Tally offers extremely high reliability data. Tally uses a flexi-field, flexi-length, self indexed weighted file structure for an extremely compact and fast database. Tally is robust and will not be affected even if there is a power failure or if the machine is shut down while the system is still functioning and hence there will be no data loss. Tally uses signaling quality data integrity checks at a regular levels to ensure complete reliability of data.
Tally use of data integrity checks ensures that no external change to the data can pass thru Tally. It also uses a binary encoding format of storage to prevent devious grouping of information. It also offers access to the database thru an ODBC layer, which is fully activated.
Tally audit feature provides the user with administrator rights, a capability to audit for the correctness of the entries made by authorized users and alter them if needed. Once entries are audited, if there are any alterations made to those entries then Tally will display all the altered entries along with the name of the user who has altered the entry and date and time of alteration.
How to activate Tally Audit?
Tally Audit feature can be activated during creation of Company. If the company is already created, then he can select the particular company and then select the option 'Comp Info' (Alt+F3) and then select 'Alter' option. Activate 'Use Security control' -> specify Administrator Name & Password -> activate 'Use Tally Audit Features' and save screen.
How to audit Transactions / masters?
Select Display -> select Statement of Accounts -> select Tally Audit -> select masters or Vouchers -> Tally, now shows all the vouchers that haven't been audited -> select F7 (accept one) and audit any entry -> or select Alt+F7 (accept all) to audit all entries.
How to audit entries that have been altered?
If any of the entries are that is audited is altered by any one of the users, then Tally will reflect the same in Tally Audit report. Once the users vouchers option under Tally Audit, he can select F12 (Configurations) and activate the feature 'Show entered / altered by'. Tally now displays all the entries that are altered along with the name of the person who has entered it, name of the person who has altered the same and the date of alteration. The administrator can once again audit the entries that have been altered after verifying the same.
Tally offers a data encryption option called Tally Vault. The Tally vault password given cannot be broken by any means. Tally follows D E S (Data Encryption Standard) encryption method.
How to activate Tally Vault option?
The Tally Vault can be activated at the time of creating a new company or by altering the existing company. If it is a new company, then, From Company Info screen, -> select Create -> Specify Company Name and other company related details -> specify Tally Vault Password and repeat the same and save screen. If it is an existing company, then, Load the particular the company -> select Comp Info (Alt+F3) -> select Change Tally Vault -> specify New Password and save screen.
Tally offers high levels of security. The user can define multiple levels of security as per his requirements and every authorized user in the company can have individual passwords with rights to use specific features only. The user with administrator level password will have full access and can set controls to other users.
How to activate Administrator level Password?
Admin level password can be activated while creating a company.
Select Create in Company Info screen -> specify Company Name, Company address and other company related details. -> Activate security control -> specify administrator name -> specify password and repeat password and save screen.
If the company is already created, then, -> Load Company -> select Alt+F3 (Comp Info) -> select Alter ->come down to security control and activate the feature 'Use security control'.
How to create multiple levels of passwords?
Load company -> select Alt+F3 (Company Info) -> select Security control -> Types of security -> specify name of security level and press enter -> select basic facilities of 'Owner' -> specify 'Days allowed for backdated Vouchers' i.e. the no. of days the user is allowed to go back to enter vouchers from the current . -> specify 'Cut-off date for back dated vouchers' i.e. the last day till which the user can go back to enter transactions -> go to column 'Disallow the following facilities' -> specify the type of access (i.e. Full access, Create, Create/alter, Display, Print etc) -> select the features to be disallowed and save screen. -> Tally allows the user to create any number of levels.
Now, select 'Users and Passwords' under the option Security Control -> specify Name of the user, Password and level of password and save screen.
Tally has a simple menu driven installation procedure. At the time of installation the user can opt to install the program files on any drive (i.e. if the hard disk has partitions) as well as specify the directory names where the program files are to be installed. The user can also specify the location of the data directory. It does not take more than 60 seconds to install Tally on the local hard disk and takes only about 8 MB space in the local drive.
How to install Tally?
Insert Tally Installation CD in the CD drive -> select My Computers on the desktop -> select CD drive -> Run Install.exe -> specify Path (for Program files and data directory) -> click on Install -> After Installation a message 'Installation Successful' is displayed -> Click on Ok and Tally is installed. The Tally icon is created on desktop.
A Multi-user Version (Gold) of Tally can be installed on a network having any number of machines (computers) working with different operating systems like NT, Win 95, 98, Win 2000. Tally works on any kind of network (i.e. NT, Novell, Peer-Peer N/W etc). The protocol needed to detect the lock is TCP/IP.
Tally has an in built user friendly Backup and Restore option. The user can take a backup in the local hard disk or in any external media. Tally provides the user with capability to take backups of one or more companies or all companies in a single directory.
How to take a backup?
In Company Information screen -> select Backup -> select Source directory and path -> select Destination (specify path) -> select the companies for which the back up has to be taken. And save screen
How to restore data?
In Company Information screen -> select Restore -> specify destination (specify path)-> select source (specify path) -> select the companies for which have to be restored And save screen.
Tally allows users to maintain a company for any number of financial years. Once the books of accounts are completed for previous financial years and if the user wishes, he could split the company data into multiple companies as per financial periods required. Tally offers a feature of splitting company data. The user can specify the date from which the company has to be split and Tally will split the company to form two companies as per periods specified. Once the data has been split, the closing balance of the first period (first company) becomes opening balance for the next period (second company).
How to split Data?
Load the company that is to be split. -> Select Company Info (Alt+F3) -> select Split Company Data -> select Company -> specify the date from which the company as to be split and save screen. Tally splits company data as per the periods specified.
The user can create multiple directories where he can store data. The data stored in these directories can be accessed directly by Tally after specifying the path.
How to create companies in different directories?
From Company Info screen -> select 'Create' -> specify Directory Path -> specify company name and other related details and save screen.
How to Load Companies from different directories?
From Company Info screen -> select 'Select' option -> specify path and select Company If you want to select another company from a different directory, then, ->Select Alt+F3 (Comp Info) -> select 'Select' -> specify Path -> select company. If the user opts, the two companies can be merged and the consolidated report can be viewed.
Tally allows users to Import data from other software's as well as Export data from Tally to other software's. Tally allows users to Import and Export in ASCII, SDF and XML formats. XML is now the most widely used format of exporting data in the world. Any transactions can be exported from Tally and imported in other software after suitably altering the current structures to accept Tally data structure. The reverse is also possible by writing a small TDL program to accept the data from other software's. The data that is to be imported into Tally can be in either XML or DBF format. Easy Tally data transfer or Tally data migration from Tally 4.5 & Tally 5.4 to Tally 6.3 , Tally 7.2 , etc.
ODBC compliance allows other programs to use data from Tally directly.
Eg.: MS-EXCEL: ODBC - OPEN DATABASE CONNECTIVITY
Tally is now ODBC compliant. Hence, any program like MS-Excel, Oracle etc that is ODBC compliant can use data from Tally. Here, data connectivity is dynamic i.e. any new updation in Tally is reflected in other ODBC Compliant Software immediately. Now, with ODBC facility the user can extract data out of Tally and design his own report formats in other ODBC compliant software.
Now, Load Company -> specify period -> minimize Tally -> Open a new Excel file -> select data -> select 'Get External Data' -> select New database query -> choose Data Source.
Tally connects to data source and displays Tally Wizard query screen -> select the columns you would want to include in the query.
Once all the columns are selected, the user returns to excel and excel displays all the columns selected.
-> Now, select the second worksheet and design reports as per requirements.
Sometimes, pictures can say better than figures. Tally also provides graphical (Bar graph) analysis of data. The user can do a graphical analysis reports like Sales register, Purchase register, Ledgers, Funds flow, Cash flow, Item registers etc. This helps the user in deeper analysis of data. In Tally, a graphical analysis can also show month wise graphs for the year in comparison with any other period. This will help the management in quickly locating the highs and lean periods in a financial year and hence be better prepared for difficult times.
Comparison for e.g. Sales Registers (Month wise) :
-> Select Display -> Select Account Books -> select Sales Register -> select Alt + C (new column) -> specify previous financial year date and save. Tally shows month wise comparisons.
Tally ees 6.3 is now Web enabled. This will help the user in reducing his paper work further. Now, report in Tally can be e-mailed directly from Tally. It is not just reports, but even invoices and purchase orders can also be e-mailed directly from Tally. Hence, the user does not have to send printed invoice or purchase orders from Tally.
Select any report (e.g. Balance sheet) -> select Alt+M (E-mail) -> specify all details as required by Tally.
Now, Tally allows users to upload reports on the web site directly from Tally. So companies that would want to publish reports on the web site can do so directly from Tally. Many companies would also like to publish their price list on their websites along with the product they deal with.
Select any report (Profit and Loss A/C) -> select Upload (Alt + O) -> specify all details as required by Tally.
Tally now offers direct Internet access. A Tally user while working on Tally can directly log on to tally website get details of all the facilities offered by Tally. The user can also download the latest releases of Tally 6.3 as and when available. Tally website also offers a facility of Tally Chat. Any user can now chat with a Tally representative and get any information regarding Tally.
Start Tally -> now, from any screen select Web Browser (Alt+W). Tally now takes you to the Tally Web site.
Any user would ideally like to view format of reports / Invoices / Vouchers before printing the same. Tally now offers a facility of print preview. Now any report can be viewed before printing or before it is mailed. Once Tally shows the preview the user can either opt to print or mail the same.
Protocol Support for HTTP, HTTPS, FTP, SMTP, ODBC, and RAW sockets with data interchange formats like XML, HTMNL, HTML with XML Islands, SOAP, SDF and related formats.
XML: Extensable Markup Language
HTML: Hyper Text Markup Langauage
SOAP: Simple Object Access Protocol
SDF: Standard Data Format
Formats, here means the standard for Information to be generated from Tally or from other applications that can exchange data with Tally.
HTTP: Hyper Text Transfer Protocol.
HTTPS: Hyper Text Transfer Protocol (Secure)
FTP: File Transfer Protocol
SMTP: Simple Mail Transfer Protocol
ODBC: Open Data Base Connectivity Raw Sockets Transport, here refers to a mechanism by which information (data) can be pushed into Tally or from Tally.