Epf Format in Excel - DOC by vqk97294

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									(older versions 3a23?.exe was having problems in (4) Employee Master Entry and
(6) 6A printing. These are corrected in this version 3a23e.exe. If you are already
using 3a23.exe (older version), you may copy the file 3a23e.exe (only this file –
this is available separately for download at www.epfokerala.in >>
Software/downloads >>) to that folder and double click on 3a23e.exe and work
as usual instead of 3a23?.exe)

Installation
1. Copy the 3a23b.zip / 3a23e.zip file to a new directory

(eg: C:\ epf)

2. Unzip it into that directory
(To unzip/extract the files, (1) You may right click on the 3a23?.zip file and select EXTRACT or
(2) Install the Winzip software and then extract using it)

Start the application/software:
Double click on 3a23  e.exe




First, select the 4th option ie, 4. Establishment Entry ,
and enter Establishment code and Press Enter two times. Do not use mouse as
this is a
DOS software. Mouse may not work properly
.




Then enter Region/Office code as KR/TVM and then Est.name and address,
contribution rate etc. as shown below
After above, press enter key and enter the name/designation of the officer who sign the Form-3A,
Form-6A etc.
Do not use mouse, Press Enter till you get the main menu screen




After the entry of Establishment details as above, Select Option 1, and do 3a dataentry on yearly
basis.
After est.code, enter year as 2009 for 2009-2010
Press Y if the following screen comes
Then enter the Employee Number and Name and Wages etc. as below:




Please note that, even if you entered the year as 2009-2010, the month/year is shown as 2008 (left most
column – one year less). <ESCAPE> and exit from the programme and Restart the programme and this
will solve the problem.
To EDIT , enter that employee number again in the above screen and change the values. No
calculation will take Place while editing.

Short Cut keys:

    1. <PGDN> - go to total

    2. <F8> - to fill the same wage/values in the below fields (Feed the wage of a month, press
       <ENTER>,
       Cursor will go to next below wage field, Press <UPARROW> key so that cursor will go the
       entered wage. Press <F8>)

    3. <ESCAPE> - to abort action

    4. <ALT><ENTER> - to Enlarge the Window

    5. <INSERT> if difficult to locate cursor



You may take the print of Form-3A by selecting the option 5 as below.




You may take the print of Form-6A by selecting the option 6 as above to File

Father Name and Retirement date etc. can be entered using the option (3) Employee Master Entry and
these will be printed in the Form 3A

If the print does not go to the desired printer (if you have many printers), do as following:

    1. Select File in the above screen. Then a file named 3A.txt or 3A will be created in the folder
       where
        3A23b.exe exists.
   2.   Open the file 3A.txt or 3A with MS-WORD and print into the desired printer.



Some suggestions for Printing:
While printing, if you select 'to File' Option, a file named 3a.txt or 6a<year>.txt
will be
  created. Right Click these files and Open with MS-WORD(or wordpad), and in
'Page set up'
  change ALL margin to zero inch, select 'Portrait' as orientation. This will give you
Print ready
 file which you can print easily. You can make the matter bold etc. While
changing the Font
  type or Font size, the format/layout may change and may not fit in one page.
No need to save the document.

If line spacing in not proper (Word 2007), click in the right bottom side of
<Paragraph> tab and <tick> mark
 against ‘Don’t Add space between….’ as shown below
How to submit the data to EPF office:
Go to that Folder/directory of your computer where this 3a23.exe programme is

Copied/extracted, and find out the .DBF file. The file name will be of the format <estcode>_<yr>.DBF.

Ie, If your Establishment Code is 1234 and the year is 2009-2010, the file to be sent to EPF will be
1234_10.DBF

(In addition you have to sent the print out of 3A and 6A duly signed to EPF offices.)

(The 3A.txt or 6A*.txt files need not be sent to EPF. These may be used only to take Print/view)

Do not save the files using EXCEL. If you double click on .DBF files it will open in Excel and you can view
data


*****************************************End of main part*************************

Other details :
2. Monthwise Entry:
 ---------------

select 2 for 3a data entry on monthly basis

 Last months values will be automatically coming except for April while data entry.
 After month wise entry, the software will ask for "Update Untouched cases
  with Previous months' values? If confirmed all cases for which that months
  values are blank (eg. no data entry) will be filled with previous months values
  Hence, edit only those cases who has some change in salary/contribution and
  the rest of cases CAN be automatically filled.


3. If message like 'Cancel' 'Ignore' comes, please select 'ignore'.

4. If the programme misbehaves, Index first and then try other tricks.

5. If you feel the cursor not easily locatable, please press <INSERT> KEY on the key board and the
  cursor becomes a blinking block. Again pressing it will change the cursor back to original.

6. 3a file creation: You may use menu item 8 or 1 to create the file. If you have got previous
  years file, keep that file in the same directory/folder and the software will prompt to you
  copy employee details such as name,Father name, Date of birth etc. to new file.

 Known problems:
 -Do not save the files using EXCEL. If you double click on .DBF files it will open in Excel.
   *If you save form3a.dbf or em.dbf using excel, copy it from the orginal (zipped) set of files.
    If em.dbf is replaced, you have to type in all estt.details using 4th option of the menu.
   *If you save working 3a file using Excel, you may try to correct it by Updating it
 -If you feel the cursor not easily locatable, please press <INSERT> KEY on the key board
 -If you can not locate the already entered details of an employee, First Index, Then Check
  whether the data is there in the file by opening it in Excel (Do not Save)
  [If you want to save using EXCEL, SAVE AS DBASE-IV ]


1. A item 'WGLIMITLAW' is there.ie, statutory wage limit. Now it is 6500/-
  This is the universal wage limit and 'wagelimit' is the Pension wage limit for your
  establishment. Also there is a provision to define this Pension wage limit for each
  employee .
  If an employee contributes more to his Provident Fund, you can enter that wages for that
  employee. And the Employee contribution will be calculated as per that wage while data
  entry. For the purpose of Employer share
  while saving that record, wages will be replaced by the 'wagelimit' for that employee


2.Pension Contribution rate can be fed. Actually it should be (25/3)%. But for simplicity, it is taken as
8.33%.
But for higher salary 8.33% may not be correct. So if Pension contribution is for higher salary (if wage is
more than Rs. 6500/-),
you may feed 'PENRATE' as 25/3
3.You can feed Wagelimit. Usefull if Pen.Contribution is for more than 6500/-
 In this case, the Pension contribution will be calaculated (while data entry) as 25/3% of
 wagelimit.


4.While printing, if you select 'to File' Option, a file named 3a.txt or 6a.txt will be
 generated. Open this in MS-WORD, in 'Page set up' change ALL margin to zero inch,
 select 'Portrait' as orientation. This will give you Print ready file which you
 can print easily. You can make the matter bold etc. While changing the Font
 type or Font size, the format/layout may change.

5.If you do not have Floppy drive, you may copy the dbf file to CD or USB drive as you do
in case of any other file. For that go to that Folder/directory where this programme is
copied, and find out the file. It will be <estcode>_<yr>.dbf

6.If your Prgramme got some problems, and are able to do data entry, You may do the following

 a) open the 3A file ( <est_code>_<yr>.dbf eg: 17267_09.dbf ) file using EXCEL and examine
   whether the data which you entered is there.
   In this case (data ok), Update and Index the files.

 b) If your data not been saved (as verified from EXCEL) discontinue the use and inform
   the problem.

 IMPORTANT: IF YOU OPEN ANY DATA FILE OF THIS PROGRAMME AND SAVES(ONLY IF SAVES) USING
EXCEL,
       THERE IS A POSSIBILITY OF PROGRAMME MISBEHAVING. HENCE DO NOT SAVE USING EXCEL.
YOU
       CAN SEE/VERIFY THE DATA ENTERED USING EXCEL WITHOUT ANY PROBLEM.
       IN CASE YOU SAVES THE FILE IN THE EXEL, YOU HAVE TO GET IT RECTIFIED USING FOXPRO OR
       THE OPTION OF THIS PROGRAMME CALLED 'UPDATE' .


How to change to another version of this software/How to install a new
version/How to copy data of older
Version to newer version
1.Create a new directory, Extract/copy all new files to that directory
2.Copy all *.dbf & *.idx files pertains to your establishment of earlier directory to this directory
3.Do not copy 'form3a.dbf' or 'em.dbf' from old directory to new directory.
4.Type all estt. details again here such as est.name, address etc. using 4th option of menu.
5.Create the required 3A file using 8th menu item (selecting 2 within).
6.Again in 8th menu item, activate 3rd option to Update file and enter Old 3A file name
7.Index the files (do not forget)

								
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