How to email a report directly from tally?

Many companies are using email for their internal and external communication. Email is one of the cheapest and effective communication systems unlike oral communication system like telephones, internet phoneetc. Why email is so effective? The main reason is that email gives you a clear record of communication, and this can be retrieve at any time.  Nowadays recording of oral communication is also available, but it is costly. Email is more flexible, you can forward the previous communication to your superior or somebody else if necessary, and everything is under control of the user and not much technical skill is required.

Email reports and statements from tally

By using tally you can send account statement to debtors, Financial reports to management directly from tally.  You don’t need to use any email client like outlook express, windows live mail or email program like Gmail, yahoo etc. Once you configure email setup in tally you are ready to go. You don’t need to re-enter all the details again and again.

How to configure email in tally?

Assume; your manager who is travelling across the branches requested you to send P & L report for the month of April 2009.Let us see how this can be emailed.

Step1

Select P& L Report from Gate way of tally, and then press Alt+M or Select Email button from top button bar

Mailing Profit & Loss will displayed.

Step2

Now press back space or enter to edit the parameters. The email server field is activated. Enter the name of the SMTP server and port number. Before doing it let us examine.

What is SMTP?

Simple mail transfer protocol is used for sending mails.  SMTP grant permission for sending mails from mail server after verification and it tracks the successful delivery of emails. For receiving mails need POP3 settings.

What is Port Number?

A port number is a way to identify a specific process to which an Internet or other network message is to be forwarded when it arrives at a server

Here we are using tally for sending reports only. So we need SMTP server address and port number. Here is the list of port number and SMPT server address for famous mail application.

For your company mail application SMTP and port No; check with your system administrator.

Let us send P& L report to the manager using Gmail id.

Fill the mailing profit and loss screen as below.

E-mail Server: - Fill SMTP server name and port number her e. Here it is   smtp.gmail.com:465

From: – here you can type the display name of the sender, Company name will appear by default.

From E-Mail Address: – Type the mail id you are sending from for example accounts_abc@gmail.com.

Authentication user name: - type complete email address again accounts_abc@gmail.com

Password: Enter your Gmail password here

Use SSL: - Set this to YES (This is compulsory for Gmail and yahoo)

Format: – Tally allows you to send report in various format like excel, html (a page like you are reading), ASCII, XML etc. select Html format.

Resolution: Select the resolution as you want.

To E-mail Address: -Fill the email address you want to send the report. For example, manager@abc.com CC To (If any):- Fills in CC if required.

Subject: – will be filled automatically. You can change it if required.

Information Sent: - You can send the information as attachment or direct view in mail. But excel sheet cannot be viewed directly in mail.

Fill the rest as per requirement.

Press enter to accept the screen. The report will have send. Next time when you sent any report you don’t need to enter Server details, from email, authentication user name.

Make sure that you are connected with internet. A broadband connection is ideal for using tally e-capabiities.