Excel / CSV to Tally XML Converter

About the Excel / CSV to Tally XML Converter

Keying a month of invoices, receipts or journals into Tally by hand is slow and easy to get wrong. This converter reads your Excel or CSV rows — a sales or purchase register, credit and debit notes, receipts, payments, contra entries, journals, bank statement lines or a list of ledgers — and writes the two files Tally imports: a ledgers file (masters) and a vouchers file (transactions), in Tally’s own XML format, which TallyPrime and Tally.ERP 9 both read.

Columns are matched from your headings and can be corrected; GST is split into CGST + SGST (or UTGST) or IGST from the place of supply when the sheet gives only the taxable value and the rate; rows of one invoice are joined; small differences to the invoice total go to a round-off ledger; and every voucher is checked to balance before anything is written. A dry run shows each voucher, each ledger that will be created and every problem with its row number. Settings, column choices and ledger groups are saved per client in your browser, so next month’s file converts in one step. Your data never leaves your device.

Common uses

• A CA office converting a client’s monthly sales and purchase registers from billing software into Tally.
• Moving opening ledgers (customers, suppliers with GSTIN and balances) into a new Tally company.
• Posting payroll or depreciation journals prepared in Excel.
• Importing receipts and payments from a bank or payment-gateway report.

What each kind of row becomes

• Sales invoices: party Dr the invoice value; sales ledger Cr the taxable value; output CGST/SGST or IGST and cess Cr. Rows with the same invoice number, date and party form one invoice (several GST rates on one bill).
• Purchase bills: the mirror image — party Cr, purchase and input tax ledgers Dr — with the supplier’s invoice number as the reference and the bill name.
• Credit notes reverse a sale and debit notes a purchase, adjusted against the original invoice (Agst Ref).
• Receipts: bank or cash Dr, party Cr; payments: party or expense Dr, bank or cash Cr; contra: from one bank or cash ledger to another.
• Journals: one row per ledger with its debit or credit; rows with the same voucher number — or, without numbers, consecutive rows until debits equal credits — form one entry.
• Bank lines: withdrawals become payments and deposits receipts (lines to a cash ledger become contra entries); lines without a ledger go to the suspense ledger. For rules that pick the ledger from the narration, use Bank Statement to Tally.
• Ledger masters: name, group, GSTIN, registration type, State, address, PIN, contact details and opening balance (Dr or Cr).

How GST is split

When the sheet has CGST, SGST and IGST columns, their amounts are used as they are and checked: CGST and SGST should be equal halves, a supply cannot carry both CGST and IGST, and the tax should match the rate when the sheet gives one. When it has only the taxable value and the GST rate, the tax is worked out: if the supplier and the place of supply are in the same State it is an intra-State supply, so CGST and SGST are each half the rate (9% + 9% for 18%); otherwise it is inter-State and IGST is the whole rate. Each amount is rounded to the paisa.

The place of supply comes from its column, else the party’s State, else the first two digits of the GSTIN (the State code, 29 for Karnataka). GSTINs are checked for their State code and check character. The rates in force are 0, 0.25, 1.5, 3, 5, 18 and 40%; for goods, 12% now applies only to certain bricks and roofing tiles, and 28% was removed, so older registers convert as they are but such rows are pointed out. Compensation cess has been withdrawn as well, so cess on a recent invoice is pointed out too. See CBIC on CGST, SGST and IGST.

Ledgers that do not exist yet

Tally imports a voucher only if every ledger it names already exists, so the ledgers file is imported first. Without your company’s ledger list, every ledger the vouchers use is written to it — import it with Ignore duplicates so ledgers you already have stay as they are. With the list (TallyPrime: Chart of Accounts → Ledgers → Export → XML (Data Interchange), or any CSV list of names), only the missing ones are written, and names that differ from yours only in case, spaces or punctuation (“hdfc bank” for “HDFC Bank”) are changed to your spelling. New parties go under Sundry Debtors or Sundry Creditors with their GSTIN and State, tax ledgers under Duties & Taxes as GST ledgers, and you can change the group of any new ledger in the check table.

The files

Both files use the import layout Tally Solutions documents — an ENVELOPE with an Import Data request for “All Masters” or “Vouchers”, one TALLYMESSAGE per ledger or voucher, dates as YYYYMMDD and debit amounts written negative — see Tally’s sample XML and importing XML into TallyPrime. Vouchers are written in accounting voucher view. No voucher id is written, so Tally gives each voucher its own (its import FAQ explains that a shared id overwrites vouchers). Text outside plain ASCII (₹, accented or Indian-script names) is written as character references, which every Tally release reads. The review workbook lists every voucher, every entry, every ledger and every problem.

Limitations

• It writes accounting vouchers (ledger amounts), not item invoices with stock items, quantities, godowns or batches.
• Reverse-charge purchases are not told apart: the supplier is credited with the taxable value plus the tax on the row (unless an invoice total says otherwise, which is reported as a difference). Convert such bills without their tax columns and record the reverse-charge tax in Tally.
• TDS deducted from a bill is not split out: a purchase or payment row is posted for its full amount.
• GST reports in Tally (GSTR-1, GSTR-3B) depend on how your sales, purchase and tax ledgers are set up in the company; check them after importing — Tally lists what it cannot classify as uncertain transactions.
• Tally applies the numbering method of each voucher type: with automatic numbering it may number imported vouchers itself.
• Credit notes and debit notes need the Credit Note and Debit Note voucher types: TallyPrime has them by default; in Tally.ERP 9 they are switched on in the company features (F11).
• Every company is set up differently. Import into a backup first and check the import statistics and the Day Book before relying on the result.
• An aid for preparing import files, not accounting or tax advice: you answer for the entries in your books.

Privacy

Your spreadsheet, the ledger list and the files made from them stay in this browser: nothing is uploaded. Saved clients (settings, column choices and ledger groups) are kept in this browser’s local storage until you delete them.