How to Find Duplicate Items in Tally

Tally does not allow two stock items with exactly the same name. So duplicates in Tally almost never look identical. They hide behind small differences:

• Short forms: "Brg 6205ZZ SKF" and "SKF Bearing 6205-2Z"
• Spacing and symbols: "M12X50 BOLT" and "M 12 * 50 Bolt"
• Word order: "Cable 4 Core 2.5 sqmm" and "2.5 sqmm 4C Cable"
• Units and words: "Welding Rod E6013 3.15mm" and "Welding Electrode E6013 3.15 MM"

Each pair is most likely one part with two codes. Stock gets split across both, so the store looks short when it is not, and purchase history for the part is split in two.

Here is how to find them with Tally and Excel alone, and how to merge them once found.

1. Export your stock items from Tally

In TallyPrime, go to Gateway of Tally > Chart of Accounts > Stock Items. Then press Alt+E to export the list to Excel.

Menu names differ a little between Tally releases. If you do not see the export option, ask your Tally partner for the stock item list in Excel.

2. Catch near-duplicates in Excel

Exact matches will not help, because Tally has already blocked them. Instead, make a simple "match key" that ignores case, spaces and hyphens, and reads "*" as "x".

If item names are in column A, starting at row 2, put this in column B and copy it down:

=UPPER(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(A2," ",""),"-",""),"*","x"))

Sort the whole sheet by column B. Then put this in column C and copy it down:

=IF(OR(B2=B1,B2=B3),"CHECK","")

Filter column C for "CHECK". Those rows have the same key as the row above or below. They are strong candidates, not certain duplicates: check each one in step 4.

The key keeps decimal points and slashes on purpose, so "2.5 sqmm" and "25 sqmm" cable, or 1/2" and 12", never look alike.

3. Look for the same part number written differently

The harder duplicates use different words around the same part number or size. For these:

1. Filter column A for a part number or size you buy often, for example "6205", "M12" or "2.5 sq".
2. Read the rows that come up together. Short forms, word order and brand position change, but the part number stays.
3. Repeat for your highest-value item groups: bearings, fasteners, motors, cables, valves and electrodes.

This step is slow on a long list. It is also where most of the real duplicates are.

4. Check each pair: same part, or a different one?

Two items are duplicates only if every detail that decides the physical part is the same: type, size, grade, and make where it matters. Small differences in the name can mean a different part:

When a name is missing a detail (no grade on a bolt, no seal type on a bearing), you cannot be sure two items are the same. Mark those for the store keeper to check against the physical part.

5. Merge a duplicate in Tally

Tally has no merge button, and it does not let you delete a stock item that has vouchers. So you move the stock and retire the extra code. Take a backup of the company first.

1. Pick the name to keep. Choose the clearest, most complete name.
2. Move the stock. Go to Alt+G > Create Voucher, press Alt+F7 for a Stock Journal. Put the duplicate item in the source (consumption) side and the item you keep in the destination (production) side, with the same quantity and rate. Stock value stays the same; only the code changes.
3. Retire the duplicate. If the duplicate has no vouchers, delete it. If it has vouchers, rename it to start with "XX OLD" and move it into a stock group named "Duplicates, do not use", so nobody picks it again.

Three cases need care in step 2. If the duplicate's stock is negative (received under one code, issued under the other), swap the sides. If the two items use different units (Nos and Pcs, Kg and Nos), convert the quantity first. If you use godowns or batches, move each godown's or batch's balance separately.

If you plan to merge many items at year end, check the approach with your accountant first, because it adds stock journal entries to the books.

6. Stop new duplicates

Cleaning once does not last if new items keep being created freely. Three habits keep the list clean:

• One naming pattern per item type: what it is, then type, size, grade and make, with short forms and units written one way.
• Search before you create: search by the part number or size, not the full name.
• One person approves new items, so the pattern is followed.

When the list is too long to check by hand

Steps 3 and 4 take a store keeper days on a list of a few thousand items. Our item agent does them for you. Send us your Tally stock item export, and you get back every line with a clean standard name, its likely duplicates with the reason for each match, and the details still missing to pin the exact part. You can try it free on 3 items first, no sign-up.

Related: Tally integration · Store ledger · Dead stock