You stop a salesman from seeing your Tally reports on the phone by turning off the Reports tab for that team member, which is how you restrict reports access tally for the field. Access to the Reports tab is permission-controlled per team member. A member without the permission does not see reports at all. A Guwahati FMCG owner who keeps Reports off for Raju is choosing that on purpose: Trial Balance, Profit & Loss, Collections, Daybook, Sales Analytics and Customer Analytics stay on the owner's phone at 8:30 and at 9 PM. The owner opens Outstanding himself at 8:30 for Sharma Kirana's ₹1,85,000. Party search on every report is a search box, for the people who can open Reports. There is no salesman filter on the reports themselves. Godown is its own report. The tab is on or off per member.
Key Highlights
- Access to the Reports tab is permission-controlled per team member. A member without the permission does not see reports at all
- With Reports off, Raju does not open Trial Balance, Profit & Loss, Collections or Daybook. The owner and the accountant keep the tab on
- Party search on every report is a search box. There is no salesman filter on the reports. Godown is its own report
In This Article
- How do I stop my salesman from seeing my Tally reports?
- Restrict reports access tally for one team member
- What stays closed when Reports is off
- What the owner still opens at 8:30
- Tally desktop security, and this tab
- Sharing a report the salesman should not see
- When a new salesman joins next week
- Frequently Asked Questions
How do I stop my salesman from seeing my Tally reports?
Turn the Reports tab off for that team member. That is the whole control on the phone. He then does not see reports at all: not Trial Balance, not Profit & Loss, not Collections, not Daybook, not Sales Analytics, not Customer Analytics. The permission is per member. It applies to the tab.
Raju is on the Fancy Bazaar beat. He does not need the 12-month MIS grid, and he does not need the company's Profit & Loss at 9 PM in a tea stall. The Reports tab is how the owner keeps those screens on his own phone. The working-day list of what the owner himself opens is the daily checklist for Tally reports.
The Tally desktop story of security levels, and of rights that attach to a report type, is how to restrict salesman access in Tally. This post is the phone tab.
Restrict reports access tally for one team member
Restrict reports access tally by opening that member and switching the Reports permission off. One member, one switch. Raju's Reports tab stays off, while the accountant and the owner keep theirs on. A second salesman, same as Raju, off.
With the tab off, the member does not see the Reports section. Financial Statements (Trial Balance, Profit & Loss, Balance Sheet, MIS Reports) stay out of reach. Action Reports (Collections, Bills Receivable, Bills Payable, Sales Analytics, Customer Analytics, Cross-sell Gaps, Inventory, Purchase Analytics, Daybook) stay out of reach. The This Financial Year band of ten register totals stays out of reach with them.
With the tab on, the member sees that whole Reports section. Party search is a search box. He types a name. There is no salesman filter on the reports, and no beat chip. Godown is its own report.
That is the honest shape. The owner who wants Raju off Reports turns the permission off. The owner who wants the accountant on Reports leaves it on. Two members, two settings.
What stays closed when Reports is off
Raju's phone does not show the Reports section. Outstanding at 8:30, Daybook at noon, Sales Analytics at 9 PM, Trial Balance on the second: those sittings happen on the owner's device, or on the accountant's, for members who have the tab on.
Daybook of today's sales vouchers still exists. It opens on the owner's phone, Today, voucher-type chip on Sales, which is how "12 bill ho gaye" at 12:10 becomes seven vouchers, on Daybook from Tally on the phone. Raju does not open Daybook himself if Reports is off.
Sharma's ₹1,85,000 is still a number the owner checks at 8:30 on Outstanding. The hold on mustard oil is a sentence the owner sends. It does not come from a Profit & Loss Raju opened in the van, because that screen is behind the tab.
The five-report habit an owner actually uses on a phone is written up as the five reports an owner opens. That habit belongs to the people with Reports on.
What the owner still opens at 8:30
Tea, Reports on, Outstanding. Sharma ₹1,85,000, 47 days. Then the This Financial Year band, Sales Invoice versus Receipts. Midday, Daybook. Evening, Sales Analytics and Customer Analytics. Month-end, Trial Balance for the CA, on Trial Balance from Tally on the phone. All of that is the owner's tab.
The wider set of Tally reports on mobile is how the phone reads the same Tally books. The permission decides who opens that set. The set stays one set. On or off, per member.
If the accountant needs Trial Balance on the second of the month while the owner is at Fancy Bazaar, the accountant's member has Reports on. If a new salesman joins next week, his member starts from whatever the owner sets. Copy Raju's setting if he is on the same kind of beat.
Tally desktop security, and this tab
Tally on the desktop has security levels. You can disallow a report type for a level, so a data-entry user never opens the Purchase Register. That is a desktop control, and it is real, and it is the one restrict salesman access in Tally walks through. The phone Reports tab does not copy that shape. It is the tab, per member, on or off.
Owners ask, in the same breath, whether Raju can open Daybook and skip Profit & Loss. On this phone the answer is the tab. Daybook and Profit & Loss live behind the same Reports permission. Turning the tab on for Raju gives him the section. Turning it off gives him none of it.
There is no salesman filter on the reports for the people who do have the tab. The owner typing Sharma in Outstanding is using a search box. Raju, if he had the tab, would be using the same search box. That is why most owners keep Raju off the tab and keep Outstanding on their own phone at 8:30.
Sharing a report the salesman should not see
The CA asks for a Trial Balance. The owner exports PDF or Excel from his own phone, then the share sheet, then WhatsApp or email. Raju is not in that thread. The file left the owner's device at 9:20, still at Fancy Bazaar, the way the Trial Balance sitting already works on the second of the month. The Tally-format export is the layout the CA expects, still from a member who can open Reports.
Sharma's "bhai, statement bhej do" is a party-page send, not a Reports-tab send. Ledger statement and pending-bills statement go from the party page, the bills page and the ageing report. That path is sharing a ledger statement. Ageing itself sits inside Reports, so the ageing-report send belongs to a member who can open the tab.
Every exported PDF or Excel from a report goes through the phone's share sheet, where you pick WhatsApp, or email, or Drive. The permission question is who can produce the file. The share sheet is how it leaves. Raju does not get a copy of the Trial Balance thread. He was never on Reports.
When a new salesman joins next week
Tuesday, a second beat opens toward Maligaon. The new member gets a phone. The owner copies Raju's Reports setting: off. The accountant stays on. The owner stays on. Three members, two of them dark on Reports, one of them reading Sharma's ₹1,85,000 at 8:30.
The temptation is to turn the tab on "just for Daybook" so the new man can check his own bills. Daybook lives behind the same tab as Profit & Loss and MIS Reports. Turning it on for the new man gives him the section. The owner who wants him off Profit & Loss keeps him off the tab, and checks Daybook himself at 12:15 the way he already checks Raju's seven-not-twelve.
A month later, if this person moves into the office as a second accountant, the same member can have Reports switched on. The permission follows the member, not the beat. There is still no salesman filter on any report he then opens. He types a name in the search box, like everyone else with the tab. Friday 9 PM, the owner is in the car and the new man is off Reports, so Outstanding for Sharma's ₹1,85,000 is still the owner's sitting. That is the arrangement he wanted when he hired for Maligaon. The tab kept it.
Takkada is a Tally-integrated receivables and auto-reconciliation app for Indian distributors, with 0% MDR UPI collection and WhatsApp dispatch.
Frequently Asked Questions
Q: How do I stop my salesman from seeing my Tally reports?
A: Turn off the Reports tab for that team member. Access to the Reports tab is permission-controlled per team member. A member without the permission does not see reports at all, including Trial Balance, Profit and Loss, Collections and Daybook.
Q: How do I restrict reports access tally for one salesman and leave it on for my accountant?
A: Set the Reports permission per team member. Raju off, the accountant on, the owner on. Each member has their own setting. The Reports tab is the control. A member without the permission does not see reports at all.
Q: If my salesman can open Reports, can I hide Profit and Loss and leave Daybook?
A: The Reports tab is the permission. With it on, the member sees the Reports section. With it off, the member sees none of it. Daybook and Profit and Loss both live behind that tab. Party search on every report is a search box. There is no salesman filter on the reports.
Q: Can the owner and the accountant both have Reports on?
A: Yes. The Reports permission is per team member. The owner can have it on, the accountant can have it on, and a salesman can have it off. A member without the permission does not see reports at all. Daybook presets Today, Yesterday, Last 7 days, Last 30 days and Custom are on the phones that can open the tab.
Q: Is there a salesman filter on Tally reports on the phone?
A: No. There is no salesman filter on the reports, and no godown filter. Godown is its own report. Party search is a search box. You type a name. Access to the Reports tab is permission-controlled per team member.
Q: Who can export a Trial Balance from Tally on the phone?
A: A team member whose Reports permission is on. Trial Balance sits in Financial Statements, behind the Reports tab. PDF and Excel export sit behind a chooser sheet, and every exported file goes through the phone's share sheet, where you pick WhatsApp, email or Drive.
Takkada is a Tally-integrated receivables and auto-reconciliation app for Indian distributors, with 0% MDR UPI collection and WhatsApp dispatch. Book a free demo.