Avoid Costly Errors: Track Staff Changes in Tally with Ease

Published on: 17-07-2025

Introduction

In today’s business environment, maintaining the accuracy and integrity of financial records is of paramount importance. Organizations often require multiple users to access and work on their TallyPrime data. While this improves productivity, it also introduces the risk of unintended or unauthorized changes. To mitigate such risks and enhance accountability, User-wise Change Tracking becomes essential.

TallyPrime, the latest version of the renowned Tally accounting software, offers robust features to help businesses monitor every modification made in the system — right down to the user who made it. This capability is known as "User-wise Change Tracking" or Edit Log Tracking. It allows businesses to identify which user added, altered, or deleted specific entries, improving audit readiness, transparency, and internal controls.

What is User-wise Change Tracking?

User-wise Change Tracking in TallyPrime is a feature that logs every change made in the data by a user. Whether it's creating a new ledger, editing a sales voucher, deleting a payment entry, or even changing configurations — everything gets tracked and recorded with timestamps and user details.

It answers important audit questions like:

• Who made this change?
• When was it made?
• What was the original value?
• What is the new value?

This capability is a game-changer for businesses that need strict data governance and are required to follow statutory compliance, internal audits, or enterprise-grade data policies.

Key Benefits

1. Improved Accountability: Know exactly which user performed what action and when.
2. Error Tracking: Easily trace erroneous entries or deletions back to the user responsible.
3. Data Security: Deters unauthorized access or changes.
4. Audit Readiness: Fully compliant audit trail for external and internal auditors.
5. Fraud Prevention: Detect suspicious or unauthorized activity early.
6. Control & Monitoring: Admins can keep a close watch on user-level activities across departments.

Prerequisites for Enabling User-wise Change Tracking

Before you can use this feature, ensure the following are in place:

• You must be using TallyPrime Release 2.1 or later.
• A valid TallyPrime Edit Log license (this feature is not available in basic versions).
• Multiple users set up in Tally with user roles and security levels.
• Admin access to enable and manage Edit Log features.

How to Enable Edit Log or Change Tracking in TallyPrime

Follow these steps to enable Edit Log in TallyPrime:

1. Enable TallyPrime Edit Log Version:
   • Download the Edit Log version of TallyPrime from the Tally Solutions website.
   • Install it on your system (can be used in parallel with the regular version).
2. Migrate Your Data:
   • On opening a company for the first time in Edit Log version, Tally will prompt to "Migrate to Edit Log Format".
   • Click Yes. This creates a secure version of your data with change logging enabled.
3. Enable Security Control:
   • Gateway of Tally → Alt + K (Company) → Security Control → Users and Passwords.
   • Define different users (e.g., accountant, auditor, sales team) with specific roles and access rights.
4. Enable Edit Log Settings:
   • Gateway of Tally → F11: Features → Enable Use Edit Log for this company → Yes.
5. User Role Configuration (Optional but Recommended):
   • Define or edit user roles and access rights under Security Control.
   • Restrict features like deletion, configuration changes, or sensitive masters (e.g., ledgers, stock items).

What Gets Tracked in Edit Log?

Once enabled, TallyPrime’s Edit Log captures the following actions user-wise:

• Create, Edit, or Delete entries (Vouchers, Masters)
• Configuration changes
• Security level adjustments
• GST or Tax rate modifications
• Opening balance changes
• Voucher class or cost centre adjustments

Each of these actions gets logged with:

• User name
• Action performed
• Date & Time stamp
• Original value
• Changed value

How to View the Change Log / Edit Log?

To see user-wise changes:

1. Gateway of Tally → Display More Reports
2. Go to Edit Log → Select desired period and data type (e.g., Ledgers, Vouchers)
3. You’ll see a detailed log of:
   • Added Records
   • Modified Records (with before/after snapshot)
   • Deleted Records
   • User who performed the action

Each entry includes a timestamp and a unique identifier for traceability.

Real-World Example

Suppose your organization has three accountants using the same company data. You notice that a sales invoice from last month is missing or has been altered.

Instead of going through lengthy questioning, simply open the Edit Log report. You’ll find:

• Which invoice was deleted or changed
• The user who did it (e.g., "Ravi (Sales User)")
• The date and time it was changed
• What values were changed — e.g., quantity from 50 to 80

With this information, you can quickly revert the entry or alert the concerned user, avoiding bigger accounting discrepancies.

Exporting and Sharing the Log

TallyPrime allows you to export the Edit Log in Excel or PDF format for audit purposes. This is helpful during statutory audits, GST assessments, or internal reviews.

Go to Edit Log → Press Alt + E → Choose Excel or PDF.

Best Practices

• Regularly review Edit Log reports.
• Do not share admin passwords.
• Assign user rights smartly based on roles.
• Back up data frequently, especially after major changes.
• Train users on the importance of logging in with their individual credentials.

Conclusion

User-wise Change Tracking in TallyPrime through the Edit Log feature empowers organizations with transparency, accountability, and control. Whether you're a small business or a large enterprise, having clear visibility into who did what and when — is essential for clean books, smooth audits, and better governance.

By leveraging this feature, you protect your financial data, build trust in your processes, and ensure every action is traceable — a necessity in today’s compliance-driven world.