How do we know which user entered, edited or deleted vouchers masters in tally?

Many are asking, how to find out the user responsible for creating, editing and deleting a particular voucher or masters in tally. Tally allows us to track the user activity by enabling audit feature in security control. This is helpful for large scale organization employing more than one account staffs, and can avoid disputes among the staff with regards to a wrong entry. By using this feature management can analyze the performance of staff better. Before reading this lesson you must read how to create users and security control here.

Step 1
The First Step for tracking user activity is that activating the audit feature

How to activate audit feature

To activate audit feature in tally you should do the following Load the company, in which audit feature is to be activated, then o to Gateway of Tally>>Company Info (Alt+F3)>>Alter Select the company !nder Security control, make sure that "!se Tally #udit Features "is activated. $f not Make this to %es

Which user, edited, deleted, entered a transaction or master?

&ow to find out who entered a voucher in case of a dispute among users' (et)s find out this with an e*ample. The activity se+uence must be in the following manner to find out the responsible person

On 01.102012 Rahul entered a payment transaction conveyance paid Rs 5425 The administrator must accept rahuls transaction after 01.10.2012 On 28 11 2012 !rem edited this transaction to Rs 4525 $n the above actions, transaction creation and editing we have already learned in previous lessons.

Step2
ow an a!ministrator "an a""ept user#s entry$ (ogin with administrator password, or use a password which has the right to accept or audit user entry. Gateway of Tally>>%isplay>>Statement of A""ounts>>Tally Au!it>>&ser Select the user entered the data, &ere ,ahul

-ress enter again, now you will see types of voucher entered by rahul

$n this e*ample ,ahul entered payment voucher, so select payment voucher and press enter. The ne*t screen is the month of entry, select the month, here it is .ctober.

-ress enter again, now you will get list of entered altered payment voucher, you can check the accuracy of the voucher entry here. #fter verification on the right hand side of the window you can see F'( A""ept one and F'( A""ept All)

F/ is used to accept a single voucher, and #lt0F/ is used to accept all voucher entered in .ctober. (et)s use #lt0F/, or #ccept all buttons to accept the voucher entered by rahul. The item will disappear from the list after accepting the voucher.

Step 3
#ssume that user perm edited this voucher on 1234431541. #nd he has changed the amount ,s 6717.55.#fter some day)s dispute arisen among them. $n such case, to find out the responsible person for entry and edit o to 8aybook Gateway of Tally>>%isplay>>%ayboo* Select the voucher date here the date is 5494591541, then press F41 to access configuration window.

$n the configuration screen locate .ption, show :ntered 3#ltered By, and Set this option to +es) -ress enter and save.

The name of the user who have entered and altered that particular transaction displayed in the day book. This can be viewed by data entry operator and administrator based on the options allotted to them.

Security control and user management in tally

The security control includes the following three parts in tally :,-; 1. 2. '. "na#lin$ %ecurity control &efinin$ %ecurity Level (reate )sers

!sing security control in tally an administrator can give access to tally software based on the <ob profile of employees.

Allocate Tally software access based on the work profile

Management can allow and disallow users to edit, delete, access masters and various reports available in tally based on their eligibility. For e*ample, 1. *ana$ement can assi$n +ccounts mana$er for creatin$ editin$ , deletin$ masters -led$ers. $roups vouchers/ and allo0 #ac1 dated entries for 5 days. &ata entry operators can only enter datas -accounts voucher and inventory vouchers/ and cannot edited data entered in previous date. '. The mana$in$ director can vie0 the complete reports availa#le in tally - 2e is the administrator of tally/ $n 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. #lso we can identify the user who has entered, edited and deleted a specific masters ,vouchers by enabling audit feature in security control. (et)s start the lesson.

2.

How to enable security control in tally

Load the company you want to activate the security control. o to Gateway of Tally>>Company Info (Alt+F3) >>Alter Select the company and press enter= now we are in company alteration screen. $n the company alteration screen (ocate "&se Se"urity "ontrol> and Set this option to %es.

Make this option to %es, and then the following options will active <ust below, like this

#nd fill the options as below ,ame of t-e a!ministrator( This is the person who has the full access to all the tally options. This person is called administrator. .asswor!( # secret password known by administrator only. /epeat .asswor!( ,e9type the same password again. ?rite password somewhere secretly in order to overcome the danger of forgetting. &se Tally Au!it 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. %isallow openin0 1!u"ational mo!e( By enabling this, the company)s data cannot be opened in an educational tally version. The final screen will look like this

-ress enter and save the screen. The security control is active now.

Define Security evel

(et)s do this with an e*ample

?e are creating two users in the name of Mr. ,ahul @#ccounts MangerA and -erm @#ccountantA (ook at the below table to know what are the options are allocating to the users. ,ame .osition &ser name .asswor! Fa"ility Allowe! (reate ."dit . *asters and vouchers. !ut 5ac1 dated entry for 5 /A &2 +((O)3T% *+34"R R+2) R+2)+(* days Only data entry and #ac1 dated voucher ./13 +((O)3T+3T !R"* !R"*+((T allo0ed one day

To allocate facility we should define the security levels, .ne for #ccountant and another one for #ccounts manager .&ow to set security level. o to Gateway of Tally>>Company Info (Alt+F3) >>Se"urity Control>>Types 4f se"urity

$n the security level screen there are Three pre9defined security (evels 1. 2. '. &ata "ntry Tally.3"T )ser Tally.3et +uditor

%ata 1ntry( 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 5%ata entry6 can be used the security level of accountant. 7-at is ba"*!ate! 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 ad<ust 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, -ress enter when cursor is at %ata 1ntry Field, in the screen appeared, (ocate option%ays allowe! for ba"*!ate! 8ou"-ers . Type "4 "here as in the picture and leave the rest of the things same,

Bow save the screen by pressing enter key or !se Ctrl+A Shortcut key. So the security level for #ccountant is set. ,ow t-e se"urity le8el for A""ounts mana0er( #s an accounts manager, he is the responsible person for all accounts related matters, &ence an accounts manager re+uire some rights to access, edit masters , vouchers etc. So we are told to given the following rights to accounts manager ,#&!( 1. 2. screen. 5ac1 dated voucher allo0ed for 5 days. +fter 5 days ma1in$ any #ac1dated entry 0ill re6uire mana$ement +dministrator permission. (reate. "dit. *asters and vouchers #ut cannot delete To do this, we should create a new security level, -ress down arrow key to reach at the end of the security level

Type the name of new security level, for e*ample #cc manger

-ress :nter, %ou will get a new Security (evel Screen, ?here you can allow disallow tally features. %ou can find the following field in this screen. ,ame of t-e se"urity 2e8el( This field will automatically fill with the above types name "#cct manager> &se 9asi" Fa"ilities ofC %ou can assign e*isting security level to newly creating Security level. Select "%ata entry> here @There are four options available by default, the second option 4wner will give complete access to tally, and%ata entry will give only basic data entry options, By selecting 8ata entry, you will get only basic data entry options for #cc manager, but tally allows you to allow disallowed option, let)s see how later on this tutorial. %ays Allowe! for 9a"* !ate! 8ou"-ers C ?e are giving 7 days for #ccounts manager for back dated voucher entry and editing. Cutoff !ate for ba"* !ate! 8ou"-ers( $f you type a date for e*ample 5494491541, you cannot enter= edit a transaction prior to that date for :*ampleC a voucher cannot be entered in D434531541. Set Alter .rint before sa8e( This will allow disallow the user to print before saving. %ou can restrict and allow certain voucher types. Allow Conne"t CompanyC if you set this yes, The #ccounts manager can connect to tally.net server. &se Tally:net Aut-enti"ation( $f you set this to yes, the user can work remotely. -ress enter Bow you are in the field "%isallow t-e followin0 fa"ilities6 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.

$n the given e*ample, we want to allow "reate e!it accounts masters but he cannot delete it. (et)s see how to do this $n the above picture you can see .n the left hand side @!nder 8isallow the following facilitiesA 8isallowed Full #ccess of #ccounting masters This means that the user cannot, create, edit and delete accounts masters like roups, (edgers etc.

.n the right hand side @!nder #llow the following facilitiesA re E enabled, Freate #lter, 8isplay. -rint #ccounts masters. This means that the user can create, alter, display and print accounting masters. &ence we have blocked, deleting the masters and enabled create alter, display and print for accounts manager. -ress :nter and save the screen. So the security level for #ccountant and #ccounts manager is ready.

!reate "ser
?e have created security level, the ne*t step is to create user, to create users o to Gateway of Tally>>Company Info (Alt+F3) >>Se"urity Control>>&sers an! passwor!s 5A""t man0er6 is the security level set for accounts manager ,ahul, So select security level as #cct manager Then &is user name something like 5/a-ul6 .asswor!( Something like "ra-ul123;6 #nd for #ccountant select> %ata entry> as security level, then user name and password as shown in the image

-ress :nter and save the screen. The user name and password created can be allocated to the users, and they can login and work tally with their own user name and password.

How to edit password and user name?

#n administrator can always, edit user name and password by logging in to tally. To edit user name and password o to Gateway of Tally>>Company Info (Alt+F3) >>Se"urity Control>>&sers an! passwor!s Make necessary changes, and then save. (og in using new user name and password, to see the allotted options are available to each user.