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TALLY TUTORIAL

Security Control is required in an environment where many people work on the accounts on the same computer or the same set of accounts on a network.  In a typical business environment, different levels of staff will have different responsibilities and consequently different authorities.  You have seen that, Tally has a variety of management reports that are sensitive in nature as also the flexibility to create, alter, display and print any information.  Security Control system of Tally is used to set the authority rights of groups of people to prevent or allow them to do any or more of the following in the different areas of Tally:- create, alter, display and print Security Control may even be used to prevent other people from using the system.

Tally has a very customisable security system.  You can set up authority levels and users who are placed at these levels.  The authority levels or Types of Security decide the rights of the users.

Tally has two security types already setup one is Owner and the other Data Entry.  Owner has full access and rights to all parts of Tally, except Tally Audit, which is reserved for the administrator alone.  Data Entry has restricted rights.  You are allowed to create other security types based on these predefined types.

Security control can be activated during company creation or from company alteration.  Once this is activated Tally will ask you to enter the name of the administrator and the password.

Create New Security Levels

1. From the Gateway of Tally Press Alt+F3, which brings up the Company Information menu.  Select security control and Enter on Types of Security.
2. Under the List of Security Levels Enter Manager and press Enter which brings up the Level definition screen.
3. The Level definition screen displays the following.

   • Name of security level: This defaults to the name you had cre ated. 

   • use Basic Facilities of : The default is the owner.  However the other option  is also available - Data Entry.  The popup list does not appear when you are at the field, press D - beginning to type the word.  Going back from the next field will also pop it up.  The new level Manager will, likewise, be available when you create a next level.  Select Owner.

   • Days Allowed for Back-dated vouchers: This is the number of days the users of this level are allowed to alter Back - Dated Vouchers. Specifying 0 will indicate that back - dated vouchers are not allowed, and 7 will allow the user at this level to insert vouchers going back 7 days.  Enter 0.

 This is only effective if you disallow back dated entries in disallow column.

Security Levels Definition screen

Cut-off date for Back-dated Vouchers:

Specify the dates before which users of this profile or Security level may not create or alter vouchers.  This is additional control over and above previous 'Days Allowed'.  This is useful in cases where you have completed your Tax Assessment for a period and no changes are desired in the data for that period.  Enter 5th April.

Once the above four are entered the screen is divided into two broad columns having two sub-columns.  The left side is to disallow access to the various options of the systems.  The right side allows the security level different facilities.

The sub-columns are Types of Access and List of Reports under both Allow and Disallow facilities Enter the type of access you wish to give and the option sought to be controlled.  Once the entry is completed select End of List from Type of Access field to complete the allocation.

You are taken back to the screen "Security Levels for Company" at a blank field following the one you just created.  Follow the same procedure if you require to create another Security level else accept and return from this screen.

Users and Passwords

You would need to create different users who belong to one or more different Security Levels or Types of security.  Select the option at the Security Control menu to define users, give their passwords and their security levels.

Note: Only the Administrator can assign Users and their Passwords.

Alter/Display a User or Type of Security

There is no separate menu option to alter or display security option.  Use the same menu to display or alter user or security level setup.  To delete a user, simply blank out the user name and accept the screen.  Do the same for security level.  If you have defined a user under security level then the security level cannot be deleted before deleting the users under it.