Export, Print & Share

Reports are only useful when they reach the people who need them: an invoice to the customer, the Balance Sheet to the bank, the sales register to the accountant in Excel. TallyPrime can print any voucher or report, export it to Excel, PDF and several other formats, and share it by e-mail or WhatsApp directly from the screen you are viewing.

In this lesson you will print an invoice, export reports to Excel and PDF, check an exported file, share a document, and see how data comes into TallyPrime through import.

Printing

Open any voucher or report and press Ctrl+P (Current). The print screen has three main keys:

Always preview (I) before printing an invoice: it is the quickest way to spot a missing GSTIN or a wrong address. Save configuration changes with Ctrl+A.

For sales invoices, TallyPrime offers invoice templates: in the Voucher Printing screen, Ctrl+H changes the template, and you can add a logo, header or footer image, watermark and custom fields. Release 7.2 extends these print templates to Purchase Orders. Alt+T returns to the classic Tally format.

To print many reports together, such as every ledger account for the year, use Alt+P (Print menu) > Others and choose a multi-account report such as All Ledger Accounts.

Exporting to Excel or PDF

Open the report, for example the Trial Balance, and press Ctrl+E (Export Current):

Ctrl+E        (Export current report)
C             (Configure)
    File Format     : Excel (spreadsheet) or PDF
    Folder path     : where the file is saved
    File name       : TrialBalance-Apr26
    report options  : detailed or condensed, period and so on
Ctrl+A        (accept the configuration)
E             (Export)

TallyPrime exports to these formats:

Alt+E opens the export menu with more choices, including Configuration, where you set the default Location of Import/Export Files and whether to open the file automatically after export.

Check an exported file

An exported Trial Balance in Excel is a good place to practise checking totals by a second method. If the debit amounts are in B2:B18 and the credits in C2:C18:

=SUM(B2:B18)
=SUM(C2:C18)
=SUM(B2:B18) - SUM(C2:C18)

262160
262160
0

These are the April totals from Reports & Ratio Analysis. A difference other than zero means some rows were cut off during export (for example, a condensed view that left out ledgers), so export again in detailed view.

Sharing by e-mail and WhatsApp

The first time you e-mail, TallyPrime asks you to set up the sending account; you can log in through the browser or with an app password from your mail provider. In the E-mail screen, F8 chooses the file format (PDF is usual for invoices). WhatsApp sharing also needs a one-time setup described in TallyHelp. From the Bills Receivable report, Ctrl+M sends payment reminders, as you saw in Bill-wise Details & Outstandings.

Importing data into TallyPrime

Data can also come in. Press Alt+O (Import) to import masters or transactions. TallyPrime can import from Excel using its own sample formats (on the Import Data screen, Alt+L exports the sample Excel files to fill in), and from XML files, the format Tally products have long used to exchange data.

A simplified XML file that creates two customer ledgers looks like this:

<ENVELOPE>
  <HEADER>
    <TALLYREQUEST>Import Data</TALLYREQUEST>
  </HEADER>
  <BODY>
    <IMPORTDATA>
      <REQUESTDESC>
        <REPORTNAME>All Masters</REPORTNAME>
      </REQUESTDESC>
      <REQUESTDATA>
        <TALLYMESSAGE>
          <LEDGER NAME="Isha Retail" ACTION="Create">
            <NAME>Isha Retail</NAME>
            <PARENT>Sundry Debtors</PARENT>
          </LEDGER>
          <LEDGER NAME="Farhan Distributors" ACTION="Create">
            <NAME>Farhan Distributors</NAME>
            <PARENT>Sundry Creditors</PARENT>
          </LEDGER>
        </TALLYMESSAGE>
      </REQUESTDATA>
    </IMPORTDATA>
  </BODY>
</ENVELOPE>

You will rarely write XML by hand; other software (an online store, a billing app) produces it, or you export it from one TallyPrime company and import it into another. Always take a backup before importing, because an import can create many masters or vouchers at once.

Common mistakes

• Printing without preview. Wrong details go to the customer. Press I first.
• Exporting a condensed report for analysis. Groups hide ledgers; export the detailed view.
• Editing exported figures and treating them as the books. The exported file is a copy; corrections belong in TallyPrime.
• Importing without a backup. A wrong file can add hundreds of entries; back up first.

Key points

• Ctrl+P prints the current voucher or report; C configures, I previews and P prints.
• Ctrl+E exports the current report; choose the format under Configure and press E.
• Formats include Excel, PDF, JPEG, HTML, ASCII, XML and JSON; Alt+E > Configuration sets the default folder.
• Ctrl+M e-mails and Ctrl+Alt+W sends on WhatsApp after a one-time setup.
• Alt+O imports masters and vouchers from Excel or XML; back up first.

Gateway of Tally > Balance Sheet, F2: 30-4-26
Alt+F1               (detailed view)
Ctrl+E, C            File Format: Excel, File name: BS-Apr26, Ctrl+A, E
Ctrl+E, C            File Format: PDF,   File name: BS-Apr26, Ctrl+A, E

=SUM(B2:B10) - SUM(D2:D10)

0