Import Data from Excel to Tally (Free Full Version) - YouTube

Hello Everyone! This is Arun.

In this video, we are going to watch how to use EasyTally (Classic) Version 1.

This utility is for transferring basic accounting vouchers and ledgers from Excel to Tally ERP.

There are two sheets dedicated for vouchers.

The first one is Vouchers-Dual and second one, Vouchers-Multi.

We can use Vouchers-Dual sheet to pass entries with 2 ledgers and

Vouchers-Multi sheet to pass entries with more than 2 ledgers.

In Vouchers Dual sheet for every voucher we just need to enter Date, Voucher Type,

Debit Account, Credit Account and the Amount.

Voucher Number and Narration is optional.

But if we have vouchers with more than 2 ledgers then we shall use Vouchers-Multi Sheet.

In this sheet, amount should be given for each ledger account.

Debit amount should be in negative value and credit amount should be positive.

For example, for cash sales, Cash must be debited with negative 5,000 i.e. minus 5,000

and Sales must be credited with positive 5,000.

We can enter vouchers manually one by one or copy paste from other Excel file.

I will enter few basic entries for our demonstration.

I will make one more entry.

We can also copy paste data from other Excel file.

I will copy few entries from my Sample Data file.

We need to ensure that sum of all ledger amounts in an entry is Zero.

For this purpose, we can peek into Check Total available in the last column.

This check total will be showing the sum of all ledger amounts for each entry.

This check total appears automatically as we enter a new voucher and also gets updated automatically.

Now to pass these entries into Tally, we need to generate XML file and import it into Tally.

We can generate XML file by simply clicking this ‘Generate XML’ button on the top

or by pressing Ctrl Shift G altogether.

Now we can save this XML file wherever we want and then import it into Tally.

We can give the name we wish.

By default, it will show Vouchers.xml.

Before importing this XML file, please make sure, all ledgers in the sheet already exists

in your Tally data, if not, we can either manually create them in Tally or import ledgers

using our utility also.

There are some more buttons on top other than Generate XML;

Validate Entries, Fetch Ledgers, Clear Data.

First I will explain to you that one by one

and then we shall generate XML file with some sample entries using our utility and then post it into Tally.

These buttons on the top are available in both Voucher Entry sheets.

Last button is Clear Data. This one will simply clear all the data in the sheet.

Note that, once a sheet is cleared, you cannot retrieve them back using undo option.

We can validate entries using 'Validate Entries' button and ensure that all entries are complete and error free.

For demonstration I will copy paste some 1000 sample entries with some incomplete and wrong entries.

It will just take 1 or 2 seconds to validate 1000 entries.

So, this has now generated validation error report.

We can see the total number of errors and description of each error.

We can also see that all cells with validation errors are highlighted in red.

This is for your easy identification.

This red colour will be removed if we correct and revalidate our entries.

I will show you a sample.

I have corrected the first entry now.

I will again revalidate.

So now this entry is valid.

Entries will also be validated every time before generating our XML file.

Next button is 'Fetch Ledgers'.

This is an interesting feature in our utility.

As I said before, we need to ensure that all ledgers must exists in Tally before we import vouchers.

For this purpose, to collect unique ledgers from the vouchers sheet we can use ‘Fetch Ledger' button.

I will demonstrate that now.

Now, I clicked 'Fetch ledger' button.

So it has fetched 15 unique ledgers.

We can fill its parent and opening balance.

We can also add address details and GST details of the ledger account wherever needed.

So now I have filled the parent details for first two ledgers.

We can also add more voucher entries and fetch again.

I will add few more entries to our vouchers sheet.

Now I will press ‘Fetch Ledger’ button again.

This time it asks whether I want to clear all ledgers in the ledger sheet before

fetching ledgers from the voucher sheet.

If I press 'Yes', this will first clear the existing list of ledgers in the ledger sheet

and then make a new list of ledgers.

If I press 'No', this will keep the existing list of ledgers and then look for ledgers

which does not exists in the ledgers list currently.

I will demonstrate both the options now.

First I will press 'No'. So it has added 10 new ledgers to the existing list.

This is from the additional entries which I copy pasted.

Now, again I will fetch ledgers.

This time I will press 'Yes'.

So, it has created 25 new ledgers but all my other ledger details will be lost.

We can press cancel to abort the fetch function.

In many cases, companies will have custom created Voucher Type and Master Type.

To enable our users to add vouchers with different voucher types or master types,

we have an option in our utility to add them to our default list available in 'Data' sheet.

To add a new Data Type, we shall go to 'Data' sheet, select a cell from the column

into which we need to add data.

I wish to add new voucher types, so I will select a cell in first column, i.e. column A and

then click 'Add New Type'.

You can also press Ctrl+Shift+A. Now a small input box appears.

I will add 'Cash Sales' and then press Enter.

I will add one more, 'Credit Sales'. Enter.

We can keep on adding as much as we want and then press Cancel to close it.

We can also directly click from the vouchers sheet cell to add that Voucher Type.

I will add 'Credit Purchase'.

Same applies for 'Master Type'.

Select a cell in second column, i.e., column B and then press 'Add New Type'.

We can now check if the data type is added.

In voucher sheet, we can see whether the dropdown in the voucher type have that new data types.

So all my new voucher types are added.

To remove any data type, just select them and then press 'Remove Type'.

Note that only custom made data type can be removed.

Now I will create a sample company in Tally and post few sample voucher and masters for you.

The company is now created.

I will copy paste vouchers from the sample entry list to Vouchers-Multi sheet.

Since we don’t have all the ledgers in these vouchers in Tally, we will first import ledgers to Tally.

We can use this fetch button.

But we need to fill Master Type and other details.

So, for time being I am copy pasting Masters from my sample data itself.

Now I will press 'Generate XML'.

This will also validate before generating XML.

I will save this Master XML and import it into Tally.

Import Data, Masters

We have three options here, Combine Opening Balance, Ignore Duplicates, Modify with new data.

Last two options will help if we are not sure whether the ledgers in the utility is already present in the Tally or not.

If we are not sure about the details which we have entered in the utility, we can select Ignore Duplicates.

This will ensure that only new ledgers will be created and ledgers already available in

Tally with different details will be ignored.

If we are sure about the details we have entered in the utility, we can select Modify with new data.

This will modify all the data of the ledgers already present in the Tally.

So now all ledgers are imported.

We can check that from,

Accounts Info., Ledgers, Display.

We will pass the vouchers now.

Generate XML.

We will now import this to Tally.

Import data, Vouchers.

All vouchers are imported.

We can check that from,

Display, Statement of Accounts, Statistics.

All entries are successfully imported.

So I have covered all the main features of our utility.

Do read the instructions section in the 'Base' sheet for more details.

This is the first version of our utility.

So I will be adding more features in the upcoming days.

You will be receiving those updates directly in our utility.

Link to the videos on features updates will be given the description.

You can also always contact me for your queries and feedback.

You can also leave your comments below.

And I have given the download link of the latest version in the description.

This utility is completely free and will work on all Tally ERP versions.

Thank you.