Importing Data from Other Accounting Systems or Tally
One of the powerful features of Tally Prime is its ability to import data from other accounting systems or from earlier versions of Tally. This feature allows you to transfer financial data seamlessly into Tally Prime, saving you time and ensuring that your accounting records remain accurate. In this article, we will guide you step by step on how to import data into Tally Prime from other accounting systems or from previous versions of Tally.
Step 1: Opening Tally Prime
Start by opening Tally Prime. Upon logging in, you will be at the Gateway of Tally screen where you can access all of Tally's functionalities.
Step 2: Preparing Data for Import
Before importing data into Tally Prime, ensure that the data from the other accounting system or the previous Tally version is properly formatted for import. Tally Prime supports the following formats for importing data:
CSV (Comma Separated Values): Common for importing general ledger entries, accounts, and other data from external systems.
XML: Used for importing structured data like transactions, vouchers, and master data.
Tally Data (.xml): Used for importing data from previous Tally versions (Tally ERP 9 or Tally 7.2).
If you're importing from another system, check whether the system provides an export option in CSV or XML format. If you're importing from Tally, ensure that you have a backup or export file from the previous Tally version.
Step 3: Importing Data from CSV or XML Files
To import data from external systems like other accounting software in CSV or XML format, follow these steps:
From the Gateway of Tally screen, go to the Data Management menu and select Import Data.
You will be prompted to select the type of data you wish to import. You can import masters like Ledger, Stock Items, and Voucher Entries.
Select the type of data you want to import. For example, to import ledger data, select Masters and then Ledger.
Now, you need to browse for the file that you wish to import. Click on Browse to locate and select your CSV or XML file.
Once the file is selected, click on Import to begin the import process.
After completing these steps, the data from the external system will be imported into Tally Prime. You can verify the imported data by checking the respective reports or ledgers in Tally.
Step 4: Importing Data from Previous Tally Versions
If you're importing data from a previous version of Tally (e.g., Tally ERP 9 or Tally 7.2), follow these steps:
From the Gateway of Tally screen, press Alt + F3 to access the Company Info menu.
Under the Company Info menu, select Restore to restore a backup from an earlier version of Tally.
You will be prompted to specify the location of the backup file you want to restore. Browse to the folder where your Tally backup file (with the extension .tally or .xml) is saved.
Once you select the backup file, click Restore to begin the process of importing the data into Tally Prime.
After completing these steps, your company data from the previous version of Tally will be imported into Tally Prime. You can access all your previous financial records, transactions, and reports within Tally Prime.
Step 5: Mapping Data for Accurate Import
In some cases, when importing from CSV or XML files, you may need to map the data fields from the external system to Tally Prime’s format. This ensures that the data is imported correctly. Follow these steps:
When selecting the file for import, Tally Prime will automatically try to map the data fields from the external file to the corresponding fields in Tally.
If there is a mismatch or if Tally does not automatically map the fields, you will be prompted to manually map the fields.
For example, you may need to match the Account Name field from the external system to the Ledger Name in Tally, or the Voucher Type field from the external system to the corresponding Tally voucher type.
Once the fields are mapped, click on Save to confirm the mapping and proceed with the import.
By accurately mapping the fields, you ensure that the imported data aligns with Tally Prime’s structure and prevents errors during the import process.
Step 6: Verifying the Imported Data
After importing the data into Tally Prime, it's crucial to verify that the data was imported correctly. Here’s how you can do it:
Navigate to the relevant report (e.g., Ledger, Stock Summary, or Profit & Loss A/c) to verify that the data is accurate.
If you imported ledger data, go to the Ledger Report to check if the opening balances and transactions match the imported data.
If you imported voucher entries, check the Daybook or Voucher Register to ensure that all entries are present and accurate.
For imported masters like Stock Items, go to the Stock Summary or Inventory Books to verify that the stock data is correct.
If you encounter discrepancies, you can either manually correct the data in Tally or re-import the data after addressing the issues in the original file.
Step 7: Handling Errors During Import
Sometimes errors may occur during the import process, such as incorrect mapping, missing fields, or invalid data. If this happens, Tally Prime will display an error message, and you can take the following steps:
Check for Formatting Issues: Ensure that the data in the CSV or XML file is correctly formatted and matches Tally Prime’s requirements.
Verify the Mapping: Double-check the field mapping between the external system and Tally Prime. If necessary, adjust the mapping to align the data fields correctly.
Resolve Missing Data: If there are missing values (e.g., empty account names or voucher types), fill in the missing data before re-importing.
By addressing these issues, you can successfully import the data into Tally Prime without errors.
Step 8: Generating Reports After Import
Once the data is successfully imported, you can generate reports in Tally Prime to ensure everything is in order. For example, you can generate:
Balance Sheet: To check the financial position after importing ledgers and voucher entries.
Profit & Loss Account: To ensure that your profit and loss data reflects the imported transactions.
Stock Summary: To verify that your stock items and inventory data have been imported correctly.
These reports will provide an overview of your data, allowing you to confirm that the import was successful and that everything is accurate.
Conclusion
Importing data from other accounting systems or previous versions of Tally into Tally Prime is a simple and effective way to transition your financial data into the latest version of Tally. By following the steps outlined in this article, you can easily import your data, map fields correctly, and verify its accuracy. This ensures a smooth workflow and the continued efficiency of your accounting processes.