TDS Challan Management & Tracking

The TDS Challan Module in DaaI Business Suite is designed to manage and track challans for expenses where Tax Deducted at Source (TDS) is applicable.

🎯 Purpose of the Module

• Maintain complete logs of all TDS Challans & related expenses.
• Track challan status → Paid, Unpaid, Part Pay, Advance, Cancelled.
• Access historical TDS records for audits and compliance.
• Ensure accurate reconciliation of TDS against invoices and payments.

🛠 Prerequisites

• TDS must be enabled for the relevant expense.
• Deductee’s PAN must be entered when applying TDS.
• Correct Section Code and ITNS No. must be available.
• Actual challan must be generated on Govt. TDS portal (DaaI Suite only logs details).

🔑 Access Permissions

• Admin → View all challans and logs.
• Manager / HOD → View challans of their team.
• User → View own challans (unless extra access given).

📍 Module Location

• To Generate: Finance → Expenses → Create Expense (with TDS)
• To View: Finance → TDS Challan → List

🔄 Flow: How TDS Challans Work

1. 🧾Create Expense with TDS
   1. Go to Finance → Expenses → Add/Edit Expense.
   2. Tick ✅ Is TDS given in the expense form.
      1. System checks TDS applicable or added at teh time of creating record (usually Expense or Salary Records) of Net Amount as TDS.
      2. Updates Total Amount after Deducting TDS fom Net Amount.
   3. 💾 Save → System auto-creates TDS Challan record along with Expense Record.
2. 🔗Navigate to Linked Challan
   1. Open Expense → Click Edit.
   2. Link → Navigate to “TDS Challan”
   3. Challan shows Referenced Expense ID
   4. Click that record from TDS Challans List.
   5. Click Edit
3. 💵 Pay TDS on Govt. Portal
   1. Log in to Govt. TDS portal or Bank portal.
   2. Make payment.
   3. Download Challan copy (PDF/Receipt).
4. ✏️Update Challan in DaaI Suite
   1. Open auto-generated Challan.
   2. Select values from Dropdown
      1. ITNS No.
      2. Section Code (e.g., 194C, 194J)
   3. Add Govt. challan details:
      1. Challan No.
      2. Amount Paid
      3. Transaction ID
      4. Payment Date
      5. Attach Challan copy (Govt. / Bank).
5. 📎Attach Multiple Challans (if split payment)
   1. If system challan = ₹1000 but Govt. challans split (e.g., 600 + 400).
   2. Add multiple challan entries under the same record.

📊 Managing Challan Fields

1. Expense ID → Auto-filled.
2. ITNS No. → Select from dropdown.
3. Amount → Challan Amount.
4. Nature of Payment → From dropdown.
5. Challan Details → Challan No., Amount, Txn ID, Date, Mode, Docs.

📝 Notes & Special Cases

• Total Paid amount cannot be less than TDS Challan Amount.
• Cancelling Challan: Uncheck Is TDS in Expense → status = Cancelled.
  • Do not delete. Instead, uncheck Is TDS in Expense.
  • Challan will be marked Cancelled.
  • If already paid → System shows: “Challan Already Paid, use details for another challan”.
• If Paid Challan is cancelled → TDS Challan status = Advance.
• Expense changes auto-update challan.
• Past challans visible in Challan History.
• TDS challans cannot be deleted → only rectified.

⚠️ Warnings

• If you edit and try to add TDS paid amount less than TDS Challan record in Daai Business Suite it gives an error “Total payment amount cannot be less than the challan amount.”
• If challan details are not updated after Govt. filing → tracking will be wrong.
• Always verify Section Code before filing.
• Vendor GSTIN must match invoice for ITC credit.
• Tax rate changes must be updated in Master Settings.

✅ Summary

• Expenses with Is TDS auto-generate challans.
• Challans must be updated after Govt. payment.
• Full audit log is maintained for compliance.
• Data flows into Reports Module for financial reconciliation.
• 🔗 Cross Reference: Manage Expense GST & TDS