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Import and Export Data in TallyPrime

With TallyPrime, you can not only store your business data but also share it in a jiffy. Your business data will be saved in the form of masters and transactions, and tracked in the form of reports. You can easily import and export data in TallyPrime.

You don’t have to move out of your ongoing work in TallyPrime to export the reports. You can very well do it from the screen in which you are working. You can also import and export masters and transactions from anywhere in the product.

 

Import Masters

In this section

 

Import Masters

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 abled 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.

  1. Press Alt+O (Import) > Masters.
  2. Enter the name of the .xml file to be imported, if the file is located in the TallyPrime application folder.
    Note: 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. If the path is other than the installation folder, then you must specify the exact location path, for example, C:\Export_Files\XML\Master.xml or C:\Export_Files\XML\DayBook.xml
  3. In Behaviour of import if master already exists, select Combine Opening Balances to import the data of different branches and consolidate the opening balances. You can also select this option when the opening balances of existing masters are zero and need to be overwritten by the balances in the data being imported.
  4. Press Enter to import.

Go to Chart of Accounts to view all the masters that have been imported. You can also open the file Tally.imp located in the TallyPrime installation folder to view the import log.

 

Import Transactions

You can import vouchers from one company to another in TallyPrime. This could be due to the following reasons:

  • Importing data from third-party applications
  • Migrating to a later release
  • Data corruption/loss
  1. Press Alt+O (Import) > Transactions.
  2. Enter the name of the .xml file to be imported, as shown below:
    Note: 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. If the path is other than the installation folder, you must specify the exact location path, for example, C:\Export_Files\XML\Master.xml or C:\Export_Files\XML\DayBook.xml
  3. Press Enter to import.
Note: You can open the file Tally.imp located in the TallyPrime installation folder to view the imported vouchers.

 

Export Masters, Transactions, & Reports

You have to export the masters first and then the transactions. Ensure that the company features (F11) of the exporting and the importing company are the same. You can also export your reports to the required location, as per your business requirements. 

In this section

Export Masters

You can export masters created in a company, in different formats. You can also choose the type of masters to export. Masters exported in XML format can be imported into TallyPrime using the Import Masters option.

  1. Press Ctrl+E (Export) > Masters.
  2. Press C (Configure), if you want to configure the export options, such as the type of masters, format, export location, output file name, and so on. You also have the option to include dependent masters and export the Closing Balances as Opening Balance, as shown below:
  3. Press Enter to export.

The exported file is saved in the location specified.

 

Export Transactions

You can export vouchers recorded in a company, in different formats. You can also choose the type of vouchers to export. Vouchers exported in the XML format can be imported into TallyPrime using the Import Vouchers option.

  1. Press Ctrl+E (Export) > Transactions.
  2. Press C (Configure), if you want to configure the export options, such as the type of voucher entries, format, export location, output file name, and so on. You also have the option to include dependent masters, as shown below:
  3. Press Enter to export.

The exported file is saved in the location specified.

Using Alt+E (Export), you can export transactions in XML/ASCII format. However, if you need to export transactions in PDF/Excel file formats, you can do so from Day Book.

  1. Press Alt+G (Go To) > select Day Book > press Enter.
    Alternatively, Gateway of Tally > select Day Book > press Enter.  
  2. Select the transaction > press Enter.
  3. Press Ctrl+E (Current) > click Configure.
  4. Select the desired format under File Format (for example, PDF or Excel) > Send.

Export Reports

Similar to exporting masters and transactions, in TallyPrime you can export your reports to a particular location in any of the supported export formats. Let’s consider a scenario of exporting the Balance Sheet.

  1. Press Alt+G (Go To) > select Balance Sheet
  2. Press Ctrl+E (Current) or press Alt+E (Export) > select Current.
    The Export screen appears.
  3. If you need to configure the report before exporting, press C (Configure).
    For example, you can configure
    1. Report Details:
      • Show Vertical Balance Sheet to Yes.
      • Show Base Currency to Yes.
    2. Company Details:
      • Show Company Name to Yes.
    3. Export Settings:
      • File Format to PDF (Read-only Document).
      • Export to > FTP Server.
      • File name to BSheet-1stQtr.pdf

  4. Press Esc, after you have configured the report, and press E (Send) to export the report to the specified location. 

Configure Import/Export

TallyPrime provides many configuration options that you can enable or disable to suit your business needs.

  • Import configuration: Press Alt+O (Import) > Configuration.

  • Export configuration: Press Alt+E (Export) > Configuration.

Some of the options are listed below:

  • Ignore errors during import – This option will ignore the errors that may occur during import, and continue to import. However, errors while importing data will be logged into the Tally.imp file that is generated in the TallyPrime folder.
  • Overwrite vouchers when a voucher with same GUID exists – If a voucher is exported and imported back to the same company, a duplicate voucher gets created when this option is enabled. Set it to No to overwrite the duplicate vouchers. If the vouchers are exported from one company and imported in a different company, then the vouchers will be overridden irrespective of the option being enabled or disabled.
  • Export base currency symbol along with the amount – This option will export the base currency symbol along with the amount. When enabled, the relevant voucher will be imported along with the Rupee symbol. If this option is set to No while exporting, and when the voucher is imported in another company, the voucher gets imported along with the amount prefixed/suffixed with the base currency, as defined in the company where it is imported.

 

Export Formats

You can export data or a report from TallyPrime in any one of the standard formats available. You can select the required format before exporting the data, and based on the format selected, you need to specify the resolution, page size, and formatting.

You can also export the data in non-editable formats, such as JPEG and PDF. The JPEG format has a dual facility, where the user can store the file in a printable format or as an image.

Note: In TallyPrime, you can export masters and transactions in XML and ASCII formats using Alt+E (Export). However, you can export relevant reports in different file formats, such as PDF or Excel. For example:
Press Alt+G (Go To) > Day BookCtrl+E (Export > Current).
Press C (Configure) > select the File Format.
Save the configuration and press E (Send) to export the file in the selected format.  

ASCII (Comma Delimited)

By selecting the ASCII (Comma Delimited)format, you can export all the reports or data from TallyPrime. The data exported is converted to plain text separated with commas and stored in a file with the extension .txt. This file format is widely used for sending data using e-mail.

Microsoft Excel

You can export data and reports generated in TallyPrime to Excel by selecting the Excel (Spreadsheet) format. The data is put in columns and the file is saved with the extension .xls. You can also export data with the formatting and background colour as it appears in TallyPrime. You can set the formatting and background colour in the Export Report screen. The Excel file can be sent as an attachment and also used to generate graphs for better presentation.

HTML (Web Publishing)

On selecting the HTML (Web Publishing) format, TallyPrime exports the data in HTML format, retaining the colours and formatting. The file name has an extension .htm. It can be sent as an attachment and read using an internet browser. It is recommended that you choose a higher resolution for better quality output.

JPEG (Image)

On selecting this format the specified report is exported as an image file that is stored with an extension.jpg in the specified folder. The image file generated is non-editable, platform-independent, and supports the highest level of compression. You need to specify the paper orientation and paper size. If you are opting to store the report on a customised paper size, you need to specify the page width and height in millimeters. This image file can be mailed as an attachment to a recipient, viewed using an image viewer, and printed.

XML (data interchange)

Extensible Markup Language (XML) is an extension of HTML. Using XML, data can be imported by other computers. An XML file from TallyPrime has an XML envelope and formatted with XML tags to enable import into other computers. The destination system requires re-formatting of XSLT (XML Style Sheets) based on the inherent style used in TallyPrime before importing the data. When two computers are running different versions of TallyPrime, XML data can be directly imported using the import menu option, without re-formatting.

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