TDL for Housing Society Billing in Tally

 

Module Installation & Activation

Follow the steps shown in the Video Guide to load Housing Society Module in your TallyPrime and then either you can activate 15 days free trial or activate your lifetime validity license;

Copy Housing Society Module TCP file in your TallyPrime folder >> Open Tally Data >> Press F1: Help >> TDLs & Add-ons >> F4: Manage Local TDLs >> Select the tcp file as shown below video guide.

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Housing Society Module Menu

Once you activate the module, you will now find new menu as Housing Society Module on gateway of Tally

You will find multiple sub-menus inside as shown below;

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Make sure you follow the society setup sequence before generating maintenance bills as follow;

Step 1 : Create Building Setup

Step 2: Create or Import Members

Step 3 : Create all the applicable Maintenance heads

Step 4 : Assign Maintenance to all the Members via Maintenance Setup option

Step 5 : Define Interest %

Now you are ready to generate maintenance bills!

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Wing/Building Master

Under Wing/Building master you can add your society wings nos as shown in below snapshot;

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Create Floors

Under Floor master you can add floors applicable in your society

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Create Flat Configurations

Under Flat Configuration master you can create various property configurations applicable to your society like 1 BHK, 2 BHK, 3 BHK, Shops, Gala, etc

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Create Property Area

Under Area master you can create various areas applicable to your society like 450 Sq. Ft, 650 Sq. Ft and so on as applicable in your society

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Create Parking Lots

Under Parking master you can create various Parking lots available in your society premise to assign them to designated members

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Society Members Documents

Here you can define document folder path where you can scan and store members important documents such as Share Cetificates, Agreement Copies, Nomination Documents, etc and then link them under respective memebers master;

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You can either import members data via excel or you can create them manually

Import Members Data

Import members data option is given to migrate all your existing society members data from other software to TallyPrime using our excel template.

You will find import members excel template within TDL downloaded folder only and alternatively you may download excel template from here 

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Create Member Ledger

Here you can create/alter your individual members data.

We have tried covered all the possible members details like flat information, Family Members, Aadhar card, PAN card, Voter ID card details, Tenent Information, Parking Lots, Share Certificates, Nomination details and lot more as you can see in below snapshots

Tenant Information

In Occupancy option, if flat is rented to the tenant, you may enter complete information of the tenant;

Share Certificate Information

Here you can define Share Certificate details of the member;

Joint Members Infromation

Here you can define Joint Members details;

Nomination Information

Here you can define Nominee details;

Form I Information

Here you can define Form I details;

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Interest Rate Setup

Interest calculation is quite important for housing societies because it directly impacts cash flow, member discipline, and fairness in accounting & management.

Interest calculation is not uniform and varies based on society by laws and policies. Some societies charge 12% annually, others may go up to 18% or more depending on their rules.

Interest calculation method also varies from society to society based on

• Daily 
• Yearly 
• By Bill Date
• By Due Date

Interest should not be computed on the interest arears.

Our module supports all the interest calculation methods. To setup Interest percentage and calcualtion method on Gateway of Tally go to Housing Society Module > Society Setup > interest Setup as shown in below snapshot;

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Late Payment Charges Setup

Under Late Payment setup menu you can define late payment charges criteria applicable to your society like;

• Per Day 
• Per Month
• Per Quarter 

You may even define different later payment charges for Flats & Shops

 

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Once you are done with above steps, you can now define maintenance charges applicable to members based on thier property type.

Maintenance Charges Setup

Here you can define Maintenance charges based on the flat/shop configuration types. Maintenance charges defined here will be automatically applied to all the members of selected flat/shop configuration.

Use this option to bulk update maintenance changes that are common to all members.

Bulk update maintenance charges common for all members in this section;

You will have to enter PER MONTH head wise amounts here and it will multiple automatically while generating bills based on the periodicity you have selected like Monthly/Bi-Monthy/Quarterly/Half-Yearly.

Only in case of Yearly maintenance you will have to enter the entire year amount.

 

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Non Occupancy Charges

If any flat/shop is rented out then society adds Non-Occupancy charges on that flat/shop owners maintenance bill.

You can add Non-Occupancy charges ledger under member master depending upon the applicability to the respective memberds as shown in below snapshot;

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Parking Charges Setup

If parking space is alloted to any member then you may define Parking Charges to that respective members ledger master as shown in below snapshot;

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GST on Maintenance Bill

If GST is NOT applicable to your society then make sure that you set following option to “No” and accept. This will disable GST applicability in your existing ledgers, so that you won’t get errors while generating maintenance bills.

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If GST is applicable to your housing society then follow the below steps, so that GST will be auto calculated in the Maintenance Bills.

1. Setup your Society GST Details

2. Create and Assign CGST and SGST Ledgers under Maintenance Setup

3. Configure GST to only those maintenance heads on which GST is applicable as shown in below snapshot;

So, depending upon the applicability of GST on the maintenance heads you define, GST will be calculated on on those maintenance heads.

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Maintenance Bill Voucher Type Setup

Before you generate & print bills, setup following details under sales voucher type.

• Set Bill Title
• Select Bank to be displyed on the Bill
• Tun-on Society Bill Printing Format
• Set Society Terms & Conditions
• Set UPI details or QR Code to be printed on the Bill
• Set Authorized Sign & Stamp to be printed on the Bills
• Set Print Receipt with Bill to Yes or No
• Set Signatory Titles like Chairman, President, Secratary, Treasurer, etc

 

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Maintenance Bill Generation

Once your all master configurations are done as explained above, you are now ready to generate bulk maintenance bills as shown in below snapshots;

Depending upon your bill generation practice, you may choose the option to generate the bills with a click of a button. We have given all the possible filters to make your bill gneration flawless;

• Generate Bills by Periodicity
  • Monthly
  • Bi-Monthly
  • Quarterly
  • Half-Yerly
  • Yearly
• Generate Bills by Flat Configurations like 1 BHK, 2BHK, Shops, etc
• Generate Bills by Wing/Building Nos
• Generate Bills for Single Member or all Members

See the Video Below

Refer below sample society maintenance bill entry created in Tally;

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Maintenance Bill Printing from TallyPrime

Refer below sample maintenance bill generated from the TallyPrime along with receipt.

Maintenance Bill Printing Configurations

You may turn-on or turn-off following options from printing F12: Configurations while printing Society Maintenance Bills from TallyPrime

• Print Principal Arrears and Interest Arrears on Bill = Yes/No
• Print Rate/Sqft Column = Yes/No
• Show Additional Description for Ledgers = Yes/No
• Show HSN/SAC Column = Yes/No

 

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Bulk Maintenance Bill Printing

You can easily print bulk maintenance bills of all the members with a click of a button from Housing Society Module > Printing > Bulk Bill Printing as shown in below video;

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Supplementary Maintenance Bills

Supplementary bills are additional bill generated by the Society to cover unexpected and unplanned incidence/repair/damage cost from the memebers like Major Repair Funds, Development of Ground, Temple, etc.

Supplementary bill is not recurring bill and they are being generated only post approval in the society AGM or SGM.

To generate supplementary bills from TallyPrime, you need to create a seperate voucher type as “Supplementary Bill” under Sales and turn-on the option “Is Supplementary Bill : Yes/No” as shown in below snapshot;

You may also turn-on or turn-off Interest applicability on Supplementary Bills.

Once above options are configured you can now generate supplementary bills as shown in below video;

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Registers & Reports

You can generate Maintenance Bill Register, Outstanding Register, Parking Register, Tenent Register from TallyPrime as shown in below snapshot;

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Form J & I

You can generate Form I and Form J from your TallyPrime as shown in below snapshot;

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Emailing Bills & Outstanding Reminders

You can easily send Single or Bulk Emails of Maintenance Bills, Outstanding Reminders and Ledgers to Members directly from TallyPrime.

Follow the steps below to send emails from TallyPrime;

Email Settings

Go to Email Settings options

 

Choose your Email server from the available list or you can set your own SMTP details for sending emails.

If you are not sure about the following email settings then you may contact your IT service provider and they will guide you easily on this.

Before sending emails, make sure you have entered correct Email ID under members ledger > contact details;

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Emailing Maintenance Bills

For sending Bulk Maintenance Bills to all members, go t0 Sales Register > Selct Single or All Bills > Click on “Send Email” button as shwon in below snapshot;

Sending Outstanding Reminders

Follow the steps below to send Maintenance outstanding reminders to all the members with a click of a button as shown in below snapshots;

Following options are available to send outstanding reminders;

• Single Member
• All Members having outstanding
• Selected Members 
• Schedule Auto Outstanding Reminders
• Predefine Subject & Message Template

 

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WhatsApp of Bills & Outstanding Reminders

You can easily send Single or Bulk WhatsApp of Maintenance Bills, Outstanding Reminders and Ledgers to Members directly from TallyPrime.

Sending WhatsApp from TallyPrime requires API panel access. You need to first register on the API panle using API Login button given in Tally and then connect/link your society mobile number from which you want to send the WhatsApp messages.

WhatsApp API panel needs to be subscribed seperatly as a Yearly Subscription basis from here : https://tdlstore.in/product/tally-to-whatsapp-qr-based/ to send WhatsApp messages from TallyPrime.

Follow the steps below to send WhatsApp from TallyPrime;

Click on the Login/Signup button to register on a WhatsApp API panel and then connect/link your society WhatsApp number.

Once you link your WhatsApp number to the API panel, you will get unique Instance ID.

Before sending WhatsApp messages, make sure you have entered members mobile numbers in the member ledgers as shown in below snapshot;

Once you are done with above settings, you can now start sending single or bulk WhatsApp messages from TallyPrime

From Sales register you may select all maintenance bills and click on WhatsApp button to sending maintenance bills over WhatsApp to all members.

You may send single maintenance bill to the member from the respective bill, as shown in below snapshot;

From Gateway of Tally > Display > Statement of Account > Outstandings > Group > Sundry Debtors > Select all members to send Outstanding reminder on WhatsApp.

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