Error while Uploading Excel

While uploading the Excel file on Form [724], ensure that the data entered in each column of the sheet is relevant and correctly aligned with the respective column headers. One of the most common causes of upload failure is data mismatch — where the values do not correspond to the expected format or content of that column. Double-check the format, data types, and mandatory fields before uploading.

Why is a specific challan not appearing in reports?

A challan may not appear in reports if it has an Unload Date recorded in the system. Once the unload date is entered, the system marks the challan as completed, which removes it from active challan reports.

To fix this, check the Unload Date field in the CN. If the challan is still active or needs to appear in reports, ensure that the Unload Date is not set or is corrected. After updating this field, the challan will display properly in the relevant reports.

Why are entries not showing on the report in case of Driver Debits?

In the case of Voucher Type: Driver Debits, the report displays only those entries where the driver is taken on the Debit side during voucher creation.

If the driver is not listed on the Debit side, those entries will not reflect in the report. To resolve this, the voucher must be updated accordingly to include the driver in the Debit section.

Why is Helper Salary Being Calculated When Booking Driver Expense?

If a helper is mapped with the driver, then upon clicking the "Add Auto-Budget" button while booking driver expenses, the helper's salary expense is also calculated automatically.
This is a system-driven behavior where mapped helpers are included in budgeting to ensure complete expense tracking.

How Is the Budget Calculated When There Are Multiple Parameters for Budgeting?

The budgeting system uses a hierarchical parameter-based matrix to determine the applicable budget when multiple conditions or parameters exist.

How are the values for the Expense under Toll Expense section displayed on the Tripsheet Entry Form?

The values appearing in the Expense dropdown under the Toll Expense section on the Tripsheet Entry Form are derived from the Expense Master configuration.

Specifically, these are the expense entries that are created in the Expense Master form and mapped under the Expense Group: Toll Tax

Only those expense heads categorized under "Toll Tax" will appear in the dropdown for selection on the form.

Why is Waiting Days showing value as 0?

The Waiting Days field is calculated using the following formula:
WaitingDays = (Loading Date - Report Loading Date) - 2

If the result of this formula is 0 or less, the system will show the value as 0.

Why is the expense list not visible to an admin account but is visible to other users?

This is the intended functionality of the system. The visibility of the expense list is directly linked to entity mapping at the user level.

The system operates based on the following principles:

• User-Level Visibility: Expenses are designed to be displayed for individual users who are assigned to a specific business entity.
  
  
• Entity Mapping: Standard user accounts must be mapped to an entity to view the corresponding expense list.
  
  
• Admin Account Configuration: By design, administrative accounts are typically not mapped to a specific entity. This lack of an entity association is the reason the expense list is not visible to them.

In summary, for an account to view the expense list, it must be a standard user account with a direct entity mapping.

Why Is the "On-Time Delivery" Expense Not Calculating in the Driver Section When Creating a Tripsheet?

To ensure the "On Time Delivery" expense is calculated in the Driver Section when creating a Tripsheet, follow these steps:

Select the Correct Expense Group:

Navigate to Expense Master [811] and select the Expense Group as "On Time Delivery."

Ensure Budgeting is Set:

The selected expense must be budgeted under the Driver Budgeting Chart [1434].

By following these steps, the "On Time Delivery" expense will be accurately calculated in the Driver Section.

Why is AdBlue Qty not showing while creating the Tripsheet?

If AdBlue details are not showing while creating the Tripsheet, even after proper configuration, then the issue may be due to the Fuel Expense being created through a Material Outward of nature "Material Trip Advance".

AdBlue details will not appear in such cases.

Why Is the Check Number Field Behaving as a Search Field in Some Cases and a Text Field in Others?

The behavior of the Check Number field depends on the Account type and Payment Mode selected during voucher creation.

Detailed Explanation:

• If the Account selected belongs to the Bank Account or Bank O/D Account under group and is placed on the Credit Side, the Check Number field behaves as a search field.

• However, if the Payment Mode is set to "Other", the Check Number field switches to a free text field.

• The field will also search for values only if:

  • The check numbers are available in the Stationary.

  • The dispatch of the cheques has been created in the system.

This ensures the field is dynamic and reflects actual cheque availability and mode of transaction.

---

What reference is shown on Voucher Trace [547] when an entry is created via Pump Bill Verification [12046]?

When an entry is generated through Pump Bill Verification [12046], the Voucher Number is recorded as the New Reference instead of the document number.

While creating a Payment Voucher, ensure you search using the Voucher Number (New Reference) to properly mark it against the reference.

Why am I seeing 'Amount Cannot Exceed 0.00' while making payment entries?

This issue occurs due to incorrect configuration settings. To resolve:

Configure HS Advance/Voucher Max Amount:

Go to Configuration Application [12033] and set the Max Amount allowed for payment vouchers.

Once the correct Max Amount is set, the payment entry should process successfully.

Why Is the Account Not Getting Searched in Ledger While Creating a Journal Voucher?

If an account is not appearing while creating a Journal Voucher, it is likely because the account is grouped under the Purchase Account category.

In Journal Vouchers, accounts whose parent group is "Purchase Account" are not allowed on the Credit side.

Resolution:
Verify the group of the account in the Account Master. If it falls under "Purchase Account" and needs to be used in Journal Voucher, you may need to reassign it to a different suitable group based on accounting logic.

Why am I seeing 'Document Not Available' when downloading an image from the Image Dashboard?

If you encounter this message while attempting to download an image, consider the following:

Check if migration is in progress – If migration is underway, you need to wait until it is completed.

Verify migration status – Ensure that migration has been successfully completed for the customer.

Post-migration check – If migration is completed and the issue persists, it indicates that the image is not available on the server.

Why is the voucher not appearing on the Supplementary Bill - Logistics [1270]?

If a voucher is not showing on the Supplementary Bill - Logistics [1270], follow these steps to resolve the issue:

Verify the voucher type – Check the voucher type in the Import A/c Transaction Form [450].

Confirm the bill number – Ensure the Bill Number is correctly listed in the Supplementary Bill (Non-Logistics) [761] form and not in Supplementary Bill (Logistics) [1270]

Check Constant Names – Verify that the constants for Supplementary Bill - Logistics and Supplementary Bill - Non-Logistics are properly updated.

Why does the Excel voucher import fail silently without an alert message during verification?

If the Excel voucher import process fails during the verification step without displaying an alert message, it is often due to incorrect data formatting within the file. A common cause for this issue is an invalid date format.

To resolve this, please perform the following checks:

• Review Date Columns: Carefully inspect all date-related columns in your Excel sheet.
• Correct the Format: Ensure that all dates adhere to the system's required format (e.g., DD-MM-YYYY). Inconsistent or incorrect formats can cause the verification to fail silently.
• Check Other Fields: While the date format is a frequent issue, also verify other fields for correct data types and formatting as per the import template guidelines.

After correcting the data, please try the import process again.

Why does search fail when pasting text with special characters but work when typed manually?

This issue can occur when text containing special characters (e.g., apostrophes, hyphens) is copied from one source and pasted into a search field.

The root cause is often related to hidden formatting or character encoding differences that are transferred during the copy-paste process. The search functionality may not correctly interpret these pasted characters, causing the search to fail.

• Pasted Text: May contain non-standard characters that look correct but are not recognized by the system's search index.
  
  
• Manually Typed Text: Uses standard character encoding that the system can easily parse and find.

What Is the Correct Date Format for Excel Uploads?

While uploading any data through Excel, the date format should be in DD/MM/YYYY unless a different format is explicitly mentioned in the sample Excel file. Using an incorrect date format may lead to errors or failed uploads.

Why do I receive an error or alert message when uploading Hire Purchase Excel file?

An error message during a hire purchase upload typically indicates a data or formatting inconsistency within the Excel file itself. The system validates the file before saving, and any discrepancies will prevent the process from completing.

Common issues include:

• Installment Amount Mismatch: The sum of the installment amounts in your schedule does not match the total principal or expected amount. This is a primary reason for validation failure.
• Incorrect Column Structure: The columns in your Excel sheet may not align with the required template. Ensure all headers are correct and there are no extra or missing columns.
• Corrupted Data or Formatting: Copy-pasting data from another source can introduce hidden characters or formatting issues that interfere with the upload.

To resolve this, it is highly recommended to create a new, clean Excel file from the official template. Manually entering the data instead of copying and pasting can help ensure the file's integrity and successful upload.

Why is data not getting uploaded through the Excel file?

If data is not uploading through the Excel file, ensure the following validations are met:

Data Consistency – The values in the Excel file must match the corresponding details entered in the system.

Validate Key Fields – Ensure that the following fields in the Excel file are correctly entered and tally with the system records:

1. Principal Amount
   2. Interest Amount
   3. Installment Amount
   4. Vehicle Number
   5. Contract Number
   6. Installment Date
   7. Installment Duration

If any of these fields contain discrepancies, the upload process may fail.

Why Are the Default Ledgers "Profit & Loss A/c" and "Reserves & Surplus" Not Visible?

If the default ledgers "Profit & Loss A/c" and "Reserves & Surplus" are not appearing in the system, it is likely that they were not auto-generated during the initial configuration.

Resolution:
You can manually create these ledgers through the Account Master form. Make sure to:

• Assign the correct ledger group (e.g., "Profit & Loss A/c" under Revenue or Expenses, and "Reserves & Surplus" under Capital).

• Validate that no naming conflicts exist with other ledgers.

Once created, these ledgers will function as expected for your accounting and reporting needs.

Why is my Vendor/Client account not showing on Account Master [65]?

If your Vendor or Client account is not appearing in the Account Master [65], it could be due to a role mapping issue. When a Vendor/Client is created, two permissions are required:

1. Party Role Mapping:
   Ensure that the party role is assigned by selecting the appropriate party type and assigning it to the required user role.
   
   

2. Account Role Mapping:
   Navigate to the Account tab, and select the account role as well. Without both mappings, the account won't be visible in Account Master [65].
   
   

Make sure both party and account roles are properly configured to resolve the issue.

Why does an opening balance popup appear when updating ledgers for the first financial year?

When updating ledgers for new clients in their first financial year, the system displays an opening balance popup as part of the standard process. This is expected behavior designed to prompt users to enter the opening balances for accurate financial initialization.

Through this popup, users can directly input the opening bill reference and corresponding values, ensuring that the financial records start correctly and remain consistent throughout the accounting cycle.

Why Is the Account Not Visible on Vendor Master [951] or Client Master [948]?

If the account is not visible on Vendor Master [951] or Client Master [948], follow these steps to resolve the issue:

Check Account Mapping:

Verify whether the account is linked with the party.

If the account is not mapped, it needs to be associated with the relevant Party using either Vendor Master [951] or Client Master [948].

Mapping the correct account ensures proper visibility in the respective master forms.

Why is the Opening Balance Showing as Blank on the Account Master for an Account?

If the Opening Balance is appearing blank on the Account Master form, it typically means that the opening balance has not been recorded for that account.

Resolution Steps:

1. Go to the Opening Entry Form [1288].

2. Search for the account.

3. Verify if the opening balance has been entered.

4. If not present, input the appropriate opening balance for accurate reporting.

 

---

Why is some Ledger not showing in Form 65 while it is visible in Form 93?

This issue occurs when the same Ledger Name (e.g., Mobile) exists multiple times in the system. In such cases, Form 65 may not display the ledger directly in the list.

To resolve this, use the “=” (Equal to) filter along with the exact Ledger Name in Form 65. This ensures the system searches precisely for the intended ledger and displays it correctly.

Why is TDS on Consultancy Fees not appearing correctly in Form 65?

There are two primary reasons why **TDS on consultancy fees** may not appear as expected in **Form 65**:

• Incorrect Service Type Selection: Ensure that when selecting 'Camera & Fuel Sensor Support Exp.' on Form 65, the 'TDS On Consultancy Fees' option is correctly chosen under the Type of Service field.
  
  
• Missing TDS Configuration: TDS must be properly configured within the Current Liability section. If this configuration is missing, TDS will not reflect correctly in Form 65.

Resolution: the TDS configuration was missing in Current Liability. 

How Is the "New Fills" Field Value Calculated in the Tripsheet?

The "New Fills" field displays the sum of Driver Fuel Expenses recorded between the selected From and To Dates while creating the Tripsheet.

It dynamically calculates the value based on the fuel entries logged within the specified trip duration.

How to change the vehicle number of a tripsheet?

If a trip sheet is created for one vehicle but later needs to be associated with a different vehicle, changing the vehicle number from the backend is not recommended.

The correct process is to delete the incorrect trip sheet and create a new one for the correct vehicle.
Modifying vehicle numbers from the backend can lead to data inconsistencies and reporting errors.

Why After Fuel Disbursement, Fuel Records Are Not Showing While Trip Settlement?

This issue might occur when the Actual Date is blank in the fuel voucher.

Resolution Steps:

1. Navigate to Trip Advances Entry Form [771].

2. Search for the respective Fuel Disbursement Voucher.

3. Check if the Actual Date is missing or blank.

4. Update the Actual Date in the voucher.

5. Once updated, the fuel record will reflect properly during Trip Settlement

Why is the Closing Stock showing a negative value?

The Closing Stock (CL STK) is calculated using the formula:

CL STK = OP STK + New Fills – Used Fuel

If both Opening Stock (OP STK) and New Fills are zero, but Used Fuel has a value, the result will naturally be negative. This indicates that fuel consumption is recorded without any available opening stock or refills.

To avoid negative values, ensure that the Opening Stock and New Fills are correctly entered before recording fuel usage. Accurate stock updates will ensure that the Closing Stock reflects the correct balance.

 

Why Is CN Not Displaying in Ascending Order in the Grid?

The CN (Consignment Note) in the grid is sorted based on the Order By option selected in the Search Criteria section.

If Order By = CN Number, the grid displays CNs in ascending order of CN numbers (not by date).

If Order By = Date, the grid sorts CNs based on the date instead.

Make sure to choose the correct sorting criteria based on your preference.

Is GST Nature Populated Automatically Based on the Client Configuration?

No. The GST Nature is not auto-populated based on the Client Master Configuration. Users must manually select the appropriate GST Nature while entering the data.

Why is the Sales Ledger not showing on the Bill Creation [757] form?

The Sales Ledger does not appear on the 757 form when the voucher type is not correctly mapped to the Sales accounts group. To resolve this, verify that the CN Advance Reverse voucher type is used to configure the Sales ledger on the 639 form.

Once properly mapped, the Sales Ledger will display correctly on the 757 form.

Why are opening bills not appearing in the 757 form and printouts?

Opening bills are not displayed in Form 757 or in the print format because the form and its print layout are designed to show only current bills. Entries categorized as opening bills are intentionally excluded from this form and its printouts, as they are considered part of the initial ledger setup rather than current transactions.

This behavior is expected and aligns with the system’s reporting design.

Why is a Bill showing in Loss (Red) in the report?

A Bill appears in Loss (Red) when the Hire Slip amount created against it is greater than the CN Freight amount. This condition signals that the CN is loss-making.

To resolve this:

• Verify the Freight and Hire Slip values for the CN.

• Correct any mismatched entries if required.

• If the issue persists, discuss it with the responsible authority before escalating further.

Why does it show "already exist" when saving a bill?

The "already exist" error appears when a bill number is duplicated in the system. This can happen if a bill with the same number was previously created.

To fix this, check whether the same bill number is already present in the system. If found, either delete the bill or use a different bill number to avoid duplication. Ensuring unique bill numbers will resolve the issue.

How can I change the name of the Supplier in the Material Purchase Bill?

To change the supplier from the Material Purchase Bill, the existing bill must first be deleted. After deletion, the same bill can be recreated using the correct or updated supplier name. Direct modification of the supplier is not allowed once the bill is submitted.

How to Delete a Material Purchase Bill?

To delete a Material Purchase Bill, follow these steps:

1. Select the Bill:
   Go to the Material Purchase Bill form [1269] and select the record you wish to delete.

2. Ensure Voucher Is Not Posted:
   If the bill has already been posted in accounts, you must first delete the associated voucher.

3. Delete the Voucher:
   Navigate to Voucher Trace [547] and delete the corresponding voucher entry.

4. Delete the Bill:
   Once the voucher is deleted, return to the Material Purchase Bill [1269] form and click the Delete button to remove the bill.

Why Is GST Not Getting Calculated?

If GST is not being calculated, ensure that the checkboxes for the relevant line items in the grid are selected. GST will only apply to the selected items. If no line item is selected, the system will not process the GST calculation.

So ensure to select the line item.

Why is the discount amount not calculating?

The discount amount may not calculate if it is entered after the HSNCODE. The system calculates the discount percentage based on the discount amount entered before entering the HSNCODE.

To resolve this, always fill in the discount amount first, then enter the HSNCODE.

What Is the Default Debit Account Source for "Driver Fuel Advance" Vouchers?

For the voucher type "Driver Fuel Advance", the default Debit Account is automatically populated based on the Owner mapped to the vehicle in the Vehicle Owner Mapping form [764]. Ensure that the correct vehicle-owner mapping exists to reflect the expected account.

Why Am I Getting the Alert “Mark Maintain Bill By Bill Flag Yes” in Account While Submitting an Entry?

The alert “Mark Maintain Bill By Bill Flag Yes” usually occurs when the selected account is not configured properly for the type of transaction being performed. To resolve this issue, please verify the following settings based on the type of entry:

1. Driver Cash Receipt

   • The account should be from the Bank/Cash group.

   • Ensure the "Maintain Bill By Bill" flag is enabled for this account.

   • 

2. Driver Fuel Advance

   • The Party Type should be from the Pump group.

   • Ensure the "Maintain Bill By Bill" flag is enabled for this account.

   • 

3. Driver Fuel Expense

   • The Party type should also be from the Pump group.

   • Ensure the "Maintain Bill By Bill" flag is enabled for this account.

   • 

Proper account group selection and enabling the required flag will help in preventing this alert during entry submission.

Why is the stationary not searchable even after mapping it with the branch?

If the stationary item has been created and successfully mapped with a branch but is still not appearing in the search results, it may be due to the number of digits configured for that stationary item being set to zero.

 Ensure that the digit count for the stationary code or identifier is properly configured. This setting is essential for the item to be searchable and retrievable in the syste

Why Is the Fuel Type Not Visible on the Trip Advance Entry Form [771]?

If the fuel type is not appearing in the dropdown on the Trip Advance Entry Form [771], follow these steps to resolve the issue:

1. Verify Fuel Type Master:
   Go to the Fuel Type Master form and confirm that the required fuel type exists.

2. Update the Record:
   If the fuel type is present but still not visible, update (edit and save) the record to refresh its visibility in dependent forms.

After performing the above steps, the fuel type should become available on the Trip Advance Entry Form [771].

Why is the Submit button not working during Import?

The Submit button will not work if the Ledger Type is not selected during import. Without this selection, the system cannot process the data, and the import cannot proceed.

Solution:

Always select the correct Ledger Type before clicking Submit. Once the Ledger Type is chosen, the import will process successfully, and the data will be mapped to the appropriate account.

How to Correct a Wrong Place or GST Entry in Party Offices?

If incorrect data such as Place or GST details has been entered in the Party Offices section, the best practice is to deactivate the incorrect record and add a new entry with the correct information. This ensures data integrity while maintaining historical records.

Why is the Route Name list disabled after enabling Route permission?

The Route Name list is disabled because Triplog does not allow changing the route once it is saved. The Route Enable permission in Form 122 does not control this behavior, as it only grants access to view or enable routes, not modify saved ones.

Why Is Fuel Budgeting Not Visible for a Vehicle?

If Fuel Budgeting is not displaying for a particular vehicle, it is likely because the Vehicle Type is not mapped. To resolve this issue, navigate to the respective form and select or assign the appropriate Vehicle Type for that vehicle. Once mapped, the Fuel Budgeting data will appear as expected.

Why Is My Market Freight Value Not Changing Even After Updating the Freight Value in CN?

If a CN is already attached to the Triplog and the freight value in the CN is updated afterward, the changes won’t reflect automatically in the Triplog's Market Freight Value.

To reflect the updated freight value:

1. Go to TL Freight Update Form [638].
   
   

2. Update the Revenue for the associated Triplog entry.

Once this is done, the Market Freight Value in the Triplog will reflect the modified freight from the CN.

Why is the CN not getting attached to the Triplog when using "Attach LR" or attaching manually?

If the CN is not getting attached to the Triplog despite verifying the vehicle and route details, the issue may be related to the date validation.

The most common reason is that the CN date has exceeded the allowed date range defined by the system setting TripCnAdjustedDay. This parameter limits how many days back a CN can be attached to a Triplog.

Resolution Steps:

1. Verify the TripCnAdjustedDay configuration setting.

2. Check the CN Date against the Triplog date to ensure it falls within the permissible range.

3. If needed, adjust the TripCnAdjustedDay value through configuration.

Why is the MKT. Freight field not showing on the Triplog Entry [821] form?

The MKT. Freight field will not appear on the Triplog Entry [821] form if the required permission is missing. This usually happens when the field has not been authorized for the user.

To resolve this, navigate to Form Field Authorization under the Triplog Entry Module and provide permission for the MKT. Freight field. Once the authorization is granted, the field will be visible on the Triplog Entry form.

Why does the Route KM in my triplog report differ from the master route distance?

Discrepancies between the Route KM on a triplog report and the master route distance typically occur due to manual data entry errors.

The primary cause identified is:

• Incorrect Manual Update: The 'Route KM' field on the triplog form is editable. Users may have inadvertently entered an incorrect value instead of using the distance specified in the selected route master.

To resolve this issue, the incorrect entries must be identified and corrected manually. The recommended step is:

• Update the Data: Users must navigate to each incorrect triplog form and manually update the 'Route KM' field with the correct value from the route master.

Why Am I Getting an "Error" Message While Creating a New Preventive Name?

If you encounter an "Error" message while creating a new Preventive Name, it's likely due to the name exceeding the character limit. Ensure that the Preventive Name is less than 50 characters. Reducing the character count should allow the form to submit successfully.

Why Am I Getting an Error While Uploading or Downloading an Image?

If you're receiving an error message during image upload or download, it's likely due to the bucket not being created for the client. To resolve this issue, ensure that a bucket is configured and available for the respective client before performing upload/download actions.

Why Am I Getting an Error While Uploading or Downloading an Image?

If you encounter an error message while uploading or downloading an image, the most likely cause is the absence of a configured Bucket for the client.

To resolve this issue:

• Ensure that the Bucket has been created and properly linked with the client in the image storage configuration.

• Without a valid bucket, the system cannot store or retrieve images, resulting in upload/download errors.

Please contact your system administrator or technical team to verify and set up the required Bucket for the client.

Why are CN numbers not showing on the 12059 form?

CN numbers may not appear on the 12059 form if the CN date is set in the future. The system relies on proper date validation to display CN entries.

Ensure that the CN date is correctly entered and not a future date. The system triggers a validation alert if a future date is entered, and only correctly dated CNs will be displayed on the form.

Why Am I Receiving an Error Message While Generating an eInvoice?

If you are encountering an error message while trying to generate an eInvoice, it could be due to an incorrect PIN Code or incorrect State mapping with the party.
To resolve this issue, verify the PIN Code and State details mapped in the Party Addresses [732] form and correct them if needed.

Why am I getting the "Transaction has been locked for this period" message while updating a bill?

This message appears when the transaction for the specified form falls within a locked period (typically a month).

To resolve this:

1. Navigate to the Transaction Locking Form.

2. Check the locking status for the corresponding period.

3. Unlock the transaction period if necessary to proceed with updates.

What causes e-invoicing alerts for certain bill numbers?

E-invoicing alerts for specific bill numbers usually occur due to configuration issues in the system. This often happens when the State or City/District fields in Form 267 are not properly updated.

To resolve this, open Form 267 and verify that both the State and City/District fields are correctly filled based on the bill’s location details. Once these fields are accurately configured, the e-invoicing alerts should no longer appear.

Why Am I Facing Issues While Uploading an Excel File on Form 724?

If you are facing issues while uploading an Excel file on Form 724, ensure that the Excel file format matches the module-specific format exactly.
The template and module must correspond correctly for a successful upload.

Why Is the Item Not Appearing in the Search Results on the Requisition Form?

If an item is not appearing in the search results on the Requisition Form, it is possible that the item has been marked as Deleted.

To verify this, go to the Spare Master [1470] form, search for the item, and check its status at the upper right corner.
If the item is marked as deleted, you can reactivate or change its status accordingly.

What Causes an Error While Uploading the Rate Chart Through an Excel File?

When uploading the Rate Chart through an Excel file, ensure that the following columns are correctly included in the file format:

Route

Date

Origin

Destination

Material Group

KM

Unit

Lower Range

Upper Range

Missing or incorrectly named columns can cause errors during upload. Always cross-check with the sample format if available.

Why Are TDS Rate Amount and Type of Service Not Showing on the Form?

If the TDS Rate Amount and Type of Service are not appearing on the form, please check the following:

1. Revisit the configuration settings.

2. Ensure that the Supplier does not have the primary role set as Client.

3. A Client with a secondary role as Supplier cannot be considered for entity mapping, resulting in improper TDS configuration.

Correcting the supplier’s primary role should resolve the issue.

Why are hire slip and LAR showing on Form 1325 for TDS deduction when they should not?

Hire Slip and LAR entries are appearing on Form 1325 for TDS deduction because the related Incidental Expenses vouchers are not displaying TDS details on their respective forms. Due to the missing TDS linkage at the voucher level, these entries are automatically being considered under Form 1325.

To resolve this, ensure that TDS details are properly configured and visible in the Incidental Expenses vouchers so that they are excluded from appearing in Form 1325.

Why Am I Getting the Error "String or Binary Data Would Be Truncated" While Importing a Transaction?

If you receive the error message "String or Binary data would be truncated" while accepting a voucher during transaction import, it indicates that one or more fields—commonly the Invoice Number—exceed the allowed character limit.

• Specifically, the Invoice Number field should not exceed 50 characters.

• To resolve the issue, reduce the character count of the respective form in the Invoice Number field to 50 or fewer and update the source bill before retrying the import.

How to Update the Model for an AUX?

To update the Model for an AUX, follow the steps below:

1. Open the AUX Master Form.

2. Select the desired AUX record you want to update.

3. The record will open in Edit Mode.

4. Make the necessary changes to the Model field and save.

This process ensures the model information for the AUX is correctly maintained without having to recreate the AUX.

Voucher Triggered with Wrong Amount

If a voucher is triggered with an incorrect amount during Tripsheet creation, it is likely due to incorrect or outdated data in the Tripsheet. To resolve this:

1. Revisit the Tripsheet associated with the voucher.

2. Update or correct the necessary fields (e.g., fuel expenses, advances, or related calculations).

3. Once updated, the voucher should reflect the accurate amount upon regeneration or reprocessing.

This ensures that the financial entries remain consistent with the actual trip data.

Why is the voucher related to the Tripsheet showing an error even after being imported?

If the voucher related to a Tripsheet is already imported but still throws an error stating that one of the associate bills is not imported in accounts, the issue may be due to the Maintain Bill by Bill flag being enabled. When this flag is checked, the voucher reference will default to New Reference, which can trigger an error if the associated bill is not properly linked.

Resolution:
Uncheck the Maintain Bill by Bill flag in the respective Debit or Credit Accounts to resolve the issue.

Why is the Payment Amount Different in Trip Sheet and Report [4001]

When comparing payment values between the Trip Sheet and Report [4001], discrepancies may occur if the user overlooks the date range filter.

Ensure the date range on Report [4001] includes all relevant entries, especially from Form 124.

---

Why I am getting error while Downloading Image

If you're encountering an error message while downloading an image, it could be due to the absence of a configured storage bucket for the client. The image storage system depends on a predefined bucket being created and linked to the client. Ensure that the bucket is created and properly configured for the respective client before attempting to upload or download images.

How can I change the name of the Billing Party in the CN?

To change the name of the Billing Party in the CN, simply open the CN in edit mode and update the billing party. However, if a Bill, MR, or  Credit Note has already been generated against the CN, those documents must be deleted first. Once deleted, you can proceed to update the CN accordingly.

Why is a "Route is mandatory" message appearing when adding a new party route on the 948 form?

To resolve the "Route is mandatory" message on the 948 form when adding a new party route, please ensure the following steps are followed:

• First, select a route from the available options.

• Once a route is selected, the From Place, To Place, and other related fields will be populated automatically based on the Route Master data.
• If you need to make any modifications to these pre-populated fields, please do so before adding the route.

By correctly selecting and configuring the route details, you should not encounter any further issues.

Why does creating a CN from the Triplog Dashboard show "Select Route's From Place Branch is not set"?

This message appears because the From Place Branch Name is missing in the route configuration. The system requires the branch name to be mapped before creating a CN from the Triplog Dashboard.

To resolve this, update the From Place Branch Name through the Place Master. Once the branch is correctly entered, the CN creation process will proceed without showing this alert.

Why is incorrect KM showing on form 1227?

The system prioritizes the route KM saved against the party, and if that is not found, it defaults to manual entry.

Verify and update the CN to ensure the correct KM reflects on form 1227.

Why is the system displaying an incorrect rate amount based on form details?

The system displays an incorrect rate amount when the user makes an entry in Multi Material mode. Although the rate is correctly picked from the Rate Chart, the system divides the rate by the quantity (Qty) entered for multiple materials, resulting in a lower or adjusted rate being displayed.

This occurs because the calculation logic in Multi Material mode is designed to distribute the total rate proportionally across all material quantities instead of applying the base rate directly.

To ensure accurate rate display, verify whether the entry is made in Single Material or Multi Material mode and review the quantity-based calculation logic.

What to do when a party is not getting searched in CR/DR Account?

If a party is not searchable in CR/DR Account even after proper Voucher Type Group Mapping, it is likely that the party is blacklisted.
To resolve this:

1. Go to the Vendor/Client Master and uncheck the 'Blacklisted' flag.

2. If the flag is not visible, provide permission via the Form Field Authorization [122].

Why is the party not getting searched despite all the configurations?

If the party is not appearing in the search results, one possible reason is that the party has been marked as blacklisted.

To verify and correct this:

• Navigate to the Vendor Master.

• Search for the concerned party.

• Check if the Blacklisted option is enabled.

• If so, disable it and save the record.

Once updated, the party should be available in search across all relevant forms.

What to do when item is not visible on the Requisition Form?

If an item is not appearing on the Requisition Form, it is likely that the Inventory Flag for that item is not selected.
To resolve this:

• Go to the Spare Master Form [1470].

• Locate the item and ensure the Inventory Flag is checked.

Once enabled, the item will be searchable on the Requisition Form.

Is it possible to edit Date-time or Status of a VDS Entry?

No, once a VDS (Vehicle Daily Sheet) entry is created, its Date-time or Status cannot be modified.
This restriction is in place to maintain data integrity and audit consistency of the entries. Hower user can delete the entry and make new one

Why is a VDS record saving but not showing on retrieval?

This occurs because VDS entries are meant only for vehicles and not for trailers independently. Key points:

• Check Entry Type:

  • Ensure the VDS record is being entered against a vehicle, not a trailer.

• Correct VDS Mapping:

  • VDS data for trailers should be linked through their associated vehicle, not as a standalone trailer entry.

• Verify Retrieval:

  • After entering the VDS correctly against the vehicle, the record will appear during retrieval.

By ensuring VDS entries are made against vehicles only, the system will correctly display records on retrieval.

Why is the Trip Expense Budget not calculated, and advances show as pending approval even when under budget?

This happens when the Expense Category is not configured in the Emist Configuration Application form. The system requires proper expense category mapping to calculate trip budgets and validate advances correctly.

If the mapping is missing, the Trip Expense Budget will not be calculated, and advances may incorrectly appear as pending approval even if they are within the budget.

Resolution:

Ensure that the relevant Expense Categories are configured and correctly mapped in the Emist Configuration Application form. Once the mapping is set up, the system will calculate budgets accurately and update the approval status of advances automatically.

Why is Fastag raw data showing blank in Excel?

Blank data in the Fastag raw data Excel report usually occurs when there is no data available for the selected date range.

The system relies on underlying tables and procedures to fetch the report data.

Why is payment still showing as outstanding?

A payment may still appear as outstanding if there are deductions such as TDS or partial settlements. Even though a payment has been made against an invoice, the system reflects the net amount received.

For example, if a TDS deduction of ₹40 is applied, the system will continue to show that balance as outstanding. To resolve this, ensure that all deductions are properly accounted for and explain the impact of TDS or similar deductions to the client to avoid confusion.

Why is triplog data not showing for manual triplog mapping?

Triplog data may not appear for manual mapping if the process date on form 1167 is incorrect. The system relies on this date to fetch relevant triplogs.

Additionally, ensure that trip settlements are created correctly. Triplogs with completed settlements may not display on form 1167. Verifying the process date and settlement status will help ensure all triplog data is displayed accurately for manual mapping.

Why is the "Auto Insert TL" button not mapping the TL with the toll even after showing a success message?

The "Auto Insert TL" button maps the TL to a toll transaction only if the TL’s date range matches the toll's Transaction Date. Specifically, the mapping logic checks:

• TL Report Loading Date

• TL Report Unloading Date

If the Transaction Date of the Toll lies between these two TL dates, the mapping will be successful.
If no TL falls within this date range, no mapping will occur, even though a success message may still appear.

So, always ensure that the TL dates align properly with the Toll Transaction Date for successful auto-mapping.

Why Is the Processed Date Showing as 01/01/1901 on the Dashboard?

The Processed Date appears as 01/01/1901 on the dashboard for backdated entries.
This is a system default placeholder used when the processed date is not explicitly set or not available for older records.
For newly created records, the processed date is accurately displayed as returned by the API.

What to do when Supplier is not getting searched?

If the supplier is not appearing in the search, it's likely that the party has been blacklisted. To resolve this:

1. Go to the Vendor/Client Master.

2. Locate the Blacklisted flag and uncheck it.
   
   

3. If the flag is not visible, navigate to Form Field Authorization [122] and enable permission to view/edit the field.

This will make the supplier searchable again in relevant forms.

Why Is a Voucher of Extra Amount Triggering When an Entry Is Updated?

If a voucher of extra amount is getting triggered during an update, it is likely that the client is using both Emist Pro and Emist applications for Hire Slip creation and voucher updates.
This dual usage can lead to duplication or mismatched data during updates, causing vouchers with incorrect amounts.

Resolution:

To avoid this issue, ensure that only one application is responsible for Hire Slip creation:

• Revoke permission for the Hire Slip form in the Emist Application.

• Continue using Emist Pro as the sole source of hire slip creation and voucher updates.

This ensures consistent source tracking and eliminates redundant voucher creation.

Why is an alert message displayed during import?

The alert message during import is not an error; it indicates that there is no account balance available for the import. If the net amount is negative, it means the system cannot process the import due to insufficient funds against the hire slip.

To resolve this, ensure that the account balance is sufficient before attempting the import. Inform the client to verify their balance to avoid this alert and proceed with the import successfully.

Why is vehicle data not showing?

If vehicle data is not showing, check whether the client is using the new toll form or the old one.
The old toll form used Master Data for displaying vehicle details, but in the new form, this logic has been removed.

To resolve the issue, it is recommended to publish the latest toll form from staging to ensure the updated logic is applied.

Why Is the Account Number Not Getting Added from the e-Toll Tag Dashboard?

If the account number is not being created automatically from the e-Toll Tag Dashboard, it is likely because the client is still using an outdated toll tag process. The older process has been deprecated, and account numbers are no longer generated through it.

Resolution:

• Deploy the new toll tag process in the client environment.

---

Why does the expense name default to the Vehicle Owner when making entries?

The system displays the Vehicle Owner as the default expense name because expenses are booked under the Vehicle Owner by default. To manage this:

• Check Vehicle Owner Mapping:

  • Open the Vehicle Master to check the mapped Owner.

  • 

• Modify Expense Name if Needed:

  • Users can change the expense name manually while making entries to reflect a different account.

  • 

• Save and Verify:

  • After updating the expense name, ensure the changes reflect correctly in the voucher.

This setup ensures default allocation to the Vehicle Owner while allowing flexibility to modify as per requirement.

Why Is the Jobsheet Not Showing on Form 1275 While Creating a Bill?

Only open Jobsheets are available for selection on the Repair Consume Bill Form [1275].
If a Jobsheet has been closed, it will not appear on the form for billing purposes.

To resolve this:

• Verify the status of the Jobsheet.

• Ensure it is in open status before attempting to create a bill.

Why am I getting "Reference Number already exists" while posting Repair Consume Vouchers in accounts?

This error occurs when the Reference Number in the Repair Consume voucher already exists in the accounts module.

To resolve this:

• Go to the Voucher Trace Form

• Search for the existing UERRefNo as reference number to confirm duplication

• Update the reference number in the voucher before posting again from Repair Consume [1275] form

Why does Form 1275 show the error "Jobsheet No. and Incident Both Cannot Be Empty" when saving?

This error occurs due to a validation rule in Form 1275: Jobsheet No. and Incident cannot both be empty simultaneously. The system requires at least one of these fields to be filled to save the record.

Solution:

In Form 122, the Incident No. field is now enabled. To avoid the error, enter either a Jobsheet No. or an Incident No. before saving the form. This ensures the validation rule is satisfied and the record can be saved successfully.

Why does the Save button show a sum mismatch error?

The sum mismatch error occurs when required fields are not properly filled or enabled. This often happens if the Spare Ledger is missing or if specific fields like Service Tax are not enabled.

To resolve the issue, ensure that all mandatory fields are completed, the Service Tax field is enabled, and the ITC Applicable option is ticked. Once these settings are correctly configured, the data will save without errors.

Why Is the Form ID Not Visible on the Form?

The Form ID may not be visible because the permission for that object has not been assigned to the user's role.
To resolve this issue:

• Navigate to Role Object Mapping.

• Assign the relevant object permission to the user's role.
  
  

Once the appropriate permission is mapped, the Form ID will be visible on the form.

Why Is Stationary Not Getting Searched on the Form?

If stationary is not getting searched on the form, it may be due to the page limit being reached.
Currently, the system restricts each stationary to a maximum of 5000 pages. Once this limit is exhausted, the stationary will no longer be searchable or usable on any form.

To resolve this issue:

• Create a new stationary entry to continue usage beyond the 5000-page limit.
  
  

Why Am I Getting "Voucher Number Already Exists" When Trying to Create a New Voucher?

The error message "Voucher Number already exists" occurs when a voucher with the same number has already been created in the system.
To resolve this issue:

• Ensure the voucher number is unique.

• Try using a different bill number to successfully create the new voucher.

This validation prevents duplication and ensures the integrity of financial records.

Why Am I Getting "Entry Accepted in Accounts" Message While Updating a Bill?

The message "Entry Accepted in Accounts" appears when the voucher linked to the bill has already been imported into the Accounts module.
Once the voucher is accepted in accounts, the system restricts any further modifications of the Voucher

Resolution:
If changes are necessary, you must first reverse or cancel the voucher from the Accounts module (if allowed as per your organization’s accounting workflow). After that, the bill can be edited and reprocessed.

Is It Possible to Update a Voucher Imported in Accounts on Which Bank Reconciliation Date Is Present?

Yes, it is possible to update a voucher even if a Bank Reconciliation Date is present.

Steps to Follow:

1. Delete the voucher from the Voucher Import Form [547].

2. Remove the bank reconciliation date from the voucher record.

3. Once the date is cleared, make the necessary updates to the voucher.

4. Re-import the updated voucher into Accounts.

Is it possible to change the Cancel Bill Voucher Type to Credit Note in Voucher Trace [547]?

No, it is not possible to change the Voucher Type from Cancel Bill to Credit Note once it is created.

If a Credit Note is required, the correct voucher must be created separately with the appropriate type selected.

Why is the Delete button active in the Voucher Trace form despite Read-Only permission?

The Delete button may appear enabled even if a user has Read-Only permission for a specific form because the system also considers voucher-type permissions.

In this case, the user had Delete rights for the 'General Expense' voucher type, which made the Delete button active on the 547 form.

To resolve this issue, review the user's permissions across both forms and voucher types. Ensure that the permissions are consistent with the intended access level, particularly for forms where read-only access is expected.

Is it possible to delete a Credit Note from the system?

Yes, a Credit Note voucher can be deleted from the Invoice Dashboard if it has not yet been imported into accounts.
If the Credit Note has already been imported into accounts, follow these steps:

1. Delete the voucher from the Accounts module first.

2. Then, delete the bill from the Invoice Dashboard.

When and how is the Bill ID shown on the CN when part bills are created?

When part bills are created against a CN, the Bill ID does not appear immediately.

However, when a final bill is created covering the entire CN amount, the last part bill number is saved and shown against the CN.

Why Is the Report Showing an Error When Running the Loss-Making Consignment Report (5231)?

This error occurs because the Vehicle Type field is mandatory for generating the Loss-Making Consignment Report.
If the report is run without selecting a Vehicle Type, the system will display an error. To fix this, always select a valid Vehicle Type before running the report.

Why is an item not searchable on the Requisition form even though 4183 report shows it in stock?

This issue occurs when the Spare Master's Stock Level [1150] entry is missing for the item. To resolve:

• Check Stock Level Entry:

  • Open Spare Master [1150] and locate the respective item.

• Enter Stock Level:

  • Make a stock level entry for the item against the respective stock location.

• Verify Requisition Form:

  • After entering the stock level, refresh the Requisition form.

  • The item should now be searchable and available for selection.

By maintaining proper stock level entries in Spare Master [1150], the requisition form can correctly display items in stock.

Why is Driver Code / Driver Name not showing in the report?

Driver details such as Driver Code and Driver Name are displayed in the report only when a Jobsheet is mapped to the Bill Number. The system fetches driver information directly from the Jobsheet linked with that Bill.

If the driver details are missing, it means either the Bill does not have a valid Jobsheet assigned, or the driver information is not correctly updated in the mapped Jobsheet. To resolve this, ensure the Bill is linked to the appropriate Jobsheet and verify that the correct driver details are maintained in it.

Why is the ledger closing balance not matching the expected amount?

The ledger closing balance does not match the expected amount because some opening bills (OP bills) are not appearing in the report. These missing bills are the cause of the difference. The difference amount consists solely of opening bills that have not been updated with their CN references.

This needs to be explained to the client. No further action is needed in the system; this can be considered resolved.

Why are advanced configured routes not appearing in reports?

Advanced configured routes do not appear in reports because the Advance Budget (Adv. Bugt.) for the TL entry has not been saved in the form. Since the system relies on this data to generate reports, missing entries result in the routes not being displayed.

To ensure routes appear in reports, make sure the Advance Budget is properly saved for all relevant TL entries in the form.

Why are some bill numbers not appearing in reports based on form details?

Some bill numbers are not appearing in the report because the “Maintain Bill by Bill” option is not enabled for the Billing Party. As a result, the VDR (Voucher Detail Refernce) was not generated for those bills. Since Report No. 6052 displays bill details based on VDR entries, these bills are missing from the report.

To resolve this, the client should:

1. Open Form 65 and enable the “Maintain Bill by Bill” option for the respective billing party.

2. Remove the affected bill from accounts.

3. Update and repost the bill in accounts.

4. Then check Report No. 6052 again - the bill will appear correctly.

Why is there a difference in closing balances in the 4254 reports of STPL for different date ranges?

The difference in closing balances occurs because the report logic depends on the Category Class of the driver’s signal. When the report is run for the date range of previous financial years, the balances reconcile correctly because it includes all historical data.

However, some historical entries affecting the balance are excluded, leading to differences. To generate accurate balances for any date range, ensure that the report is run based on the Driver’s Signal Category Class, which allows the system to include all relevant entries and display the correct closing balance.

Why are hire slips with zero outstanding balances not appearing in the report?

This report is designed to display only outstanding hire slips — that is, slips with an existing balance. Hire slips with zero outstanding amounts are intentionally excluded.

If the client needs a report showing all hire slips as on a specific date, they should use Report No. 6071, which provides a complete view including slips with zero balances.

Why are vouchers not appearing on specific forms or reports?

The vouchers were not appearing because the Group ID was not updated for the corresponding account. Since this field was missing, the voucher did not display in Form 65.

After updating the Under Group information in the Client Master form, the vouchers are now appearing correctly in Form 167 as well.

Why is the 'Last Inspection' data missing for some items or vehicles in my report?

The 'Last Inspection' data may not appear in your report if the necessary information has not been entered into the system for the specific vehicle or item in question.

The report populates fields like Last Inspection Date and Last Inspection Status from the data recorded in the background. If these fields are empty for an entry, it means the data is missing at the source.

To resolve this, please follow these steps:

• Check Data Entry: Verify that the inspection details have been properly recorded against the specific vehicle or jobsheet.
  
  
• Update Status: If the information is missing, you must update the status for the relevant items.

The system has been confirmed to work correctly, and new entries with complete inspection data will be properly reflected in the report.

Why am I seeing the same account under different classes of the same category in reports?

If the same account appears under multiple classes within the same category in a report, it is likely due to the account's under group configuration.

This occurs when:

• The under group selected while creating the account is a subgroup of the selected category.

• Other account groups are also created under the same parent group, leading to the account being classified under different class hierarchies.

On what basis is the amount in 6011 report shown?

This report is VDR-based and displays amounts RefNo-wise. The closing balance for Form 167 is not included in this report by design.

On what basis is the data in the report displayed?

The report exclusively displays the values of groups whose parent group is classified as Indirect Expense.
Data from any other parent group is excluded in this report.

When Will CN Count Be Visible in the Report?

The CN Count will be visible in the report only when it is specified as part of the report filters. While generating the report, ensure that Category, Class, Group, and CN Count are selected in the filters to display the CN Count in the results.

Why does the VPS Monthly Summary Report not show data for all months in the Tripsheet?

The VPS Monthly Summary Report shows data based on the Date Type filter selected. If no filter is chosen, it defaults to the From Date of the Tripsheet. For example, a Tripsheet from October to December will, by default, display only October’s data.

To see data for other months, select the appropriate Date Type filter while generating the report. This ensures the report reflects the intended date range accurately.

Why is the Incidental Expense Report not showing any data?

The Incidental Expense Report is designed to display records only for the voucher types Incidental Expense and Deduction Recovery. If there are no vouchers entered under these types in the system, the report will not display any data and will show “No record.”

To resolve this, verify whether any vouchers have been created under these voucher types. Once valid entries exist, the report will generate and display the corresponding data.

Why are Last Rate, Last Date, and Last Make not showing for some items in Report 91067?

In Report 91067, the fields Last Rate, Last Date, and Last Make appear only when the following conditions are met:

1. A Purchase Order (PO) has been created for the item with the same supplier.

2. There is at least one previous Inward entry of the same item from that supplier.

If the last inward of an item was recorded with a different supplier, the system will not display the Last Rate, Last Date, or Last Make for that item in the report. This ensures that the report reflects accurate supplier-specific historical data.

Why is battery information not showing in reports?

Battery details are not visible in reports 4192 and 4441 due to report-specific configurations. Report 4192 is designed exclusively for tyre information, so battery-related data is not included.

This report only displays data for VoucherTypeIDs 262, 263, 265, and 267, which is why the battery information does not appear.

Why are bill rates and amounts appearing in reports for POs without associated bills?

Bill rates and amounts appear in reports for Purchase Orders (POs) without associated bills due to the current behavior of the system after a Material Receipt Note (MRN) bill is deleted. When a bill is removed, the system updates only the Bill ID and Bill Quantity, but it does not modify or clear the Bill Rate and Bill Amount fields.

Because of this, the previous rate and amount values remain stored in the database and continue to appear in reports, even though the bill no longer exists.

Why is Trip Sheet not showing in report 9134 according to 810 form details?

For Fuel Expense entries, the Trip Sheet ID is not saved in the system because a single fuel entry can be used across multiple trips. Consequently, the TripAdvanceLog table does not store the Settlement ID for such entries.

If the client wants to view the Settlement ID, it can be checked in Form 526, which consolidates the relevant information. This behavior is the expected behaviour of the system

Why is report data not displaying as per applied filters?

Report data is designed to display based on Office and Manufacturer categories. If the filters applied do not match these categories, the report will not show the expected data. This behavior is by design, as the report logic strictly relies on the Office and Manufacturer fields for data selection.

Why is the GST amount not appearing correctly in the report?

The GST amount may not appear correctly in the report due to the configuration of the ITCApplicable field.

• If ITCApplicable is set to ‘Y’, the IGSTAMT I/T column will display 0.

• If ITCApplicable is set to ‘N’, the value from IGSTAMT O/T will be shown in the IGSTAMT I/T column.

To ensure the GST amounts are displayed correctly in both sections, verify that the GST Applicability setting in the voucher includes options such as SGST-CGST-RCM and IGST-RCM.

While both GST values are calculated internally, the report reflects only the net GST amount based on a single GST calculation.

Why is data not appearing in the report for form details?

Data appears in the report only when the Eway Bill number for a CN is mapped using Form 1438. Since the Sandhu client does not use Form 1438, the mapping does not occur, and therefore the corresponding data does not appear in the report.

This behavior is expected, as the report relies on Form 1438 mappings to fetch the relevant CN and Eway Bill details

Why does the Status Date appear blank in certain vehicle reports?

The "Status Date" in vehicle reports is determined based on the Time Classification of the vehicle.

• If the vehicle's status is 'E - Enroute', the report displays the Loading Date from the Trip Log.

• Otherwise, it shows the Last VDS Date.

A blank Status Date typically occurs when the Loading Date has not been entered for a vehicle with an 'E - Enroute' status.

To resolve this, ensure that the Loading Date is populated in the Trip Log for the relevant vehicles. For further guidance, refer to the attached screenshots or the developer documentation regarding VDS Time Classification.

Why are some credit notes not appearing in the Sales Register report?

In Report No. 5033 (Sales Register), vouchers such as Sales Credit Note, Deduction Credit Note, or Cancelled Bills are not appearing because the report is configured to exclude these voucher types.

To view these credit notes, a separate report or filter that includes these voucher types must be used. This behavior is expected based on the current report configuration.

Why do reports sometimes display fewer line items than expected for vouchers?

Reports may display fewer line items because the data is grouped by HSN Code. For example, if four voucher lines share the same HSN Code, they will be consolidated into a single line in the report, resulting in fewer visible records.

This behavior is expected and occurs due to the report’s grouping logic rather than missing data.

Why does a report show data for forms a user currently does not have permission to access?

This type of report is designed to function as a historical log, displaying the count of how many times a user has accessed specific forms or reports over time. The data shown is not based on the user's current permissions.

The key reasons for this behavior are:

• Log-Based Data: The report sources its information from a log table that records every user access event.
  
  
• Past Permissions: The data appears because the user was granted permission and accessed these forms in the past. These historical access records are retained even if the permissions are later revoked.
  
  
• Report's Purpose: The report's primary function is to track usage history and access counts, not to reflect a user's current permissions.

To check a user's current form and report permissions, please refer to the specific user role and permission reports.

Why do reports show only one bill number when multiple bills exist for a single consignment note?

The system is designed to display only the final bill number in reports, particularly in cases of partial billing against a single Consignment Note (CN).

This is the standard and expected behavior for the following reasons:

• Partial Billing: When multiple bills are generated for one CN (a scenario often called 'part billing'), the system tracks all of them but designates one as the final bill.
  
  
• Report Logic: Reports are configured to pull the unique 'Final Bill ID' that is saved in the master record for that consignment.

Therefore, even if two or more bills have been created, the report will correctly show only the single, final bill number associated with the CN.

Why are certain credit notes not appearing in the Sales Register (Report 5033)?

The Sales Register (Report 5033) is configured to display specific transaction types and, by design, intentionally excludes certain vouchers. If your credit notes are missing, it is because they belong to a category that is filtered out of this particular report.

The following voucher types will not be displayed:

• Sales Credit Note
• Deduction Credit Note
• Cancel Bill Vouchers

This is the intended behavior of the report, as its filters are set to focus on other specific transaction types. There is no error; the report is functioning as designed.

Why does retrieving a record show the error alert "Cannot read properties of Null"?

This error usually occurs when the Office is not saved against the record. Since the system attempts to read office details while retrieving, the absence of this data results in the "Cannot read properties of Null" alert.

To resolve this, update the record by assigning the correct Office information. Once the Office is saved, the record can be retrieved successfully without errors.

Why is the "Maintain Bill by Bill" flag not getting unchecked after being saved successfully?

The "Maintain Bill by Bill" flag is defined based on the party role configuration. If the role assigned to the party mandates this flag, it will remain enabled by default and cannot be manually unchecked.

This is a system-defined behavior to ensure consistent tracking of bill-wise settlements for parties

How to remove "Maintain Bill By Bill" for an account linked with a party?

To remove the Maintain Bill By Bill option for an account linked with a party:

• Open Vendor or Client Master:

  • Navigate to Vendor Master or Client Master based on the party type.

• Locate the Account Settings:

  • Identify the account linked with the party.

• Uncheck Maintain Bill By Bill:

  • For Bank or Cash accounts, uncheck the Maintain Bill By Bill option.

• Limitations:

  • For accounts other than Bank or Cash, the flag is always enabled by default.

  • This ensures no accounting discrepancies and maintains financial accuracy.

• Save Changes:

  • Save the changes and verify that the account reflects the updated bill-by-bill settings.

By following these steps, you can control bill-by-bill maintenance while ensuring accounting integrity.

Can a user deactivate Vendors if they are already used in transactions?

Yes, Vendors can be deactivated even if transactions have already been made against them. The system allows deactivation irrespective of past usage.

Deactivating a Vendor will prevent it from being selected in future transactions, but it will not affect or remove the historical records already linked to that Vendor. This ensures both data integrity and proper control over active vendor usage.

 

Why Is the Origin Field Not Showing Data When Searched?

The Origin (also known as Mobilise) field will only display data if the Previous Destination field is selected appropriately.

This is because the Origin field fetches its value based on the Prev Trip Destination. If the previous trip destination is not provided or is incorrect, the Origin field will not populate with any data.

Why Is the Route Suggestion Showing a Different Name Than the Searched Route?

If the route suggestion is displaying a different name than what was searched, it is likely due to renaming of the "From" or "To" place in the route master.

When either location (From/To) in the route is renamed after the route was originally created, the system may still map the old data internally but display the updated names. This leads to different suggestions appearing during search.

Solution: Verify the Route Master and check for any recent updates or changes to the From/To place names.

Why are created routes not appearing in search results?

This issue typically occurs when the route name includes the character “-” (hyphen).

In the system, a hyphen is a reserved character used to concatenate the “From” and “To” places to generate route names automatically. If a user manually adds a hyphen while naming a route, the system may not recognize it correctly during searches, leading to search failure.

To ensure routes are searchable:

• Avoid using the hyphen (-) character manually in route names.

Why are CNs not visible in the grid while making a bill, even though the Total CN Count is showing?

This issue generally occurs when there is a mismatch between the Billing Party and the CN Party.

To resolve this:

• Ensure that the CN Party is selected in the Party Search Box within the Search Criteria section.

• Only then will the CNs appear in the grid for billing, provided they are valid and available.

Without selecting the correct party, the system cannot map and display the related CNs

How to change the Entry From and To Dates on the Configuration Application form?

To modify the Entry From and To Date on the Configuration Application form, follow these steps:

• Navigate to the Subscriber Master form.

• Locate and update the Entry From and To Date fields directly there.

These date fields are controlled centrally via Subscriber Master and cannot be edited within the Configuration Application form itself.

Why does the Update button keep buffering while updating a Driver?

This issue typically occurs when the Category is not selected while updating the driver details.

In the Driver Master form, Category is a mandatory field, and if left unselected, the system cannot proceed with the update, causing the Update button to keep buffering indefinitely.

To resolve this, ensure that a valid Category is selected before attempting to update the driver information.

Why am I getting the alert message "Aadhaar Already Exists" while submitting a driver record?

This alert appears when the Aadhaar number entered is already linked with another driver record in the system.

To successfully save the record, the user must verify the Aadhaar number and ensure it is unique.
If it's linked to another record, either update the existing record or correct the Aadhaar number being submitted.

Why does the Update button hang on the Driver Master form?

The Update button may hang if a proper Driver Category is not selected while updating the Driver Master form. The system requires a valid category to process the update successfully.

Solution:

Before clicking Update, ensure that the correct Driver Category is selected. Once the category is properly chosen, the update will process without hanging.

Why is the Submit button not working while saving vehicle details?

This issue typically occurs when the vehicle being entered is in a deactive state.

To proceed, the user must reactivate the vehicle by enabling it from the Vehicle Master form.
Once the vehicle is active, the Submit button will function as expected.

Why is a Hire Slip (HS) showing under TDS or TDS Exempted section in the report?

In the report:

• If a Hire Slip (HS) has TDS applied and is posted in Accounts, it will appear under the TDS section.

• If the HS is not posted in Accounts, it will appear under the TDS Exempted section.

Why is the Voucher not showing when searched?

If this issue occurs, check whether the voucher was created using the 940 form.
Vouchers generated from the 940 form will not be visible when searching in the 620 form.

To locate the voucher, search for it within the 940 form instead of the 620 form.

Why is the Material Trip Advance Voucher not getting deleted from the form?

If the Material Trip Advance Voucher cannot be deleted and displays the message "One or more item is referenced", it means the advance amount has already been settled in the corresponding trip sheet.

To delete the voucher, ensure it is not linked to any trip sheet settlements. Once the settlement is removed, the voucher can be deleted.

Why can't I delete a Material Outward Record with 'N' status?

A Material Outward Record with 'N' status cannot be deleted if it has been advance settled or is mapped to a tripsheet. The system restricts deletion to prevent inconsistencies in accounting or operational records.

Before attempting deletion, ensure that the Material Outward Record is not settled and not linked to any tripsheet. Verify the document’s status and mappings to confirm it is eligible for deletion. Once these conditions are met, the document can be deleted.

Why am I getting an error while uploading data?

When uploading data using an Excel file, ensure that:

• The data in the Excel sheet exactly matches the data in the master records.

• There are no extra spaces before, after, or within the values that could cause mismatches.

Any deviation, such as additional spaces or incorrect values, can lead to upload errors.

What Should I Do If I Want to Make a Tyre Expense Voucher Without GST?

To create a Tyre Expense Voucher without GST, use the 808 form.

The 1484 form automatically calculates GST regardless of the client’s GST registration status, so it cannot be used in this case.

Make sure Client is having the form 808 for this.

Why am I not able to upload the Tyre Expense GST records through Excel?

A validation for duplicate expense names has been implemented for Excel uploads.

If your Excel file contains the same expense name for multiple row items, the upload will fail, and an error message will be shown.

Ensure all expense names are unique in the Excel file before uploading again.

Why Is the Count Not the Same on VDS Dashboard GPS Std and Category Class Mapping?

The difference in counts occurs because the two forms consider different sets of vehicles:

• VDS Dashboard GPS Std: Displays class counts that include both active and deactivated vehicles.

• Category Class Mapping: Displays counts for active vehicles only.

As a result, the class counts may differ between the two forms.

Why Is the Revenue Field Showing Amount as 0 Even After Changing the Freight Value of the CN?

This issue usually occurs due to incorrect filter selection or missing adjustment type while generating the report.
To resolve this:

1. Ensure the filter is set to Un-adjusted.

2. Select the correct Adjustment Type as mentioned in the CN.

3. Then press the Show button to refresh the data.

Following these steps will ensure the revenue field displays the correct amount.

Why Am I Getting the "Wrong Outstanding Amount" Alert While Creating a Money Receipt for a CN?

The "Wrong Outstanding Amount" alert appears if the user tries to adjust a value greater than the Outstanding Value of the Consignment Note (CN).

To resolve this:

1. Verify the Outstanding Value of the CN before making adjustments.

2. Check if there is any Credit Note available against the Consignment Note.

3. Ensure the adjusted amount does not exceed the valid outstanding balance.

How to correct a wrong voucher appearing in Import Account Transaction [450]?

To correct a wrong voucher triggered from Form 539 and visible in Import Account Transaction [450], follow these steps:

1. Identify the Wrong Voucher:

   • Check the Import Account Transaction [450] form to note the voucher number and details.

2. Locate the Voucher in Form 539:

   • Open Form 539 and find the entry corresponding to the incorrect voucher.

3. Delete the Voucher Entry:

   • Carefully delete the specific voucher entry from Form 539.

   • Ensure only the incorrect voucher is deleted to prevent impacting other valid entries.

4. Verify Correction:

   • Refresh or reopen the Import Account Transaction [450] form to confirm that the wrong voucher is no longer listed.

By following these steps, the incorrect voucher will be removed, ensuring your accounting transactions remain accurate.

How are the fields of Material Inward New [1400] form controlled?

The fields of the Material Inward New [1400] form are controlled through Form Field Authorization. Follow these steps:

1. Access Form Field Authorization:

   • Navigate to the Form Field Authorization settings in the system.

2. Select Material Receipt Note:

   • Choose the Material Receipt Note option in the form field authorization.

3. Control Field Behavior:

   • The selection determines which fields in the Material Inward New [1400] form are editable, mandatory, or hidden.

4. Save and Verify:

   • Save the authorization settings and open the Material Inward New [1400] form to ensure the fields are controlled as intended.

By managing field control through Form Field Authorization, you can ensure proper data entry and maintain consistency in material inward processes.

Why is the asterisk not visible for the vehicle number field in the Used Material Receipt voucher type?

The asterisk is not displayed for the Vehicle Number field in the Used Material Receipt voucher type because the system also shows asterisks for Vehicle and Nature fields elsewhere, and to avoid redundancy, it is not shown here.

However, it is important to note that data cannot be saved without selecting a vehicle in this voucher type. The field is mandatory, even though the asterisk is not visible.

Why can't I add an item inwarded through used material receipt?

You cannot add an item inwarded through a used material receipt because the material outward process has not been completed. The used material voucher only records the receipt of used material but does not automatically generate a material outward entry.

To resolve this, create a Material Outward voucher corresponding to the used material voucher. Once the outward is done, the item will become available for addition.

Why does the alert message "Enter Alphabet Only" appear while creating a new Place?

This alert appears because the system restricts the use of special characters in the Place Name field. For example, entering characters like “_” triggers the message "Enter Alphabet Only."

To resolve this, ensure that the Place Name contains only alphabets (A–Z) without any special characters or symbols. This validation is in place to maintain data consistency and avoid errors in reporting or processing.

Why is Driver Fuel Expense not showing in Pump Verification after disbursement but visible in Trip Advance Entry?

This happens because the disbursed voucher has not been imported into accounts. The Pump Bill Verification form only displays data once the disbursed voucher is properly imported.

Although the Driver Fuel Expense appears in the Trip Advance Entry, it will not reflect in Pump Verification until the disbursed voucher is imported into the accounting module.

To resolve this, ensure that the disbursed voucher is imported into accounts. Once imported, the Driver Fuel Expense will appear correctly in the Pump Bill Verification form.

Why is Wheel Position not showing in Form 588?

Wheel Position does not display in Form 588 if the vehicle has not been mapped in the Vehicle Model Wheel Position Mapping. The system depends on this mapping to fetch and show the relevant wheel positions for each vehicle.

Solution:

To resolve the issue, map the vehicle in Vehicle Model Wheel Position Mapping. After mapping, the Wheel Position records will appear correctly in Form 588.

Why is tyre number not showing for issuing?

The tyre number will not appear for issuing if the bill for the tyre has not been generated. The system only allows tyre issuance once the purchase bill is created and saved.

To resolve this, ensure that:

• The tyre purchase bill is properly generated and saved.

• The tyre is available in stock after bill generation.

Once the bill is created, the tyre number will appear in the issuing list.

Why is the TDS voucher not showing in Form 944?

A TDS voucher may not appear in Form 944 if the account group configuration is incorrect. For instance, if a debit account is mapped under Current Liabilities instead of Expenses, or if the Group Type is set incorrectly (e.g., Assets instead of Expenses), the system cannot trigger TDS.

Solution:

Verify that the relevant ledger accounts are mapped under the correct group and that the Group Type is set to Expenses where applicable. Once the configuration is corrected, the TDS voucher will display properly in Form 944.

Why does adding a LUT number show an "already exist" message?

The "already exist" message appears when the current date is not greater than the last recorded LUT entry date. The system does not allow multiple entries for the same date, as each LUT entry must follow sequentially.

Solution:

Check if a LUT entry exists for the current date. If not, create an entry for that date first. Subsequent entries should then be made from the next date onward to avoid the "already exist" error.

Why is the GST ledger not showing after calculating GST?

The GST ledger may not appear after calculating GST if the configuration settings are not properly set. Specifically, the 'ITC applicable' option must be checked. If this option is unchecked, the GST field will not be displayed in the ledger.

Solution:

Verify the GST ledger configuration and ensure that 'ITC applicable' is enabled. Once this setting is corrected, the GST ledger will appear correctly after calculation.

 

Why is Triplog not searchable by Form 930?

Triplogs created from Form 1488 are not displayed on Form 930, so ensure the triplog was not created from 1488.

Why are specific ledger accounts not appearing in the 1300 form?

Ledger accounts may not appear in the 1300 form if the party is marked as blacklisted in the Vendor Master form.

To resolve this, verify the blacklist status of the party in the Vendor Master and update it as needed. Once the party is no longer blacklisted, the ledger account will appear in the 1300 form as expected.

Why is a ledger not showing in the Vendor Tax Invoice [1300] form?

A ledger may not appear in the Vendor Tax Invoice form if the party is blacklisted.

Check the party blacklist to ensure the ledger is not restricted.

Why is the running balance field not displaying actual data in ledger details?

The running balance field is not displaying actual data because this is a client-specific customization implemented for BEST. To improve system performance and address regular speed issues, the running balance calculation was intentionally set to display as 0 instead of computing real-time values.

This change helps optimize loading times in the ledger details screen and is functioning as per the client’s requested configuration.

Why are attached images not displaying?

Attached images may not display if the file type is unsupported or if there are limits on the number of images shown. The system currently displays only the top 2 images, and they must be in a supported format such as JPG or PNG. Files in PDF format will not display as images.

To resolve this, check the file type of the attachments and ensure they are uploaded in a supported image format. Also, confirm that the number of attached images does not exceed the system’s display limitation.

Why is voucher data not appearing on the 167 form?

Voucher data does not appear on Form 167 because the filters applied do not match the voucher’s details. For example, the voucher may have a date of 06/09/2024, while the form filter is set to 06/04/2024.

To resolve this, ensure that the correct filters (such as date range, voucher type, or other relevant fields) are applied so that the voucher data falls within the selection criteria. This behavior is expected when filters do not match the underlying voucher information.

Why is the Submit button not working?

The Submit button may not work if the CN is already billed. When a CN has been billed, the system disables the Submit button to prevent further updates or duplicate submissions.

To resolve this, always check the billing status of the CN before attempting to submit. If it is already billed, the disabled button is expected behavior, and no further action is required.

Why is MM Freight not calculating?

MM Freight will not calculate if the MM Rate field is blank, as the calculation relies on the formula:
Freight = Rate × Number of Pieces.

Without a rate, the system cannot compute the freight.

Additionally, check the CN to ensure that the Freight value is not 0. Once the MM Rate is entered and the CNMaster data is correct, the MM Freight will calculate properly.

Why are HMTDS vouchers not reflecting in TDS forms?

HMTDS vouchers may not appear in TDS forms due to missing or incorrect configurations. To resolve this, ensure the following:

1. The Type of Service is set to “TDS on Purchase.”

2. The Type Account is properly configured against the Expense Ledger.

3. The Type Account is also mapped to the Vendor Master.

4. All TDS vouchers are created through the TDS Dashboard — only these entries are reflected in the TDS Challan.

After verifying and correcting these configurations, the HMTDS vouchers should reflect properly in the TDS forms.

Why is PAN log not showing on form?

The PAN details may not appear because they are not updated in the correct form. To resolve this, verify that the PAN number is updated in Form 951.

Only PAN numbers entered or updated in Form 951 will be displayed on the pop form. Once updated correctly, the PAN detail will appear as expected.

Why is the battery run kilometer incorrect?

The battery run kilometer may be incorrect if the vehicle number is mismatched or if there are discrepancies in the data.

Ensure that the correct vehicle number is used in the report and that the kilometer reading aligns with the battery data.

Why is the hire slip saving process generating an alert message?

The alert message during the hire slip saving process occurs due to a configuration issue in the TaxRateMaster table. Verify that the VoucherDate is properly configured for the respective Entity and Type of Service.

Correcting the configuration will resolve the issue and allow the hire slip to be saved successfully.

Why is the "Voucher Number Already Exist" message appearing?

The “Voucher Number Already Exist” message appears when a voucher with the same number is already saved in the system. Each voucher number must be unique to prevent duplication. This issue can occur if the voucher series or numbering is not properly configured, or if an earlier voucher was created with the same number.

To resolve this, check:

• Whether a voucher with the same number already exists.

• The voucher series configuration to ensure automatic numbering is enabled or properly set.

Why is the popup not opening on Decision Sheet (DS) click?

The popup not opening on DS click is because according to the defined process, a quote must be added before adding a Direct Decision Sheet. The system restricts DS creation without a prior quote.

Why are some own vehicle challans not appearing on the 600/628 form?

Own vehicle challans do not appear on Form 600 or Form 628 because these forms are specifically designed for Hire Vehicle Challans. The system logic differentiates between hire and own vehicles — therefore, own vehicle challans are displayed under Form 825, not under 600 or 628.

This is the expected behavior of the system to maintain separation between hire and own vehicle records for better data management and reporting clarity.

Why is there an alert message when changing HSN code after creating a bill against an MRN?

An alert appears when attempting to change the HSN code after a bill has been created against a MRN because the system allows only one GST rate per MRN. Once an MRN is associated with a specific GST rate, it cannot be edited to a different rate for subsequent bills.

This is expected behavior to maintain consistency in billing and tax calculations. Clients should be informed that for Old Tyre MRNs, only the pre-configured GST rate can be used. If a different rate is required, it indicates a discrepancy that the current system process cannot accommodate.

Why are bill numbers not appearing on the 438 form?

Bill numbers may not appear on the 438 form if there are discrepancies in voucher dates or if the voucher has already been settled with a zero pending amount. The system only displays unsettled vouchers that match the defined date criteria.

To resolve this, verify that the ‘Against Reference’ voucher date aligns with the JV Voucher Date. Also, check whether the voucher is already settled - if so, it cannot be reused or shown again. Correcting the date alignment and ensuring the voucher’s settlement status should make the bill numbers appear properly on the form.

Why is the 'Attach Photo' button not working or disabled after importing a voucher?

The functionality of the 'Attach Photo' button is directly dependent on the state of the 'Submit' button on the same screen.

If you are unable to click the 'Attach Photo' link, it is because the 'Submit' button is currently disabled. Please verify the following conditions:

• 'Submit' Button Disabled: The 'Attach Photo' link will be inactive and you will not be able to upload an image.
  
  
• 'Submit' Button Enabled: The 'Attach Photo' link will become active, allowing you to upload images as intended.

To resolve this issue, ensure all required fields or conditions are met to enable the 'Submit' button, which will in turn activate the photo attachment functionality.

Why are reference numbers not appearing in form 1278 based on form 1269 details?

Reference numbers may not appear in form 1278 when linked to form 1269 because the materials have already been issued to vehicles. Once materials are issued, they cannot be searched or selected for a return in the Goods Return GST (1278) form.

To resolve this, only materials that have not yet been issued can be used for generating reference numbers in form 1278. Ensure that the items intended for return are still available and not yet allocated to any vehicle.

Why are Opening KM updates not visible after saving on the 888 form for tyre data?

Opening KM updates are not visible after saving on the Form 888 (Tyre Data) because of the way the form’s update functionality is designed. In this form, if any field or value related to a tyre (such as Opening KM) needs to be updated, the update must be done by searching through the tyre number and not the vehicle.

Currently, when the user searches using the vehicle number, the form only displays tyre details linked to that vehicle but does not allow updates to the tyre’s master data. Therefore, updates made this way are not reflected.

To properly update the Opening KM or any tyre-related data, search and update using the Tyre Search option at the top of the form.

Why is the tyre cost not correctly reflected in the vehicle's total value upon issuance?

The discrepancy in a vehicle's total value often arises from the specific handling of tyres designated with a 'TP cost' classification.

To ensure the correct value is reflected, please follow this guideline:

• When a tyre classified as 'TP cost' is issued to a vehicle, its cost is designed to be added to the vehicle's total value at that time.
  
  
• If you notice an incorrect value, first confirm if the tyre involved is a 'TP cost' tyre.
  
  
• Resolution: The system logic is designed to automatically include this cost during the issuance process. Any records showing an incorrect total should be reviewed to ensure they align with this rule.

Why are some LAR records not appearing for import, and how can this be resolved?

Some LAR records do not appear for import because the Hire Vehicle party associated with the LAR does not have an Aadhaar Link in the system. Without this mandatory Aadhaar linkage, the system prevents the LAR record from being imported.

To resolve this, ensure that the Hire Vehicle party’s Aadhaar details are correctly updated in the system. Once the Aadhaar is linked, the previously missing LAR records will become available for import.

What should be done if an error message appears when clicking the submit button on Float Refurbish Request 12004?

If an error occurs while submitting Float Refurbish Request 12004, it is usually because the system cannot find a valid driver entry.

To resolve this, create an NA (Not Available) driver in the Driver Master. Once the NA driver is set up, the request can be submitted successfully.

Why is the battery not appearing for claim according to the old battery stock report?

In Form 999, the "Send for Claim" status does not appear directly. To process a battery claim:

1. Go to Form 12070 and set the battery’s status to "Claim".
   
   

2. Then, open Form 1000; in the Part No field, the battery will appear — this is the battery for which "For Charging" status was previously selected in Form 999.
   
   

This sequence is required because the system relies on the status update in Form 12070 to make the battery visible for claim processing in subsequent forms.

 

Why does the ledger grid display data beyond the specified 'As of Date'?

The 1114 form displays data based on the ‘As of Date’ filter. It shows all transactions up to the entered ‘As of Date’, followed by subsequent data for reference. This behavior helps users view both historical and recent transactions in context.

If only records up to a specific date are needed, users should verify that the ‘As of Date’ is entered correctly, as the form is designed to display data up to and slightly beyond that date for better visibility.