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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.
- Go to company info Menu ( Use Alt + F3 from gateway of Tally )
- Select Backup menu, The backup processing screen will appear.
- Select the source of data, normally this will be selected automatically no need to change.
- Change the destination if required ,This needs to be changed in most cases if you want data backup in a removable disk.
- Select the companies from the list ,choose End of list.
- 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
Click on company info button or Use shortcut key Alt+F3
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.
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.
- 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.
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)
In this example we have four companies individually from the list. The final screen will look like this.
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.
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.
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.
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.