The Ministry of Corporate Affairs (MCA) V3 portal has introduced a completely new, online process for filing various forms, including the Annual Financial Statements form, AOC-4. Unlike the previous V2 portal, which relied on uploading filled PDF forms, the V3 portal requires you to enter data directly online.
Here is a step-by-step guide on how to file your AOC-4 form on the new MCA V3 portal:
1. Portal Access, Registration, and Login
The first step is to establish your credentials on the official MCA website.
- Access the Portal: Go to the MCA’s official website, www.mca.gov.in.
- Sign In / Register: Click on the Sign In button. If you are a new user, you must first Register as a Business User.
- User Creation: You can create an ID through any Director’s ID/PAN. The person filing the form (often a Director in a small company) can use their own credentials. Their registered email ID will become the Login ID.
- Log In: Use your newly created User ID (email) and password to log in.
2. Accessing the AOC-4 Form and CIN Details
Once logged in, navigate to the e-filing section.
- Navigate to E-Filing: On the top menu, hover over MCA E-Filing and select Annual Filing.
- Choose the Filing Method:
- It is generally recommended to select Financial Statements and Other Documents (the online method). This process is typically easier, as it automatically populates last year’s data after you select your company.
- Alternatively, an offline method is available where you download an Excel file, fill the data, and upload the generated JSON file, which is useful for very bulky data.
- Select the Form: Choose AOC-4.
- Enter Company Details: Select the CIN (Corporate Identification Number) of the company you wish to file for. The system will auto-populate the company name, registered address, and authorized capital.
3. Filling in Preliminary Financial & Board Details
This section covers basic information about the reporting period and company officials.
- Financial Year: Enter the Start and End Date of the Financial Year for which you are filing the accounts (e.g., April 1st to March 31st).
- Meeting Dates: Enter the dates for the Board Meeting where the accounts were approved, and the AGM Date.
- Director Details: Enter the DINs (Director Identification Numbers) of the directors who are signing the financial statements and board report.
- Auditor Details: Enter the SRN (Service Request Number) of the last filed AOC-4. This should auto-populate the auditor’s name. You may need to manually enter the Name and Membership Number of the signing auditor.
- Other Information: Specify the Type of Industry and whether Consolidated Financial Statements are required (usually not applicable for small companies). Also, confirm if the Books of Accounts are maintained in electronic form.
- Crucial Step: Save Frequently! Since this is an online form, you must click Save frequently throughout the process. Delay in data entry can lead to a form timeout/log out, forcing you to fill everything again.
4. Entering Balance Sheet Figures
This is the most critical part, requiring attention to detail.
- Current Year Date: Select the date for the Current Reporting Period (e.g., March 31st).
- Data Entry: Last year’s figures will be auto-populated. You need to enter the current year’s corresponding figures for:
- Share Capital, Reserves and Surplus
- Non-Current & Current Liabilities (Long-term borrowings, Trade Payables, etc.)
- Non-Current & Current Assets (Fixed Assets, Investments, Inventory, Trade Receivables, Cash & Bank balances, etc.)
- Note on Figures: You must enter the complete figure (in Rupees), not figures in thousands or lakhs, even if your Financial Statements show them in a shorter format.
- Detailed Breakups: Complete the subsequent sections that require breakups for Long-Term Borrowings, Trade Receivables, etc.
- Balance Sheet Parameters: Answer the specific questions regarding net worth, secure loans, and fixed assets.
5. Entering Profit & Loss Account Figures
Proceed to the P&L section to enter operational data.
- Revenue: Enter the figures for Revenue from Operations (split into sale of goods, sale of services, and export turnover) and Other Income.
- Expenses: Enter the figures for different expense categories, such as Cost of Material Consumed, Employee Expense, Finance Costs, and Depreciation.
- Other Details: Complete the sections on Earnings Per Share (EPS) and Proposed Dividend, if applicable.
- Related Party Transactions: Enter details for any transactions with Related Parties (AS 18).
6. Filling Statutory & Director/Auditor Report Details
Towards the end, you must provide details from the statutory reports.
- Auditor’s Report Details: This section requires information on the Auditor’s Opinion (unqualified, qualified, adverse) and Basis of Opinion. You must also provide the Number of Qualifications/Remarks and the type (Reservation/Adverse/Disclaimer).
- CARO: Indicate whether the CARO (Companies Auditor’s Report Order) is applicable and fill in the corresponding details from the report.
- Director’s Report Details: Provide details like whether the company is a Small Company, the number of Board Meetings held during the year, the Director’s Responsibility Statement, and a brief Description of the State of Affairs of the Company.
7. Attachments, Certification, and Final Submission
- Upload Attachments: In the attachment section, you need to upload the required documents:
1. Financial Statements (including Auditor’s Report).
2. Director’s Report (and other optional reports like Secretarial Audit, if applicable).
3. AGM-related papers.
- Certification: Select the Authorized Director for the form, enter their DIN, and select their Designation. Professional certification (from a CA/CS/CWA) is generally not mandatory for small companies.
- Final Submission: Click Submit.
- DSC & Payment: The system will generate a document. You must Download this document, affix the required Digital Signature Certificate (DSC), and then Upload the DSC-affixed form back onto the portal. Finally, complete the required Payment.
Once the payment is successfully completed, your AOC-4 filing will be considered submitted.
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Contact NIRA Associates via mobile +918588900433 or email csniraassociates@gmail.com for getting your AOC-4 filed and any other doubts resolved.
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