Sending Form 16, Form 16A and other Forms automatically saving human Time, Energy and Resources

How can we save Time, Energy and Resources? Simple, by using the Powerful Tool Microsoft Excel!!

How to send Form

Let us say you want to send Salary Slips to Employees on a monthly basis or Form 16 to Employees on a yearly basis or Form 16A to Deductees on a quarterly basis or any other Personnel specific attachment. Many Companies/Businesses send these Forms in hard copy by couriering it to the receiving Party which calls for the Courier cost and the company’s resources. Sending this via e-mail will save the courier cost and the company’s resources, but still there would be human time and energy involved. Let us look at a Procedure created in Microsoft Excel which can help you minimize the human time and energy by automating the process.

Let us say you have downloaded Form16A from the TDS CPC website and are ready to send it. (Note that Form 16A can be send via e-mail only if it is digitally signed. If it is signed manually then sending a hard copy is mandatory). I have attached herewith a Sample Automated Tool wherein you just need to put in the Deductee Name, PAN Number and E-mail ID alongwith few General Details viz Assessment Year, Quarter, Location of Form 16A and the Deductor details and all the Form 16A’s are sent just with a click of the Command button. Download the Excel Sheet “Sending Form 16A”  (attached herewith)  and follow the Instructions given in the Sheet. You can either change in the data to your Actual Data or test check the Tool with the example fed into it. For test checking the Sheet with the example fed into the Automated Tool, you also need to download the Zipped Folder “Form 16A”  (attached herewith)  and save it on your Desktop. Whether you are trying this Automated Tool with your own data or sample data, make sure you change the E-mail ID’s (belonging to you) so that you can assess the working of the Tool.

Notes:

  1. Enable the Macros/Content, if it is not enabled.
  2. This automated tool has been created to work with Microsoft Outlook. However the same can be amended to work with any other Mail Utility that your Company/Business is using. (Ensure that your Microsoft Outlook is open)
  3. This tool is a sample tool which will work only for 3 examples. Put in the details of three Deductees and press the command button.
  4. This tool sends Attachments in PDF Form. Alternatively the tool can be amended to send Attachments in any format.

You checked the above and  it works!!. So now let us see how do you send Form 16 wherein you have two Attachments to be sent to each Employee. Part A is to be downloaded from the TDS CPC website and Part B is to be prepared by the Company/Business. Once you have downloaded Form16 from the TDS CPC website and are ready with Part B; which means you are ready to send Form 16 to Employees (Note that Form 16 can be send via e-mail only if it is digitally signed. If it is signed manually then sending a hard copy is mandatory), download the Sample Automated Tool “Sending Form 16” (attached herewith) wherein you just need to put in the Employee Name, PAN Number, E-mail ID and Employee Code alongwith few General Details viz Assessment Year, Quarter and the Deductor details and all the Form 16’s are sent just with a click of the Command button. Make sure that Part B prepared by your Company/Business is named in the manner as mentioned in the Instructions (If the Name of Part B is in any other Form, the Tool can be amended accordingly). It is pertinent to note that the difference between sending Form 16 and Form 16A is Form 16 has two Attachments in each mail (Part A and Part B) as against Form 16A which has only one Attachment. You can either change in the data to your Actual Data or test check the Tool with the example fed into it. For test checking the Sheet with the example fed into the tool, you also need to download the Zipped Folder “Form 16” (attached herewith) and save it on your Desktop. Whether you are trying this Automated Tool with your own data or sample data, make sure you change the E-mail ID’s (belonging to you) so that you can assess the working of the Tool.

Notes:

  1. Enable the Macros/Content, if it is not enabled.
  2. This automated tool has been created to work with Microsoft Outlook. However the same can be alternatively amended to work with any other Mail Utility that your Company/Business is using. (Ensure that your Microsoft Outlook is open)
  3. This tool is a sample tool which will work only for 3 examples. Put in the details of three Employees and press the command button.
  4. This tool sends Attachments in PDF Form. Alternatively the tool can be amended to send Attachments in any format.

The due for sending Form 16 is May 31, 2014 and Form 16A is May 30, 2014.

For those who are unable to send the mail with the Attachment: 

When you unzip the Folder “Form 16A”, it is created as Form 16A/Form 16A/PDF Files. It is nothing but although the Folder looks Unzipped to you, the outer folder is the Zipped Folder which contains the Inner Unzipped Folder and which further contains the PDF files. This is the way Unzipping takes place in the newer version of Windows. This Utility cannot get into the Zipped file and hence the Attachment could not be sent.

What you need to do is to cut paste the Inner Folder and save it to your Desktop so that it finally reads as Form 16A/PDF files  and not Form 16A/Form 16A/PDF Files and then run the Utility. The mail will be sent with the relevant Attachment.

Or you can create a New Blank folder on your desktop and name is as you want and then copy/cut paste the PDF files into this folder and copy the Location Path of this folder into the Utility. It will work.

Or try using the Actual Data by putting your Actual TDS Certificates in a New Folder.

The only reason for the Attachment not being sent is the way in which the Unzipping of the folder takes place on your PC.

You can try sending once again!!   Enjoy sending the TDS Certificate!!

—-

Further Update to Article on 03.06.2014

A Trial Version for sending Form 16A Q4 A. Y. 2014-15 with which you can send 200 mails can also be downloaded

Download Software to send Form 16A Q4 A.Y. 2014-15 by email

Attached Files :-

FORM 16   /  FORM 16A  /  Sending Form 16A / Sending Form 16

(CA Manita Verma E-mail: mannitaa@ymail.com)

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0 responses to “How to send form 16, Form 16A and other Forms automatically”

  1. sanjib jena says:

    I have understood that digitally signed form-16 can be sent through e-mail only. In my company after several request and my insistence to provide the softcopy of digitally signed form-16 they are avoiding. Could please advise what actions I should initiate to get the soft copy of form 16 from my company. regards, sanjib jena 9818460563

    (Note that Form 16A can be send via e-mail only if it is digitally signed. If it is signed manually then sending a hard copy is mandatory).

  2. Amit says:

    Please share the latest utility.

    It is showing ” The utility is valid upto 15-Jul-14″

    Runtime error “1004”

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