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FAQ on Splitting of Data in Tally.ERP9

FAQ-1 : How to Split the Financial Years of a Company Data in Tally.ERP 9 ?

Answer

 

Pre-split activities

 

Before you split the data ensure that: 

  • All the adjustment forex gains/losses have been fully adjusted by Journal entries. Verify the item 'Unadjusted Forex Gains/Loss' does not appear in the balance sheet.
  • There are no purchase bills/sales bills to come. Check the profit and loss account and inventory statements for purchase/sales bills pending. You may either account them to the respective party accounts or to the respective 'bills pending' account.
  • Ensure that a backup of the data exists.

Procedure to Split the Financial Years 

  • At the Gateway of Tally, press ALT+F3 or click F3:Cmp Info
  • Select the option Split Company Data.
  • Select the option Select Company
  • Select the Company whose data is to be split.

Tally recommends the split-off date based on the data existing. It is recommended that the Split Point is set as the beginning of the latest financial year though Tally permits any date as the split point.

  • Splits occur in sets of two periods. Start with the latest. For example assuming that three years data – from 1-1-2005 to 31-12-2008 for a company is required to be split into three separate 'companies' each with a financial year. First, select the beginning of the latest financial year (1-1-2007, that is what Tally would prompt you to do).
  • On confirming the activity, two new companies will be created – one with data from 1-1-2005 to 31-12-2006, i.e., two years, and the other with data from 1-1-2007 to 31-12-2008. 

Typically, this is all you need to do. Your historical data, whether of one or more financial years, will be preserved as one company, and your current financial year, as another. There is, normally, no reason or benefit to split the prior years again into separate years. However, if you wish to do so, repeat the above steps for the prior period company (1-1-2005 to 31-12-2006).

 

All the companies are full companies in their own right. Data can be entered, displayed and altered. Please display or print the key financial reports (Trial Balance, Balance Sheet, Profit & Loss, Stock Summary etc.) from each of the companies for the relevant periods and compare them for accuracy.

 

Once you are satisfied that you have a successful split, it is advisable to take a backup of the original company onto diskettes and permanently delete its data from your hard-disk. This will ensure that you do not accidentally use it to enter fresh data.

 

To delete a company, press Alt+F3 at the Gateway of Tally, select it to make alterations to modify the Company Information, press Alt+D.

 

You will also need to alter the names of the two freshly created companies to suit you.

2. I have an existing company in Tally.ERP 9 which I would like to carry forward to the forthcoming financial year. Can I change the respective dates in Financial Year From and Books Beginning From fields in the Company Alteration screen?

Answer

 

No, you need not change the dates in Financial Year From and Books Beginning From fields. To continue working with the same company you need to change the period. The ledger closing balances for the previous year will be carried forward to the next financial year.

 

To change the financial period

 

§         Go to Gateway of Tally 

§         Click F2:Period or press Alt+F2

§         Provide the starting date of the financial year in From field

§         Provide the ending date of the financial year in End field.

 

 

Query

3. The existing company has ledgers with opening balances. Can I make the opening balance of the ledger to Zero?

Answer

 

Yes, it is possible to make the existing balance of ledgers to zero for all the groups or selected group.

 

§         Go to Gateway of Tally > Account Info > Ledgers > Multiple Alteration >

§         Select All Items or a Group

§         In the Multi Ledger Alteration screen click Z: Zero Op Bal or press Alt + Z

§         Press Ctrl+A to accept the changes made.

 

Query

4. While splitting the data using Tally.ERP 9, I am getting the error message Incorrect due date for bill No/ledger?

Answer

 

Open Tally.spl file available in the Tally.ERP 9 folder and check the bill number mentioned.

 

§         Go to Gateway of Tally > Display > Daybook

§         Select the required entry

§         Check the entry for Billwise details and re-accept the transaction

§         Proceed with splitting the data

 

Query

5. While splitting the data we are getting the error message Cannot change simple unit to unit chain?

Answer

 

You can overcome this error by following the steps shown below:

 

§         Create a new company

§         Export the masters and vouchers from the existing company

§         Import the exported masters and vouchers in to the newly created company

§         Split the data now

 

Query

6. While splitting the data using Tally.ERP 9, I am getting the error message No accounting information OR No accounting details. How can I rectify this problem?

Answer

 

Open Tally.spl (shockwave) file available in the Tally.ERP9 folder. This file contains voucher numbers and dates of the vouchers which are stopping the migration process. You may make a note of the voucher numbers and dates.

 

§         Go to Gateway of Tally > Display > Day Book

§         Select the required Invoice

§         Click F12: Configure or press F12

§         Set Use Common ledger for item Allocation to No

§         Re-accept the voucher

§         Proceed with splitting the data.

FAQ-7 : List of Data Splitting Errors in Tally.ERP9

Answer

Error Message

Solution

Cannot change parent of group

The default group has been altered in Tally.ERP 9.

Open Tally.spl / Shockwave object available in the Tally.ERP 9 directory and check the message. Rectify the errors accordingly and proceed with splitting the company data.

No entries in voucher

This error occurs due to one of the following reasons:

·         The Security Control and the Tally Audit feature is enabled in the Company Creation screen and one or more vouchers have been deleted after auditing them.

·         The voucher entries were passed enabling Allow Zero valued entries in F11: Feature > F2: Inventory Features and this feature was later disabled.

Follow the steps below to resolve this issue:

 

  • Accept the unaudited vouchers Gateway of Tally > Display > Statement of Accounts> Tally Audit > Vouchers, select F7: Accept All or F7: Accept One by one
  • Enable Allow Zero Valued entries in  F11: Features > F2: Inventory Feature

Parent belongs to different category

You may get this error if you have altered the cost category of a cost centre after entering few vouchers for the same.

 

Check the Tally.spl  file available at Tally folder, for the details of the error reported. Rectify it and then try splitting it.

Exiting Tally – Internal Error Contact Tally Solutions 0000005 MAV

Upgrade to Tally.ERP 9 Series A Release 1.6

Financial Journal does not exist i.e., Default Journal Voucher type is altered

Upgrade to Tally.ERP 9 Series A Release 1.6

 

 


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