Split Company Data

Splitting Company Data after finalization of accounts.

Introduction
Tally’s flexible period-less accounting permits the entry of data for any number of years. This feature has tremendous benefits. The presence of voluminous old data creates unnecessary load on the system.
Splitting a financial year enables you to retain most of the benefits while overcoming this system overhead.

When you split the data, two things happen:-
1. New companies are created for the respective split periods.
2. The entire data is retained in the original company.

How to Split Company Data :

I. For Tally.ERP 9 Release 2.1 and Lower Releases (including Tally 9)

Pre-split activities
Before you split the data, ensure that:

  • All adjustment forex gains/losses have been fully adjusted using Journal entries. Verify that the item “Unadjusted Forex Gains/Loss” does not appear in the balance sheet
  • There are no pending purchase bills/sales bills. Check the profit and loss account and inventory statements for pending purchase/sales bills. You may account them to the respective party accounts or to the respective “bills pending” accounts.
  • Ensure that all the Bank Vouchers are reconciled from Bank Reconciliation statement.
  • Ensure that a Backup of the data has been taken

Procedure to Split the Financial Years

  1. Go to Gateway of Tally, Select Alt+F3: Cmp Info.
  2. Select Split Company Data.
  3. Select the Company whose data is to be split.
  4. Tally recommends the split from date based on the existing data. 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.
  5. Splits occur in sets of two periods. Hence, start with the latest. For example, you need to split a company’s four years data (1-4-2008 to 31-03-2012) into four separate “companies”, each with a particular financial year. Select the beginning of the latest financial year first (1-04-2011).
  6. On confirming the periods, two new companies will be created – one with data from 1-4-2008 to 31-03-2011, i.e., for three years, and the other for the period 1-4-2011 to 31-03-2012.

The historical data, for one or more financial years, will be preserved as a single company, and the current financial year, will be preserved as another company. Normally there is no reason or benefit to split the earlier years again into separate companies. If you wish to do so, repeat the steps mentioned above for the earlier period (1-4-2008 to 31-03-2009, 1-4-2009 to 31-03-2010 & 1-4-2010 to 31-3-2011).
All the companies are full companies in their own right. Data can be entered, displayed and altered. Please print the key financial reports (Trial Balance, Balance Sheet, Profit & Loss, and Stock Summary etc.) for each company 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 and permanently delete its data from the hard-disk. This will prevent any accidental entry of fresh data into the old database.
To delete a company, press Alt+F3 at the Gateway of Tally, select a company to Alter it, and at the point where you can modify the Company Information, press Alt+D.
You will also need to alter the names of the two freshly created companies as per your requirement.

II. For Tally.ERP 9 Release 3.0 and Above

Pre-split activities
Before you split the data, ensure that:

  • Verify Company Data Utility: Verify Company Data is a built-in utility which detects the possible error that occurs on data verification and provides the respective reason for the error detected. Further, it prompts the user to rectify the listed error with possible solution so that the same errors do not reoccur in future. The user has a choice to resolve these errors manually or by using the helper available.
  • All adjustment forex gains/losses have been fully adjusted using Journal entries. Verify that the item “Unadjusted Forex Gains/Loss” does not appear in the balance sheet
  • There are no pending purchase bills/sales bills. Check the profit and loss account and inventory statements for pending purchase/sales bills. You may account them to the respective party accounts or to the respective “bills pending” accounts.
  • Ensure that a Backup of the data has been taken

Verify Company Data
To start the data verification process before splitting the data:

  • Go to Gateway of Tally > F3: Cmp Info. > Split Company Data > Verify Company Data
  • Select the required company
  • Press enter to view the Possible Errors screen.

The Possible Errors screen is displayed as shown

Possible Error screen display the Errors, Reason for the Error

Procedure to Split the Financial Years

  1. Go to Gateway of Tally, Select Alt+F3: Cmp Info.
  2. Select Split Company Data.
  3. Select the Company whose data is to be split.
  4. Tally recommends the split-off date based on the existing data. 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.
  5. Splits occur in sets of two periods. Hence, start with the latest. For example, you need to split a company’s four years data (1-4-2009 to 31-03-2012) into four separate “companies”, each with a particular financial year. Select the beginning of the latest financial year first (1-04-2011).
  6. The Split Company Data screen displays as shown:

  7. On confirming the periods, two new companies will be created – one with data from 1-4-2008 to 31-03-2011, i.e., for three years, and the other for the period 1-4-2011 to 31-03-2012.

The historical data, for one or more financial years, will be preserved as a single company, and the current financial year, will be preserved as another company. Normally there is no reason or benefit to split the earlier years again into separate companies. If you wish to do so, repeat the steps mentioned above for the earlier period (1-4-2008 to 31-03-2009, 1-4-2009 to 31-3-2010 & 1-4-2010 to 31-03-2011).

All the companies are full companies in their own right. Data can be entered, displayed and altered. Please print the key financial reports (Trial Balance, Balance Sheet, Profit & Loss, and Stock Summary etc.) for each company 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 and permanently delete its data from the hard-disk. This will prevent any accidental entry of fresh data into the old database.

To delete a company, press Alt+F3 at the Gateway of Tally, select a company to Alter it, and at the point where you can modify the Company Information, press Alt+D.

You will also need to alter the names of the two freshly created companies as per your requirement.

121 comments on “Split Company Data

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  • Dear Sir,

    Here in tally gate way, Split company data was not appearing and alter company is also not appearing. Please help

  • Zahid Khatri says:

    Sir/Madam
    I can’t spilt the company data there is show a error in screen write that ” Incorrect Due Date for Bill 9095 ” Please give me suggestion in this matter.

  • Sir,

    I am using Tally.erp9 release 4.7

    I error ” Internal Error. Contact tally solutions.
    Software exception c0000005
    (Memory Access Violation)
    rewrited by Pressing Ctrl + ALt + R
    Now to split the company same error
    Kindly help on this error to split the company data.
    Company 2012-2013 April2013 entries also made

  • 1. “Memory Access Violation” is a common pop for ERP, especially, Multiuser (Gold). After repeated queries, escalated to higher experts, it came out like this. Certain ver 3.4 had issues. Advised rel. 3.6, rewrite again in DOS command mode. Still “MAV’. Finally, a miracle was revealed.
    Advised to SPLIT in Single USER, in DOS command mode. Fantastic outcome, FIVE year 438 MD data was split with no error.
    Concl: 1. Split in Window OS is error prone.
    2. Use a Single USER _Silver ERP. (Glitches reported in GOLD)
    3. Bac up, Rewrite, open data thru DOS command, (ie: Start >Run > ‘drive:\tally erp\tally.exe (data file name) and enter. Then go to split.

  • MOHD RASHID says:

    dear sir,

    in tally 7.2. when i try to split the company data an error occur that multi currency not exit. please help. my contact no – 9717622787 or revert back to me on my mail id. please if any baddy can solve this.

  • When you split your company, do your outstanding purchase and sales orders get correctly reflected ? eg. If i split my company ABC int ‘ABC – from 2013′ and ‘ABC – from 2014′. do all my outstanding PO/SO from 2013 get transferred to 2014 ?

  • HEMANT JAIN says:

    plz help me split my data in tally 7.2
    when i try splitting the company it displays an error “multi currency not active for the company ” and if i activate the multi currency(whch is not required) thn also it diasplays an error “currency rs already exist”
    urgent

  • Dear Sir,
    I have bunch of tally files of the same company from 2006-07
    I think some of them are not split according to FYs, as I see last data entry date in tally for some financial years, in next financial year. eg FY 10-11, Last data entry is july 3rd 2011. It should be march 31st 2011.
    Again the opening balances do not match properly. there are lot of unwanted ledgers.
    when i see the list of Outstanding for current year, i see lot of accounts from previous FYs.
    The reason is the payments are made on account/advance/new ref, but are not set off against each bill. so there is payable and receivable too.
    How do I deal this?
    I read in this blog, that tally creates new files for old data, and current file also contains info for previous years. it seems our guys made a mess by entering data into old years, instead of using new years.
    Any solution for all these items. Real Headache this is!!!

  • Whenever I tried to split the four years data of a company in Tally.ERP 9 , a dialog box shows :

    “Error

    software exception c0000005 (memory access violation)
    contact tally solutions”

  • i want to split data in tally 7.2 version but i am getting error “currency rs already exist” when i split data can any body help me on this isue i will be highly obliged pleasee
    urgent

  • Ibrahim kutty kallingal says:

    pls give me the solution for the error ‘ thecost centre ” ʡ” does not belong to the Primary cost category’

  • Dear Ibrahim

    Go to Tally.spl file
    You will get exact error message with ledger name
    Rectify the error or correct the error by changing ledger or cost centre

    then try to split the company
    Best Wishes
    Admin

  • sir,
    there where occcured internal error as incorrect path while splitting company data.give me solution

  • Dear Admin
    I Have six company in may tally ERP9.I bought new PC i transfer the data in new PC but now when i open the tally now only showing four companys only.in data folder showing all data..Thanx in advance………

  • Uma Maheswari says:

    Dear Sir,

    We are using Tally 9. I tried to split Compnay but i am getting error. The error is Incorrect Due Date for Bill ‘131’. Please give solution for this error to us

    Thanks,

    Uma Maheswari.

  • prem sebastian antony says:

    while trying to split co. data “currency in indian rupee does not exist” msg appears.The whole process becomes a futile attempt. Advise please.

  • Dear sir/madam
    while i splitting a 2 years company data, an error “ledger does not found” dr, cr, & diff value shown
    how to found & clear this problem.
    please solve the problem as soon as possible.
    its urgent.

    regards
    merlin

  • DEAR SIR/MADAM

    WE ARE USING TALLY.ERP9 HAVE A TROUBLE IN SPLIT COMPANY BECAUSE SPLIT OPTION & ALTER NOT APPEAR IN F3 IN PARTICULAR YEAR 2013 TO 2015 ONLY. 2010-2011, 2011-12 MADE SPLIT.

    THANK YOU,

    UMA

  • Dear admin,

    while splitting the accounts I got error message “rupees symbol doesn’t exist.” Please help me out.

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