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 department/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.
To create Security Levels
- Go to Gateway of Tally, select F3: Cmp Info.> Create/Alter Company
- In the Company Creation screen set Use Security Control to Yes.
- Enter the Name of the Administrator.
- Enter your Password and reenter the password for verification. The password is not displayed for security reasons.
- Accept Yes to save the changes made
USERS AND PASSWORDS
To create different users who belong to one or more different Security Levels of Types of Security
Go to Gateway of Tally, select F3: Cmp Info > Security Control > Users and Passwords.
The List of Users for Company screen is displayed.
A brief description of all the fields in the List of Users for Company screen follows:
Name: The selected company name is displayed here automatically.
Name of User: Enter the name of the user.
Password (if any): Enter the password if required.
Security Level: Select the security level form the Security List.
Note: You need to create Security Levels before creating users or the default security levels available viz. Owner and Date Entry.
ALTERING/DISPLAYING USERS AND PASSWORDS AND TYPES OF SECURITY
There is no separate menu option to alter or display Users and Passwords and Types of Security options. Use the same menu to display or alter user or security level set-up. To delete a User, delete the Name of User and Password and Accept, Yes to save. Do the same for deleting a security level. if you have defined a user under a security level, then the security level cannot be deleted before deleting the users under it.
TALLY AUDIT
Tally Audit provides the capability to the administrator/auditor to track changes in the accounts following his previous review. Changes of two areas are very important – changes I Transactions or Vouchers and changes in Ledger Master. Only changes that affect the integrity of a transaction are considered. For e.g. a change in the narration does not affect the integrity of a transaction and will not e considered as a change. Any material change in a voucher is logged. The name of a ledger account if changed is material and hence it would be tracked.
Tally Audit feature should be enabled while creating the Company and creating Security levels. Only a user designated as an auditor or the administrator can view the audit list and act upon it.
BACKUP AND RESTORE
Backup
Tally has a flexible backup mechanism where in you can take a backup of the data from virtually any storage medium into any other medium.
The more commonly used media are floppy drive, hard disk drive, zip drive, tape drive, etc – installed either locally or on a network. In the screen, the source of the backup and the destination of where it has to be stored have to be given and Tally will do as required.
Taking a Backup
The procedure for taking a backup is as follows
- Go to Gateway of Tally, select F3: Cmp Info > Backup
- The Backup Companies on Disk screen is displayed.
- To change either the Source or the Destination paths, use the [Backspace] key and change the path as required. Specify the paths of the Source and Destination drives. Incase we want to take a backup onto another system on the network the Destination path will be \\machinename\drivename\directoryname. The process of backing up data begins when at least on company is selected for the same from the List of Companies. To stop selecting companies, select the option End of List, which appears at the top of the selection list.
- The backup file is stored as TBK900.001. If the backup is taken in a medium likely to extend more than one- for example, floppy, then the extension digits (10001,10002 and so on) will be stored accordingly.
The Backup screen appears as:
Note” If Tally Vault password is enables for a company, Tally will allow you to select only one company at a time from the list for a backup.
BACKUP PRECAUTIONS
Data on a computer is vulnerable to all types of difficulties. Considering the same, it is important that we do not overlook the importance of regular backing-up of data regardless of the stability of the database. With a little planning and forethought, we can ensure that maintenance of the important data is continuous and hassle-free.
Depending on the volume of data entry, an appropriate backup mechanism will have to be devised. One method of achieving it will be by maintaining a backup directory in the local hard disk or the server (external storage media such as the floppy disk, zip diskette can also be used). We can have sub-directories for every day of the week under the main backup directory and regularly take data backup in the following manner depending on the day of the week.
Monday – C:\TallyBackup\Monday
Tuesday – C:\TallyBackup\Tuesday and so on till Saturday.
Note: Tally backup facility is not limited to the Hard Disk drive alone. You can backup data not other storage devices also
The above procedure ensures that there exists a reliable data backup at any given time. In order to use that reliable data backup or bring back the data from that existing data backup you have to use the Restore option.
Important: It is preferable NOT to restore a backup onto the original data directory primarily to ensure that No data is overwritten unintentionally.
Restore
Restore literally means to bring back. Similar to backing up of data, Tally allows restoring of data from any medium into any other storage medium. The Restore Companies on Disk screen is displayed as shown below:
RESTORING DATA
The procedure for restoring data is as follows
- Go to Gateway or Tally, select F3: Cmp Info > Restore
- The Restore Companies on Disk screen appears.
- The Source and Destination paths displayed in the screen are those that were used last.
- The Source field has to have the appropriate path. It is the path form which you intend to bring back the previous data. Accepting the path will read the contents of the particular file and will then display the list of companies available.
- Select as required and restore the data accordingly.
RESTORE PRECAUTIONS
It is preferable NOT to restore a backup onto the original data directory primarily to ensure that No data is overwritten unintentionally.
Activate Company Features (F11: Features)
The different features of a company can be selected or modified by F11: Features button. This button is available in almost all screens of Tally as you might wish to modify it as your requirements change. Unlike F12: Configure, F11: Company Features is specific to the current company only. Therefore, each company may have different features active. For example, a company in your group may need multi-currency where as another company may not. Configuration options, on the other hand, affect all companies maintained in the same Tally directory and setting configuration for one company will affect other companies in that data directory.
Note: Certain features like multi-currency and multi-locations, once set to Yes, cannot be modified if the feature has been used. However, other features like Cost Centers and Bill-wise details can be modified ever if they are used. If you reset the options after having used the feature in transactions, it is advisable to rewrite the company by using CTRL + ALT + R.
Go to Gateway of Tally > F11: Features
The F11: Features menu displays as shown
The menu consists of the following options.
“ Accounting Features
“ Inventory Features
“ Statutory & Taxation
There are various setting available under Accounting Features, Inventory Features and Statutory & Taxation Features in Company Operations Alteration screen, which determine the information to be keyed in during transaction entire
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 department/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.
To create Security Levels
1. Go to Gateway of Tally, select F3: Cmp Info.> Create/Alter Company
2. In the Company Creation screen set Use Security Control to Yes.
3. Enter the Name of the Administrator.
4. Enter your Password and reenter the password for verification. The password is not displayed for security reasons.
5. Accept Yes to save the changes made
USERS AND PASSWORDS
To create different users who belong to one or more different Security Levels of Types of Security
Go to Gateway of Tally, select F3: Cmp Info > Security Control > Users and Passwords.
The List of Users for Company screen is displayed.
A brief description of all the fields in the List of Users for Company screen follows:
Name: The selected company name is displayed here automatically.
Name of User: Enter the name of the user.
Password (if any): Enter the password if required.
Security Level: Select the security level form the Security List.
Note: You need to create Security Levels before creating users or the default security levels available viz. Owner and Date Entry.
ALTERING/DISPLAYING USERS AND PASSWORDS AND TYPES OF SECURITY
There is no separate menu option to alter or display Users and Passwords and Types of Security options. Use the same menu to display or alter user or security level set-up. To delete a User, delete the Name of User and Password and Accept, Yes to save. Do the same for deleting a security level. if you have defined a user under a security level, then the security level cannot be deleted before deleting the users under it.
TALLY AUDIT
Tally Audit provides the capability to the administrator/auditor to track changes in the accounts following his previous review. Changes of two areas are very important – changes I Transactions or Vouchers and changes in Ledger Master. Only changes that affect the integrity of a transaction are considered. For e.g. a change in the narration does not affect the integrity of a transaction and will not e considered as a change. Any material change in a voucher is logged. The name of a ledger account if changed is material and hence it would be tracked.
Tally Audit feature should be enabled while creating the Company and creating Security levels. Only a user designated as an auditor or the administrator can view the audit list and act upon it.
BACKUP AND RESTORE
Backup
Tally has a flexible backup mechanism where in you can take a backup of the data from virtually any storage medium into any other medium.
The more commonly used media are floppy drive, hard disk drive, zip drive, tape drive, etc – installed either locally or on a network. In the screen, the source of the backup and the destination of where it has to be stored have to be given and Tally will do as required.
Taking a Backup
The procedure for taking a backup is as follows
1. Go to Gateway of Tally, select F3: Cmp Info > Backup
2. The Backup Companies on Disk screen is displayed.
3. To change either the Source or the Destination paths, use the [Backspace] key and change the path as required. Specify the paths of the Source and Destination drives. Incase we want to take a backup onto another system on the network the Destination path will be \\machinename\drivename\directoryname. The process of backing up data begins when at least on company is selected for the same from the List of Companies. To stop selecting companies, select the option End of List, which appears at the top of the selection list.
4. The backup file is stored as TBK900.001. If the backup is taken in a medium likely to extend more than one- for example, floppy, then the extension digits (10001,10002 and so on) will be stored accordingly.
The Backup screen appears as:
Note” If Tally Vault password is enables for a company, Tally will allow you to select only one company at a time from the list for a backup.
BACKUP PRECAUTIONS
Data on a computer is vulnerable to all types of difficulties. Considering the same, it is important that we do not overlook the importance of regular backing-up of data regardless of the stability of the database. With a little planning and forethought, we can ensure that maintenance of the important data is continuous and hassle-free.
Depending on the volume of data entry, an appropriate backup mechanism will have to be devised. One method of achieving it will be by maintaining a backup directory in the local hard disk or the server (external storage media such as the floppy disk, zip diskette can also be used). We can have sub-directories for every day of the week under the main backup directory and regularly take data backup in the following manner depending on the day of the week.
Monday – C:\TallyBackup\Monday
Tuesday – C:\TallyBackup\Tuesday and so on till Saturday.
Note: Tally backup facility is not limited to the Hard Disk drive alone. You can backup data not other storage devices also
The above procedure ensures that there exists a reliable data backup at any given time. In order to use that reliable data backup or bring back the data from that existing data backup you have to use the Restore option.
Important: It is preferable NOT to restore a backup onto the original data directory primarily to ensure that No data is overwritten unintentionally.
Restore
Restore literally means to bring back. Similar to backing up of data, Tally allows restoring of data from any medium into any other storage medium. The Restore Companies on Disk screen is displayed as shown below:
RESTORING DATA
The procedure for restoring data is as follows
1. Go to Gateway or Tally, select F3: Cmp Info > Restore
2. The Restore Companies on Disk screen appears.
3. The Source and Destination paths displayed in the screen are those that were used last.
4. The Source field has to have the appropriate path. It is the path form which you intend to bring back the previous data. Accepting the path will read the contents of the particular file and will then display the list of companies available.
5. Select as required and restore the data accordingly.
RESTORE PRECAUTIONS
It is preferable NOT to restore a backup onto the original data directory primarily to ensure that No data is overwritten unintentionally.
Activate Company Features (F11: Features)
The different features of a company can be selected or modified by F11: Features button. This button is available in almost all screens of Tally as you might wish to modify it as your requirements change. Unlike F12: Configure, F11: Company Features is specific to the current company only. Therefore, each company may have different features active. For example, a company in your group may need multi-currency where as another company may not. Configuration options, on the other hand, affect all companies maintained in the same Tally directory and setting configuration for one company will affect other companies in that data directory.
Note: Certain features like multi-currency and multi-locations, once set to Yes, cannot be modified if the feature has been used. However, other features like Cost Centers and Bill-wise details can be modified ever if they are used. If you reset the options after having used the feature in transactions, it is advisable to rewrite the company by using CTRL + ALT + R.
Go to Gateway of Tally > F11: Features
The F11: Features menu displays as shown
The menu consists of the following options.
“ Accounting Features
“ Inventory Features
“ Statutory & Taxation
There are various setting available under Accounting Features, Inventory Features and Statutory & Taxation Features in Company Operations Alteration screen, which determine the information to be keyed in during transaction entire