Security Control In Tally

Security Control: In an ideal company scenario, there will be more than one person working on Tally. In such a case, not every person needs to be given the full access. The head of the Departments/Administrator should be able to create different users and assign their rights to them.
Tally has a very customizable security system. You can set up Security Levels and users who are placed at these levels. The authority levels or Types of Security decides the rights of the users while using Tally.
Tally has two default Security Levels. One is Owner and the other data entry. Owner has full access and rights to all features of Tally, except Audit & Company Alteration screen, which are reserved for the Administrator alone. Data Entry has restricted rights. You are allowed to create other security levels based on these pre-defined types and allow or restrict rights as required.

1) Create A New Security Level: You can create New Security Levels and define task wise access rights. To create New Security Level:

Go to Gateway of Tally, select F3: Com Info.-> Security Control-> Types of Security

The security Levels screen is  displays as shown below:

i) Type the New Security Level, e.g. Manager
ii) Press [Enter] to display the Level Definition screen.

The Level Definition Screen:

A brief description on all the fields in the Level Definition screen follows:

A) Name Of Security Level: This defaults to the name you have created.
B) Use Basic Facilities Of: The default is Owner. You can select the other option Data Entry from the Security List. If the company has other user defined Security Levels, These are also displayed in the Security List.
The new level created will be available in the Security List the next time you create a Security Level.
C) Days Allowed For Backdated Vouchers: This is the number of days the user of this Level are allowed to create backdated 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.
D) Cut-off  Date For Backdated Vouchers: Specify the date before which users of this Security Level may not create or alter vouchers. This is additional control over and above the previous Days allowed for Backdated vouchers. This is useful is cases where you have completed you Tax Assessment for a period and no changes are desired in the data for that period.
E) Disallow The Following Facilities/Allow The Following Facilities: The screen is now divided into two broad column each having two sub-column. The left side of the screen is to disallow access to the various option of Tally. The right side allows the Security Level access for the different options. When the cursor is on an access rights filed, the Type of Access list is displayed. Select an option from the list. The options sought to be controlled like Accounts Masters, Balance Sheet etc. are on the right ( the second column from the left ).

To disallow access the different options, first select the types of access from the Type of Access list. Then select the reports for which the access rights are restricted from the List of Reports. Repeat the procedure till you have set access rights for different reports. When you select a type of access, this type of access would be restricted for the corresponding report selected. For E.g. if you select Full Access for Balance Sheet, the user will not have any access to Balance Sheet by this security level.

Conversely, under Allow the following facilities, if you select Full Access for Balance Sheet, the user will have full access.

Select [End of List] at the type of Access field to complete the process.

You are taken back to the screen Security Levels for Company at a blank field following the one you just created. To create the next level, type the name and follow the same procedure. Otherwise press Enter key at the blank field and Access, Yes to save.