Books Health Check for TallyPrime
Sixteen checks over the ledgers, sales, purchases, stock and open bills of the financial year: what is wrong, why it matters, and how to fix it in TallyPrime.
Books Health Check reads what TallyPrime holds for this financial year and runs sixteen checks over it: the mistakes a CA finds at the year end, found now. Each check says what it found, why it matters and what to do. Nothing is changed in TallyPrime; the fixes are made there, by you.
Before you start
The Balancely Connector is running. Your company is open in TallyPrime.
The check reads the financial year to date: from 1 April to today.
Every role can run it. Only the score and the counts are kept; the entries stay in your browser.
Running the check
- 1
Open Accounts, then Books Health Check. Choose the company at the top right.
- 2
Choose Run the check. Ledgers, sales, purchases, stock items, open bills, the trial balance and the stock summary are read once. A year of a busy company takes about a minute.
- 3
Read the score and the four tiles. Open any check to see each entry it found and what to do.
- 4
Download as CSV gives every entry of every check, with the fix beside it, to work through or to send to your CA.
The score
The score starts at 100. Each check marked Fix that finds something takes 15 off; each check marked Check takes 5 off. Notes cost nothing. The verdict reads Healthy at 90 or more with nothing to fix, Needs attention below that, and Fix before filing whenever something is wrong.
The checks
| Check | Level | What it finds |
|---|---|---|
| Registered party without a GSTIN | Fix | A customer or supplier ledger whose registration type is Regular, Composition or similar, with no GSTIN entered. |
| GSTIN that is not a valid number | Fix | A GSTIN that does not follow the 15-character pattern. |
| PAN that does not match the GSTIN | Fix | Characters 3 to 12 of the GSTIN differ from the PAN on the ledger. |
| State that does not match the GSTIN | Check | The ledger’s state differs from the state code the GSTIN begins with. |
| Stock item without an HSN or GST rate | Check | An item with no HSN/SAC or no GST rate. |
| Supplier bill entered twice | Fix | Two purchases from one supplier with the same supplier invoice number. INV/045 and inv-45 count as the same. |
| Sales invoice number used twice | Fix | Two sales with one voucher number. |
| Purchase without the supplier’s invoice number | Check | A purchase from a registered supplier with Supplier Inv. No. empty. |
| Sales or purchase with no amount | Check | An entry saved with a total of zero. |
| Cancelled vouchers in the period | Note | How many sales and purchases were cancelled; listed for GSTR-1. |
| Party ledger without bill-wise tracking | Check | A customer or supplier ledger with Maintain balances bill-by-bill set to No. |
| Party balance on the wrong side | Check | A supplier who owes you, or a customer you owe. |
| Difference in opening balances | Fix | The trial balance shows a Difference in opening balances. |
| Balance left in Suspense | Check | A Suspense ledger with a balance. |
| Stock item with negative quantity | Fix | An item whose closing quantity is below zero. |
| Customer bills unpaid for more than 90 days | Check | Receivable bills older than 90 days, largest first. |
Fixing what it finds
Each open check shows What to do. The fixes are made in TallyPrime: open the ledger, item or voucher it names and correct it. Then choose Check again here; a fixed entry leaves the list.
A ledger’s GSTIN, PAN, state and registration type are under Alter on the ledger, in the Statutory details.
A supplier invoice number is the Supplier Inv. No. field on the purchase voucher.
Bill-wise tracking is Maintain balances bill-by-bill on the party ledger.
A duplicate voucher is deleted or cancelled from the voucher itself (Alt+D or Alt+X in TallyPrime).
Plans
Books Health Check comes with every plan. Running it does not count as an entry.
Messages and what to do
When something goes wrong
Each heading is the message as Balancely shows it. Find yours, or search every message on Fix a problem.
“Registered party without a GSTIN”
Where you see it: Accounts > Books Health Check, in the Checks list, marked Fix.
A customer or supplier ledger says the party is registered (Regular, Composition or similar) but has no GSTIN. Bills with this party cannot be matched with GSTR-2B or filed in GSTR-1 correctly. Nothing was changed in TallyPrime.
- 1
Open the ledger in TallyPrime with Alter and go to the Statutory details.
- 2
Enter the GSTIN from the party’s invoice or the GST portal. If the party is not registered, set the registration type to Unregistered.
- 3
Back here, choose Check again.
It worked when: The ledger leaves the list and the score goes up.
“Supplier bill entered twice”
Where you see it: Accounts > Books Health Check, in the Checks list, marked Fix.
Two purchase vouchers carry the same supplier and the same supplier invoice number. INV/045 and inv-45 count as the same number. One of them is usually a bill entered again by mistake. Nothing was changed in TallyPrime.
- 1
Open the check. Each pair shows the voucher numbers and dates.
- 2
Open both vouchers in TallyPrime and compare them with the paper bill.
- 3
Delete the duplicate (Alt+D on the voucher), or cancel it (Alt+X) if you keep numbering gaps out.
- 4
If both are real bills with the same number, correct the supplier invoice number on one.
It worked when: The pair leaves the list after Check again.
“Stock item with negative quantity”
Where you see it: Accounts > Books Health Check, in the Checks list, marked Fix.
More of the item was sold or issued than was bought or received. A purchase, receipt note or opening stock is missing, or a sale was entered twice. Nothing was changed in TallyPrime.
- 1
In TallyPrime open Stock Summary, choose the item, and press F12 to show the daily or monthly movement.
- 2
Find the first day the quantity goes below zero.
- 3
Enter the missing purchase or opening balance, or correct the sale entered twice.
It worked when: The item’s closing quantity is zero or more.
“Difference in opening balances”
Where you see it: Accounts > Books Health Check, in the Checks list, marked Fix.
The opening balances of the ledgers do not add up to zero, so TallyPrime shows a Difference in opening balances in the trial balance. Every report after it carries the gap. Nothing was changed in TallyPrime.
- 1
In TallyPrime open Trial Balance and press Alt+F1 for the detailed view.
- 2
Find Difference in opening balances and the ledger whose opening balance was entered or altered.
- 3
Correct the opening balance, or, after a split or migration, re-check the closing balances of the earlier year.
It worked when: The line no longer shows in the trial balance, and the check passes.
“TallyPrime could not be read”
Where you see it: Accounts > Books Health Check, the red box on the Check your books card.
A read stopped before it finished: the connector went offline, TallyPrime was busy with a dialog, or the company was closed while the check ran. Nothing was saved. The last run’s score is kept.
- 1
Check the Balancely Connector is running and the company is open in TallyPrime, with no dialog open.
- 2
Choose Try again.
- 3
If one report keeps failing, the check runs without it: its checks show Not checked.
“Not checked”
Where you see it: Accounts > Books Health Check, as a grey tag on a check in the list.
The report this check needs (the trial balance or the stock summary) could not be read, so the check did not run. The score counts only the checks that ran. Nothing was changed in TallyPrime.
- 1
In TallyPrime open the report named under the check and make sure it opens without a dialog.
- 2
Choose Check again.
Still stuck? See what to send us so we can help at once.
Common questions
Does it change anything in TallyPrime?
No. It only reads. Every fix is made by you, in TallyPrime.
Why is an unregistered supplier not flagged for a missing GSTIN?
A ledger whose registration type is Unregistered or Consumer has no GSTIN by design. Only Regular, Composition and the other registered types are flagged.
Can I check an earlier financial year?
Not yet. The check covers the current financial year to date.
Does it check TDS?
Not yet. TDS deduction checks need the ledger lines of each payment, which the check does not read today.
Why does the score differ from last time?
Each run reads the books as they are now. Entries fixed or added since change the result.
Something missing on this page? Tell us and we will fix it.