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How to Create Users and Assign Passwords in Tally.ERP 9?

You can create users, assign security levels, restrict/allow remote access and local TDLs for the users created.

To create the user and assign a password, execute the following steps:

1. Go to Gateway of Tally > F3: Company Info > Security Control

2. Select Users and Passwords

The List of Users for Company screen is displayed as shown

3. Select the required Security Level from the Security List

4. Enter the user’s name in the Name of User field.

5. Enter the password in Password (if any) field.

6. By default Allow Remote Access and Allow Local TDL is set to No and skipped for users who are not classified under Tally.NET User and Tally.NET Auditor

7. Enter the user’s mobile number in Mobile Number field

8. Accept to create the user

Altering/ Displaying 'Users and Passwords' and 'Types of Security'

You can use the same menu to alter or delete User and Password and the Types of Security. To delete an user, go to the List of Users for Company screen, delete the user and save the changes. It is recommended to delete the User before deleting the security level.

11:03 AM · 0

How to create a new Security Level in Tally.ERP 9?

Creating a new security level is a two step process which involves the creation of an Administrator Login and then the creation of Users.

Step 1: Create Administrator Login

To create security levels you should login as the Administrator. The Administrator login has to be created in the Company Creation screen or by altering the Company master. This may be done by following the steps given below:

Go to Gateway of Tally > Click F3 : Cmp Info > Alter

§ Select the required company from the List of Companies.

§ In the Company Alteration screen, set the option Use Security Control to Yes.

§ Enter the Administrator’s name in the Name of the Administrator field.

§ Enter the password and repeat it, in the next field for confirmation. The password is not displayed on the screen for security reasons.

§ Accept to save the changes made.

Note: The steps shown above are done through the Company Alteration screen. However, you can also create the administrator login and password whileCreating the company. Incase you are altering the company, then close and re-load the company for the Security Control menu to be enabled.

Step 2: Create Security Levels

To create a new security level you have to login as an Administrator.

§ Go to Gateway of Tally > F3: Company Info > Security Control

§ Select Types of Security

The Security Levels screen displays the List of Security Levels. You can create a new security level, if you require.

§ Press Enter to open the Security Levels definitions screen

Assigning a Security Level

The Name of the Security Level is the one you have entered in the previous screen.

§ Use Basic Facilities of – the administrator can select the required facility from the Security List. In case user defined security levels already exist, they will be displayed in the Security List. The new level created will be displayed when the user creates another security level.

§ Days Allowed for Back Dated Vouchers – This field is set to 0, by default, and the required number of days entered accordingly. The Alteration or Insertion of backdated vouchers can be done within the number of days mentioned from the Date of Last Entry of vouchers.

§ Set/Alter rules for Print Before Save? (also applicable for Export/E-mail/Upload) - By default it is set to No in which case all voucher types can be printed before saving. Change this to Yes, if you need to configure printing of vouchers before saving. A Print Vouchers Before Save Rules screen will allow you to select/unselect the voucher types to be printed before saving. The print before save rule also apply's to Export, E-mail and Upload.

§ Allow to Connect Company – By default it is set to No. Change this to Yes, if you need to connect the respective company to the Tally.NET Server.

§ Use Tally.NET Authentication – By default it is set to No. Change this to Yes, if you need to work from a remote location.

Cut-off date for Backdated Vouchers – The user can specify the required date. Tally.ERP 9 does not allow you to record a transaction prior to the date mentioned. This can be used in addition to Days Allowed for Backdated Voucher. This input will be useful in situations where the audit has been completed and no further changes are required in the data.

§ User Tally.NET Auditor Authentication – By default this option is set to No. Change it to Yes, if you want to scrutinise the data of the client from a remote location.

Permissions for Security Levels – The columns Disallow the following Facilities or Allow the following Facilities are further divided into two columns each.

§ Disallow the Following Facilities - To disallow access to different options, select the required type of access from the Type of Access and then select the report for which the access rights are restricted from the List of Reports. You can set the access rights for different options. For example: Select Full Accessfor the Balance Sheet, you will not have access to the Balance Sheet for this Security Level.

§ Allow the following Facilities – Conversely, when you select the option Full Access to the Balance Sheet, you will be able to fully access the Balance Sheet for this security level.

Press Enter to return to the Security Levels for Company screen. You can create the next security level following similar steps or press Enter to save and return to the Security Control Menu.

10:55 AM · 1

Purchase Import Voucher Entry in Tally ERP 9

Query

How do I record a Purchase Import entry where Item value includes additional expenses however bill amount does not include the additional expense incurred in procuring the items?

Answer

In a case of Purchase Import, items are purchased from foreign in another currency such as US Dollar and local expenses are incurred in order to bring the item to production unit.

So, actual Purchase invoice which supplier has provided will be in another currency and Local expenses paid or payable will be in Base currency.

In this scenario, Supplier bill amount should not include Local expenses paid or payable amount but Item value should include Local expenses also in order to show the actual cost of an Item.

Example:

Expenses incurred for bringing the material:

Custom Duty – Rs.1,500.00

Clearing and forwarding charges - Rs.2,000.00

Freight Charges - Rs.1,000.00

Amount payable to Foreign Supplier is $3250.00 and above expenses to be included in Item cost by appropriating the value.

Below are the Steps to implement the same in Tally.

Master Creation

Note: In Group Master, Option “Method to Allocate when used in Purchase Invoice”. This option is provided for appropriating the cost to the Item value in purchase invoice.