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Import Data and Reset GSTN Data in TallyPrime

In your business, you record all your transactions depending on your day-to-day activities. If you have created a company in TallyPrime, you might want to use the same data in the company and continue to use them. If you are already using TallyPrime and have created your masters and transactions, you can export the data to any location and import it back to a new company in TallyPrime. The Import feature in TallyPrime enables you to import your external data seamlessly. What’s more!

As per your business policy, if your payment transactions are connected to any bank, you will certainly need to reconcile your bank-related payments from time to time. TallyPrime facilitates importing the bank statements in the application and reconciling the payment transactions all from a single screen. Additionally, if your business is under the GST regime, using TallyPrime Release 3.0 or later, you can reconcile your GST Returns with the GST data available from the portal GST Returns before filing the same.

The data to be imported needs to be available in the formats that are supported by TallyPrime.

Masters and transactions: XML
Bank Statement: Excel (xlsx)
GST Returns: JSON

Before importing any data into TallyPrime, it is recommended that you take a backup of your Company Data to avoid any risk of data loss or data corruption.

Import Masters & Transactions for Reuse

When you need to reuse any existing business records in your company in TallyPrime or want to reconcile your Company Books with bank details or Returns, the import feature in TallyPrime comes in handy. The imported data seamlessly integrates with your existing company data depending on your business needs. TallyPrime provides the flexibility to not only import the data but also make the required changes to the imported data the way you would alter the existing data.

Configure Import

Before you import masters or transactions, you can configure the Import process as per your needs.

Press Alt+O (Import) > Configuration.

Location of Import/Export Files: You can predefine the path where the file that you want to import is available. This helps you to directly select the XML file that you want to import, without having to browse for the file location every time.
Behavior of Import when exceptions exist: You can configure the behavior of the Import process before importing the Company Data.
- Stop Import at First Exception: This ensures that the Import process stops immediately the moment it encounters any data exception. This means, until that point the data gets imported.
- Record Exceptions and Import: This ensures that all exceptions get recorded and the remaining data gets imported successfully. You can refer to the Exceptions report and resolve them as needed.
- Ignore Exceptions and Import: This ensures that the data gets imported without recording any exceptions.
  If you are on TallyPrime Release 2.1 or earlier, you will see the following option: Ignore errors during import: Yes/No
There are a few other configurations that you can explore and set as per your requirements.

Import Masters and Transactions

You can import only XML files. When you export any data from other company or software, and want to import the same data into TallyPrime, ensure to save it in XML file format.

Note: The company features that were enabled while exporting the data should be enabled in the company in which the data is imported. Let us consider that you want to import masters created in National Enterprises (Bangalore) to a new company – National Enterprises (Chennai). The options Maintain stock categories and Maintain batch-wise details must have been enabled in National Enterprises (Bangalore) before exporting the masters. To import masters into National Enterprises (Chennai), you need to ensure that both the options Maintain stock categories and Maintain batch-wise details are enabled in National Enterprises (Chennai) before importing.

Press Alt+O (Import) > select Masters or Transactions.
Fill in the Import Masters or Import Transactions screens.
1. File path: Your data file must be saved in XML file format. Enter the location of the XML file.
2. File to import: Select the XML file from the File path.
  By default, the export location is the TallyPrime installation folder, which is also the default import location. Therefore, it is not required to specify the file path during import.
3. Behaviour of import if master already exists: (Not applicable if you are importing transactions) It is possible that your existing company data has the same set of masters as in the XML file. In this situation, you can choose to
  - Combine opening balance of existing master and imported master.
  - Ignore duplicates so that TallyPrime does not import any masters from the XML file.
  - Modify with new data where the master in the XML file replaces the existing master.
Press Ctrl+A to save.

Depending on the Import configurations you have set, TallyPrime imports the data.

If you had set Behaviour of Import when exception exists to Record Exceptions and Import, TallyPrime imports the data, and displays the following message:

You also have the choice to either stop import of the data if there is any exception or import only appropriate data – to avoid any risk of corrupting your existing data.

If TallyPrime identifies exceptions in the data during migration, it classifies them into the following based on the nature of the exceptions:

Exceptions that require creation of new masters or transactions are logged under the Import Exceptions report. You can resolve the Import exceptions from:
- Press Alt+O (Import) > select Exceptions.
  For more information, refer to the Data Exceptions & Resolutions topic.
Exceptions that require alteration of the existing masters or transactions are logged under the Event Log report. You will need to alter the specific masters or vouchers to resolve the errors listed in Event Log.

Import Bank Statements and GST Return Files for Reconciliation

When you record your day-to-day transactions, there are times when you will need to reconcile your company books with the data available externally. This helps you keep a track of any discrepancy in your data and take corrective actions when needed. TallyPrime enables you to import bank statements and GST Return files (not applicable in Release 2.1 or earlier) and use them for reconciliation.

In this section

Import Bank Statements
Import GST Returns

Import Bank Statements

You might need to import Bank Details for reconciliation with your payment records. Before importing the Bank Statements, you can configure their data paths without having to choose the path every time you need to import the bank statements.

Folder Path for new Bank Statements
Folder Path for imported Bank Statements
Folder Path for new Intermediate Files
Folder Path for imported Intermediate Files

Once you have configured the data paths, you can import the Bank Details into TallyPrime.

Press Alt+O (Import) > select Bank Details.
Enter the File Path and File to Import details.

On successful import, the TallyPrime displays a success message with the details of import.
For more information on importing bank details and bank reconciliation, refer to the Bank Reconciliation topic.

Import GST Returns

If you are on TallyPrime Release 2.1 or earlier, this is not applicable.

Once you have uploaded your invoices to the GST Portal, in certain situations, you might have updated your invoices or added some missing transactions done in the past. Therefore, it is best to reconcile your company books with the portal data. In TallyPrime Release 3.0, you can download the JSON file from the GST Portal and import it into TallyPrime to compare with the Company data and reconcile as needed.

Press Alt+O (Import) > select GST Returns.
In the Import GST Returns screen, provide the required details to import the GST details.
1. GST Registration: The GST Registration for the company is selected by default. If you have created multiple GST registration for the company, you can select the GST Registration, as needed.
2. Type of Return: Select the return for which you need the GST details from the portal.
3. File Path: Location of the return file.
4. File to import: Select the JSON file that you will import into TallyPrime.
Accept the screen. As always, press Ctrl+A to save the Import GST Return screen.
- The following Import Summary screen appears. Press any key to continue.
  
  Once you have imported the file, your returns will display a comparative view of the values.

Importing GST Returns helps you compare the same with the data in your returns and reconcile as needed to keep your data up-to-date and accurate.

For more information, refer to the GSTR-1 topic.

Reset GSTN Data

If you are on TallyPrime Release 2.1 or earlier, this is not applicable.

In case you had imported GST Returns into TallyPrime to reconcile the portal data with your return data, you might need to remove them, especially if:

You have already reconciled the data and no longer need the imported data.
The imported data is corrupted and cannot be used.
You have imported an incorrect JSON file.

In such situations, you can easily remove the unwanted GSTN data using the Reset GSTN Data feature in TallyPrime for any selected period depending on your need.

Press F1 (Help) > Troubleshooting > Reset GSTN Data.
Provide details of the company and period from which you need to remove the GSTN data.
1. Company Name: If you have loaded more than one company, you can select the company for which you want to reset the GSTN Data.
2. GSTIN/UIN: Based on the selected company, this will get prefilled. However, if you have created multiple registrations for the selected company, you can select the GSTIN/UIN.
3. Period: Selected the from and to dates to specify the period from which you want to remove the GSTN Data.
Select Backup details: It is recommended that you take a backup of the company data before you reset the data.
1. Set Backup Company Data before Reset to Yes.
2. Provide the Backup Destination Path.
Accept the screen. As always, press Ctrl+A to save.
TallyPrime prompts you with the following query:
Press Enter to confirm reset. The following information screen appears confirming successful reset of GSTN Data.