Exporting your data

From registers

Registers export what you tick, not what you filter. Narrow the register down first, then tick the transactions you want — or use the tick-box in the header row to take everything currently listed — and choose Export. If nothing is ticked you will be asked to select at least one transaction before a file is produced.

The columns you get are the ones in the Import / Export setup for that transaction type — your own saved setup if you have one, otherwise your organisation's — not the columns you happen to be showing on screen. Change the setup if you want a different set. No totals row is added, so add your own total in the spreadsheet if you need one.

Every document in an export is identified by its own number — the Doc No you see on the form, or the original number it was brought over with — and a voucher's Voucher No column carries that same number. Where a sale or an estimate was raised against a sale order, a purchase or a purchase estimate against a purchase order, or a return against an invoice, you can add a column to your setup that shows that other document's number; where that number cannot be shown, the cell is left blank. A document that has no number gets a blank cell rather than a made-up one.

Transport, Station and PIN code print the document's own value, and where it has none, the party's current details from its account; Item Group, HSN and Item Location print the line's own value, and otherwise the item's; Unit prints the line's own unit. The other party columns — GSTIN, PAN, State, Place of Supply, the addresses, Mobile, Email and Dealer Type — and Item MRP and the master prices always show your masters as they are today, not what the document recorded at the time. Keep that in mind when you compare an older period with the returns you filed.

When you export from the Export Centre or the Export tab of the Import/Export page, a line beside the file says, for Transport, Station and PIN code, how many documents carried their own value, how many show the master's, and how many are blank; and a column your login is not allowed to fill from a master is named there too, and shows only what each document records. A register's Export needs your login to be able to see the parties, items, charges and transporters it reads — without that it stops, while the Export Centre still exports the documents and fills those columns only from what each document records.

Voucher files can also carry the ledger's or party's details, a return's transport, e-way and e-invoice references and its recorded Transaction Type; Cheque Printed prints Yes or No.

Dates in exported workbooks (.xlsx) are real dates, shown as yyyy-mm-dd, so Excel sorts and filters them, and a re-imported file reads every date as the same day whichever date format you have chosen. That holds for a register's export of transactions, and for transaction and voucher files from the Import/Export page and the Export Centre. CSV files keep their dates as text.

One column is worth knowing about: Supply Type. It says whether a document was treated as a supply inside your own state (CGST + SGST) or to another state (IGST). It shows the treatment recorded on the document itself. Where a document has none recorded — older records brought over from another program, for instance — Kaalchakra works it out from that document's own tax amounts — including tax carried as separate charge lines rather than on the items themselves, which is how books brought over from other programs often record it. Where even that is not possible the cell is left blank rather than guessed, and a line beside the export tells you how many documents fall into each of the three cases.

From reports

Trial Balance, Balance Sheet, account ledgers, and the GST reports export to spreadsheet files designed for working papers — amounts are exported in full precision so your accountant's formulas tie to the rupee.

Documents as PDF

Any document's print preview can be saved as a PDF from your device's print dialog — handy for emailing an invoice or archiving a signed copy.