Import and Export - FAQ

In Tally.ERP 9, you can export and import the entire data to a newly created company. You have to export the masters first and then the transactions. Ensure that F11: Features of the exporting and the importing company are the same.

Note: The price lists of the old company mentioned in F11 and F2 features can be imported and exported in a similar manner to the new company.

● Export Masters

● Export Transactions

● Import Masters

● Import Vouchers

Export Masters

1. Go to Gateway of Tally > Display > List of Accounts .

2. Click F12 : Range to select the masters you want to export. Skip this step if you want to export all the masters.

3. Click E : Export in the List of Accounts screen.

4. Select Language as Default (All Languages) from the list displayed.

5. Select Format as XML (Data Interchange) .

6. By default the Export Location is set to C:Tally.ERP9 or provide an export location of your choice.

7. By default the Output Filename is set to Master.XML or provide a filename of your choice.

8. Select All Masters in Type of Masters .

9. Press Enter .

Export Transactions

1. Go to Gateway of Tally > Display > Day Book .

2. Click F12 : Range to select the transactions you want to export. Skip this step if you want to export all the transactions.

3. Click F2 : Period, specify the period, and then click E : Export .

4. Select Language as Default (All Languages) from the list displayed.

5. Select Format as XML (Data Interchange) .

6. By default the Export Location is set to C:Tally.ERP9 or provide an export location of your choice.

7. By default the Output Filename is set to DayBook.XML or provide a filename of your choice.

8. Select the required Format (Condensed or Detailed).

9. Set Show Voucher Numbers to Yes to export voucher numbers.

10. Set Show Narrations also to Yes to export voucher narrations.

11. Set Show Billwise Details also to Yes to export bill wise details.

12. Set Show Cost Centre details also to Yes to export cost centres.

13. Set Show Inventory Details also to Yes to export inventory details.

14. Set Show Bank Details also, Show Dependent Masters and Show Forex Transactions to No .

15. Set Select vouchers to show to All Vouchers export all voucher types.

16. Press Enter , the exported data is stored in the specified path.

Import Masters

1. Select the required company.

2. Go to Gateway of Tally > Import Data > Masters .

3. In Import File Name enter the filename containing the exported masters.

4. In Treatment of Entries Already Existing , select Modify with new data from the list of behaviours displayed.

5. Press Enter to import the masters.

● Once the import process is complete, compare the statistics of both importing and exporting company.

o Go to Gateway of Tally > Display > Statement of Accounts > Statistics

Import Vouchers

1. Select the required company.

2. Go to Gateway of Tally > Import Data > Vouchers .

3. In Import File Name enter the filename containing the exported vouchers.

4. Press Enter to import the transactions.

● Once the import process is complete, compare the statistics of both importing and exporting company.

o Go to Gateway of Tally > Display > Statement of Accounts > Statistics .

The option Ignore errors & continue during data import is set to Yes in the F12: Configure screen (Company Info Menu/ Gateway of Tally > F12 Configure > General)

To avoid programming conflicts that may occur while the data is being imported. Setting this option to 'No' will ignore the error message and continue with the import of data.

Note : However, errors while importing data will be logged into the Tally.Imp file that is generated in the Tally.ERP 9 folder.

Scenario 1

While merging multiple company data, transactions are getting overwritten or deleted on importing data of another company.

Scenario 2

While importing third party xml data to Tally, transactions available in Tally database are getting deleted or overwritten.

Reason

1. If multiple copies of a single company are copied in different locations rather than creating from Tally application, then vouchers will hold same Voucher ID at all the locations.

2. Consolidation of all the company vouchers using export and import feature will lead to overwriting or deletion of the vouchers as Voucher ID is same in all the companies.

3. If third party application is generating same Voucher ID for all vouchers, then above mentioned problem will occur while importing the xml files.

Solutions

Scenario 1

Create the company from Tally application and import the data by removing the voucher ID with the help of Notepad++. Find the procedure given below.

Scenario 2

For third party software’s, suggest the customer to generate unique Voucher ID for each and every voucher.

Below is the XML TAG LINE which should be altered:

<VOUCHER REMOTEID="Unique id has to be provided" VCHKEY="01ae33cc-833c-479e-913c-c5079b964709-0000a46e:00000008" VCHTYPE="Purchase" ACTION="Create" OBJVIEW="Invoice Voucher View">

Additional information

To merge all the current data and to overcome the overwriting or deletion problem, Voucher ID must be removed from daybook.xml files. This can be done using XML editors. Below is the procedure followed for “NOTEPAD++” software.

Note: There are multiple XML editor softwares, but procedure might vary from one software to another.

Following is the procedure for replacing Voucher remote ID using Notepad++ software.

Step 1

1. Download Notepad++ software from below mentioned link:

https://notepad-plus-plus.org/download/v6.8.1.html

2. Load the XML file using NOTEPAD++ software.

3. Press ALT+H button -> in “Find what” field, mention “Remoteid=*.*vchtype” and in ‘Replace’ field, mention “VCHTYPE” . In ‘Search Mode’ box, enable the option “Regular expression” and click on ‘Replace All’ .

4. After selecting “Replace All” option, Voucher ID will be removed from all the Vouchers & message will be displayed as shown below:

5. Once replacing is completed, you will find the difference in below mentioned tag line:

Before replacement

<VOUCHER REMOTEID="01ae33cc-833c-479e-913c-c5079b964709-00000006" VCHKEY="01ae33cc-833c-479e-913c-c5079b964709-0000a46e:00000008" VCHTYPE="Purchase" ACTION="Create" OBJVIEW="Invoice Voucher View">

After replacement

<VOUCHER VCHTYPE="Purchase" ACTION="Create" OBJVIEW="Invoice Voucher View">

Step 2: Import this daybook.xml to Consolidation Company, so that complete data will get imported.

Note: Ensure to import this xml file only once. If import is done again and again,  transactions will get duplicated.

Cause

The tally.imp is in use or open or the destination folder to which you are trying to export the data, does not have the required permission. It is in read only mode.

Solution

Change the attributes of the folder or close or remain the file as follows:

● Uncheck the read-only property of the folder by following the steps shown:

o Right-click on the folder.

o Select Properties .

o In the Properties window, clear the check box against the option Read Only .

o Click OK .

● Give a different file name and export or close the file that was opened earlier.

The application MS Excel, has not been installed in the machine.

Install MS Excel on the machine, since Tally.ERP 9 requires MS Excel to carry out the process of exporting in the Excel (Spreadsheet) format. Once the file is exported, it can be opened using other applications viz, Open Office, Star Office, etc.

You can export or import a stock item to another new company

1. Load both the importing and exporting companies in Tally.ERP 9.

2. Select the Company from which Stock Item has to be exported.

3. Go to Gateway of Tally > Inventory Info. > Stock Item > Alter

4. Select the required Item from the list of items displayed.

5. In the Stock Item Alteration screen, click F3: Company or press F3 .

6. In the Change Current Company screen, select the company in which the stock item has to be imported from the list of companies displayed.

7. The Stock Item Alteration screen for the selected company appears, press Ctrl+A to save the stock item.

You can export the closing balances of the ledger or item or both on any given date and import the same as opening balances to newly created companies. This facility is provided from Tally.ERP 9 Release 3.0 and above.

● Export closing balance in old company

● Import as Opening Balance in New Company

Export closing balance in old company

1. Go to Gateway of Tally > Display > List of Accounts

2. Click E : Export .

3. In Exporting List of Ledger screen, select the Format as XML (Data Interchange) or SDF (SDF format is enabled using a TDL)

Note : Download the SDF export program from the website

4. In Export Location field enter the path where the file to be exported.

5. In Output File Name field enter the required output file name or accept the default file name

6. Set the option Open Exported Folde r to Yes

7. In Type of Masters field select the required masters from the Type of Masters displayed or Select All Masters to export all the masters available in the respective company .

8. Set the option Export Closing Balances as Opening to yes to export the closing balances.

9. In To Date field specify the date up to which the closing balances are to be considered for exporting.

Example: Demo Company wants to export the closing balance as on 31-3-2015 as opening balance for the current financial year (1-4-2014 to 31-3-2015). Hence, in To date field 31-3-2014 is mentioned.

The completed Exporting List of Ledgers screen appears as shown

10. Press Enter to Export the file.

Import as Opening Balance in New Company

Open new company to import the exported closing balances as opening balance.

1. Go to Gateway of Tally > Import of Data .

2. Select the option Masters .

3. In Import of Masters screen.

4. In Import File Name (XML) specify the Path and Name of the file from which the data to be imported.

5. Treatment of entries already existing: in this field select the option Modify with New Data .

On successfully importing the data you can view the balances for ledgers and stock items.

Use ODBC feature to export customer's/supplier's details to Excel

1. Start Tally.ERP 9 .

2. Ensure ODBC Server is displayed in the Configuration block of Information Panel .

Note : Ensure that Tally.ERP 9 is open till you complete the process of exporting ledgers details to Excel.

3. Start Excel .

4. Click on Data > select Import External Data > Select New Database Query . The Choose Data Source dialog box appears.

5. Select TallyODBC_9000 .

6. Click OK . Excel will connect to data source, the Query Wizard dialog box appears displaying the available tables and columns.

7. In Available Tables and Columns , select Ledger and click on + to expand. The expanded list of columns for Ledger table appears.

8. Select the required column one-by-one and click > to include the column.

To extract the customer’s/supplier’s details, select and include the fields/columns shown below:

● $Name

● $_Address1

● $_Address2

● $_Address3

● $_Address4

● $_Address5

● $StateName

● $PINCode

● $EMail

● $LedgerPhone

● $LedgerContact

● $LedgerFax

● $IncomeTaxNumber

● $InterStateSTNumber

● $VATTINNumber

● $TaxClassificationName

● $OpeningBalance

● $_ClosingBalance

9. Arrange the fields in the required order by selecting the required field and clicking on the Up and Down arrow keys.

10. Click Next . The Query Wizard – Filter Data dialog box appears.

11. Based on the requirement you may set the condition to filter the data.

12. Click Next . The Query Wizard – Sort Data dialog box appears.

13. Select the required field and the order of sorting based on your requirement.

14. Click Next . The Query Wizard – Finish dialog box appears.

15. Check Select Return Data to Microsoft Excel .

16. Click Finish . The Import Data dialog box appears.

17. By default, Existing worksheet is checked and the starting cell address is A1.

18. Click OK .

The data is imported to Excel and arranged in the respective columns as shown.

Cause

This message appears while importing closing balances from an existing company into a newly created company. Tally.imp file displays the message ERROR: Ledger: Stock The date is Out of Range! Suggest a Solution .

This error occurs when the Stock Ledger is not available in the newly created company.

Solution

The stock ledgers have to be created manually followed by entering the values manually. However, other masters are successfully imported during the import process.

You can export the Sundry Debtor and Sundry Creditor ledgers to a newly created company.

1. Go to Gateway of Tally > Accounts info > Ledgers > Alter (Multiple Ledgers)

2. Select Sundry Debtor / Sundry Creditor from the List of Groups.

3. Click F3: Company or press F3.

4. Select the New Company.

5. In the Multi Ledger Alteration screen, press Ctrl+A to save the Creditor/ Debtors ledgers in the new company.

With Open Database Connectivity (ODBC), you can exchange data between Tally.ERP 9 and any other application.

The bitness of the following three important elements determines Export of data via ODBC.

1. Tally.ERP 9

2. Operating System

3. Microsoft Office

For seamless functioning of this ODBC feature, it is essential that these three elements are of the same bitness.

However, in the following cases where the Operating System is 64-bit and –

● Tally.ERP 9 is 32-bit and MS Office is 64-bit, or,

● Tally.ERP 9 is 64-bit and MS Office is 32-bit

Then, by default, Microsoft Excel will not be able to communicate to Tally.ERP 9 of opposite bitness. To enable data export, installation of the required drivers is needed.

Let us consider the first scenario; where Tally.ERP 9 is a 32-bit application and MS Office is a 64-bit application (in a 64-bit Operating System).

To install the required drivers to enable export of data via ODBC,

1. Open the Tally.ERP 9 Application folder.

2. This folder will contain the files - regodbc64.exe and tallywin64.dat .

3. Right click on regodbc64.exe and select the option Run as Administrator to install 64-bit ODBC drivers.

On successful installation, export of data will happen seamlessly.

In the second case, Tally.ERP 9 is a 64-bit application (from Release 4.5 ) and MS Office is a 32-bit application (in a 64-bit Operating System).

To install the required drivers to enable export of data via ODBC,

1. Open the Tally.ERP 9 ( from Release 4.5) Application folder

2. This folder will contain the files – regodbc32.exe and tallywin32.dat.

On successful installation, export of data will happen seamlessly.

Note: From Tally.ERP 9 Series A Release 4.5 onwards, the application can be installed as a native 64-bit application.

For information on How to export Tally.ERP 9 data to Microsoft Excel via ODBC, click  here

Yes, it is possible to store the file on the desktop or any other location by specifying the required path or folder in the Export Location field.

Exporting the Masters and Vouchers separately and then import them into another company individually is slow and time consuming. We have provided an option to export both Masters and Vouchers together. This option is available while exporting the Day Book or all registers. To export the dependent masters and vouchers follow the steps shown below:

1. Go to Gateway of Tally > Display > Day Book .

2. Press E : Export in the Day Book . The Exporting Day Book appears.

3. Set Show dependent Masters to Yes .

4. Press Enter to export the vouchers and their respective dependent masters.

The error Insufficient data for an image occurs when the Company Logo configured for printing Reports/Invoice size is more than the recommended size. Recommended size for company logo is 96 pixels in width x 80 pixels in height. If the logo size is more than recommended then above error exists.

Resize the image into 96 pixels in width x 80 pixels in height using MS paint .

1. Open the image in MS paint.

2. Click on Resize.

3. Click on pixels. In horizontal mention 96 and width as 80.

4. Save the image in BMP or JPEG format.

5. Configure new logo (image which is resize) in Tally.ERP9 and Export in PDF. You will get compete data in PDF without any error message.

It is advisable that you do not alter the predefined Masters in Tally.ERP9. If you require groups to be displayed in various reports, create new groups instead of altering the predefined Masters.

It is possible to update Excel with the changes made to Tally.ERP 9 on a real time basis. This is possible only when ODBC connectivity is available.

The online updation can either be done automatically by setting the duration of auto-refresh rate in excel by following the steps shown:

1. Click Data.

2. Click Refresh All.

3. Select Connection Properties. The Connection Properties window appears as shown:

4. By default Refresh every is checked

5. Enter the duration in minutes in Refresh every field. Tally.ERP 9 will automatically send the data to excel at the specified duration.

6. Click OK.

Yes, there is an option to automatically open the exported file in Tally.ERP 9.

1. Click E : Export in any report screen. The Export Report screen appears.

2. Set the option Open Exported Folder to Yes to automatically open the folder or file without any intervention.

Files exported to Excel, JPEG(Single Page), HTML and PDF formats open automatically whereas for ASCII, JPEG(multi-page), XML and SDF formats only the folders open.

This message is displayed as the file name and path specified in Import of Vouchers screen is wrong. You need to specify the correct path and then import the data.

To enable SDF format for Export/Import

1 Download the utility file SDFExportImport.tcp from the Tally website and copy it to the Tally.ERP 9 folder.

2 Open the Tally.ini file and set the option User TDL to Yes .

3 In the next line, remove the semicolons (;;) in TDL and enter the name of the TCP file (i.e., tdl = SDFExportImport.tcp )

4 Save Tally.ini and start Tally.ERP 9. You can now view the SDF format while performing an Export/Import.

For example: Gateway of Tally > Display > List of Accounts > Export > Format: SDF (Fixed Width)

You can know the GUID by exporting any voucher from Daybook in XML format.

Open the exported file in notepad, find the word GUID using Ctrl+F function. You will find a 36 character length alpha numeric string enclosed within <GUID> (hexadecimal value).

For example , <GUID>f64a4e48-950f-46f0-90f6-6c054a22fa68-00000002</GUID>

In the above example, GUID of the company is "f64a4e48-950f-46f0-90f6-6c054a22fa68" and the last part "00000002" identifies the voucher.

Note : This feature is applicable from Tally.ERP 9 Series A Release 1.6 onwards

The option Overwrite vouchers during import can be enabled/disabled while importing vouchers into Tally.ERP 9.

Impact of this option is given below:

Configuration	Export & Import of voucher in  the same company	Exported from one company & imported to another company
Overwrite vouchers during import is set to No	If a voucher is exported and imported back to the same company, a duplicate voucher gets created. The subsequent import of the same voucher will overwrite the previously duplicated/created voucher.	The voucher gets imported once irrespective of whether the option is Yes or No.
Overwrite vouchers during import is set to Yes	If a voucher is exported and imported back to the same company, the existing voucher gets overwritten.

No, Export Closing Balances as Opening is supported by XML and SDF formats only.

Cause

Tally.ERP 9 displays this message when it was unable to open or write to Tally.imp due to any one of the following reasons:

● Tally.imp file is write protected

● The file is used by another application

● Another instance of Tally.ERP 9 is using this file

● Full permissions have to be given to Tally.imp file by following the steps shown:

Solution

1. Right click tally.imp file in the application folder.

2. Select Properties.

3. In the tally.imp Properties window, click Security tab.

4. Click Edit to change the permissions.

5. In Permissions for tally.imp window, select the required user from Groups or UserNames.

6. In Permissions for Authenticated Users check Allow against Full Control.

7. Click Apply.

8. Click OK.

9. Close another instance of Tally.ERP 9 which is running on your system.

Reports exported in HTML, PDF, and JPG formats support company logo.

Unable to validate the exported file (E-Return 24Q), when Q4 (January - March) was selected as the Quarter Period.

Cause

The quarter (Q4) selected is not of the respective financial year.

Let us consider that the current financial year selected is 2013-14. If we are in either in the month of April, May or June, and if we try to generate eTDS returns for the 4th Quarter of 2013-14, and validate the same with the File Validation Utility, then validation of the same will not be possible.

Solution

When we export Form 24Q for the quarter 4 of the financial year 2013-14, require to view the Form 24Q  of Financial year 2012-13, then follow the steps below:

1. Go to Gateway of Tally > Press Alt + F2 or click F2 : Period .

2. Enter 1-04-2012 in the From field and enter 31-03-2013 in the To field as shown below:

Generate Form E-24Q for 2012-2013

1. Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Income Tax > E - Returns > E-24Q . In the Export Report screen, select Q4-[January - March].

2. Press Enter to accept the screen. The exported file is placed in the Tally.ERP 9 Directory, which can be validated with the File Validation Utility, downloaded from NSDL website.

You can export the data in SDF format. You will have to download an extension or a customized program from www.tallysolutions.com and paste the file in C:\Tally.ERP9 folder.

1. Go to Gateway of Tally or Company Info menu > F12: Configuration > F4: Local TDLs.

2. In the TDL Configuration screen, enable Local TDLs on Startup.

3. Provide the path or the folder where the TDL file is stored.

4. Start Tally.ERP 9, in the export configuration screens and you will have the option SDF format along with other available formats.

Export of data is provided mainly for summaries and statement reports like Trial Balance , Stock Summary , and so on. The main use would be to export data to, for example, a spreadsheet, and reorganise it for statutory presentation, or export it to another company using Tally that will import it directly.

Export of all reports and statements is possible. A separate button is provided in the button bar and press it to export the current report. There are various formats available for export. For more details on the formats, please see the E-mail section under E-capabilities.

The exported file is saved in the parent Tally directory on your computer. You can now use that file to import its contents into another program, send it as it is (say if it is HTML file) to a colleague or view it using a browser.

While exporting the data/report/invoice, specify the export location. Tally.ERP 9 creates the folder and exports data to the specified location.

The major difference in Restricted (ASCII) and Default (All Languages) is ennumerated in the below table.

	Default (All Languages)		Restricted (ASCII)
	Only Indian language	Indian language with English alias or vice versa	Only Indian language	Indian language with English alias or vice versa
ASCII	Export happens in the Indian language	The export happens in the selected language	Question mark appears	Export happens in English irrespective of the language selected
Excel	The export happens irrespective of the language	The export happens irrespective of the language	The export happens	The export happens
HTML	The export happens	The export happens	Question mark appears	The export does not have the selected language.
JPG	The export happens with the language	The export happens	The export happens with the selected language	The export happens
Pdf	Question mark appears	Export happens. On changing the language the export to PDF option does not appear	Question mark appears	Export happens in English
XML	The export happens in the selected language	The export happens in the selected language	Question mark appears where Indian language is present	The rupee symbol appears as question mark. When the language is changed during export the export happens in English

Yes, it is possible to perform a one-way snapshot based on the type of sync mentioned in the client rule.