How do schools and trusts export fee data to Tally for accounts?
Map every fee head and payment mode to a Tally ledger, export each day's collections as vouchers (or a clean spreadsheet), reconcile with the bank each month and let your CA prepare the receipts and payments and income and expenditure accounts from it.
Last reviewed: Published: 9 min read
Quick answer: most schools and trusts keep their statutory books in Tally or a similar accounting package, while fee collection happens in the school ERP. The bridge is a monthly (or daily) export: each fee collection becomes a voucher posted to the right ledgers (fee income by head, bank or cash, GST where applicable, advance fees). From the Tally books, the CA prepares the receipts and payments account (a summary of cash and bank movement) and, for trusts and societies on an accrual basis, the income and expenditure account and balance sheet. Agree the ledger map, voucher format and cut-off dates with your CA before you start, and test with one month. Tax treatment and the final accounts are your CA's decision.
What is the difference between receipts and payments and income and expenditure?
| Statement | Basis | What it shows | Where the data comes from |
|---|---|---|---|
| Receipts and payments account | Cash basis | All money received and paid in the period, by head, with opening and closing cash and bank balances | Daily collections, payments, bank and cash entries |
| Income and expenditure account | Accrual basis | Income earned and expenses incurred in the year, whether or not money moved, giving a surplus or deficit | Fee demand, advance and arrears adjustments, payables, depreciation, accruals |
| Balance sheet | Point in time | Assets and liabilities, including fee arrears, advance fees and caution deposits | Opening balances plus year's movements |
How should fee heads map to Tally ledgers?
Create one ledger per income or liability type, not one per student. Keep tax-exempt and taxable heads in separate ledgers because school fees are generally exempt while coaching fees are taxable at 18%; see GST on coaching vs school fees. Agree names with your CA, because Tally matches ledgers by name.
| ERP item | Tally ledger | Group | Note |
|---|---|---|---|
| Tuition fee | Tuition Fee Income | Direct Incomes | Exempt or taxable flag decides GST handling |
| Admission fee | Admission Fee Income | Direct Incomes | Check capital or revenue treatment with CA |
| Transport fee | Transport Fee Income | Direct Incomes | |
| Hostel and mess | Hostel Fee Income, Mess Fee Income | Direct Incomes | Hostel exemption has conditions; verify |
| Exam and activity fee | Exam Fee Income, Activity Fee Income | Direct Incomes | |
| Late fee and fines | Late Fee Income | Indirect Incomes | |
| Concession or scholarship | Fee Concession | Direct Expenses or reduction of income | Treatment is your CA's choice |
| Advance fee received | Advance Fees | Current Liabilities | Moves to income as the term is delivered; coaching advances need GST receipt vouchers |
| Cash counter | Cash-in-hand (by counter) | Cash-in-Hand | One ledger per counter helps daily close |
| UPI, card, cheque settlements | Bank account ledgers | Bank Accounts | Reconcile with the statement |
| GST output | Output CGST, SGST or IGST | Duties and Taxes | Coaching and other taxable supplies only |
| RTE reimbursement receivable | RTE Reimbursement Receivable | Current Assets | Cleared when the state pays |
Which vouchers does the export create?
- Receipt vouchers for fee collections: debit bank or cash, credit the fee income ledgers (and GST ledgers where applicable).
- Journal vouchers for concessions, write-offs, fee demand (if you account on accrual) and adjustments.
- Payment vouchers for refunds, salaries and expenses if you also export from payroll or expense modules.
- Contra vouchers for deposits of cash into the bank and transfers between accounts.
- Credit and debit notes for refunds of taxable fees, as your CA advises.
How do you run the monthly Tally routine?
A monthly Tally export routine for a school or trust
Step 1: freeze the month
After the last collection of the month, lock the period in the ERP so no receipts are edited after export.
Step 2: reconcile in the ERP
Check that collections by mode match counter close sheets and bank credits, and clear differences.
Step 3: export
Export vouchers for the period in the agreed format, with the ledger map applied and voucher numbers carried across.
Step 4: import into Tally
Your accountant imports into a test company first, checks totals against the ERP and then into the live company.
Step 5: reconcile the bank
Match bank ledger entries with the statement and note unrealised cheques.
Step 6: post accruals and adjustments
Record fee demand if you account on accrual, advance fee releases, concessions, depreciation and payables.
Step 7: prepare statements
Your CA prepares the receipts and payments account, income and expenditure account and balance sheet, and the GST returns for taxable supplies.
Step 8: archive
Store the export file, the import log and the reconciliation sheet for audit.
What should you check before you trust an export?
| Check | How |
|---|---|
| Totals match | ERP collection total for the period equals the sum of imported vouchers |
| Each mode matches | Cash, UPI, card, cheque totals equal the respective Tally ledgers |
| No duplicates | Voucher numbers are unique; a re-import does not create duplicates |
| Cancelled receipts | They are excluded or reversed and visible in a cancelled list |
| Taxable and exempt heads | GST ledgers carry only the taxable heads |
| Dates and financial year | Receipts are in the right month and financial year |
| Narration | Receipt number and student reference are in the narration for audit |
What about TDS, payroll and other expenses?
The Income-tax Act 2025 took effect on 1 Apr 2026 and renumbered sections and forms, so form references should come from configuration rather than hard-coded text. For salary TDS (employed teachers), professional-fee TDS (visiting faculty) and contractor TDS (for example bus operators), ask your CA which ledgers and rates to use; our notes flag these as items to verify. In Acavya, expenses and refunds post to the same ledger as fee collections, so they leave in the same voucher export; agree with your CA how salary and TDS entries should reach the books.
What can software do here?
Acavya has an accounting module and a Tally export (vouchers and a clean spreadsheet) so your accountant does not re-key collections. Vouchers and ledgers export as Tally XML and as a CSV for Zoho Books, and your chartered accountant still keeps the books of record. The export is a file your accountant imports; a live push into Tally is planned. See the accounting and Tally export feature, the pricing page and the data export page for taking your data out at any time.
Can fee data go straight into Tally?
Usually through a voucher file or a spreadsheet that your accountant imports. Agree the ledger map first and test with one month.
Do we need both receipts and payments and income and expenditure?
Many trusts and societies prepare both. The receipts and payments account is a cash summary; the income and expenditure account is on an accrual basis. Your CA decides which are needed.
How should advance fees be treated?
As a liability until the service is delivered. For coaching, GST receipt vouchers are generally needed on advances. Verify the treatment with your CA.
How often should we export?
Monthly is common; daily exports suit busy centres. Always lock the period before export.
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