# Fee day-book, daily collection report and Tally export

> See every fee payment and refund of a day in Pathshala, count the cash drawer, download the day as a sheet, and export receipts to Tally.

Source: https://pathshala.mjxtechnologies.com/docs/fees/day-book-and-tally/

The **Day-book** in Pathshala shows every fee payment and refund of one day, line by line, so you can count the cash drawer against it at closing time. From the same screen you can download the day as a spreadsheet or hand it to your accountant as a Tally file.

> [!PATH] Apps › Fees › Day-book

![Day-book for one day with the previous-day arrow and the Download button marked](media/fees/day-book-and-tally-1.jpg "Apps › Fees › Day-book")

## Who can use this?

| Action | Who |
|---|---|
| Open the Day-book and download the day | Owner, Admin, or staff with **View Day Book** (Accountant, Cashier) |
| Tally export page (ledger names, whole month) | Owner, Admin, or a role with **Manage Fee Setup** (Accountant) |

The Day-book and its files are in **MJX Fees Management Basic** and above. On Forever Free the row is not shown, and the dashboard shows *Day book & Excel 🔒 Basic*.

## How to read a day

1. The Day-book opens on **today**. Use the **‹** and **›** arrows to go a day back or forward, or pick a date under **Show the book for** and press [[Show]]. [[Today]] brings you back.
2. The three totals at the top:
   - **Received** — money in, and the number of receipts;
   - **Refunded** — money given back, and the number of refunds;
   - **Kept** — received less refunded.
3. **The day, line by line** lists each movement with an **In** or **Out** tag, the payment or refund number, the student, class, method, time and who handled it. A refund line says which payment it was *against*. A payment refunded later shows *later refunded in full*. A line entered on a later day says *recorded* with that date.
4. **How it came in** and **How it went back** give the totals per payment method. A refund carries its own method, so the two lists are counted separately.
5. **Who handled it** gives each person's net, with *taken* and *given back* when they did both.

> [!NOTE]
> If you are not the owner or an admin, you see **These are the lines you handled.** and the whole day's totals in a sentence below it.

## How to close the day

### Steps

1. Open **Day-book** at closing time.
2. Look at **How it came in** › **Cash**. Count the drawer; the two should match.
3. Check **Who handled it** if more than one person took cash.
4. Press [[Download]] to keep the day's sheet, or give it to the accountant as a Tally file.

## Download the day as a sheet

Press [[Download]]. You get a CSV file (opens in Excel or Google Sheets) with one line per movement — refunds as minus amounts — and the day's totals. A narrowed viewer's file says *These lines are the ones you handled, not the whole day.*

## Export to Tally

### Step 1: set your ledger names (once)

> [!PATH] Apps › Fees › Day-book › Change the ledger names

![Tally export page with the Save ledger names button marked](media/fees/day-book-and-tally-2.jpg "Apps › Fees › Day-book › Change the ledger names")

Tally will not create a ledger it has never heard of, so type the names your Tally company uses.

| Field | Default |
|---|---|
| Your Tally company | Your institute's name, if left blank |
| Cash | Cash |
| UPI | Bank |
| Bank transfer / NEFT | Bank |
| Card | Bank |
| Cheque | Cheques Received |
| Online payment (gateway) | Bank |
| Method not recorded | Suspense A/c |
| Fees income | Fees Received |
| Receipt voucher type | Receipt |
| Payment (refund) voucher type | Payment |

Press [[Save ledger names]]. Clearing a box puts it back to the suggestion. The page shows **What one receipt will look like** — a made-up example voucher, with its XML under **Show the XML for this example**.

> [!TIP]
> Cheques are not posted to "Bank" by default, because a cheque taken today can still bounce. If you bank cheques the same day, type your bank ledger's name in the **Cheque** box.

### Step 2: export a day

On the Day-book, under **Give it to the accountant**, press **Tally (XML)** or **Tally (sheet)**. Whatever day is on screen is the day in the file. Every rupee in becomes a Receipt voucher and every refund a Payment voucher, each with a narration such as *Fees received from … receipt RCP-… against invoice INV-… by Cash*. The box lists the ledgers that must already exist in Tally.

### Step 3 (optional): export a whole month

On the Tally export page, under **A whole month in one file**, pick the **Month**, press [[Show]], then press the month's **Tally (XML)** or **Tally (sheet)** button. Each day in the file is exactly that day's own file. An empty month gives an empty file, not an error.

> [!WARNING]
> Nobody at MJX has pressed Import inside a real Tally. Import into a **copy** of your company first. If Tally refuses the XML, the **Tally (sheet)** file can be mapped with any Excel-to-Tally tool. Every receipt credits one income ledger; if you keep a ledger per family under Sundry Debtors, tell MJX support.

## Tips

- Record payments on the day they are received, so the Day-book matches the drawer.
- Always choose a payment method. A payment with no method lands in **Suspense A/c** in Tally.
- Use the dashboard's **Today's cashier** card for a quick look, and the Day-book for the full list.

## Questions people ask

### What is the day-book?

It is every rupee that came in or went back out on one day, in the order it happened, with totals by payment method and by the person who handled it.

### Can I export fee receipts to Tally?

Yes. The Day-book gives a day as Tally (XML) or Tally (sheet), and the Tally export page gives a whole month. Set your ledger names first.

### Why do my staff see a smaller total?

Staff who are not owner or admin see only the lines they handled. The screen says so and shows the whole day's figures in words.

### Has the Tally file been tested in Tally?

Its shape and arithmetic are tested on every release, but MJX has not pressed Import inside a real Tally. Try it on a copy of your company first.