Payroll Statutory Reports - Tally

In Tally.ERP 9, you can display, print statutory forms and reports for Provident Fund (EPF),Employee State Insurance (ESI) and Professional Tax (PT) in the prescribed format as requiredby the statutes. The following Statutory reports are available in Tally.ERP 9:

Payroll Statutory Reports in Tally.ERP 9

Payroll Statutory Reports in Tally.ERP 9

You can view Payroll Statutory reports either from the Statutory Reports menu or Payroll Reports menu i.e., Gateway of Tally > Display > Statutory Reports > Payroll Reports or Gateway of Tally > Display > Payroll Reports > Statutory Reports

Provident Fund Reports

As mentioned earlier, the following Provident Fund Reports are available in Tally.ERP 9:

  • EPF Computation report
  • Form 5
  • Form 10
  • Form 12A
  • PF Monthly Statement
  • Form 3A
  • Form 6A

In this section, we will generate each of the above mentioned forms / report and understand the purpose and information to be furnished.

i. PF Computation Report

The PF Computation Report provides the summary of Amount Payable and amount paid in respect of PF for a given period comprising of Employer Contributions, Employee Deductions andEmployer’s Other charges, if any. To view PF Computation Report, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Computation

  • Press F2 and specify the period as 01-07-2009 to 31-07-2009 and press Enter

The Payroll Statutory Computation Report is displayed as shown:

Payroll Statutory Computation Report

Payroll Statutory Computation Report

The report, by default displays the summary of Employee’s Provident Fund, Employees’ StateInsurance and Professional Tax. You may however configure to display only details of ProvidentFund.

  • Press F12: Configure and enable/disable the following options as required

F12: Configurations screen

Configurations screen

  • Press Enter

The PF Computation report will is displayed as shown:

PF Computation screen

PF Computation screen

To view detailed ledger wise information under each contributions / deductions head, press Alt+F1.

The detailed Provident Fund Computation Report is displayed as shown:

Detailed PF Computation Report

Detailed PF Computation Report

You can further drill down to Employee Breakup of Pay Head report and from there to EmployeeVouchers and so on, by pressing Enter on the required ledger from the above screen.

ii. Form 5

In accordance with the Employees' Provident Funds Scheme,1952 [para 36 (2)(a)], a return is required to be submitted in Form 5 within 15 days of the following month detailing the list ofEmployees qualifying for membership to the Employees’ Provident Fund for the First time duringevery month.

Form 5 is a monthly Returns to be submitted with the details of any new employee covered underEPF. In Tally.ERP 9, you can generate Form 5 in the prescribed format containing the details ofthe new joinees in the organisation for the selected month. To generate the PF Form 5 for the month of June 2009, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund > Form 5

  • In the Payroll Statutory Print Configuration screen,
  • Specify 01-06-2009 and 30-06-2009 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee / Group field
  • Select Account Number as the Sorting Method
  • Specify 30-06-2009 in the Date field

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration screen

Payroll Statutory Print Configuration screen

  • Press Enter to print.

The printed PF Form 5 is displayed as shown:

PF Form 5

PF Form 5

In our case study, there are two new employees who have joined during the month of June 200 and thus Form 5 contains the details of these employees.

iii. Form 10

In accordance with the Employees' Provident Funds Scheme,1952 [para 36 (2)(a) & (b), a Return is required to be submitted in Form 10 within 15 days of the following month detailing the list ofmembers leaving service during the month.

Form 10 is a monthly Return to be submitted with the details of employees leaving the organisation.

In Tally.ERP 9, on resignation or retirement or expulsion of any employee, the date of leavingis required to be specified in the Employee master of such employee. The Date of Leaving optionin the Employee Master is available in the alteration mode. Form 10 contains the details ofEmployees for whom the date of leaving is specified in the Employee Master.You can generate Form 10 in the prescribed format containing the details of the employees whohave resigned in the selected month. To generate the PF Form 10 for the month of August 2009,follow the steps given below.

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund > Form 10

  • In the Payroll Statutory Print Configuration screen
  • Specify 01-09-2009 and 30-09-2009 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Account Number as the Sorting Method
  • Specify 30-09-2009 in the Date field
  • The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration screen

Payroll Statutory Print Configuration screen

  • Press Enter to print

The printed Form 10 is displayed as shown:

Printed Form 10

PF Form 5

iv. Form 12A

In accordance with the Employees' Provident Funds Scheme, 1952 [para 36(1)] and the Employees' Pension Scheme 1995 [para 20(4)] and the Employees' Deposit Linked Insurance Scheme,1976, a consolidated Statement of dues and remittance is required to be submitted by 25th of the following month to which the dues relate.

You can generate Form 12A in the prescribed format containing the details of the amount of contribution, amount of contribution remitted and the date of remittance in respect of EPF, PensionFund and EDLI Contribution for the selected month. To generate the PF Form 12A for the monthof August 2009, follow the steps given below.

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund >Form 12A

  • In the Payroll Statutory Print Configuration screen
  • Specify 01-08-2009 and 31-08-2009 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee / Group field
  • Specify the Name & Address of the Bank
  • Set Include VPF Account to No
  • Specify 2 in the Number of Contract Employees field
  • Press Enter to accept 0 in Number of Rest (Temporary Employees) field

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Completed Print Configuration screen

Completed Print Configuration screen

  • Press Enter to print

The printed Form 12A is displayed as shown:

Printed Form 12A

Printed Form 12A

v. PF Monthly Statement

The PF Monthly Statement provides a summary of Employee wise monthly PF Employee Deductionsand Employer Contribution amounts. To print the PF Monthly Statement, follow the stepsgiven below: Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund >Monthly Statement

  • In the Payroll Statutory Print Configuration screen,
  • Specify 01-08-2009 and 31-08-2009 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee / Group field
  • Select Account Number as the Sorting Method

Print Configuration screen

Print Configuration screen

  • Press Enter to Print.

The printed PF Monthly Statement for August 2009 is displayed as shown:

PF Monthly Statement

Print Configuration screen

vi. Form 3A

As per the Employees' Provident Funds Scheme,1952 [para 35 & 42] and the Employees' Pension Scheme 1995 (Para 19), a Form (Member’s Annual Contribution Card) showing monthwise recoveries towards EPF and Pension Fund in respect of a member for one financial year isrequired to be furnished by the employer before 30th April of the following year.Form 3A is a annual contribution card to be furnished for each employee in separate sheets toEPFO. To print Form 3A, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund >Form 3A

  • In the Payroll Statutory Print Configuration screen
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Specify 01-03-2009 and 28-02-2010 in the Fromand To fields respectively
  • Specify 28-02-2010 in the Date of Printing field

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration

Payroll Statutory Print Configuration

  • Press Enter to Print.

The printed Form 3A for Ajay is displayed as shown:

Printed PF Form 3A

Printed PF Form 3A

The next page will contain the Contribution Card in Form 3A for the next employee.

vii. Form 6A

As per the Employees' Provident Funds Scheme,1952 [para 43] and the Employees' Pension Scheme 1975 [para 20], a Form (Consolidated Annual Contribution Statement) providing annual contributions of each member of the establishment is required to be submitted by 30th April.

Form 6A is a vital form for compiling the annual Provident Fund statement of a subscriber. InTally.ERP 9, you can generate Form 6A in the prescribed format. To print Form 6A, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund >Form 6A

  • In the Payroll Statutory Print Configuration screen
  • Specify 01-03-2009 and 28-02-2010 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Account Number as the Sorting Method

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration for PF Form 6A

Payroll Statutory Print Configuration for PF Form 6A

  • Press Enter to Print.

The printed Form 6A is displayed as shown:

Printed Form 6A - Page 1

Printed Form 6A - Page 1

The Page 2 of PF Form 6A is displayed as shown:

Printed Form 6A - Page 2

Printed Form 6A - Page 2

viii. E-Return for PF Form 3A

Tally.ERP 9 also allows to generate the PF Form 3A in dbf fomat. The dbf format of this form can be copied to a CD and submitted to the PF department.To generate the PF Form 3A in dbf format, Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Provident Fund >E-Return Press Backspace and specify the details as shown:

Exporting Form 3A in dbf format

Exporting Form 3A in dbf format

  • Press Enter to Export the form in the required format.

Employee’s State Insurance Reports

As mentioned earlier, the following ESI Reports are available in Tally.ERP 9:

  • ESI Computation Report
  • Form 3
  • ESI Monthly Statement
  • Form 5
  • Form 6

In this section, we will generate each of the above forms / report and understand the purpose and information to be furnished.

The Out File Name can be changed with the .dbf extension to by default export the form in the required format. Or the Form can be exported in the Excel Format and renamed by changing the extension as .dfb.

i. ESI Computation Report

The ESI Computation Report provides the summary of Amount Payable and amount paid in respect of ESI for given period comprising of Employer Contributions and Employee Deductions.To view ESI Computation Report, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Computation

  • Press F2 and specify the period as 01-07-2009 to 31-07-2009 and press Enter

Payroll Computation report

Payroll Computation report

The report, by default displays summary of Employee’s Provident Fund, Employee’s StateInsurance and Professional Tax, you may however configure to display only details of EmployeeState Insurance. Press F12: Configure and enable/disable the following options as required

F12: Configuration screen

Configuration screen

  • Press Enter

The ESI Computation report is displayed as shown:

ESI Computation report

To view the detailed ledger wise information under each contributions / deductions head, press Alt+F1.

The detailed Employee State Insurance Computation Report is displayed as shown:

Detailed ESI Computation report

Detailed ESI Computation report

You can further drill down to Employee Breakup of Pay Head report and from there to Employee Vouchers and so on, by pressing Enter on the required ledger from the above screen.

ii. ESI Form 3

As per Regulation 14, a declaration form in Form 3 is required to be filed for every Half Yearly stating the list of Employees whose remuneration is not exceeding Rs. 10,000/- per month. To generate ESI Form 3, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Employee State Insurance > Form 3

In the Payroll Statutory Print Configuration screen,

  • Specify 1-08-2009 and 31-08-2009 in the From and To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Account Number as the Sorting Method
  • Select All Items in the field Gender
  • Type Bangalore in the Place field
  • Specify 31-08-2009 in the Date of Printing field
  • Type the Designation details of the person submitting the declaration form

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration for ESI Form 3

Payroll Statutory Print Configuration for ESI Form 3

  • Press Enter to Print.

The printed Form 3 (Return of Declaration) is displayed as shown:

Printed Form 3

Printed Form 3

iii. ESI Monthly Statement

The ESI Monthly Statement provides a summary of Employee wise monthly ESI Employee Deductions and Employer Contribution amount. To print ESI Monthly Statement, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Employee State Insurance > Monthly Statement

In the Payroll Statutory Print Configuration screen,

  • Specify 01-08-2009 and 31-08-2009 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Account Number as the Sorting Method

The completed Payroll Configuration Print screen is displayed as shown:

Payroll Statutory Print Configuration screen

Payroll Statutory Print Configuration screen

  • Press Enter to Print.

The printed ESI Monthly Statement for August 2009 is displayed as shown:

ESI Monthly Statement

ESI Monthly Statement

iv. Form 5

As per Regulation 26, a Return of Contribution in Form 5 is required to be submitted to the appropriate Branch Office within 42 days of the expiry of the contribution period (i.e, 12th May or November 11th of each year). Such return of contribution should be prepared in quadruplicate and submitted separately for the main Code Number and each sub-code number.

The employer may make compliance from the parent unit and submit only one return in respect of all the branches or may make compliance through their Branch Offices/ Sales Offices separately in the Regions where such offices are located.

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Employee State Insurance > Form 5

In the Payroll Statutory Print Configuration screen

  • Specify 01-04-2009 and 30-09-2009 in the Fromand To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Account Number as the Sorting Method
  • Specify Bangalore in the Place Field
  • Specify 30-09-2009 in the Date of Printing field
  • Type the name of the Signatory in the Authorised Signatory Name field
  • Type the Designation details of the signing authority
  • In the Residential Address field provide the Home Address of Authorised Signatory

The completed Payroll Statutory Print Configuration screen for ESI Monthly Statement is displayed as shown:

Payroll Statutory Print Configuration screen

Payroll Statutory Print Configuration screen

  • Press Enter to Print

The printed From 5 is displayed as shown:

Printed Form 5 - Page 1

Printed Form 5 - Page 1

The Page 2 of Form 5 (includes the CA Form also) is displayed as shown:

Printed Form 5 - Page 2

Printed Form 5 - Page 2

The Page 3 of Form 5 is displayed as shown:

ESI Form 5 - Page 3

ESI Form 5 - Page 3

v. ESI Form 6

As per Regulation 32, a register of Employees covered under Employees State Insurance Scheme, containing information regarding the Insurance No., dispensary, other occupational details, Employer’s Share and month wise (under that particular Half Year) ESI details (i.e., Gross wages, Number of working days and ESI Contribution for each employee) should be furnished. To generate Form 6, follow the steps given below:

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Employee StateInsurance > Form 6

In the Payroll Statutory Print Configuration screen

  • Type 01-04-2009 in the From field
  • Type 30-09-2009 in the Tofield
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Account Number as the Sorting Method

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration for ESI Form 6

Payroll Statutory Print Configuration for ESI Form 6

  • Press Enter to Print.

The printed Form 6 is displayed as shown:

Printed Form 6 - Page 1

Printed Form 6 - Page 1

The Page 2 of Form 6 is displayed as shown:

Printed Form 6 - Page 2

Printed Form 6 - Page 2

The Page 3 of Form 6 is displayed as shown:

Printed Form 6 - Page 3

Printed Form 6 - Page 3

Professional Tax Reports

As discussed earlier, Professional Tax is applicable to those individuals or professionals in India who are involved in any profession or trade. The state government of each state governs and administers the levy and collection of Professional Tax in the respective State. The state is empowered with the responsibility of structuring as well as formulating the professional tax criteria for the respective state. Professional tax is charged on the incomes of Individuals, profits of business or gains in vocations as per the list II of the Indian Constitution.

In India, the professional tax slabs vary from state to state and some of the states have formulated different professional tax slabs for men, women and the senior citizens of the respective states.The rates depend upon the profession, years in the profession and the amount of income orturnover and so on.

In Tally.ERP 9, the Professional Tax Report is generated based on the Slab Rates defined in the Professional Tax Ledger and it captures the amount of Professional Tax deducted under eachs lab rate.

i. Professional Tax Computation Report

The Professional Tax Computation Report provides the summary of Amount deducted as Professional Tax from the Earnings of the Employees exceeding the prescribed threshold limits, in accordance with the Slab rates applicable for the particular state.

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Professional Tax >Computation Report

From the List of Ledgers drop down, select Professional Tax and press Enter, the Payroll Statutory Print Configuration screen appears

  • In the Payroll Statutory Print Configuration screen,
  • Specify 01-08-2009 and 31-08-2009 in the From and To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Type Bangalore in the Place field
  • Specify 31-08-2009 in the Date of Printing field

The completed Payroll Statutory Print Configuration screen is displayed as shown:

Payroll Statutory Print Configuration screen

Payroll Statutory Print Configuration screen

  • Press Enter to Print.

The printed Professional Tax Computation report for the month of August 2009 will appear as shown:

Printed PT Computation Report

ii. Professional Tax Statement

The Professional Tax Statement provides the summary of Employee wise Gross Wages paid, No.of Working Days and the amount of Professional Tax deducted during the selected period. To generate the Professional Tax Statement for a month,

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Professional Tax >Statement

From the List of Ledgers drop down, select Professional Tax and press Enter, the Payroll Statutory Print Configuration screen appears

In the Payroll Statutory Print Configuration screen,

  • Specify 01-08-2009 and 31-08-2009 in the From and To fields respectively
  • Select All Items in the Employee Category field
  • Select All Items in the Employee/Group field
  • Select Employee Name as the Sorting Method

The completed Payroll Statutory Print Configuration screen will appear as shown:

Payroll Statutory Print Configuration screen

Payroll Statutory Print Configuration screen

  • Press Enter to Print.

The printed Professional Tax Statement for August 2009 is displayed as shown:

Printed Professional Tax Statement

Printed Professional Tax Statement

Gratuity Report

The Gratuity Report displays the provisional liability of an employer towards his employee in respect of gratuity payable at the time of cessation of employment either by resignation, death,retirement or termination. The Gratuity Summary Report displays the gratuity amount payable in accordance with the pay components and formulae defined in the ledger master, as discussed earlier. In Tally.ERP 9, the Gratuity amount is calculated proportionately for eligible days in a year to the extent of completed months of service.

You can view the Gratuity Report either from Statutory Reports menu or Payroll Reports menu i.e.,

Gateway of Tally > Display > Payroll Reports > Statutory Reports or Gateway of Tally >Display > Statutory Reports > Payroll Reports.

Go to Gateway of Tally > Display > Payroll Reports > Statutory Reports > Gratuity Report

You can view PT Computation Report from Gateway of Tally > Display >Payroll Reports > Statutory Reports > Computation menu, detailing Professional Tax collected and paid during a given period in the manner as discussed in Provident Fund Computation Report section.

The Gratuity Report for the Employees eligible for Gratuity is displayed as shown:

Gratuity Summary Report

Gratuity Summary Report

The above report displays the Gratuity Amount computed for each month for each Employee.In order to ascertain the Gratuity payable amount, set Use for Gratuity toYes in the Pay Head master (i.e. Basic Pay, Dearness Allowance etc.)

The above report displays the details of all employees along with the Date of Birth, Date of Joiningand the Gratuity Eligible Salary, besides commenting on the total Gratuity liability as on date.

  • Press F12: Configure to configure for additional options

F12: Configuration screen

Configuration screen

Tally.ERP 9 allows you to drill down to the Gratuity Details report from the above display.Select the required employee and press Enter

Button Options in the Gratuity Report:

F5: Employee Wise – Allows you to display the Employee-wise Gratuity report.

F6: Till Date – Allows to actual gratuity payable for each employee. The Gratuity Amount will be displayed only for those Employees who have completed the eligibility duration in the organisation.

F7: Employee Filters – This option (Ctrl+F7) allows you to display the Gratuity report for a particular Employee Category with the required Group or Employee.

The Gratuity Details screen is displayed as shown:

Gratuity Details Report

Gratuity Details Report

Once the employee is deactivated (i.e., when the date of leaving is filled in the Employee master), Tally.ERP 9 stops computing Gratuity for the deactivated employee. If the tenure of service of such an employee falls below the eligible slab for gratuity calculation, he/she will not be entitled for any gratuity amount. However, in cases where the tenure of service is spread over more than one eligible slab(s), he/she will be entitled to the sum total of all the slabs.The above report displays the detailed Gratuity computation for all the slabs entered during the Gratuity Pay Head Creation.

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