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Export Data in TallyPrime

The Export feature in TallyPrime allows you to easily share or transfer company data like masters, transactions, and reports in formats like XML, ASCII, or PDF. Export all masters or transactions together, or individual vouchers and reports, as needed, in a few simple steps. You can also export reports as Reminder Letters for overdue bills and share it with the parties, when needed. Export confirmation of accounts for all settled accounts and save them for reference any time later.

Before you begin

• Save and close any open documents – masters, transactions, or reports.
• Take a backup of your company data.

Configure Export | Set Up TallyPrime for Data Export

You can configure Export at the application level, depending on the type of document you want to export. You can override some of these configurations while configuring for each invoice or report.

1. Press Alt+E (Export) > Configuration.
   
2. Enable or disable export configurations, depending on your needs.
   • Location of Import/Export Files: Set the folder path to save the exported or imported file.
   • Open file after export: Set this to Yes, to open the folder to which the file has been exported. You can immediately access the exported file, without having to search for the folder or the exported file.
   • Folder path for Payment Instructions: Set the folder path to which the payment instructions need to be exported.
   • Show payment instruction details before Export: Enable this option to ensure that TallyPrime displays
   • Export base currency symbol along with the amount: Set it to Yes if you are maintaining multiple currencies and want to capture the currency symbol along with the amount.
     Similarly, you can configure the options under Header Information and Company Details for the Export process.

Export Data | Single Voucher/Invoice or Report

Export any invoice or report one at a time, as and when you need, with ease.

1. Open any voucher or report and press Ctrl+E (Current).
2. Press C (Configure) to enable or disable the document-specific configurations.
   • Configure Voucher Details or Report Details: The configurations might vary depending on the document selected for export.
     
3. Configure Export Settings, as needed. For example, set the File Format, Export to, Folder Path, File Name, and so on.
   If you select PDF as the File Format, you can configure to add a digital signature to the documents.
4. Press E (Export) to export the voucher or report in the selected file format and export location.

Export Data | Multi-Account Reports

TallyPrime allows you to export multi account reports in the selected format and export location. Depending on the multi account report you select, you can enable or disable the respective configurations based on your business requirements. For illustration purpose, let’s see how to export reminder letters and confirmation accounts using multi-accounts reports.

Export Reminder Letters

You may want to communicate to your debtors about the details of outstanding amounts. For this purpose, you can export the following reports as a reminder letter, and share it with the concerned parties.

• Bills Receivable
• All Ledger Outstandings
• Ledger Outstandings
• Group of Account Outstandings
• Group Outstandings

1. Press Alt+E (Export) > Others > and select any of the report listed above.
2. Press C (Configure) and configure for Reminder Letter.
   
   
   1. Select Report Type as Reminder Letter.
   2. Enter the ageing range for which the bills have been overdue. Specify the range as per the credit policies of your business.
      
   3. Press Ctrl+A to save.
   4. Select Reminder Letter information > press Enter > and update the information, as needed.
   5. Set the options Show Due On and Show Overdue Days to Yes, to view these details in separate columns of the exported file.
   6. Specify the Designation of Signing Authority to display the same in the footer of the exported file.
      
      
   7. Configure any other Report Details, as needed.
3. Configure Export Settings, as needed. For example, set the File Format, Export to, Folder Path, File Name, and so on.
   If you select PDF as the File Format, you can configure to add a digital signature to the documents.
4. Press E (Export) to export the report as Reminder Letter in the selected file format and export location.

Export Confirmation of Accounts

You may want to confirm the details of accounts maintained with the concerned parties as on a specific date. For this purpose, you can export the following reports as confirmation of accounts and share it with the concerned parties.

• Cash Book
• Bank Book
• All Ledger Accounts
• One Ledger Account
• Group of Accounts

1. Press Alt+E (Export) > Others > and select any of the report listed above.
2. Press C (Configure) and configure for Confirmation of Accounts.
   
   
   1. Select Report Type as Confirmation of Accounts.
   2. Select Provide Confirmation Statement > press Enter > and update the information, if needed.
      
   3. Specify the Designation of Signing Authority to display the same in the footer of the exported file.
3. Configure Export Settings, as needed. For example, set the File Format, Export to, Folder Path, File Name, and so on.
   If you select PDF as the File Format, you can configure to add a digital signature to the documents.
4. Press E (Export) to export the report as Confirmation of Accounts in the selected file format and export location.

Export Data | All Masters or Transactions

1. Press Alt+E (Export) > select Masters or Transactions.
2. Press C (Configure) to configure master/transaction specific options. For example:
   • Masters
     1. Set the Type of Master to Accounting Masters, Inventory Masters, or others from the drop-down list.
     2. Include dependent masters: Enable this option if you want to export the masters dependent on the masters being exported.
     3. Export closing balance as opening balance: Enable this option to use the closing balance in the masters as the opening balance value.
        
   • Transactions
     1. Set the Type of Voucher entries to All Vouchers, Accounting Vouchers, or Inventory Vouchers, as needed
     2. Include dependent masters: Enable this option if you want to export the masters dependent on the vouchers being exported.
     3. Set the period from which the vouchers should be considered for export.
        
3. Configure Export Settings, as needed. For example, set the File Format, Export to, Folder Path, File Name, and so on.
   If you select PDF as the File Format for transactions, you can configure to add a digital signature to the documents.
4. Press E (Export) to export the masters or transactions in the selected file format and export location.

Export Data | Export GST Returns

After verifying your GSTR-1 and GSTR-3B, you can export the details in the required format and upload them to the portal.

For both the GSTR-1 and GSTR-3B reports, you can generate JSON files using TallyPrime and upload them to the portal by recording your GST transactions in TallyPrime as usual. You can export the relevant details seamlessly appearing in the reports to a JSON file and upload to the portal.

Alternatively, you can use the GST Offline Tool by exporting your GSTR-1 and GSTR-3B details from TallyPrime in MS Excel or CSV format and importing them into the tool. After that, export the details to a JSON file and upload it to the portal.

Export Data | All Tiles or Specific Tiles in Dashboard

Just like any other report in TallyPrime, you can export a single or multiple dashboard tiles for a quick information exchange or seek clarity. All you need to do is choose to export all the tiles or a specific tile and then configure the export, as per your preference. 

To know more, refer to Export a Single Tile or All Tiles from Dashboard.

Supported File Format for Data Export

• ASCII (Comma Delimited): The data gets exported as a plain text separated with commas and saved with the extension .txt. This file format is widely used for sending data using e-mail.
• Excel (Spreadsheet): The data gets captured in rows and columns of the Excel file and saved with the extension .xlsx. The Excel file can be sent as an attachment, and also used to generate graphs for better presentation.
• HTML (Web-Publishing): The data gets exported in HTML format, by retaining the colours and formatting. The file gets saved with the extension .html. It can be sent as an attachment and read using an internet browser (best viewed on a higher resolution screen).
• JPEG (Image): The report gets exported as an image file, and saved with the extension .jpg. 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. This image file can be e-mailed as an attachment to a recipient, viewed using an image viewer, and printed.
• PDF (Read-only document): The report gets converted to a PDF, and saved with the extension .pdf. While selecting this format, you need to specify the paper orientation and paper size. PDF file can be e-mailed as an attachment to the desired recipient and viewed using the any PDF reader.
• XML (Data Interchange): The report gets saved in the .xml format. An XML file from TallyPrime has an XML envelope and formatted with XML tags to enable import into other computers. When two computers are running different versions of TallyPrime, the XML data can be directly imported using the import feature, without re-formatting.

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