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Split Company Data @ Tally.ERP9 ...

Tally.ERP’s flexible period-less accounting permits entry of data for any number of years. This in itself has tremendous benefits. However, presence of old data in cases where they are voluminous, causes greater overhead on the system. Splitting financial years enables you to retain most benefits while overcoming this overhead.

When you split the data, two things happen:

1. New companies are created for the respective split periods.

2. Full data is retained in the original company.

Important pre-split activity

(Not carrying out these will result in mismatched information.)

Before you split data, ensure that:

1. All unadjusted forex gains/losses have been fully adjusted by journal entries. Verify that the item does not appear in the Balance Sheet.

2. There are no Purchase Bills/Sales Bills to come.Check the Profit & Loss Account and Inventory Statements – Purchase/Sales Bills Pending. You may account them to the respective party accounts or to respective ‘Bills Pending’ Account.

3. Ensure that a backup of the data exists.

Note for users of Sales/Purchase Order Processing features: Since open orders are not carried forward, you either should not split data or if you do be aware that you have to enter the outstanding orders afresh. When carry forward of orders become available in Tally.ERP, this difficulty will be removed.

How to Split Financial Years?

1. At the Gateway of Tally.ERP, Select [ALT]+F3: Cmp Info (Create Cmp in earlier releases).

2. Select Split Company Data.

3. Select the Company whose data is to be split.

4. Tally.ERP 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.ERP permits any date as the split point.

5. Splits occur in sets of two periods. Hence, start with the latest. For example assuming that one years data – from 1-4-2012 to 31-03-2012 for a company and you want them split into two separate ‘companies’ each with a financial year. First, select the beginning of the latest financial year (this is what Tally.ERP would prompt you to do).

6. On confirming the activity, two new companies will be created – one with data from 1-4-2012 to 30-9-2012 , i.e., six month, and the other for 1-10-2012 to 31-03-2012.

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