The billing software sends sales and purchase reports to an accountant each month. The information is already in Excel, but preparing it for TallyPrime is still time-consuming. Before importing the entries, the accountant needs to check columns, invoice items, and amounts.

One workbook contains 350 item rows and 100 invoices. Some invoices contain multiple items, so creating one voucher for every row would be incorrect.

This example illustrates a typical accounting situation.

The accountant needs automation to reduce repetitive work while keeping the records available for review. This is where Edocsmart comes into the picture: upload a supported workbook, configure its mapping, check the prepared invoices, and sync approved records to TallyPrime.

Why Invoice Grouping Matters in Bulk Import

Suppose you have the following rows in Excel:

There are three item rows and two invoices. The Notebook and Pen Pack belong together under INV-101.

The invoice number helps group related rows in the configured workflow. Other information comes from the mapped Excel columns. Check party and date details too, because different suppliers may use the same invoice reference.

Proper grouping keeps invoice items together and helps prevent repeated invoice totals from being treated as individual item amounts.

How Reusable Mapping Reduces Preparation Time

The accountant’s next concern is avoiding the same setup every month.

A fixed-template workflow may require rearranging a report to fit the required layout. Edocsmart’s configurable mapping connects existing supported columns to the appropriate fields.

TallyPrime also supports user-defined Excel mapping.  Edocsmart  combines upload, mapping, review, and synchronization in one workflow.

Saved mapping can be reused when the file structure, field meanings, and accounting requirements remain unchanged.

How to Import Bulk Excel Data Using Edocsmart

Step 1: Open Transactions

Log in to Edocsmart and select Transactions from the sidebar.

Choose Sales or Purchase according to your records, then open the Excel tab. Verify the transaction type before uploading the batch.

Step 2: Upload the Workbook

Choose your Excel file and enter its actual Header Row Number.

This is the row containing the column names, not a report title or company address. Confirm that the expected headings are available before proceeding.

Keep a copy of the original workbook for reference.

Step 3: Configure Column Mapping

Connect each source heading to the field that matches its meaning.

These are examples, not mandatory headings.

Review dates, units, tax percentages, tax amounts, and discounts where applicable. Check ledger, voucher, and stock settings separately from column mapping.

Step 4: Review the Processed Invoices

After processing, open several records and compare them with Excel.

Include a multi-item invoice in your sample. Verify that related rows appear under the correct invoice.

Check invoice references, dates, parties, quantities, item amounts, tax, and totals. Accounting data entry automation still requires review before approval.

Step 5: Correct and Save

Resolve differences and save the reviewed records.

If several invoices show the same issue, check the source column or mapping first. An incorrect field selection can affect the entire batch.

For example, mapping a repeated bill total as an item amount may produce incorrect values.

Step 6: Check the Tally Connector

Start the Edocsmart Tally Connector and open the intended company in TallyPrime.

Confirm the connection and relevant accounting settings. Keep an up-to-date company backup before importing.

Step 7: Sync a Sample and Verify

Use Sync to Tally for a small approved sample.

Inspect the vouchers created in TallyPrime. Compare the voucher type, party, invoice reference, item details, and total with the source.

After confirming the sample, continue with the remaining approved records.

Check Whether the Complete Batch Reached TallyPrime

File upload and voucher verification are separate checkpoints.

Compare the expected invoices with the relevant TallyPrime vouchers. Do not expect 350 item rows to produce 350 vouchers.

If records are missing, check which entries already exist before retrying. Sending the entire batch again without checking may create duplicates.

Frequently Asked Questions

Conclusion

Bulk import becomes easier when invoice grouping, mapping, and review work together. The accountant can reduce repeated preparation while keeping the final checks.

Use reusable mapping to prepare, review, and sync approved records through the Excel to Tally workflow.