Setting Up User Roles and Permissions in Tally Prime

In this article, we will guide you step by step on how to set up user roles and permissions in Tally Prime. User roles and permissions are essential for controlling access to different parts of the software, ensuring security, and enabling multiple users to operate Tally Prime efficiently.

Step 1: Opening Tally Prime

To begin, open the Tally Prime application. After launching the software, you will be presented with the main screen where you can access various features, including user management.

Step 2: Select the Company

If you have already created a company in Tally Prime, select it from the list of available companies. If you haven't created one yet, you will need to do so by providing the necessary details like company name, address, and financial year.

Step 3: Enabling Multi-User Mode

Before setting up user roles and permissions, ensure that Tally Prime is in Multi-User Mode. Multi-User Mode allows multiple users to access the company data simultaneously.

1. Go to the Company Info menu and select Configure.
2. Choose Multi-User from the options.
3. Enable the Multi-User option and save the configuration.

Once Multi-User Mode is enabled, you can set up users and assign them different roles and permissions.

Step 4: Setting Up Users in Tally Prime

Now, let's create users in Tally Prime. Each user can be assigned specific roles and permissions depending on their responsibilities.

1. From the main screen, press Alt + F3 to open the Company Info menu.
2. Select Security Control and then click on Create.
3. Enter the user's name and password, and select the user role.
4. Click on Save to create the user.

For example, you can create a user named "John" with the password "1234" and assign them a role like "Accountant".

Step 5: Creating and Assigning User Roles

User roles in Tally Prime help define the level of access and the tasks that a user can perform. There are predefined roles in Tally Prime, but you can also create custom roles based on your company’s needs.

Predefined User Roles

• Administrator: Full access to all features and reports.
• Accountant: Access to financial transactions and reports but not to administrative settings.
• Data Entry: Limited access for entering transactions but no access to reports or configurations.
• Viewer: Only view access to the reports and data.

To create and assign a custom user role, follow these steps:

1. Press Alt + F3 to open the Company Info menu.
2. Select Security Control and click on Role Management.
3. Click on Create to create a new role.
4. Give the role a name (e.g., "Finance Manager") and select the permissions for the role.
5. Once created, go back to User Management and assign this role to a user by selecting the user and linking the role.

For example, you might create a "Finance Manager" role with access to financial reports, accounts, and settings, but without access to the payroll section.

Step 6: Setting Permissions for User Roles

Once the roles are created, you need to define permissions for each role. Permissions can be set for various tasks, such as data entry, reports, and user management. Here’s how to configure permissions:

1. Go to the Role Management screen.
2. Select the role for which you want to set permissions (e.g., "Finance Manager").
3. Choose the permissions for each task or section of the software, such as:
• Accounts: Enable or disable access to ledger creation, vouchers, and financial reports.
• Inventory: Allow access to stock management, stock reports, and inventory transactions.
• Payroll: Limit access to payroll data, if necessary.
• Reports: Control access to various reports like balance sheets, profit & loss, and cash flow reports.
4. Once you’ve set the permissions, click on Save.

For example, the "Finance Manager" can be given access to all accounts and financial reports but restricted from accessing payroll settings.

Step 7: Testing User Roles and Permissions

After setting up the users and their roles, it is essential to test whether the roles and permissions are correctly applied. To do this:

1. Log in as a user with a specific role (e.g., "Accountant").
2. Try accessing various features, such as creating vouchers, generating reports, or modifying settings.
3. Verify that the user can only access the features they have permissions for, and cannot perform restricted actions.

If any permissions are not working as expected, revisit the Role Management section and adjust the settings accordingly.

Step 8: Modifying User Roles and Permissions

If you need to modify the user roles or permissions, you can do so at any time by following these steps:

1. Go to the Security Control menu and select Role Management.
2. Select the role you want to modify and adjust the permissions as required.
3. To modify a user's role, go to User Management and change the role assigned to the user.

For example, if you want to promote an "Accountant" to "Finance Manager," simply change the role in the User Management screen.

Step 9: Closing the User Management Screen

Once you have set up all the roles and permissions and tested them, you can close the User Management screen and proceed with other tasks in Tally Prime.

Conclusion

Setting up user roles and permissions in Tally Prime is a vital step for securing your company data and ensuring that users have access only to the features they need. By following the steps outlined above, you can easily manage users and assign the appropriate roles and permissions, helping you maintain data security and operational efficiency.