All guides
GuidesBilling
Change, cancel or delete an entry
Edit a bill that is already in Tally, turn a proforma into a regular bill, and cancel or delete any entry. Plus why some entries can only be changed in Tally.
4 minute read
Edit a bill that is in Tally
- Find the bill under Bills and open it.
- Press Edit.
- Change what you need: the customer, items, quantities, rates, tax, date or narration.
- Press Save changes to Tally.
The page is headed Editing with the entry's type and number, and says "Saving replaces this entry in Tally, keeping its number." Afterwards you see Changed in Tally.
It makes no difference whether the bill was first made in Tally or in Extolly.
Which entries can be edited
Sales bills, purchase bills, credit notes and debit notes, as long as Extolly can rebuild the entry exactly as Tally holds it, to the paisa.
When an entry cannot be edited here, there is no Edit button. Instead a note says This can only be changed in Tally, with the reason. Common ones:
| Reason shown | What it means |
|---|---|
| "Only bills and their credit and debit notes can be changed here." | It is a receipt, payment, journal, order or similar. Delete it and make it again, or change it in Tally |
| "It is cancelled." | A cancelled entry has nothing in it to change |
| "It is set against other bills or advances." | Its bill-by-bill details are more than Extolly keeps |
| "Its lines are posted to more than one sales ledger." | Extolly bills to one sales ledger for each bill |
| "It has more than one discount." | |
| "It has parts Extolly cannot rebuild to the paisa, so changing it here could alter figures you did not touch." | Extolly would rather refuse than risk changing something you did not mean to |
This caution is deliberate. If Extolly cannot be sure that saving will leave everything else about the entry exactly as it was, it does not offer to save.
If the entry changed in Tally meanwhile
Suppose you open a bill in Extolly, and before you save, someone edits the same bill in Tally. Extolly checks for this before it sends anything. Your change is not sent, and you are told:
"This entry was changed in Tally after you opened it here, so your change was not sent. Look at it again and make the change once more."
Open the bill again. It now shows what Tally holds, and you can make your change on top of that. Nothing is overwritten without you seeing it first.
Proforma to regular, and back
- Open a proforma and press Make it a regular bill. It comes into your books and you see Now a regular bill, in the books.
- On a regular sales bill that can be edited, the link Turn it back into a proforma takes it out of the books again.
Cancel an entry
Cancelling keeps the entry in Tally with its number, emptied, and takes it out of your books. Use it when the number must stay accounted for.
- Open the entry and press the round ... button.
- Choose Cancel this entry.
- Add a reason if you want, and press Cancel the entry.
You see Cancelled in Tally. The entry stays in the list, dimmed, with a Cancelled tag.
Delete an entry
Deleting removes the entry from Tally for good.
- Open the entry and press ....
- Choose Delete from Tally.
- Read the warning and press Delete it.
Any entry can be cancelled or deleted from here, whether or not it can be edited, with one exception: an invoice with an e-invoice number. Cancel that on the e-invoice portal and in Tally.
If Tally is closed when you cancel or delete, the request is saved and carried out when Tally opens.
Make another like it
Under ..., Make another like it starts a new bill with the same customer and items, dated today. Handy for a customer who orders the same thing every month.
Customers, suppliers and items
- A customer's or supplier's details can be edited: open them and choose Edit details.
- Customers and suppliers cannot be deleted from Extolly.
- Stock items cannot be edited or deleted from Extolly. Change them in Tally, and the change appears here on the next sync.
Still stuck? Write to support@extolly.com and say which step you are on.