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13.     Mass E-Mailing in Tally.ERP 9

Did you know that you could send various reports and Pay Slips to multiple recipients right from your Tally.ERP 9 system? Communicating with hundreds of your business partners or customers and sending out individual Confirmation of accounts, Outstanding Reminder Letters and Pay Slips to thousands of partners, customers and employees cant get any simpler than this.


Sending across business reports usually requires exporting the report, converting it to a suitable format and finally sending it out. And there are hardly any one-stop solutions or any one application that can do all these without minimizing user’s intervention. The process becomes more time consuming when users have to send individual reports to each customer or party. In Tally.ERP 9 though, the powerful mass E-mailing feature enables users to send reports to multiple recipients directly from a single screen with minimal steps. This also means that, Tally.ERP 9 acts as your E-mail client which removes the need for a dedicated E-mail program.


Mass E-mailing in Tally.ERP 9 is available for four types of reports Outstanding Statements, Reminder Letters, Confirmation of Accounts and Pay Slips.


Note: Normal E-mail Configuration needs to be completed first to use mass E-mailing function.


1.1  Mass E-mailing of the Outstanding Statements


When a business has to send out the Outstanding Balance statement to business partners or customers, the mass E-mailing feature in Tally.ERP 9 is a one stop solution for his requirements. To do this:


•  Go  to  Gateway  of  Tally->Multi  Account  Printing->Outstanding Statements-> Ledger-> Group  of Accounts’.


•   Select Group (Sundry Debtors, Sundry Creditors etc.) and press Enter’.


•   On the Print Report screen, press Alt+M’ or click ‘M: E-Mail’ on the top of the screen.


Mass E-Mailing in Tally.ERP 9


•   Now, the ‘Mailing Ledger Outstanding screen is displayed.





Mass E-Mailing in Tally.ERP 9


•  Select All Ledgers’ in To E-Mail Address’. In case, you need to send it to specific E-mail  ID, select ‘New Address’.


•  Select ‘For Direct Viewing in Mail’ in Information sent’.  Press Enter’. (You can also select As Attachment according to your preference).


•   Enter the date range for the Outstanding Balance statement to send using ‘From

(blank for beginning) and To (blank for end)’.


•  Leave the rest of the options as they are and press Enter until ‘Mail’ prompt appears. Click Yes’ to send the mail.


Note: Users can directly verify E-mail ids specified in each ledger account by going to

Gateway of Tally-> Display->Exception Reports->E-mail IDs’.


1.2   Mass E-Mailing of Reminder Letters


Sending out Reminder Letters is one periodical activity that every business has to carry out to remind the parties or customers of their Outstanding Balances.

To send Reminder Letters:


     Go  to  Gateway  of  Tally->Multi  Account  Printing->Outstanding  Statements-> Ledger-> Group of Accounts.


•   Select Group (Sundry Debtors, Sundry Creditors etc.)’.


•   Press Alt+M’.


•   On the ‘Mailing Ledger Outstanding screen, set Yes’ to Email Reminder Letter?


     To customize the pre-defined message press ‘F12 and change the message according to your requirements.





Mass E-Mailing in Tally.ERP 9


•   Press Enter until ‘Mail’ prompt appears on the screen.


•   Click Yes’ to send the E-mail.


1.3   Mass E-mailing of the Confirmation of Accounts


When a business wants to check whether their Books of Accounts are matching with the respective business partners, mass E-mailing feature in Tally.ERP 9 is the solution. To send the Confirmation of Accounts:


     Go to Gateway of Tally->Multi Account Printing-> Account Books-> Ledger-> Group of Accounts.


•   Select Group (Sundry Debtors, Sundry Creditors etc.)’.


•   Press Alt+M’.


•   On the ‘Mailing Ledger screen, select ‘Confirmation of A/cs’ in the Style of Report and leave the rest of the options as default.





Mass E-Mailing in Tally.ERP 9


•   Press ‘Ctrl+A to accept the screen and send the ‘Confirmation of Accountsreport.


1.4   Mass E-mailing of the Pay Slip


Sending hundreds of individual Pay Slips to each employee is usually done using third-party service or using a customized stand-alone application. But, Tally.ERP 9 users can make use of the simple but powerful mass E-mailing feature and send individual Pay Slip to all the employees in one go.


To send all the employees their individual Pay Slip at once:


    Go to Gateway of Tally > Display > Payroll Reports > Statements of Payroll > Pay Slip.


•   Select ‘Multi Pay Slip and press 'Enter'.


•   Select the ‘Name of Employee Category from List of Employee Categories’ and ‘Name of Employee/Group from List of Employees/Group’.


•   Press 'Enter' to openMulti Pay Slip report.


•   Press Alt+M’ or click M: E-Mail’, on the top of the screen.


Mass E-Mailing in Tally.ERP 9



•   On the 'Mailing Pay Slip' screen, fill up the fields as per your requirements.



Mass E-Mailing in Tally.ERP 9


    Press 'Enter' to send out Pay Slips to each employee.



The mass E-mailing facility in Tally.ERP 9 eases the process of communicating with a large number of customers, parties or employees for a company. It simplifies the long and manual method of identifying, specifying and sending business reports to multiple recipients simultaneously, by providing users a quick, error-free and almost fully automated mailing system.


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