Migrating TDS Data

Pre-Migration

Before migrating the data to Tally.ERP 9 TDS, deduct TDS for all pending Bills of all Parties even though they have not crossed the exemption limit. You can ignore the exemption limit by configuration at the master level.

Upgrading Tally 9 Data to Tally.ERP 9:

After installing Tally.ERP 9, load the company (Tally 9 data). In this scenario we have taken the example of ABC Company.

1. Once the Company is loaded the application asks for Rewrite of Data.

Press Enter or Y to Rewrite Version. On pressing enter Application asks for the backup of data before rewrite.

You can press Enter or Y to take backup or press N to rewrite the data without backup. If Backup before rewrite is selected Tally.ERP 9 displays the Backup companies on disk screen

Here user can specify the Destination to backup the data.

After backup of Data Application rewrites the Data (Rewriting happens in Three Phases).

2.  On re-writing the data application imports the Statutory Masters

3. After import of Statutory Masters, application Migrates the Tally 9 data to Tally.ERP 9 data structure.

If all the above three steps are successfully complete then the application allows the user to continue (to record the transactions). In case of any error during any of the steps mentioned, application displays the warning message.

After migration of data, if the TDS migration is not complete then the Tally.ERP 9 displays the Warning! Message with the information needed to correct the failed vouchers.

Why TDS data Migration is required?

In Tally 9, options like booking of expenses and deduction of TDS in the same voucher, booking multiple expenses, TDS Deduction for multiple expenses were not available in Tally 9. Because of the variation in recording transactions, the data structure in Tally 9 and Tally.ERP 9 are different. To change the data structure of the transactions entered in Tally 9 to Tally.ERP 9 data structure, migration is required.

How TDS data migration happens in Tally.ERP 9?

In Tally.ERP 9, TDS data Migration happens based on the supplier Ledger. Before the actual migration, the application checks for the validity of all transactions for a supplier and if any error is found it skips that supplier or skips the transactions depending upon the type of data error.

How to Migrate Failed vouchers?

First, view the Un-migrated vouchers report. To view the un-migrated vouchers in Tally.ERP 9 users can:

Go to Gateway of Tally > Display > Statutory Reports > TDS Reports > Exception Reports > Migrate Tool > Track Migrate Vouchers

Track Migrate Vouchers report displays Party-wise Total, Migrated and Un-migrated vouchers.

From this screen, select the party to check the reasons for non-migration and correct the vouchers to migrate.

Reasons for Non-migration

Following or the reasons for Non-migration. Click on the reasons to view the Details on why the transactions are not migrated and to know how to rectify vouchers under each of the reasons.

Party Ledger

•  Case 1: If Gross Amount is Equal or Less Than the Previous Deduction's Gross Amount

  During TDS migration, first the application walks through all the ledger masters and then the transactions. Keeping the previous data structure of Tally 9, application verifies the TDS Gross Amount in the TDS deduction entries. TDS Gross amount in the TDS deduction entries should be in incremental order (Rs.10000+15000=Rs.25000), if the TDS gross amount is equal to or less than the previous gross amount then the entire transactions will not get migrated for the party.

  From Track Migrate Vouchers report select the Party e.g. Amit Plastics and press Enter to view Track TDS Vouchers report.

  

  Observe in the above screen the reason for non-migration is displayed. Reason is Voucher’s TDS Gross Amount is not in incremental order.

  TDS Gross Amount order may change if

  • TDS entries are inserted for the preceding dates

  Example: Current Date of transaction for Party A is 4-7-2008 on which the TDS Gross Amount is 2,80,000. ABC Company inserts a TDS transaction for Rs. 1,50,000  as on 15-6-2008. For the transaction dated 15-6-2008 the TDS Gross Amount including 1,50,000 becomes 300000. Here TDS Gross amount for the transaction dated 4-7-2008 becomes less then the earlier transaction i.e.15-6-2008. If these transactions are migrated to Tally.ERP 9, all the transactions of Party A will not migrate.

  • Two or more TDS transactions are recorded on the same day.

  Solution

  1. Select the Transaction from where the Gross Amount is not in incremental order and press Shift + Enter to explode details of the transaction.

  Note: For Amit Plastics, 2 TDS Transactions are recorded on the same day, so explode both the transactions.

  2. For the transaction dated 4-4-2008 for bill No.7a the actual gross amount should be    Rs.1,01,000 i.e. 1,00,000 (Gross Amount as on 3-4-2008) + 1,000 (transaction amount of  4-4-2008)

  

  Note: Enable the option Show Estimated Gross Amount in F12: Configure to view the estimated Gross amount for the transactions

  

  3. To change the Gross Amount, select the TDS Deduction Entry (from the same screen) and press enter and specify the New Gross Amount as shown.

  

  Tally.ERP 9 displays the actual Gross Amount, Est. Gross and New Gross. The TDS Deduction entry for which the Gross Amount is changed will be highlighted in Green.

  

  To set the New Gross Amount as Actual Gross Amount of the transaction press Ctrl + A

   

  Similarly, check all the transactions, if there is any discrepancy change the gross amount and press F7: Migrate button to migrate the vouchers of the party.

   The migrated vouchers are displayed as shown

  

  Alternate Method to set the Gross Amount

   The below procedure is applicable when the reason for Non-migration is Voucher’s TDS Gross Amount is not in Incremental Order and not having Two or more TDS transactions recorded on the same day for the party.

  Select the party e.g. Jas Computers and press enter to view Track TDS Vouchers screen

  

  For this party the Gross Amount is not in incremental order.

  Enable the option Show Estimated Gross Amount in F12: Configure to view the estimated Gross amount for the transactions.

  

  The Estimated Gross Amounts (blue colour) for the Non-migrated vouchers will be displayed.

  

  If the Estimated Gross Amount displayed is the actual Gross amount of the transaction, to set that amount as New Gross Amount:

  Select the transaction (to select press space bar. Transaction will be highlighted with green colour), then press F5 or click on F5: Set New Gross button in the buttons bar the new gross amount will be displayed in New Gross column.

   

  Press Ctrl +A to set the gross amount to the transaction. Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

• Case 2: In TDS Deduction Entry Party Ledger is Having Multiple Bill References

  In a TDS Deduction entry if Multiple References are selected (to identify the expenses against which the TDS is deducted) for the Party ledger then, such TDS vouchers will not migrate. For Such transactions Tally.ERP 9 displays the reason for Non-Migration as Voucher is having Multiple Bill references for Party Ledger.

  Here we have selected Dei Limited, for this party in the TDS deduction voucher multiple bill references are selected.

  

  Select transaction dated 13-4-2008 and press Ctrl + Enter to view voucher alteration screen. In this transaction for the party ledger 3 references are selected.

  

  Solution

  In this scenario, for the first reference number-17 specify the total TDS deducted amount (Rs.9461) and save the voucher.

  

  Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

  Case 3: In TDS Deduction Entry Party Ledger is NOT Having Bill Reference

  Case 4: In Expenses Booking Entry (Journal/Purchase) Party Bill Reference is NOT Having TDS Tax Ledger       

  Case 5: In TDS Deduction Entry Party Ledger Bill is Having New Ref

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• Case 3: In TDS Deduction Entry Party Ledger is NOT Having Bill Reference

  In Tally 9, enabling the option Maintain Balances bill-by-bill in the party ledger was must as the TDS duty ledger information was captured in the party Bill details. If the user had enabled the option, booked the expenses and deducted the TDS and later disabled it. In this case if the data is migrated to Tally.ERP 9 all the transactions of the party will not migrate.

  The reason for Non-migration displayed in the above case is Voucher is NOT having Bill reference for Party Ledger.

  

  Solution

  Press Shift + Enter to explode the transactions and check the corresponding expenses entry are available or not.

  From the Track TDS Vouchers screen press Alt + V to view Ledger Vouchers screen of the party. In the Ledger Voucher screen identify the Expense voucher and check the reference specified.

  

  In the above screen for the first Expenses entry (voucher No-135) TDS Deduction is made through voucher No-138. The Reference number specified in expense voucher is 135. Select the corresponding TDS deduction entry (voucher no. 138) and for the party ledger select the reference as Agst Ref and bill No 135.

  

  After making the changes save the voucher.

  Rectify all the vouchers of the party and press F7: Migrate button to  migrate the Vouchers.

• Case 4: In Expenses Booking Entry (Journal/Purchase) Party Bill Reference is NOT Having TDS Tax Ledger       

  While Booking Expenses for party ledger, in the bill details if the TDS tax ledger is not selected or selected TDS ledger is removed, then the TDS transactions will not migrate.

  The reason for Non-migration displayed in the above case is In Voucher, Party Bill Reference is NOT having TDS Tax Ledger.

  

  Solution

  Press Shift + Enter to explode the transaction and select the Expenses Voucher and press enter.

  

  

  In the Party Bill reference select the TDS tax ledger base on the tax ledger selected in the corresponding TDS deduction entry and save the voucher.

  

  Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

• Case 5: In TDS Deduction Entry Party Ledger Bill is Having New Ref

  The process of recording TDS transactions in Tally 9 was, first book the expenses and then deduct the TDS on such expenses.

  If the above flow is missed and TDS Deduction entry is prior to booking of expenses then in the TDS Deduction entry, party ledger will have the reference as New Ref (and not the reference number of the corresponding expenses).

  This scenario may also occur if you Export and Import the transactions in Tally 9 and if you change the reference number in the expenses entry after deducting TDS.

  The reason for Non-migration displayed in the above case is Voucher Party Ledger Bill is having New Ref.

  

  Solution

  Press Shift + Enter to explode the transactions and check the corresponding expenses entry are available or not.

  

  From the Track TDS Vouchers screen press Alt + V to view Ledger Vouchers screen of the party.

  

  In the Ledger Voucher screen identify the Expense voucher and check the reference specified. In case the reference number is not defined for the party ledger specify the reference number selected in the deduction entry.

  Here we have selected the expenses voucher dated 26-4-2008. In this voucher for party ledger bill details are not specified.

  

  Note: Please check the reference number in the TDS Deduction entry to update the reference number for the party.

  Tab down to party ledger and in the Bill wise details screen specify the bill details as shown.

   

  

  Note: Select the applicable TDS Tax Ledger in the bill reference and save the voucher.

  Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

Tax Ledgers

• Case 6: In the TDS Deduction Entry the Tax Ledger Slected for Tax deduction and  Party Bill Reference Tax Ledger is Different

  The reason for Non-migration displayed in the above case is Voucher Tax Ledger and party Bill reference Tax Ledger is Different.

  

  Solution

  Select the TDS Deduction entry and press Ctrl + Enter to view voucher alteration screen. To rectify this type of vouchers, check the TDS ledger selected in the party bill reference of TDS Deduction entry. If the TDS ledger selected in the Party bill reference and in the Cr. field of the TDS deduction entry are different then select the appropriate TDS ledger in the Cr. field and save the Voucher

  For the transaction dated 3-5-2008 the TDS ledger selected in the Party bill reference is TDS on Commission. But the TDS ledger selected in the Cr. field is TDS on Brokerage.

  

  To rectify, select TDS on Commission in Cr. Field and save the voucher.

  

  Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

   

• Case 7: In TDS Deduction Entry Tax Ledger Bill is Having Agst Ref

  The reason for Non-migration displayed in the above case is Voucher Tax Ledger Bill is having ‘Agst Ref’.

  

  Solution

  Select the TDS Deduction entry and press Ctrl + Enter to view voucher alteration screen and check for the Reference Type selected for the TDS Duty ledger. In the below screen the reference type selected for the TDS Duty Ledger is Agst Ref.

  

  Change the reference type to New Ref and change the reference number i.e. if the reference number is Jrnl/41 you may change it as Jrnl/41/a and save the voucher.

  Note: Once the reference number is changed in the TDS deduction entry, it is suggested to make changes in the TDS Payment entry (select the new reference number - Jrnl/41/a and enter the appropriate amount) in which the payment against this voucher is made.

   Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

   

• Case 8: Voucher is Having Multiple Bill References for Tax Ledger  

  The reason for Non-migration displayed in the above case is Voucher is having Multiple Bill references for Tax Ledger.

  

  Solution

  Select the TDS Deduction entry and press Ctrl + Enter to view voucher alteration screen. Voucher with multiple bill references for tax Ledgers will be displayed as shown

  

  In this case the total deduction is 79310, but for the first reference partial amount of Rs. 70,000 is entered and the remaining amount of Rs 9,310 is specified against the second reference.

  To rectify enter the Total amount of Rs. 79310 against the first reference Jurl/16 and save the Voucher.

  Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers.

   

• Case 9: Voucher is Having Multiple Amounts for Tax Ledger                

  In TDS Deduction entry if you have deducted tax against 2 or more TDS Tax ledger, then such vouchers will not get migrated.

  The reason for Non-migration displayed in the above case is Voucher is having Multiple Amounts for Tax Ledger

  

  Solution

  Select the TDS Deduction entry and press Ctrl + Enter to view voucher alteration screen. Voucher with multiple bill references for tax Ledgers will be displayed as shown.

  

  To rectify enter the Total amount of Rs. 1275 against the first TDS tax ledger - TDS on Commission and save the voucher.

  Rectify all the vouchers of the party and press F7: Migrate button to migrate the Vouchers