Security Control &

User Management
in Tally
Allocate Tally software access based on the
work profile
Tariq Rajput
tariq@arascagroup.com
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Introduction
Using security control in tally an administrator can give access to tally software based on the job
profile of employees. Management can allow and disallow users to edit, delete, access masters and
various reports available in tally based on their eligibility. For example,
1. Management can assign Accounts manager for creating editing & deleting masters (ledgers,
groups vouchers) and allow back dated entries for 5 days.
2. Data entry operators can only enter datas (accounts voucher and inventory vouchers) and cannot
edited data entered in previous date.
3. The managing director can view the complete reports available in tally ( He is the administrator of
tally)
In such a way we can allocate accessing all the options available in tally for each and every user. This
helps to manage and control the operations of large organization better.
Also we can identify the user who has entered, edited and deleted a specific master, vouchers by
enabling audit feature in security control.
The security control includes the following three parts in tally ERP9
1. Enabling Security control
2. Defining Security Level
3. Create Users
How to enable security control in tally
Load the company you want to activate the security control.
Go to
Gateway of Tally>>Company Info (Alt+F3) >>Alter
Select the company and press enter; now we are in company alteration screen. In the company
alteration screen Locate Use Security control and Set this option to Yes.

Make this option to Yes, and then the following options will active just below, like this
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And fill the options as below
Name of the administrator: This is the person who has the full access to all the tally options. This
person is called administrator.
Password: A secret password known by administrator only.
Repeat Password: Re-type the same password again. Write password somewhere secretly in order to
overcome the danger of forgetting.
Use Tally Audit feature: Make this to yes, this feature will allow you to track the user activity like
which user entered, edited and deleted a particular voucher and masters.
Disallow opening Educational mode: By enabling this, the companys data cannot be opened in an
educational tally version.
The final screen will look like this

Press enter and save the screen. The security control is active now.
Define Security Level
Lets do this with an example
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We are creating two users in the name of Mr. A (Accounts Manager) and Mr. B (Accountant) Look at
the below table to know what are the options are allocating to the users
Name Position User name Password Facility Allowed
Mr. A ACCOUNTS MANGER Mr A 12345A Create ,Edit , Masters and
vouchers, Put
Back dated entry for 5 days
Mr. B ACCOUNTANT Mr B 12345B Only data entry and back dated
voucher allowed one day
To allocate facility we should define the security levels, One for Accountant and another one
for Accounts manager .How to set security level.
Go to
Gateway of Tally>>Company Info (Alt+F3) >>Security Control>>Types Of security

In the security level screen there are Three pre-defined security Levels
1. Data Entry
2. Tally.NET User
3. Tally.Net Auditor
Data Entry: This predefined security level is allowed basic access to enter vouchers in tally, for our
accountant we are giving the basic access of entering data and allow backdated entry for one day.
So Data entry can be used the security level of accountant.
What is backdated entry: Back dated entry is the process of entering transaction prior to current
date. There may be situations to enter back dated voucher due to omission or oversight or to
adjust accounts etc. There is a chance of misuse of the facility to enter back dated voucher in tally. So
an administrator can allow or disallow backdated entry.
To allow back dated entry, Press enter when cursor is at Data Entry Field, in the screen appeared,
Locate option Days allowed for backdated vouchers. Type 1 here as in the picture and leave the
rest of the things same,
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Now save the screen by pressing enter key or Use Ctrl+A Shortcut key.
So the security level for Accountant is set.
Now the security level for Accounts manager: As an accounts manager, he is the responsible person
for all accounts related matters, Hence an accounts manager require some rights to access, edit
masters , vouchers etc.
So we are told to given the following rights to accounts manager Mr. A
1. Back dated voucher allowed for 5 days, After 5 days making any backdated entry will require
management /Administrator permission.
2. Create, Edit, Masters and vouchers but cannot delete
To do this, we should create a new security level, Press down arrow key to reach at the end of the
security level screen.

Type the name of new security level, for example Acc manger
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Press Enter, You will get a new Security Level Screen, Where you can allow disallow tally features.
You can find the following field in this screen.
Name of the security Level: This field will automatically fill with the above types name Acct
manager
Use Basic Facilities of: You can assign existing security level to newly creating Security
level. Select Data entry here (There are four options available by default, the second
option Owner will give complete access to tally, and Data entry will give only basic data entry
options,
By selecting Data entry, you will get only basic data entry options for Acc manager, but tally allows
you to allow disallowed option, lets see how later on this tutorial.
Days Allowed for Back dated vouchers: We are giving 5 days for Accounts manager for back dated
voucher entry and editing.
Cutoff date for back dated vouchers: If you type a date for example 01-11-2012, you cannot enter;
edit a transaction prior to that date for Example: a voucher cannot be entered in 31/10/2012.
Set Alter Print before save: This will allow disallow the user to print before saving. You can restrict
and allow certain voucher types.
Allow Connect Company: if you set this yes, The Accounts manager can connect to tally.net server.
Use Tally.net Authentication: If you set this to yes, the user can work remotely.
Press enter
Now you are in the field Disallow the following facilities
Select all the facilities that have to be blocked to accounts manager. See the below picture, certain
options are blocked to accounts manager on the left hand side.
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In the given example, we want to allow create edit accounts masters but he cannot delete it. Lets see
how to do this
In the above picture you can see
On the left hand side (Under Disallow the following facilities) Disallowed Full Access of
Accounting masters
This means that the user cannot, create, edit and delete accounts masters like Groups, Ledgers etc.
On the right hand side (Under Allow the following facilities) re enabled, Create Alter, Display.
Print Accounts masters. This means that the user can create, alter, display and print accounting
masters.
Hence we have blocked, deleting the masters and enabled create alter, display and print
for accounts manager.
Press Enter and save the screen. So the security level for Accountant and Accounts manager is ready.
Create User
We have created security level, the next step is to create user, to create users Go to
Gateway of Tally>>Company Info (Alt+F3) >>Security Control>>Users and passwords
Acct manger is the security level set for accounts manager Mr. A, So select security level as Acct
manager
Then His user name something like Mr A
Password: Something like 12345A
And for Accountant select Data entry as security level, then user name and password as shown in
the image
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Press Enter and save the screen.
The user name and password created can be allocated to the users, and they can login and work in
tally with their own user name and password.