other useful functions of tally

The Collaborative Tally
Import of Data
Export of Data

Import of Data
Gateway of Tally -> Import of Data
Importing Master data
Gateway of Tally -> Import of Data->Masters
A file containing the masters exported from another Tally company data should exist so that it can be imported and merged with the data of the current company.
On selection of All Masters, you will be required to give the source file name and format in which it is to be imported. Give the full path of the source file. Data may be imported in Tally in either Tally 5.4 Format, or Tally (XML) Format or plain Tally 6.3 Format. The support for Tally 5.4 format has been included keeping in mind the thousands of programs running all over the world. Select the format required and the data will be effortlessly imported.
Tally 6.3 Formats are inherently richer in content. Lists of Accounts (Masters), and Vouchers (e.g. Daybook), exported out from Tally ees 6.3 are in this format, and may be imported into another company or location. A typical use of this facility is to export the daily vouchers from a Branch, and send it to the Head Office for importing into the main Accounts.
The structure of the import files are sufficiently complex not to merit discussion in a user level manual. For the normal user, it is adequate to know, that the files exported out of Tally 6.3, may be imported back using the Tally 6.3 Format.
Tally's design permits it to import any kind of data. It is capable of being programmed to use data from other systems much more easily. This permits you to continue using other systems and use some of their data in Tally as if they were parts of one integrated system. For example, a customer contact management program may contain various details like status of an order and last contact made. Bring in that data into Tally to merge into a report containing outstanding balances. Any changes in the other data will be immediately reflected in Tally.
For those who wish to connect to other programs and use external data in Tally contact Tally Solutions at 'enterprise@tallysolutions.com', or write in to us for the structure of import files.
Tally creates a log of the import activity in a file TALLY.IMP which is located in the same directory as the Executable Program. Please do refer to this file to check whether all records were successfully imported.

Export of Data

Export of data is provided mainly for summaries and statement reports like Trial Balance, Stock Summary, etc. The main use would be to export data to, say, a spreadsheet, and reorganise it for statutory presentation. Or export it to another company using Tally that will import it directly.
Export of all reports and statements is possible. A separate button is provided in the button bar and press it to export the current report. All the four formats are available for export. For more details on the formats, please see the E-mail section under E-capabilities.
The exported file is saved in the parent Tally directory on your computer. You can now use that file to import its contents into another program, send it as it is (say if it is HTML file) to a colleague or view it using a browser.

Export Master Data

Gateway of Tally->Display->List of Accounts
Click on Print
Click on Export
File Name
The file name is required and can be anything.
Four formats are available for selection – ASCII, SDF, HTML, XML. Select HTML only if you want to publish or display it. If the export is required to import the file into another system, select any of the others.


To export transactions, select Day Book to export. If you wish to import those transactions in another system, XML format is recommended. An XML output will have an XML envelope and is formatted with XML tags to enable import into other systems. The destination system would need a little re-formatting of XSLT (XML Style Sheets) based on the Tally Styles and can then import the data. However, another Tally system can import the XML data directly using the import menu option and without any re-formatting.
Merge data: The imported data can be merged with existing data in this way. Please refer to the Import of Data section.


Tally uses ODBC to connect to other programs and exchange data dynamically.

Outward Connectivity
Pick up data from Tally directly into other programs like Microsoft Excel or Word without any programming! Print labels for greeting cards from the ledger addresses stored in Tally! Even create templates for the likes of Audit Reports and Schedule VI forms and plug in data from Tally. Tally's database is now open for use in most popular programs to give you the unlimited flexibility of creating your own reports using up-to-date data from Tally.
How to use ODBC
A brief exercise will explain the process.
We wish to send greeting cards to all our customers. The customer database in Tally already exists. You want to use the names and addresses that you stored there to print out labels for the Greeting Cards. For this job, we will use Tally data in MS Word.
Start Tally. It should keep running.
Ensure that the words ODBC Server is visible in the Gateway of Tally screen
Start MS Word -> Select Tools ->Select Mail Merge
Main Document ->Create-> Mailing Labels
Now press the Data Source button
Get Data->Create Data Source
Click on MS Query (at the bottom of the dialog box beside File Name)
Select TallyODBC. (You could use a saved Query by clicking the Tab Queries. Do that after you have saved this query that we are creating)
Let the Use the Query Wizard remain ticked.
The Query Wizard brings the Tally fields that may be selected. You can also give filter conditions to limit the data brought in to only those that match your criteria.
Select Ledger and move by click the > button to the right the following fields:
$Name, $Parent, $Address (move all the other address fields as well.
Then in the next Query Wizard Screen – Filter data to limit all ledger accounts belong to the Group that contains the name 'Customer'. (In our Sundry Debtors Group we have created sub-groups called Trade Customers below which we have different Customer Groups as well) We want to print labels for customers only.
You can save the Query for future use.
Then the process of Mail Merge is intuitive and is the domain of MS-Word. You can set up the main document and bring in the Create Labels dialog box,
Insert Merge Fields from Tally. The labels will be created.

Inward Connectivity

On the other hand, Tally ees 6.3 is capable of being programmed by TallyExperts to use data from other systems much more easily. This permits you to continue using other systems and use some of their data in Tally as if they were parts of one integrated system. For example, a customer contact management program may contain various details like status of an order and last contact made. Bring in that data into Tally to merge into a report containing outstanding balances. Any changes in the other data will be immediately reflected in Tally.


Special Key Combinations

Tally has extensive internet capabilities. E-mail, Web-publishing and data interchange over the Internet are all easily achieved from within Tally.
Pre-requisites to using E-capabilities of Tally:
You should have an internet connection accessible from your computer. This could be through a direct dial-up modem or through the network.
For E-mail - an E-mail account.
For Web Publishing - you should know the sites' URL (address) and have authority to upload files on the sites.

Special Key Combinations

Key Combination
Where available
To accept anything you type into a field.
To accept a voucher or master
To get a report with further details of an item in a report.
You have to use this key at most areas in TALLY.
At the receivables report – press Enter at a pending bill to get transactions relating to this bill (e.g., original sale bill, receipts and payments against this bill, etc)
To remove what you typed into a field
To come out of a screen
To indicate you do not want to accept a voucher or master.
To accept a form – wherever you use this key combination, that screen or report gets accepted as it is
At almost all screens in TALLY, except where a specific detail has to be given before accepting.
To abandon a form – wherever you use this key combination, it quits that screen without making any changes to it.
At almost all screens in TALLY.
To create a master at a voucher screen (if it has not been already assigned a different function, as in reports like Balance Sheet, where it adds a new column to the report)
At voucher entry and alteration screens, at a field where you have to select a master from a list. If the necessary account has not been created already, use this key combination to create the master without quitting from the voucher screen.
To delete a voucher
To delete a master
(if it has not been already assigned a different function, as explained above)
At Voucher and Master (Single) alteration screens. Masters can be deleted subject to conditions, as explained in the manual.
To insert a voucher
At List of Vouchers – inserts a voucher before the one where you positioned the cursor and used this key combination.
To Add a voucher
At List of Vouchers – adds a voucher after the one where you positioned the cursor and used this key combination.
ALT + 2
To Duplicate a voucher
At List of Vouchers – creates a voucher similar to the one where you positioned the cursor and used this key combination
To explode a line into its details
In almost all Reports:
At a Group/Stock Group/Cost Category/Godown/Stock Category – displays Sub Groups and Ledgers/Stock Items/Cost Centres/Secondary Godowns/Secondary Stock Categories
At a Stock Item –
At a Voucher – displays its entries and narration
At a Stock Item- displays its godowns and batch details
To alter a master while making an entry or viewing a report
At voucher entry and alteration screens
At all reports
To remove a line in a report
At all reports
To bring back a line you removed using ALT + R
At all reports


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Accounting Education: other useful functions of tally
other useful functions of tally
Accounting Education
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