Migrating TDS Data

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Migrating TDS Data from Tally 9 to Tally.ERP 9

Why is TDS Data Migration Required?

How is TDS Data Migrated?

How to Migrate Failed Vouchers?

Reasons for Non-Migration of Vouchers

Before migrating the data to Tally.ERP 9 TDS, ensure that TDS is deducted for all pending bills of all parties (even if they have not crossed the exemption limit). You can ignore the exemption limit by configuring the same at the master level.

Migrating TDS Data from Tally 9 to Tally.ERP 9

To migrate TDS data

1. Load the company recorded in Tally.9.

2. A confirmation message Rewrite Version? is displayed. Click Yes to rewrite version.

3. Press Enter to accept.

4. A confirmation message Backup before rewriting? is displayed. Press Enter or Y to take backup. If backup before rewrite is selected, the backup companies on the disk is displayed.

After backup, the data is rewritten. The data rewrite occurs in three phases. The statutory masters is then imported. If errors occur during any of the steps, a warning message is displayed. If the TDS migration is not completed, a warning message is displayed with information to correct the failed vouchers.

Why is TDS Data Migration Required?

TDS data migration is required because:

• 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.

• The data structure in Tally 9 and Tally.ERP 9 are different because of the variation in recording transactions. To change the data structure of the transactions entered in Tally 9 to Tally.ERP 9 data structure, migration is required.

How is TDS Data Migrated?

In Tally.ERP 9, TDS data is migrated 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, the supplier or transaction is skipped. This depends on the type of data error.

How to Migrate Failed vouchers?

To migrate failed vouchers

1. View the un-migrated vouchers report:

2. Go to Gateway of Tally > Display > Statutory Reports > TDS Reports > Exception Reports > Migrate Tool > Track Migrate Vouchers. Track Migrate Vouchers report is displayed with party-wise total, migrated and un-migrated vouchers.

2. Select the party to check the reasons for non-migration, and correct the vouchers from Track Migrate Vouchers report screen.

Reasons for Non-Migration of Vouchers

Following are the reasons for non-migration of vouchers, and the corrective measures for the same:

Party Ledger

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

  During TDS migration, the application scans through all the ledger masters and transactions. TDS Gross Amount in the TDS deduction entries are verified keeping the previous data structure of Tally 9. TDS Gross amount in the TDS deduction entries must be in incremental order (Rs.10000+15000=Rs.25000).

  If the TDS gross amount is equal to or less than the previous gross amount, the entire transaction does not get migrated for the party.

  From Track Migrate Vouchers report

  1. Select the Party.

  2. Press Enter to view Track TDS Vouchers report.

  

  In the screen above, the reason for non-migration of a voucher is displayed as Voucher’s TDS Gross Amount is not in incremental order.

  The TDS Gross Amount order can change if:

  • TDS entries are inserted for the preceding dates.

  For example, the Current Date of transaction for Party A is 4-7-2008 for TDS Gross Amount 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 3,00,000. The TDS Gross amount for the transaction dated 4-7-2008 becomes less then the earlier transaction (15-6-2008). If these transactions are migrated to Tally.ERP 9, all the transactions of Party A will not be migrated.

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

  Solution

  1. Select the transaction where the gross amount is not in incremental order

  2. Press Shift + Enter to expand details of the transaction.

  Note: In the screen below, Amit Plastics has 2 TDS transactions. So both the transactions have to be expanded.

  3. For the transaction dated 4-4-2008 and bill No.7a, the actual gross amount should be Rs.1,01,000, which is 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.

  

  4. To change the Gross Amount, select the TDS Deduction Entry and press Enter

  5. Specify the New Gross Amount as shown:

  

  The actual Gross Amount, Est. Gross and New Gross is displayed. The TDS Deduction entry for which the Gross Amount is changed is highlighted in green.

  

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

   

  • Change the gross amount for other transactions with discrepancy 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

  An alternate method can be used to set the Gross Amount for the following reasons:

  • 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.

  To set the gross amount alternately

  1. Select the party, for example Jas Computers.

  2. Press Enter to view Track TDS Vouchers screen. The screen appears as shown:

  

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

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

  

  The Estimated Gross Amounts in blue for the non-migrated vouchers is displayed as shown:

  

  To set the New Gross Amount for the Estimated Gross Amount which is equal to the actual Gross amount of the transaction:

  1. Select the transaction by pressing Space on the keyboard. Transaction is highlighted in green.

  2. Press F5 or click F5: Set New Gross button to display the new gross amount in New Gross column.

   

  3. Press Ctrl +A to set the gross amount for the transaction.

  4. Rectify all the vouchers of the party and press F7: Migrate to migrate the corrected vouchers.

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

  When you select Multiple References in a TDS Deduction entry to identify the expenses against which the TDS is deducted for the Party ledger, the TDS vouchers will not be migrated. The reason for Non-Migration of such transactions is displayed as Voucher is having Multiple Bill references for Party Ledger.

  The screen below shows selection of multiple bill references for a party in the TDS deduction voucher:

  

  To view voucher alteration screen

  1. Select transaction date (here, 13-4-2008)

  2.  Press Ctrl + Enter to view voucher alteration screen. In this example, 3 references are selected for transaction for the party ledger.

  

  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

  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