Excel to Tally import for vouchers and ledgers

Bulk import brings many entries into TallyPrime from one Excel or CSV file. You match your columns, every row is checked against your file and your TallyPrime company before anything is sent, and only the rows that pass go in. It is for anyone moving invoices, receipts, payments or party lists from a sheet into the books.

Before you start

• The company is connected and TallyPrime is open with it. See Recording entries.

• Your role is owner, admin or accountant. A viewer cannot import.

• The parties, accounts and stock items your file names already exist in TallyPrime. Import missing ledgers first, and add missing stock items on the Stock page.

• Open Accounts and choose Bulk import.

What you can import

One kind of entry per file. Choose it on the first step:

Optional columns for invoices are Discount %, Godown, CGST account, SGST account, IGST account, Place of supply, Reference and Narration. Receipts and payments take Bill to settle, Reference and Narration. Ledgers take Group, GSTIN, PAN, Registration type, State, Address, PIN code, Email, Phone, Opening balance, Dr or Cr, and Bill by bill. Bank statements have their own page: see Bank and card statements. For a layout none of these fits, choose Need a custom import? and our team helps you map it.

Prepare the file

• A .csv or .xlsx file up to 5 MB. One import sends up to 500 entries (for invoices, 500 invoices with any number of item rows); if more are ready, the first 500 go now and you import the rest as a second file. Save an older .xls file as .xlsx from Excel first.

• The first row holds the column headings. Keep the sheet clean, without merged cells.

• Dates as DD/MM/YYYY or YYYY-MM-DD. Amounts like 1,00,000.50; in a CSV file put quotes around a value that has a comma in it.

After choosing the type, Download sample file gives a CSV with the right headings and two example rows. Fill it in, or copy its headings into your own sheet.

Import the file

1. 1

   Choose type: pick what the file holds.

2. 2

   Upload file: drop the file or choose it. It is read in your browser; nothing is sent until you have checked the rows.

3. 3

   Match columns: each TallyPrime field is matched to one of your columns by its heading. Check the starred, required ones and pick a column where no match was found. Auto match starts again from the headings. The File preview beside it shows your first rows.

4. 4

   When it says All required columns matched, press Check rows.

5. 5

   Check rows: review the results (below), then press Import with the number of entries ready.

Check the rows

The check screen shows the Total entries, how many are Ready to import and how many Need fixing. The Checked rows table can be searched and filtered to All, Ready or Needs fixing. Each problem names its row, for example:

• a required value is empty, or a number or date cannot be read;

• a party, account, item or godown is not in TallyPrime (check the spelling, or add it first);

• rows of the same invoice differ in date, party or accounts;

• a GSTIN has a typing mistake or does not match the state, or a PAN differs from the one inside the GSTIN;

• a ledger name is already in TallyPrime, or appears twice in the file;

• a row’s values shifted because a figure like 1,500 was not quoted in a CSV file.

When some rows have problems, View only problems filters the table and Download list saves them as a CSV with the row number and reason. Rows with problems are left out; the ready ones can be imported now, and you fix the rest in your file and import it again later.

What happens when you import

Entries go to TallyPrime one at a time, and you can leave the page while they do. The progress card shows how many were Saved in Tally, Failed, held back and cancelled.

• If TallyPrime cannot be reached, the import shows Paused until TallyPrime can be reached and carries on by itself once it answers. The waiting entries have not failed.

• Stop the rest stops entries not yet sent. Those already saved stay.

• Send failed entries again resends the failed ones, or open See failed entries to fix each one in History.

How repeats are kept out

• Invoices need their number, so a file sent twice does not post every invoice twice. An invoice whose number TallyPrime already has is not added again. It shows as Failed, marked Already in TallyPrime in the list of entries; there is nothing to fix or resend.

• A receipt or payment with exactly the same details as one already sent to that company is held back. Turn on Send entries that look like ones already in Tally only if they really are new. A held-back entry can also be sent on its own from History.

• Resending a failed entry sends the same entry, so one that did reach TallyPrime is never entered twice.

What happens in TallyPrime

• Each sales or purchase invoice number becomes one Sales or Purchase voucher with all its item rows. With GST accounts in the file, TallyPrime works out the tax from each item’s GST rate.

• Each receipt or payment row becomes a Receipt or Payment voucher, settling the bill named in Bill to settle.

• Each ledger row creates a new ledger under its group, with its GST details and opening balance.

• Existing vouchers and ledgers are never changed. Each entry saved counts towards your plan’s monthly entries, and every row is listed in History.

Common questions