Exporting Reports, Data Import, and Company Deletion

Export Trial Balance to Excel, P&L to PDF, GSTR-1 to JSON, import ledgers, and delete a company safely

Module 30 of 31 — Tally Prime. Export Sunrise Retail's Trial Balance to Excel, P&L to PDF, GSTR-1 to JSON for portal filing, import customer ledgers in bulk, and safely delete test companies. Duration: 45 min.

Learning Objectives

Export any Tally report to Excel, PDF, and JSON using Alt+E
Export GSTR-1 data for GST portal filing
Export Trial Balance and P&L for the CA and management
Import supplier/customer ledgers from Excel (bulk creation)
Delete a Tally company safely

Prerequisites: Final Accounts and Reports — tally-23

The Export Shortcut — Alt+E

From any open Tally report:

Alt+E

[Export dialog appears with format options]

Format	Best For
Excel (.xlsx)	Sharing with management, pivot analysis, further calculations
PDF	Audit-trail copies, email to CA, court/bank submissions
JSON	GST portal filing (GSTR-1, GSTR-3B)
XML	Data exchange between Tally instances or ERP integration
CSV	Raw data for custom analysis or import into other tools
HTML	Web viewing

Export 1 — Trial Balance to Excel

Gateway → Reports → Trial Balance
Alt+F2 → From: 01-Apr-2025 | To: 30-Apr-2025 → Enter

[Trial Balance now showing April 30 balances]

Alt+E (Export)
→ Format: Excel (Spreadsheet)
→ Output File: C:\Sunrise Reports\TrialBalance_Apr2025.xlsx
→ Output Range: All
→ Ctrl+A to export

Excel opens automatically. The Trial Balance is formatted with Tally's layout — debit column, credit column, grand totals. You can apply pivot tables or add budget variance columns.

Use case: Sneha sends this to the CA for review before the April books are finalised.

Export 2 — P&L Account to PDF

Gateway → Reports → Profit & Loss A/c
Alt+F2 → Period: 01-Apr-2025 to 30-Apr-2025
Alt+F1 → Detailed view (shows all individual ledger balances)

Alt+E (Export)
→ Format: PDF
→ Output File: C:\Sunrise Reports\PL_Apr2025.pdf
→ PDF Quality: High
→ Ctrl+A to export

PDF preserves the exact Tally formatting — suitable for filing with banks, board presentations, or audit working papers.

Email directly from Tally (without saving PDF first):

Alt+M (Email from within the P&L report)
→ To: accounts@sunriseretail.in
→ Subject: Sunrise Retail P&L — April 2025
→ Attachment: PDF
→ Send
(Requires SMTP configuration: Gateway → Configuration → Email)

Export 3 — Balance Sheet to Excel

Gateway → Reports → Balance Sheet
Alt+F2 → As on: 30-Apr-2025

Alt+E → Excel
→ File: C:\Sunrise Reports\BalanceSheet_Apr2025.xlsx
→ Ctrl+A

Excel export includes: all major heads (Fixed Assets, Current Assets, Current Liabilities, Equity) with drill-through groupings intact.

Export 4 — GSTR-1 to JSON (GST Portal Filing)

This is the most important compliance export:

Gateway → Reports → GST Reports → GSTR-1
Period: 01-Apr-2025 to 30-Apr-2025

Before exporting, review each table:

Table 4 (B2B — registered buyers):
  SR-2025-0042 | Digital Hub | 36AAADH4321E1ZQ | ₹4,80,000 | CGST ₹43,200 + SGST ₹43,200 | ✓
  SR-2025-0048 | CloudStore  | 29AAACL2345G1ZS | ₹3,30,000 | IGST ₹59,400 | ✓
  SR-2025-0063 | Tech Park   | 36AAADT7654F1ZR | ₹80,000   | CGST ₹7,200 + SGST ₹7,200 | ✓

Table 12 (HSN Summary):
  HSN 8517 (Mobile Phones): Qty 50, Value ₹8,10,000, GST @18%
  HSN 8504 (Chargers/Accessories): Qty 200, Value ₹80,000, GST @18%
  ✓ All HSN codes populated

Table 11 (Credit Notes if any):
  None in April → ✓

Once all tables are verified:

Alt+E (Export)
→ Format: JSON
→ Output File: C:\GST Filing\GSTR1_Apr2025_36AACCS1234A1ZP.json
→ Ctrl+A to export

Upload to GST portal:

Steps:
1. Open www.gst.gov.in → Login with Sunrise Retail credentials
2. Returns → GSTR-1 → April 2025 → Prepare Offline
3. Upload the JSON file: GSTR1_Apr2025_36AACCS1234A1ZP.json
4. Validate → all invoices appear → no errors
5. Submit → File with DSC or EVC

Export 5 — GSTR-3B to JSON

Gateway → Reports → GST Reports → GSTR-3B
Period: April 2025

[Review ITC and output tax summary]
→ Alt+E → JSON
→ File: C:\GST Filing\GSTR3B_Apr2025_36AACCS1234A1ZP.json
→ Upload to GST portal → Returns → GSTR-3B → April 2025 → Upload JSON

Export 6 — Outstanding Payables to Excel (for Payment Planning)

Gateway → Reports → Statements of Accounts → Outstandings → Payables
As on: 30-Apr-2025

Alt+E → Excel
→ File: Payables_April_2025.xlsx
→ Share with Kiran for payment planning meeting

Kiran sees: TechWorld ₹14,16,000 due May 20, Sparsh Tech ₹1,18,000 overdue. He can plan cash allocation accordingly.

Importing Ledgers from Excel

When Sunrise Retail onboards 10 new retail customers, bulk import saves 30 minutes of manual entry:

Step 1 — Download the import template:

Gateway → Data → Import → Ledgers
→ Download Sample Format (Excel template)

Step 2 — Fill the Excel template:

Name	Under	GSTIN	State	Credit Days
TechZone Hyderabad	Sundry Debtors	36AAATZ1234G1ZP	Telangana	30
DigitMart Chennai	Sundry Debtors	33AAADIG9876H1ZQ	Tamil Nadu	15
Smart Store Pune	Sundry Debtors	27AAASS5432M1ZS	Maharashtra	30
... (10 rows total)

Step 3 — Import:

Gateway → Data → Import → Ledgers
→ Select file: New_Customers_May2025.xlsx
→ Map columns (auto-detected for standard template)
→ Import → 10 ledgers created in seconds

Importing Vouchers from XML/JSON (Bulk Posting)

If Sunrise Retail integrates with an e-commerce platform:

Daily sales export from e-commerce platform → XML file
→ Gateway → Data → Import → Vouchers
→ Select XML/JSON file
→ Tally validates and creates sales vouchers automatically

Deleting a Tally Company Safely

Deleting a company is PERMANENT and IRREVERSIBLE. There is no Recycle Bin. Follow every safety step before proceeding.

Before deleting:

Safety checklist:
  [ ] Confirm the company has no real/unsaved data
  [ ] Export Balance Sheet, P&L, Trial Balance to Excel/PDF
  [ ] Export all vouchers: Day Book → Alt+E → PDF (full year)
  [ ] Take a backup: Ctrl+Alt+B → label: [CompanyName]_FinalBackup_[date]
  [ ] Confirm all statutory filings (GST, TDS, ITR) are done

Delete procedure:

Alt+F3 → Select Company
→ Navigate to: [Company to Delete]
→ Alt+D (Delete)

  ┌──────────────────────────────────────────┐
  │  Are you sure you want to delete?        │
  │  Type company name to confirm:           │
  │  [SR Practice Company               ]    │
  └──────────────────────────────────────────┘

→ Type exact company name as shown → Enter
→ Company permanently deleted

Alternative — Archive instead of Delete:

Move the Tally data folder to an archive location outside Tally's default data path.
→ The company disappears from the Gateway list but the files exist.
→ To access later: add the archive path back in Tally → F12 → Data Directory

Practice Exercise

Exercise 1: Sneha needs to share the April P&L with Kiran's CA in Mumbai. She has two options — what are they?

Show Solution

Option A — Export PDF then email:

Gateway → P&L A/c
Alt+F2 → 01-Apr-2025 to 30-Apr-2025
Alt+F1 → Detailed view
Alt+E → PDF → Save to Desktop → Attach in email → Send

Option B — Email directly from Tally:

Gateway → P&L A/c
Alt+F2 → period → Alt+M (Email)
To: ca@practitioner.com
Subject: Sunrise Retail P&L April 2025
Attachment: PDF (auto-attached)
→ Send (requires SMTP configured in Gateway → Configuration → Email)

Both produce the same PDF. Option B is faster if SMTP is already configured; Option A works without SMTP setup.

Exercise 2: Sunrise Retail wants to delete "SR Test Company" created during training. List all steps including safety checks.

Show Solution

Safety:
1. Open SR Test Company → confirm it has no real data
2. Ctrl+Alt+B → D:\Backup\SR_Test_Final_[date].tbk (even for test data)
3. Note down the exact company name as displayed

Delete:
4. Alt+F3 → Select Company → select "SR Test Company"
5. Alt+D → Delete
6. Type exactly: SR Test Company
7. Press Enter → permanently deleted

Verify:
8. Alt+F3 → Select Company → "SR Test Company" no longer in list

Key Terms

Term	Meaning
Alt+E	Export shortcut — works from any open Tally report
GSTR-1 JSON	GST return data in JSON format — uploaded directly to GST portal
Alt+M	Email a report as PDF from within Tally (requires SMTP setup)
Data Import	Bringing external Excel or XML data into Tally as ledgers or vouchers
XML Export	Tally's inter-instance data sharing format — readable by other Tally installations
Alt+D	Delete shortcut — used for company (from selection screen), ledger, or voucher
Tally Vault	Password protection for a company — alternative to deletion for archiving

Module Summary

Export any report: Alt+E → choose format (Excel / PDF / JSON / XML)
Trial Balance to Excel: Reports → Trial Balance → Alt+F2 (Apr 30) → Alt+E → Excel
P&L to PDF: Reports → P&L → Alt+E → PDF (or Alt+M to email directly)
GSTR-1 to JSON: Reports → GST Reports → GSTR-1 → review tables → Alt+E → JSON → upload to portal
Import ledgers: Data → Import → Ledgers with Excel template — saves bulk creation time
Delete company: Alt+F3 → Alt+D — PERMANENT; take full backup first

Quick Quiz

1. To export GSTR-1 data for GST portal upload, the export format must be:

a) Excel
b) PDF
c) JSON
d) XML

Answer

c) JSON — the GST portal accepts GSTR-1 in JSON format. Tally exports this directly from Reports → GST Reports → GSTR-1 → Alt+E → JSON.

2. Before deleting a Tally company, the most critical step is:

a) Close all open vouchers
b) Export all reports to Excel
c) Take a complete data backup with Ctrl+Alt+B
d) Uninstall and reinstall Tally

Answer

c) Ctrl+Alt+B — complete data backup. Company deletion is irreversible. The backup is the only recovery option if something is deleted in error.

3. Importing 10 new customer ledgers from Excel is done via:

a) F11 → Import Ledgers
b) Gateway → Data → Import → Ledgers
c) Masters → Ledgers → Create Multiple
d) Alt+C from within a voucher

Answer

b) Gateway → Data → Import → Ledgers — Tally's data import feature accepts a standard Excel template to bulk-create ledgers. Download the sample format first, fill it, then import.

Exporting Reports, Data Import, and Company Deletion

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