How to Make Corrections in Sale Bills in Bulk in Busy Accounting Software? | Correct State Names and Sale Type

Busy is a comprehensive data management accounting-software with dozens of reports.

This article would help you understand the concept based on practical business situation and address the following questions:

• How to check the state names of all accounts
• How to check Sale Type - Central or Local in Busy Accounting Software 
• How to make corrections in name of "states" in bulk
• How to import sale invoices from excel to Busy
• What to do if sales invoices are imported incorrectly

Situation:

After importing the sale transactions from excel to Busy software, you randomly checked the sales invoice to ensure if the sale bills are generating correctly or not. Unfortunately, you found that a party which belongs to your state say Haryana is being charged with IGST and there is one more party from Punjab who charged with CGST+SGST.

Correct combination:

• Same state supply: CGST + SGST (e.g. Within Haryana)
• Supplied to different state: IGST (e.g. From Haryana to Punjab or any other state)

Now, you've imported more than 100 invoices in bulk from excel to Busy, how would you make the corrections and ensure this should not be repeated?

Solution:

There are multiple things need to be fixed; hence we need to break the entire process in small parts first to address each concern:

1. Check and correct the state of supply of all parties (debtors & creditors)

2. Make corrections in Excel file where the incorrect name of state were keyed

2.1. Re-import the excel file in Busy and ensure to check-mark the box "Modify existing vouchers" to amend the existing entire and avoid duplicate entries

The article is divided in three parts for better understanding.

Part 1. How to Avoid Wrong Entries in Future

Part 2. How to modify the existing sale invoices in bulk in Busy?

Part 3. How to check Sale Type - Central or Local in Busy Accounting Software 

Part 1/3. How to Avoid Wrong Entries in Future

To check the state of supply of all parties (debtors & creditors), follow the below steps in busy:

• Go to Administration
• Account > List > Screen > Configurable (alphabetical) > All Accounts
• Select the fields
• Find and Add: ACC_STATE

Once you add the ACC_STATE, just click save button and you will get all parties with their state names, and you can export them in excel by pressing ALT + E on your keyboard.

Quick Idea: You can add any column just like we're doing for state name. For instance, if you want to see how many ledgers are without phone numbers, or GST or incomplete address then you can find the desired field and add the same to export the required field in excel report

How to export in excel:

1. Once you press ALT + E, it will open a pop-up

2. Select Microsoft Excel

3. Choose the location where you want to save, or let it be the same which is showing by default

4. Keep other options as it is and just press okay to export the file

In excel, you can map the parties to its relevant state and once you're done then follow the below procedure to make corrections in bulk.

How to update state names in bulk in Busy?

1. Go to Administration
1. Select Bulk Updation
1. Multiple Account Creation/Modification
1. Select field
1. Find ACC_STATE and add by pressing icon >
2. Click Save button
2. Now, click Load masters
1. Click Show List
2. You can search or select all accounts for which you want to modify the state
3. I would recommend selecting all accounts to view all accounts and correct from the list accordingly
4. Press Ok once the accounts are selected
5. Now, just go to the column "state" and make the required changes 

Part 2/3. How to modify the existing sale invoices in bulk in Busy?

To modify in bulk, we have to re-import the excel sale-file with correct state names. Open the excel file and check the column of sale type. If it is marked incorrectly Local_ItemWise and correct entry should be Central_ItemWise then make the changes manually and import the following as per below procedure:

1. Go to Administration

2. Data Import Export

3. Import Vouchers from Excel/Google Sheet

4. Select voucher type Sales

5. Select the relevant format

6. Under Voucher details need to be updated, select the checkbox - Add new voucher and Modify existing vouchers

7. Keep remaining setting as is before

Now, select the file under Excel file path and import the excel. 

This is how you can modify the existing sale invoices in bulk

Part 3/3. How to check Sale Type - Central or Local in Busy Accounting Software 

1. Go to Display
2. Account Books
1. Account registers (standard)
1. Sales register
1. All sale type
1. All parties
1. Show bifurcation of amounts "Y"
2. Press F2 or Ok to view the party list as per tax type; central or local

Questions:

Q1. Is there any formula to update the correct state names in excel file instead of manually checking each party and make changes?

A1. Yes, VLOOKUP formula can help you to map correct state name to the relevant accounts. Open the excel file where you have maintained customer data like their contact details, state name, GST number, and Address etc. Now, go back to sale file and add a new column after the account name to apply vLookup formula and fetch the state name from Customer Master File (CMF). 

The states which are same as yours, like if it is Haryana to Haryana then just replace them with Local_ItemWise and for other states just mention Central_ItemWise.