Module 18: Importing and Exporting Data in Tally
Objective:
This module will focus on how to import and export data in Tally, specifically covering importing data like ledgers, vouchers, and transactions from external sources, as well as exporting reports, ledgers, and other data to formats like Excel, PDF, and XML.
1. Introduction to Importing and Exporting Data in TallyIn Tally, data import and export are key features that allow users to exchange financial and transactional data between Tally and other systems. This is useful for integrating Tally with other software, maintaining backups, or performing data analysis using third-party tools.2. Data Import in Tally2.1 What is Data Import in Tally?Importing data in Tally refers to bringing in information from an external source, such as Excel, XML, or CSV files, into Tally for further processing. This is useful when data has been generated outside Tally, such as from legacy systems, or when bulk transactions need to be uploaded at once.2.2 Types of Data You Can ImportMasters (Ledgers, Stock Items, Cost Centers, etc.)Transactions (Vouchers like Sales, Purchases, Payments, Receipts, Journals)Inventory data2.3 Methods of Importing DataThere are two primary ways to import data into Tally:Using Excel or CSV filesUsing XML files2.4 Steps to Import Data Using XMLStep-by-Step Process for Importing Ledgers via XML:Prepare the Data in XML Format:The data should be structured according to Tally's XML format. Below is a sample XML structure for importing ledger data:xmlCopy code<ENVELOPE> <HEADER> <TALLYREQUEST>Import Data</TALLYREQUEST> </HEADER> <BODY> <IMPORTDATA> <REQUESTDESC> <REPORTNAME>All Masters</REPORTNAME> </REQUESTDESC> <REQUESTDATA> <TALLYMESSAGE> <LEDGER NAME="ABC Supplier" ACTION="Create"> <NAME>ABC Supplier</NAME> <ADDRESS.LIST> <ADDRESS>123 Street Name</ADDRESS> </ADDRESS.LIST> <COUNTRYNAME>India</COUNTRYNAME> <PARENT>Sundry Creditors</PARENT> <OPENINGBALANCE>50000</OPENINGBALANCE> </LEDGER> </TALLYMESSAGE> </REQUESTDATA> </IMPORTDATA> </BODY> </ENVELOPE>Open Tally and go to Gateway of Tally.Navigate to Import of Data:From the main screen, select Import of Data.Choose Masters or Vouchers, depending on what you want to import.Provide the XML File Path:In the field for file path, provide the location of your XML file that contains the data to be imported.Import the Data:After entering the path, press Enter to import the data. Tally will display the imported data, and you can verify the successful import in the respective ledgers or vouchers.2.5 Practical Exercise: Importing VouchersTask: Import 5 sales vouchers using the XML method.Steps:Prepare an XML file for sales vouchers with details like customer name, date, item sold, and amount.Open Tally and go to Import of Data.Select Vouchers.Provide the path to your XML file.Import the vouchers and verify that they have been correctly entered in the Sales Ledger.3. Data Export in Tally3.1 What is Data Export in Tally?Exporting data in Tally refers to extracting reports, ledgers, or transactional data in formats like Excel, PDF, or XML. This is often used for sharing reports with non-Tally users or for deeper analysis in Excel.3.2 Types of Data You Can ExportFinancial Reports (Balance Sheets, Profit and Loss Statements, etc.)LedgersVouchersTrial BalancesInventory Reports3.3 Methods of Exporting DataTally provides multiple formats to export data, such as:ExcelXML3.4 Steps to Export DataStep-by-Step Process for Exporting a Ledger to Excel:Open Tally and go to Display > Account Books > Ledgers.Select the ledger you want to export (e.g., Sales Ledger).Press Alt + E to open the Export screen.In the Export Report window:Choose Format as Excel (Spreadsheet).Set the file path where you want to save the exported file.Select other options such as including opening balances or date ranges as needed.Press Enter to export the data. The file will be saved in the specified location, ready to be opened in Excel.3.5 Exporting Data as PDFTally also allows exporting reports as PDFs, which is useful for non-editable versions of reports.Example:Go to Display > Balance Sheet.Press Alt + E.Choose Format as PDF and provide the file path.Export the balance sheet and verify it in PDF format.3.6 Practical Exercise: Exporting DataTask 1: Export the Trial Balance for the current financial year to Excel.Navigate to Display > Trial Balance.Press Alt + E to export the trial balance.Select Excel as the export format, and choose the file path.Export the report and check the data in Excel.Task 2: Export the Profit and Loss Statement as a PDF for sharing with a client.Navigate to Display > Profit and Loss A/c.Press Alt + E to export.Choose PDF as the format, and provide a file path.Export and verify the PDF report.4. XML Export and CustomizationTally also supports exporting reports and data in XML format. This is particularly useful for integration with other software or for creating backups.Example: Exporting Ledger Data in XMLOpen the ledger (e.g., Sales Ledger) and press Alt + E.Choose XML as the format and specify the file location.Tally will generate an XML file that can be imported back into Tally or used in other systems.5. Practical Method: Combining Import and ExportFor advanced use, you can import large volumes of transaction data, make adjustments in Tally, and then export the final reports in Excel or PDF for external use.Exercise:Import a list of creditors using an XML file.Verify the data in Tally.Export the Sundry Creditors report to Excel and share it with your accountant.ConclusionImporting and exporting data in Tally is a powerful feature for integrating with other systems and analyzing data. By mastering the steps for data import and export, users can improve their efficiency and streamline business operations.Key Takeaways:Understand how to structure and import XML data.Learn how to export reports and ledgers in different formats.Use practical exercises to gain hands-on experience with Tally's import and export functionalities.
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