Import from Vyapar
Bring one firm's opening balances across from Vyapar's exports, meaning its trial balance, what each party owed, and the stock on the shelf.
/accounts/importImport from Vyapar starts a firm's books in SalesYatra from where Vyapar left off. You export three reports from Vyapar and match what they name to accounts, parties and titles here. SalesYatra then posts one opening entry for the firm. Each firm is imported on its own, from its own Vyapar company.
The Accountant does not see this screen in the sidebar. Opening it directly shows a note that the opening-balance import is entered by the accounts desk.
Before you start
- Set up the firm first. Fill in its details and add its bank accounts under Setup. The import cannot create a bank account, because a bank account needs its account number and IFSC. Set the firm's Vyapar item code as well, such as
DL, so the stock step can tell the firm's titles apart. - Export everything as of the same date. Take the trial balance, the party list and the stock summary as of one date, so this year's profit and loss stays whole.
- Save the files as .xlsx or .csv. The old .xls format is refused. Open it in Excel and save it as .xlsx, or export it from Vyapar as CSV.
The files are read on your computer. Nothing is posted to the books until the last step. Two things do happen straight away when you ask for them: a new account you create on the trial balance step, and new trade parties you add on the parties step.
Import a firm
The wizard has five steps, shown as buttons along the top. You can move between them with Back and Next, or select any step directly.
Firm and date
Choose the Firm, and the date the balances are as of. The date starts at the last day of last month. If the firm's books are closed on or after that date, the step says so in red. Nothing can be posted on a closed date. Reopen the books under Setup → Period lock first, or choose a later date.
Trial balance
In Vyapar, open Reports → Trial Balance for the firm as of your date and export it to Excel. Choose the file under Trial balance export.
Every account on it is brought forward onto an account here. For each line, check or choose what it is Brought forward on:
- An account in the chart: lines whose names match an account are chosen for you.
- Create a new account…: adds it to the chart of accounts on the spot, with a name, code and group. Bank accounts cannot be made here.
- Skip — do not bring forward: a group's total line is skipped for you. The accounts under it are listed separately, and bringing the total forward too would count them twice.
- Sundry Debtors always shows The party list. What each school and trade party owes comes from the next step instead.
- Sundry Creditors starts on The party list too, because parties Vyapar owed are on the party list as balances to pay. Choose an account only if these are suppliers who are not on it.
Above the list you see how many accounts were read, the debit and credit totals, and how many are still to decide. Accounts with a nil balance are left out. Select Still to decide to see only those lines.
Parties
In Vyapar, open Reports → All Parties with the balances as of your date and export it to Excel. Choose the file under All Parties export.
Each Vyapar name is matched against the school and trade-party registers. Close matches are chosen for you, and the likeliest others are offered with how alike they are. For each name, choose one of these:
- one of the offered schools or trade parties.
- Search the registers…, to find the right one yourself.
- Add as a new trade party, then choose its kind: Bookseller, Individual, Company or Institution.
- Skip — leave out of the opening balances.
Add every undecided name as a trade party and Skip every undecided name decide all the open names at once. Names marked to add are not on the register until you select Add … trade parties. They are added straight away, approved, and matched here.
The summary shows the total to receive, the total to pay and the net. When the trial balance is loaded, it also shows whether the party list agrees with the trial balance's Sundry Debtors less Creditors.
Stock (optional)
In Vyapar, open Reports → Stock Summary as of your date and export it to Excel. Choose the file under Stock Summary export, and match each item to its title. Select Leave stock out to keep the warehouse counts as they are.
Each of the firm's titles is set to the count Vyapar had, not added to, so importing again does not double it. The warehouse is shared, so each title's count comes from the import of the firm the title belongs to:
- Items carrying the other firm's code are left out, for that firm's own import.
- Items with no firm code in the name are flagged. Check they are this firm's before you match them.
- A title the catalogue files under the other firm is not offered.
Review and post
The review shows the entry as it will be posted: its Debit and Credit totals, and the Opening Balance Difference. It lists anything to look at again, each with a Review link. That includes accounts or parties left undecided or skipped, a party total that disagrees with the trial balance, and several Vyapar names matched to one party or title, whose balances or counts are added together.
Select Post opening balances and confirm with Post. A message confirms how many party balances were brought forward, how many titles had their stock set, and what was left on Opening Balance Difference.
Post opening balances stays unavailable while any of these is true:
- Some names are still marked to be added as trade parties and have not been added.
- The firm's books are closed on the as-of date.
- There is nothing to post.
What posting does
- The trial balance's accounts are brought forward as one opening entry, dated your as-of date.
- Each party's balance becomes its opening bill. A party Vyapar owed gets an advance on its account instead. Payments that come in later are set against these opening bills like any other bill. A payment already on the party's account is set against its new opening bill straight away.
- Whatever keeps the debits and credits apart is parked on Opening Balance Difference. A rounding in Vyapar's export or a party left unmatched can cause this. The balance sheet shows the figure until somebody explains it.
- The stock you matched is set to Vyapar's counts.
Posting again replaces the earlier import
If the firm already has opening balances from Vyapar, the screen says so at the top, with their date, the number of party balances and their net total. Posting again replaces all of it, including every party's opening bill. That lets you re-import on the real closing figures after a trial run.
Check the import afterwards
- Opening Balance Difference on the review should be nought. If it is not, find out why before you rely on the books. Once the reason is known, a journal entry can move the amount to the right account.
- Open Parties and compare a few balances with Vyapar's party list. Balances brought across show under Open bills as Opening balance.
- Compare the trial balance under Reports for the as-of date with Vyapar's.
- Check that each series under Setup → Numbering carries on from Vyapar's last number. See Setup.
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