABC may provide wrong or inadequate information.
 What you see is what you get (WYSWYG). Information you see is also the possible source
of information in Tally.ERP 9. E.g.: You see the ledger address in Ledger Master screen,
similarly you see the Return on Investment in Ratio Analysis report. While querying it is
essential to use the exact names that you see as these titles or prompts return a value.
Even though vocabulary is growing to support similar names, sometimes the Natural Lan-
guage Interface may not understand what you had asked for.
 Be straight! Do not use words that are not necessary. Ask Tally.ERP 9 what it has or what it
knows. When the information you are querying is not forming a part of the data then Natural
Query Language Interface will not be able answer the query posted.

Ask Cannot Ask
Working Capital Value of Working Capital
Ledger Kotak Bank Address Kotak Bank Statement
Closing Balance/Account Number
Purchase orders today
Sales bills yet to make today

16

Natural Language

Ask Cannot Ask
Cancelled vouchers today
Sales Vouchers Today
Vouchers statistics today
Todays Receivables Todays Receivables and Payable
Payables (As two separate Queries) Amount
Quick Ratio Quick Ratio, Current Ratio
Current Ratio (As two separate
Queries)
Aravind Kumar Debit Closing Debit transactions of Arvind Kumar

For an easy understanding of queries using Natural Query Language on various areas of the
product we have broadly classified them into the following categories:
 Business
 System

3.1.4 Natural Query Language for the Business
The set of commands displayed in the table are illustrated as an example only to get you started
on the SMS feature. You can try them out from your mobile phone initially and once you get to
know how it works, you can completely adopt the Natural Query Language to extract information
from the connected company.
This set of commands from your mobile phone will return the appropriate of the respective ledger
or the report.

Word Possible Aliases Works for Values Delivered
Objects
Receipt Ledger Returns a receivable value for
Outstanding the specified ledger for a
Receivables defined period or date.
Receivable Group Returns a receivable value for
Receivables the specified group for a
Bills Receivables defined period or date
Bills Receivable Company Returns a receivable value for
Bill Receivable the defined period or date for a
selected company
Bill Receivables

17

Natural Language

Objects
Rcpt Outstanding Ledger
Rcpt OS
Receipt OS Returns a payable value for
Receipts the specified Ledger for a
defined period or date.
Receipt

Payables
Group
Payable
Bills Payables
Returns a payable value for
Bills Payable the specified Group for a
Payables
Bill Payable defined period or date.
Bill Payables

Payment Company
Outstanding
Pymt Outstanding Returns a payable value for
Pymt OS the defined period or date of
the selected company
Payment OS
Payment
Payments
Total Outstanding Ledger Returns a outstanding value
Outstanding Total for the defined period or date
for a Ledger
Outstanding Outstanding Bills
Company Returns a outstanding value
Bills Outstanding for the defined period or date
Bill Outstanding of the selected company.
Bank Receipt Ledger Returns the Debit Transaction
Bank Rcpt total for a specified Ledger for
the defined period or date.
Bank Rcpts
Group Returns the Debit Transaction
Bank Debit Total total for a specified Group or
Bank Receipts Bank Debit Totals Bank group for the defined
period or date.
Bank Dr Total
Company Returns the Debit Transaction
Bank Debit total for a given Ledger, Group
Bank Debits OR Bank group in case of
company for the defined
period or date.

18

Natural Language

Objects
Bank Pymt Returns the credit transaction
Bank Payment Ledger total for the specified Ledger
for a defined period or date.
Bank Pymts
Returns the credit transaction
Bank Bank Credit Total total for the specified Group or
Payments Group
Bank Credit Totals Bank group for a defined
period or date.
Bank Cr Total
Company Returms the credit transaction
Bank Credit total for the given Ledger,
Bank Credits Group OR Bank group in case
of company for the defined
period or date.
Cash Receipts Ledger Returns the debit transaction
Cash Receipt total for specified Leger for a
defined period or date
Cash Rcpt
Group Returns the debit transaction
Cash Rcpts total for specified group for a
Cash Debit Total defined period or date
Cash Receipts Cash Debit Totals Company Returns the debit transaction
total for given Leger, Group or
Cash Dr Total Cash group in case of
Cash Debit company for the defined
period or date
Cash Debits
Cash Payments Ledger Returns the credit transaction
Cash Pymt total for the specified Ledger
for a defined period or date
Cash Payment
Group Returns the credit transaction
Cash Pymts total for the specified Group for
Cash Cash Credit Total a defined period or date
Payments
Cash Credit Totals Company Return the credit transaction
total for the given Ledger,
Cash Cr Total Group OR Cash group in case
Cash Credit of company for the defined
period or date.
Cash Credits
BalanceSheet BSheet Returns the Balance Sheet
BalSheet Debit/Credit total for a defined
period or date.

19

Natural Language

Natural Query Language Function
Closing Balance of Returns the closing balance of the respective ledger
<Ledger>
Closing Balance of Sales Returns the closing balance of Sales Ledger
Sales Returns the closing balance of Sales Ledger
Receivables Returns the Amount Receivables
Bills Receivables
Payables Returns the Amount Payables
Bills Payables
Outstanding Returns the outstanding amounts
Nett Loss Dipslays the Nett Loss
Profit Returns the Profit
Turnover Returns the tunover
Diff in opening bal Returns teh amount of opening balance
Stock value
Closing stock value Returns the Stock Value
Stock closing value
Closing stock quantity
Stock closing quantity, Returns the closing stock value
Closing stock qty
Stock closing qty
VAT Returns the VAT Payable amount
VAT payable
VAT to pay
Purchases Returns the closing balance of Sales and Purchases
Sales respectively

Ratio
Quick ratio
Current ratio
Equity ratio
Debit ratio Return the respective values for the words sent by SMS
Operating cost
Return on investment
ROI
Return on invest

20

Natural Language

Natural Query Language Function
Return on working capital Returns the Working Capital value
Return on wkg capital
Return on working cap
Return on wkg Cap
Inventory turnover
Net available stock Returns the Net Available Stock value
Nett available stock
Phone number of <Ledger> Return the phone number provided for the respective
ledger
Mobile Number of <Ledger> Return the phone number provided for the respective
ledger
Account number of <Bank Returns the account number of the respective bank ledger
Ledger>
PAN Number/ Income Tax Returns the PAN Number / Income Tax Number of
Number <Ledger> respective ledger.
Closing balance of Cost Returns the closing balance of the Cost Centre, Branch
Centre Branch Office for Office for the respective ledger
Ledger Fixed Costs

3.1.5 Business Vocabulary References
The table below shows the words and possible aliases used that can be used while querying
information using SMS

Masters
Word Possible Aliases
Ledger Ledgers
Group Groups
Cost Centre Cost Centres, Cost Centers, Cost Center
Cost Category Cost Categories
Godown Godowns
Stock Group Stock Groups
Stock Category Stock Category
Stock Item Item, Stock Items
Currency Currencies
Unit Units
Budget Budgets

21

Natural Language

Link Masters
Word Possible Aliases
Bill Bills
Batch Batches
Tracking Number Tracking Numbers
Order Order

Business Vocabulary Reference (Object Specific Values)
Word Possible Aliases Works for Objects Values Delivered
Name Works for most Name of the object
objects specified
Address Company, Ledger, Address list separated
Employee with space
Closing Balance Balance, Cl Bal Most Objects Closing Balance as on
given date

3.1.6 Business Vocabulary that is ignored during interaction
In the business vocabulary certain words will be ignored when a valid meaning is not found in the
data. The table below shows the set of word that are ignored while querying information from your
mobile.
About Amount Account Amt An
And Are As At Be
Been By Can Company Could
Display Does Far For Get
Give Has Have Hello Hi
How I In Is Many
Me Month Much My No
Nos Of On Or Pl
Please Pls Plz Provide Qty
Quantity Regard Regards Reply Should
Show SMS So Tally Tell
Than Thank Thanks The They
Thx Total Using Value Values
Want Was What Whats What’s
When Why Will With Would
Year You

22

Natural Language

3.1.7 Natural Query Language for the System
The system commands are reserved word that are used exclusively to communicate with the
system or reset the context of queries. These commands will not allow the user to extract any
information from the connected company.

Natural Query Functions
Language
Hello it checks for availability of connection with Tally.NET or the
Hi availability of a respective company.
Tally
U There
You there
Are you there
User Returns the name of the authorised user.
User Name
Who am I
Company Returns the name of the company
Cmp
Database
Name
Thank you Reciprocates accordingly
Thanks
Bye
List Returns the list of online companies that you are authorised to
access
Full List Emails a list of online and offline companies that you are authorised
to access
Reset/* Resets the context of earlier queries
Context/* Returns the context of the previous set of queries.

23

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