Export Tally Data to Client PC

Close the Company Before You Touch the Data

Every safe transfer starts the same way: finish the day's entries, then shut the company and exit Tally completely on the source PC. Press Alt + F1 or use Shut Company to close the company, then exit the Gateway of Tally fully — Tally should not be running in the background.

A backup made while vouchers are still being typed can miss the last entries, and copying data while the company is open is the most common way people corrupt Tally data. Thirty seconds of patience here saves hours of repair later. Before you move on, note the company's exact name and its data folder number, shown on the Select Company screen — you will use both to check the right company arrived on the other side.

Take the Backup from Inside Tally

Do not start by copying folders. Tally has a built-in backup that packs the company, exactly as it is, into one portable file — and that file is what you hand over.

In TallyPrime, press Alt + Y (the Data menu) and choose Backup. In Tally.ERP 9, from the Gateway of Tally press Alt + F3 (Company Info) and choose Backup. Select the company and the destination folder, then accept. Tally creates a single backup file with the .tbk extension — this one file is the complete company. Save it to a pen drive or a transfer folder; the file name normally carries the company name, so the client can identify it without opening Tally.

Send the File Like It Is the Business — Because It Is

That one .tbk file contains the client's full accounts: every ledger and party balance, every voucher ever entered, customer and supplier details, GSTINs and bank details recorded in the books. Treat the transfer with the same care as handing over the cash book, and use a trusted route only.

Put the backup in a password-protected archive first — for example a 7-Zip file with AES-256 encryption and a real password (a plain zip adds no security at all). Send the archive through one channel and the password through a different one: the file by email, drive link or pen drive, the password by phone call or message. In this video's setup the client system is reached through TSPlus — hand the file over inside that working arrangement or over your own office network, never through a public file-sharing link. Finally, confirm the received file size matches the original before the client tries to restore it.

Restore on the Client PC — Same Version or Newer

On the client's machine the backup goes back in through Tally's own restore. In TallyPrime, press Alt + Y and choose Restore; in Tally.ERP 9, press Alt + F3 and choose Restore. Point Tally to the .tbk file and accept — Tally shows the company name stored inside the backup first, so check it really is the company you expected. If Tally offers to migrate or rewrite the data while opening it, accept on this restored copy; you still hold the original backup file untouched if anything goes wrong.

The version rule decides whether this works at all: restore only into the same Tally release or a newer one. Tally data only migrates forward — a backup taken from a newer release cannot be restored into an older release, and a TallyPrime backup cannot go back into ERP 9. If the client PC runs an older release, update Tally on that PC first, from the official Tally Solutions website.

Verify Before You Say Done

A restore that "completed" is not proof the data is right — "restore completed successfully" only means files were written. Spend two minutes proving the books are correct, while the original backup and the untouched source PC are both still there to fall back on.

Open the Trial Balance on both PCs for the same period and match the grand totals — they must agree to the paisa. Check the Day Book: the last voucher number, its date and the voucher count for the last working day should match the source PC. Open two or three known vouchers — the biggest sale of the month, a recent payment — and confirm the amounts and narrations are intact. Finally confirm the company identity: the name, financial year and books-beginning date are the ones expected. Record the three matched figures (Trial Balance total, last voucher, period) in the handover message to the client — that short note is your proof the transfer was verified.

One Live Copy Only — Then Clean Up

Once the client confirms the restore is verified, delete the transit copies: the email attachment, the chat copy, the shared-link file — and expire the sharing link if one was used. Never leave unprotected copies of a client's accounts sitting in Downloads folders, email inboxes and chat histories afterwards. Keep exactly one labelled archive copy on each side, stored deliberately — not five forgotten ones scattered across machines.