Master sync — the same masters in all your organisations
Run more than one firm? Keep accounts, items, their groups, supply types and bill sundries the same across your organisations — automatically, or with a one-time import. This is not syncing with a file.
If you run more than one firm in Kaalchakra, Master Sync keeps their masters the same — accounts, items, their groups, supply types and bill sundries — so you set a party or an item up once instead of in every firm. Set it up under Administration → Setup → Master Sync. It links organisations where you are the master user in both.
Not the same as syncing with a file
Master Sync copies masters from one of your Kaalchakra organisations into another. To update your lists from a spreadsheet or another program's export, use Syncing with an existing list instead.
How master sync works
- 1
Link two firms
Press Link organisations and pick the other organisation. Only organisations where you are also the master user are offered.
- 2
Choose the direction
Bring masters into this firm or Send this firm's masters. A link carries masters one way; to have both firms feed each other, add a second link in the other direction afterwards.
- 3
Choose the masters
Tick the masters this link should carry — see the table below.
- 4
Choose how it works
Keep them in sync sends new and edited masters across as they are saved, until you pause or unlink. One-time import copies the masters once, then closes the link by itself.
- 5
Start
Press Link and start syncing, or Import masters now for a one-time import. Keep Run a first sync right away so both firms start aligned ticked to copy the masters that already exist.
Each link is listed under Linked organisations with what it carries and the result of its last run. Sync now goes through everything again, Preview shows what a sync would change without changing anything, and Edit, Pause and Unlink do what they say. Finished and removed links move to Past links, where Link again fills in the same choices so you can set it up again.
- Who can do what. Master and admin users can open Master Sync. Creating, changing, pausing, running and removing a link needs a master user in both organisations; anyone else sees the links but cannot change them.
- Masters that arrive from a file are not sent across as they arrive — whether a master import adds or updates them, or an import of transactions (a spreadsheet, or Import from Busy 21) creates the parties and items it needs — it never changes ones you already have. Press Sync now on the link afterwards to bring the other organisation up to date. Sync with existing is the exception: it saves its changes like edits made one at a time, so a Keep them in sync link sends the new and changed masters across as they are saved.
- If an automatic update could not be sent, the link shows Last auto-sync hiccup — run Sync now. Pressing Sync now catches up.
Choosing what to sync
| Master | What comes across |
|---|---|
| Account Groups | Your grouping tree for accounts. |
| Accounts | Parties, banks and ledger accounts, with their contact and tax details. |
| Item Groups | Your grouping tree for items. |
| Items | Your item catalogue — names, units, HSN, tax and prices. |
| Supply Type | Your sale and purchase supply types. |
| Bill Sundries | Charges such as freight and packing. |
Choose all of them or only what you need. To change the choice later, press Edit on the link, tick or untick masters, and press Save selection.
- Matched by name. A master the other organisation already has under the same name is updated, not added again, so running a sync twice never makes duplicates.
- Filled-in details win; blanks never wipe. A detail filled in on the sending side replaces the other side's value, but an empty one never clears what the other organisation has.
- An account keeps its group. The group an account sits under is set when it is first copied, and later syncs leave it alone — the same party can be a customer of one firm and a supplier to the other.
- Renames follow while the link is active. A master renamed while the link is paused or removed is treated as a new master by the next sync.
- Tax details are flagged. When a sync changes an existing account's state, place of supply, dealer type or GSTIN, it adds a note to the run so you can check it.
Your books stay safe
- Only descriptive details move. Opening balances, stock quantities and reconciliation details never sync, and nothing is ever deleted in the receiving organisation.
- Your own custom fields belong to each organisation and are not synced.
- An account whose GSTIN is already used by another account in the receiving organisation is copied without the GSTIN, and the run's notes say so.
- A bill sundry's sale and purchase accounts are matched by name in the receiving organisation. If one it needs is missing there, the sundry is skipped and reported rather than set up half-way.
- A one-time import closes the link only when every master was copied. If some failed, the link stays open so Sync now can finish the job.
- Anything a run skipped or adjusted is listed in its notes — open the notes from the last run under the link to read them.
- Changes a sync makes to accounts and items are recorded in the receiving organisation's Audit Trail.
Related guides
Transaction sync
Route sales, purchases and vouchers between your organisations.
Syncing with an existing list
Update your items and accounts from a spreadsheet or another program's export.
Working in more than one organisation
Switch between the organisations you belong to.
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