Lock data to prevent modification prior to certain date - Tally ERP9

When data of multiple financial years are maintained in Tally, there is always a chance of accidental or even purposeful modification of data of the previous years, where the accounts have been finalized and audit is complete. Even within the same financial year, there would be requirements when data upto a certain date shall not be modified accidentally or otherwise. You can freeze the data prior to a certain date in Tally ERP9 using user level security controls. Thereafter the user cannot create or edit any vouchers prior to the mentioned date. 

Step 1 : Enable Security Control while creating a company or alter the company (ALT+F3 > Alter) to do so for an existing company. (Note that this is not the same as setting a TallyVault password.) Select YES for "Use Security Control". Enter a name for the administrator user and enter a password. 

Step 2 : Login to the company using this administrator user and password. From the Gateway of Tally > Company Info > Security Control > Types of Security > Scroll down to bottom end and create a new level. Enter a name for this level for eg., "User".  You can also select an existing level and use that too.

Step 3 :
1. Select Use basic facilities of : Owner.
2. Enter the "Days allowed for backdated voucher", for eg., "10". Vouchers cannot be edited or created prior to X number of days from today. Please note that this is counted from the last voucher date and not from the system date. The default value is zero, which means you cannot create/edit any backdated voucher. If you do not require this feature, just give a large number like 365 or 1000 etc.
3. Enter the "Cut-off date for backdated vouchers". Any vouchers cannot be edited and no new ones can be created prior to (and including) this date.
4. Give "No" for the rest of the three options. 

Step 4 : In "Disallow the following facilities" section below, create a new security rule blocking
1. "Full Access : Company features"
2. "Full Access : Backdated vouchers".
Note that this is an important step, in the absence of which the above options shall not work.
Now, save and exit.

Step 5 : From the Gateway of Tally > Company Info > Security Control > Users and Passwords > Assign this "Type of Security" to a new user or an existing user.

 

These users now cannot create or edit backdated vouchers against either of the two rules, i.e., "Days allowed for backdated voucher" or "Cut-off date for backdated vouchers". Whenever you need to change these, you have to login to the company as an administrator user and visit Gateway of Tally > Company Info > Security Control > Types of Security and alter the particular type of security.