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How to backup data in tally

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Now it’s time for us to keep data back up of companies you are working with tally. Keeping data in computer are not safe, always there is a possibility of being harmed by system crash, unauthorised usages etc. It is highly recommend taking a backup of tally data in frequent interval.

Frequency of data backup in tally

The frequency of backup depends upon the volume of transactions you are handling with. If you are working for a company dealing thousands of transactions, then make a habit of data back up in one or two hours. At least keep a daily backup even if you are working for small business. Regular back up can save time and effort, when your data corrupted or lost.

Medium of data backup

The safest and easiest way of keeping data backup is a Removable disk or pen drive it is recommended to have more than one device, and take backup in all the devices in alternative days. This will help us to get most recent backups. Compact disk is also good medium of keeping backups, but taking backup in CD will be more time consuming due to the process of writing CD rom. Another safest way is that, compress data with compressing software like winzip, winrar and send it to your email, preferably in Gmail.

How to do data backup a quick guide ?

Following are six easy steps to get the data backed up  for quick readers.

  1. Go to company info Menu ( Use Alt + F3 from gateway of Tally )
  2. Select Backup menu, The backup processing screen will appear.
  3. Select the source of data, normally this will be selected automatically no need to change.
  4. Change the destination if required ,This needs to be changed in most cases if you want data backup in a removable disk.
  5. Select the companies from the list ,choose End of list.
  6. Accept and save the screen, the data will be backed up in destination folder you have mentioned.

How to take backup in tally?

Here is a detailed explanation of taking data backup.

To take back up from tally,

Go to Gateway of Tally > Company info

Company info button at gateway of tally

Click on company info button or Use shortcut key Alt+F3

Back up menu in company info

Now go to menu Backup  or (use hot key B)

A backup screen will appear with backup options at left and list of companies on the right.

Back up screen on tally

Fill the form as below,

Source:Source will be the current data location of tally software, (by default C:\Users\Public\Tally.ERP9\Data) This will selected automatically by tally.If Your current data is in different location type the location there. (For example E:\tally\Data)For more information about tally data location, click here.

Special Note:

  •   If your company uses Tally.Server 9 to maintain data, backup has to be taken from the server data location. Click S: Server Data Loc in the Backup Companies on Diskscreen, and select the server location as Source.
  •  If the administrator has enabled Security Control, provide authorised Tally.NET credentials to access the List of Tally.Server Data Locations.

Destination: This is the location or medium you want the backup file to be stored by tally. If you are using a pen drive to keep back up, identify the drive name and folder name. For example in pen drive there is folder called bkp where we take backup regularly, to identify the location, connect the pen drive to the computer, go to my computer, locate pen drive and open the folder bkp. In the opened window look at the address bar, you can see the destination address like in below image.

back up data path

After filling source and destination, Press enter, now select company from the list of companies, multiple companies can be selected for backup.  Also there is an option of selecting All item in the list to take backup of All companies in the same directory (This option is available from Tally.ERP 9 Series A Release 1.8)

Select all item backup

 

In this example we have four companies individually from the list. The final screen will look like this.

Selected companies for backup

If one or more companies in the list have tally vaulted password,Tally will ask tally vault password for each company in the order you have selected company in the backup list.

Press enter to accept the screen , tally will start and end backup instantly, a backup file can be found in your pen drive as shown below.

Tally backup files in the destination folder

 

See the above image, this is the backup file of tally, you can copy this file like any other windows file, Now Tally ERP 9 deliver backup files in Compressed Winrar format ,so that the file size can be reduced. You can directly upload this files to your gmail.

By looking at the name you can identify the company ,just after the underscore you will find the company number. TBK900_10003.

Unconventional copy paste method of data backup

There is another method of data back up from tally, but this is not a recommended, people with no clear idea of handling WINDOWS Folders & operations like copy paste may damage the data. However I am explaining this; just to make you understand that this is also a method of data backup.

Just go to data folder of tally and copy the entire folder and keep somewhere like pen drive, hard drive, Compact disk (CD) etc.

If you don’t know where tally data stored

Go to Gateway of Tally >F12 Configuration > Data Configuration

You will get a Data configuration screen as below.

DATA CONFIGURATION OF TALLY

Inside the data configuration, the first option is Location of data files , by default it is something like C:\Users\Public\Tally.ERP9\Data  . 

Go to Tally.ERP9  folder, Copy  data folder and paste it in some other storage medias like pen drive, CD /DVD Disk or other drives of local computer.

Copy paste data backup method in older versions of tally

In older versions of tally the data folder was in Software folder itself. If you want to know

Right clicks on the tally icon from your desktop, then click on properties, in property window, click on find target.

open tally software folder

The software folder will open in front of you, inside the software folder you can see a folder namely “Data” .Copy this folder and paste it in a safe place like pen drive, hard drive etc.

Here is the video tutorial on tally back i have created, if you like this video consider subscribe tally tutor youtube channel 

In the upcoming lesson we will learn how to restore backup.

Comments (4)

  • What are the nature of entries which included in tally

    Receipts Entry- Nature of receipt entry (Items included in receipts entry)
    Payment entry- Nature of Payment entry (items included in payment entry)
    Contra Entry- Nature of Contra Entry (items included on contra entry)
    Journal Entry- Nature of Journal Entry (Items included in Journal Entry)

    Reply
  • How to back up the tally data ‘s of past entries so already back up the some data’s input the entries Re backup for tally i want to procedure for re backup in tally.

    Reply
  • My tally is uninstall my tally is not licensed but have a data…?

    Reply
  • Sir Very Very Helpful… Thanks Sir

    Reply

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