Exporting your lists from Busy

Step by step: export each master list from Busy to Excel, with the columns daily sync reads, so your files come in ready to use.

Daily sync reads the lists you export from Busy — see Keeping your masters in step with your other software. This guide shows how to export each list so that every detail you want kept in step reaches Kaalchakra. Busy's menus differ between versions, so the menu names below are the usual ones: if yours read differently, look for the same words nearby.

Before you export

Export the whole list, every time. Kaalchakra learns that a master was removed in Busy because it is missing from a complete file, so a list filtered by group or by date looks like a list with masters removed — see Masters missing from today's file.
One list per file. Export items, accounts, account groups, item groups and bill sundries as separate files.
Choose Excel. When Busy asks for a format, pick Excel. A CSV file works too, but read Keeping codes exactly as typed before you open one.
Keep the same columns and file names each day. After the first sync, Kaalchakra recognises each file by its name and columns, so the next day needs no setting up.
Always include the name, and the alias if you use one. The alias — often an item code — is how Kaalchakra recognises a master you renamed in Busy.
Current stock and closing balances can stay out. Kaalchakra never changes current stock from a file and never reads a closing balance as an opening; a stock column is only compared and shown.

1
Open the list of that master
In Busy, open the master's list — usually Administration → Masters, then the master (for example Item), then List. In some versions Masters sits on the main menu itself.
2
Choose the list you can set up
Pick the Configurable list — for items, Configurable (Alphabetical) — the one that lets you choose its columns.
3
Choose the columns
Use Select Fields to tick the columns recommended for that list below, then show the list.
4
Export to Excel
Press Alt+E, or the list's export button, choose Excel, and save the file where you will find it again.
5
Leave the file as it is
Bring the file exactly as Busy saved it. Opening it in a spreadsheet program and saving it again can change your codes.

Items

The item list is the one most businesses sync every day. Tick these columns; Busy prints them under exactly these headings:

Column in Busy	Needed?	What Kaalchakra does with it
Name	Yes	The item's name. A new name with the same alias is a rename, not a new item.
Alias	Strongly recommended	Your item code — how a renamed item is recognised.
Group Name	Recommended	The item group. It must exist already, or come in the item group list you bring in the same sync.
Main Unit	Recommended	The unit the item is counted in.
HSN Code	Recommended	The HSN or SAC code, read exactly as typed.
Tax Category	Recommended	The item's GST category.
MRP	Recommended	The printed price.
Sale Price	Optional	Your selling rate.
Purc. Price	Optional	Your buying rate — used only for people allowed to see and change purchase prices.

Opening stock columns are used only when a new item is created; an item you already have never has its opening stock changed.
Current stock is never taken from a file. If you include it, Kaalchakra only shows where it differs.

Recognised without asking

Kaalchakra knows a file is your item list when it finds two or more of HSN Code, Main Unit and MRP. Include them and it never needs to ask.

Accounts

Export the list of accounts — your parties and ledgers — from the account master's list in the same way. Tick these details; the column headings may read a little differently in your Busy:

Detail	Needed?	What Kaalchakra does with it
Name	Yes	The account's name.
Alias	If you use them	A short code that helps recognise a renamed account.
Group	Recommended	The account group, such as Sundry Debtors. It must exist already, or come in the account group list you bring in the same sync.
GSTIN	Recommended	The party's GST number. An unchanged GSTIN also recognises a renamed party.
State	Recommended	The party's state, used for GST.
Mobile	Recommended	The contact number. If one cell holds two numbers, the first is used and the second is left out.
PAN, E-mail, Contact person	Optional	Kept in step like any other detail.
Address, Station, PIN code	Optional	Kept in step like any other detail.
Dealer type	Optional	Regular, composition, unregistered and so on.
Bank name, account number, IFSC	Optional	Used for cheque printing and bank reconciliation.
Opening balance, with Dr or Cr	Optional	Used only as Which Busy year your lists are from describes.

Recognised without asking

Kaalchakra knows a file is your account list when it finds two or more of its GSTIN, state and mobile columns. If one of your columns isn't recognised, point it to the right detail on the files step; your choice is remembered.

Opening, not closing

Export opening balances, not closing balances. A closing balance column, or any balance column that doesn't say opening, is never read as an opening.

Account groups

From the account group master's list, tick Name, Under Group (the group it sits under) and Primary Group. If your Busy list offers the group's nature, tick that too.

Kaalchakra recognises an account group list by its nature and role columns. A file without them asks you to Choose the list the first time, and your answer is remembered for that file name and columns.
Built-in groups are never renamed, moved or deleted by a sync.

Item groups

From the item group master's list, tick Name, Under Group (the group it sits under) and Primary Group.

An item group list has no column that only item groups have, so the first time Kaalchakra asks you to Choose the list, then remembers your answer for that file name and columns.

Bill sundries

From the bill sundry master's list, tick Name, Alias, its nature — whether it adds to or subtracts from the bill — and the accounts it posts to in sales and in purchases.

Bill sundries are not part of Daily sync yet. Until they join, keep them up to date with the import on Masters → Bill Sundry.
Round Off is never changed by a sync.
A posting account changes only when the person running the sync can manage Settings.
Until bill sundries join Daily sync, a bill sundry file shows Bill sundries aren't synced from files yet, and nothing in it is read.

Keeping codes exactly as typed

HSN codes, PIN codes, mobile numbers, bank account numbers, GSTIN, PAN and item codes must arrive exactly as you typed them in Busy. Spreadsheet programs change them without asking: 0401 becomes 401, and a 12-digit account number turns into 1.23457E+11.

Bring the file exactly as Busy saved it. Opening it in a spreadsheet program and saving it again is the usual way codes get damaged.
Prefer Excel to CSV. A CSV file opened in a spreadsheet program loses its leading zeros as soon as it is saved again.
If you must edit the file, set the code columns to Text before you type in them.

Kaalchakra never guesses a damaged code. The detail is not changed, and the row says why:

What the screen says	What happened, and what to do
Can't apply — HSN looks shortened; format the column as text in Busy	The HSN has 3, 5 or 7 digits, so it has lost a leading zero. Export the list again and bring the file without opening it. If it happens again, set that column's format to text wherever Busy lets you choose a column's format, then export again.
Can't apply — format this column as text in Busy	A long number arrived written with an E in it, or with 16 or more digits. Same fix.
Can't apply — this tax value is empty in Busy	Busy wrote an empty marker, such as <<---None--->>, in a tax column. Fill in the value in Busy.

Leading zeros that only look different

An HSN that matches Kaalchakra's once leading zeros are ignored is left exactly as it is in Kaalchakra.

Bringing the files to Kaalchakra

1
Open Masters → Daily sync
Drop in all of today's files at once, Excel or CSV.
2
Check the files
Each file shows the list it was recognised as. Choose the list for any file that says Choose the list, and point to the name column if a file says Columns needed.
3
Pick the Busy year when asked
If your accounts carry opening balances, choose the Busy year the lists come from — see Which Busy year your lists are from.
4
Review and apply
Answer anything under To decide, look through the changes, then press Apply.

Keeping your masters in step with your other software

How daily sync decides what changed, and what it never changes.

Who can run a sync

The permission it needs, and the rights each change needs.

Was this page helpful?

PreviousDaily sync NextBringing in vouchers

Exporting your lists from Busy

Step by step: export each master list from Busy to Excel, with the columns daily sync reads, so your files come in ready to use.

Before you export

Export the whole list, every time. Kaalchakra learns that a master was removed in Busy because it is missing from a complete file, so a list filtered by group or by date looks like a list with masters removed — see Masters missing from today's file.
One list per file. Export items, accounts, account groups, item groups and bill sundries as separate files.
Choose Excel. When Busy asks for a format, pick Excel. A CSV file works too, but read Keeping codes exactly as typed before you open one.
Keep the same columns and file names each day. After the first sync, Kaalchakra recognises each file by its name and columns, so the next day needs no setting up.
Always include the name, and the alias if you use one. The alias — often an item code — is how Kaalchakra recognises a master you renamed in Busy.
Current stock and closing balances can stay out. Kaalchakra never changes current stock from a file and never reads a closing balance as an opening; a stock column is only compared and shown.

1
Open the list of that master
In Busy, open the master's list — usually Administration → Masters, then the master (for example Item), then List. In some versions Masters sits on the main menu itself.
2
Choose the list you can set up
Pick the Configurable list — for items, Configurable (Alphabetical) — the one that lets you choose its columns.
3
Choose the columns
Use Select Fields to tick the columns recommended for that list below, then show the list.
4
Export to Excel
Press Alt+E, or the list's export button, choose Excel, and save the file where you will find it again.
5
Leave the file as it is
Bring the file exactly as Busy saved it. Opening it in a spreadsheet program and saving it again can change your codes.

Items

The item list is the one most businesses sync every day. Tick these columns; Busy prints them under exactly these headings:

Column in Busy	Needed?	What Kaalchakra does with it
Name	Yes	The item's name. A new name with the same alias is a rename, not a new item.
Alias	Strongly recommended	Your item code — how a renamed item is recognised.
Group Name	Recommended	The item group. It must exist already, or come in the item group list you bring in the same sync.
Main Unit	Recommended	The unit the item is counted in.
HSN Code	Recommended	The HSN or SAC code, read exactly as typed.
Tax Category	Recommended	The item's GST category.
MRP	Recommended	The printed price.
Sale Price	Optional	Your selling rate.
Purc. Price	Optional	Your buying rate — used only for people allowed to see and change purchase prices.

Opening stock columns are used only when a new item is created; an item you already have never has its opening stock changed.
Current stock is never taken from a file. If you include it, Kaalchakra only shows where it differs.

Recognised without asking

Kaalchakra knows a file is your item list when it finds two or more of HSN Code, Main Unit and MRP. Include them and it never needs to ask.

Accounts

Export the list of accounts — your parties and ledgers — from the account master's list in the same way. Tick these details; the column headings may read a little differently in your Busy:

Detail	Needed?	What Kaalchakra does with it
Name	Yes	The account's name.
Alias	If you use them	A short code that helps recognise a renamed account.
Group	Recommended	The account group, such as Sundry Debtors. It must exist already, or come in the account group list you bring in the same sync.
GSTIN	Recommended	The party's GST number. An unchanged GSTIN also recognises a renamed party.
State	Recommended	The party's state, used for GST.
Mobile	Recommended	The contact number. If one cell holds two numbers, the first is used and the second is left out.
PAN, E-mail, Contact person	Optional	Kept in step like any other detail.
Address, Station, PIN code	Optional	Kept in step like any other detail.
Dealer type	Optional	Regular, composition, unregistered and so on.
Bank name, account number, IFSC	Optional	Used for cheque printing and bank reconciliation.
Opening balance, with Dr or Cr	Optional	Used only as Which Busy year your lists are from describes.

Recognised without asking

Opening, not closing

Export opening balances, not closing balances. A closing balance column, or any balance column that doesn't say opening, is never read as an opening.

Account groups

From the account group master's list, tick Name, Under Group (the group it sits under) and Primary Group. If your Busy list offers the group's nature, tick that too.

Kaalchakra recognises an account group list by its nature and role columns. A file without them asks you to Choose the list the first time, and your answer is remembered for that file name and columns.
Built-in groups are never renamed, moved or deleted by a sync.

Item groups

From the item group master's list, tick Name, Under Group (the group it sits under) and Primary Group.

An item group list has no column that only item groups have, so the first time Kaalchakra asks you to Choose the list, then remembers your answer for that file name and columns.

Bill sundries

From the bill sundry master's list, tick Name, Alias, its nature — whether it adds to or subtracts from the bill — and the accounts it posts to in sales and in purchases.

Bill sundries are not part of Daily sync yet. Until they join, keep them up to date with the import on Masters → Bill Sundry.
Round Off is never changed by a sync.
A posting account changes only when the person running the sync can manage Settings.
Until bill sundries join Daily sync, a bill sundry file shows Bill sundries aren't synced from files yet, and nothing in it is read.

Keeping codes exactly as typed

Bring the file exactly as Busy saved it. Opening it in a spreadsheet program and saving it again is the usual way codes get damaged.
Prefer Excel to CSV. A CSV file opened in a spreadsheet program loses its leading zeros as soon as it is saved again.
If you must edit the file, set the code columns to Text before you type in them.

Kaalchakra never guesses a damaged code. The detail is not changed, and the row says why:

What the screen says	What happened, and what to do
Can't apply — HSN looks shortened; format the column as text in Busy	The HSN has 3, 5 or 7 digits, so it has lost a leading zero. Export the list again and bring the file without opening it. If it happens again, set that column's format to text wherever Busy lets you choose a column's format, then export again.
Can't apply — format this column as text in Busy	A long number arrived written with an E in it, or with 16 or more digits. Same fix.
Can't apply — this tax value is empty in Busy	Busy wrote an empty marker, such as <<---None--->>, in a tax column. Fill in the value in Busy.

Leading zeros that only look different

An HSN that matches Kaalchakra's once leading zeros are ignored is left exactly as it is in Kaalchakra.

Bringing the files to Kaalchakra

1
Open Masters → Daily sync
Drop in all of today's files at once, Excel or CSV.
2
Check the files
Each file shows the list it was recognised as. Choose the list for any file that says Choose the list, and point to the name column if a file says Columns needed.
3
Pick the Busy year when asked
If your accounts carry opening balances, choose the Busy year the lists come from — see Which Busy year your lists are from.
4
Review and apply
Answer anything under To decide, look through the changes, then press Apply.

Keeping your masters in step with your other software

How daily sync decides what changed, and what it never changes.

Who can run a sync

The permission it needs, and the rights each change needs.

Was this page helpful?

PreviousDaily sync NextBringing in vouchers