You may need to split Company data in TallyPrime to manage the volume and size of your data, especially if your business involves dealing with a number of parties and selling or buying numerous stock items. Furthermore, if you have a practice of starting afresh at the beginning of each financial year, then the facility to split Company data in TallyPrime helps you have a separate data for each financial year. While splitting the data in TallyPrime, you may face some errors, and you will need to resolve those to proceed further.
The topic addresses the errors you may face and answers all the frequently asked questions (FAQ) about splitting Company data in TallyPrime.
After splitting the company, there can be a mismatch in the Stock Summary closing value because of the FIFO Perpetual stock valuation method applied to the stock item.
On selecting this method, the leftover stock is valued using the last purchase price as the reference. Hence, if the price of the item is increasing year-on-year, the value of closing stock inflates, regardless of the fact that the stock is from a previous year. To learn about stock item valuation methods, refer to Stock Valuation Methods.
Before you split the company, the Verify feature detects the error and allows you to make corrections, if any.
To know the complete procedure, refer to the Verify Company Data section under the Split Company Data in TallyPrime topic.
When the Closing Balance of a ledger does not fall between the current period of the Company
To solve this issue and proceed, follow the step given below.
- Open the Tally.SPL file in your data folder with Notepad.
You will know the ledger in which the Closing Balance date is out of range. - Open the ledger in TallyPrime and update the Closing Balance date within the range of current period.
- Split the data.
You can delete an unused voucher type, as it may not be needed in your business. For instance, if your business does not have a system of creating order vouchers before sales or purchase, then you may want to delete the voucher types.
To know how to delete a voucher type, refer to the Delete a Voucher Type section in the Voucher Types in TallyPrime topic.
This error occurs if you had altered the name of default ledgers or groups.
Before splitting the data, ensure that you retain the original names of all the default ledgers and groups.
If you do not know the admin level password, then you cannot split the company data.
However, you can export the data from the company and import to a new one and then you can split the data.
To know how to export and import company data, refer to the following sections:
- Export Masters and Transactions section in the Export Data in TallyPrime topic
- Import Masters and Import Transactions sections in the Import Data in TallyPrime topic
I am facing the error, “Duplicate Entry!” while splitting the data in TallyPrime. How can I proceed?
Before splitting the data, repair the data in TallyPrime to resolve any possible error.
Refer to the Repair Company Data in TallyPrime | Rewrite topic for more information.
It happens when the closing balance is available for the non-revenue ledgers and are cleared in the current financial year. When you split the data on the first day of the financial year, the bills that you had already cleared off are not considered during the split, and therefore, the cleared bills will still appear in the child companies.
This happens when there are multiple user roles. For instance, if there are three users – Admin, B, and C. And you log in with username B or C that do not have administrative rights, you will not see an option to split the data.
However, if you have forgotten the admin password, then follow the steps given below:
- Create a new Company.
To know how to create a company, refer to the Create a Company to Record Business Transactions section in the Set Up Your Company - Export data from the old Company of which you have forgotten the admin password.
To know how to export data, refer to the Export Masters and Transactions section in the Export Data in TallyPrime topic. - Import the data of the old Company to the new one.
To know how to import data, refer to the Import Masters and Import Transactions sections in the Import Data in TallyPrime topic.
While splitting your company data into two new companies, TallyPrime validates the existing data and posts all the vouchers, masters, and transactions into the respective companies. Therefore, if you have a larger volume of data, splitting data and loading them into two companies takes time. We recommend that you refer to the Recommended System Configurations for TallyPrime topic before you split data on your computer.
With TallyPrime Release 6.0, you can also choose to split the company data to create a single company based on the From Split date and Before Split date.
This happens when the payment of TDS applicable in the parent company is made in the child company.
For instance, if the parent company A has the period 1-Apr-2020 to 31-Mar-2022. Thereafter, the company is split into two parts – 1-Apr-2020 to 31-Mar-2021 (company B) and 1-Apr-2021 to 31-Mar-2021 (company C).
Now, if the payment for TDS of the last quarter of the first child company, that is, the company B is made on 7-Apr-2021 in the current child company C, then you will not be able to generate the TDS statutory report.
In such a case, you will need to split the parent company with the following periods:
- 1-Apr-2020 to 7-Apr-2021 (company B)
- 8-Apr-2021 to 31-Mar-2022 (company C)
Thereafter, you will be able to generate TDS statutory report in the first child company.
In the second child company C, you can retain the TDS entry, that is the TDS voucher dated 7-Apr-2021 to keep your books of accounts updated. The tax reference will be set to New Ref in the voucher after splitting data. You will need to alter the payment voucher to set the tax reference to End of List.
The unreconciled transactions will get carried forward when you split the company data.
Yes, you can split your company data for different financial years by selecting the appropriate date of split for each company.
For example, you have data for five years in TallyPrime from 2020-2025 and you want to split data for each financial year.
Say, you want to create a company with data for the financial year 2023-2024.
First, select From Split Date and specify 1-Apr-2023.
Then, split the newly created company, by selecting Before Split Date and specifying 1-Apr-2024.
TallyPrime suggests a specific date as the Split from date based on the period for which data is available in a company and your financial year beginning date. However, you can select any date of your choice to split the data.
In TallyPrime, you can split your data to create one or two companies by selecting one of the following appropriate options appearing in the Split Company field. Click the links to know more.
Yes, you can split data for different companies. If you have more than one company, you can switch to a different company in the Split Company Data sub-screen, and split your data.
No, your Company will remain as it is. Based on the option you select, TallyPrime will create one or two new companies from the set of data you have.
TallyPrime may not be unresponsive. It might be seeming so during the split process, depending on various reasons, such as, large volume of data, less RAM, and so on. In such cases, you are recommended to check the Progress bar. If there is no increase in the count shown in the Progress bar or the change is too slow, contact your Tally partner.
You might see different counts in the master and voucher stage in the split progress bar because it shows count related to Company Notes, Data Configuration, Return Transactions, Company activity logs, Summary Transactions, Export Summary, Exchange Activity and Pay Link Masters, and so on.
You can see progress bar on your screen because of some ongoing data acceptance. You might have to wait for some time before the split process is complete.
You are recommended not to perform the split activity in TallyPrime Server as it might be time consuming. Though we recognise the importance of addressing a bulk activity such as split in TallyPrime Server in a comprehensive manner, you are recommended to perform the split process in the Licensed TallyPrime application, for a quicker split experience.
No, you cannot carry forward your Sales Order or Purchase Order while splitting your company data. Sales and Purchase Orders don’t affect finances or inventory until converted into invoices or receipts. Therefore, they aren’t carried forward during the split.
As a workaround, we recommend closing any pending Sales Orders/Purchase Orders from the Purchase Order Outstanding reports or the purchase order transaction and reports before initiating the split process. To know more, refer to the Pre-closing of sales order section in the Record Sales Order and Delivery Note in TallyPrime topic.
No, you cannot carry forward the closing balance of the cost center from the previous year when splitting your data.
Cost centers are allocation units used to record expenses, and they do not carry any balances. The balances are derived from transactions within ledgers. Typically, costs or expenses incurred are not carried forward to the next financial year.
However, in TallyPrime, you can record a Journal Voucher to reflect the opening balances of the cost centres. For more information, refer to the steps mentioned in the workaround.
Yes, you can choose to skip the verification process, but doing so increases the risk of errors during the Split process. This may also lead to incomplete or inaccurate splits, affecting reports and transaction records in the new company.
During the split process, you can choose the Split option instead of the Verify option. However, you are recommended to complete data verification to ensure accurate split.
No, you need not verify your data again. If you have already verified data, you can continue with the split.
During the verification process, all the major errors are listed out in the List of Errors screen. You are recommended to resolve those errors before proceeding with the split. However, you might encounter certain minor errors even during the split process.
In the List of Errors screen, the split button remains disabled until all the errors are resolved successfully.
Both the options are for data verification. However, the Verify option appearing during the split ensures that the you don’t miss the verification while splitting your company data.
