Generate Form 16 and other TDS certificates

Learn how to generate, sign, password protect Form 16, 16A and 27D.

Guide to generate Form 16

Step 1: Go to TRACES Activities from the Dashboard

Select Deductor Name, form type and Return for which period you wants to raise the request

Step 2: Place a request and upload file

Place a request for Form 16, 16A or 27D from the tool, upon availability of the source file (text file) will be automatically uploaded or alternatively the user can also upload the text file.

The request authentication details will be auto-filled based on the data present in the return such as challan details, PAN-TDS details, user has to enter the TRACES credentials and place the request. Once the request is submitted status will be shown as "Requested".

You can check the status of the request by clicking on the button in the right-hand top corner ‘Check status for all’. Your request status will be shown as "Available" and you can download the conso file from the action tab.

You can generate the certificates. After generating TDS certificates you can add DSC, password to your certificates and can send e-mail to all vendors/employees in a single click.

Step 3: Generate Certificates in Bulk

Upload the Part A, Part B txt file and Annexure to print form 12BA, Annexure to Form 16, password and email id details to generate, merge and distribute Form 16s.

You can also manually upload the required text file by clicking on ‘Import' and then click on procced.

Once your file is uploaded manually or automatically click on "Procced"

Once the files are uploaded, you can choose to add a cover page for the certificate

Select the cover page template either choose a Blank or Clear cover page and you can also upload the logo of your company to clear the cover page for that click on “Upload Logo” which you wanted to reflect in Form-16/16A/27D.

Step 4: Select PAN List

You need to select the PANs for which you want to generate the certificates. You can either select ‘All PANs’ or ‘Custom PANs’ to generate certificates for a specific list of PANs. If you choose ‘Custom PANs’ you can upload a list of PANs for which you want to generate the certificates.

You select a name for the certificate pdf from the dropdown ‘File name format’ and then click on "Procced"

Step 5: Download Certificates and Generation Report Add DSC

Below options are available under ‘Download’ button at the top right-hand corner of the screen:

1. Download Certificates - All the certificates generated will be downloaded in the zip file.

2. Download Certificate Generation Report - The report specifying Success/ Failure status of the certificates along with the contents generated within the certificates.

Step 6: Add DSC

DSC can be added to the certificates.

You can add the Authorized signatory, Location of signing and choose a placement of signature on the certificate and pages on which the signature needs to appear and then click on ‘Add and proceed’. This is an optional step, without affixing a signature also one can proceed with emailing the certificates without signature.

Step 7: Add password

Password details must be provided in the Annexure to the certificate, then user can still control the password to be protected or not. This will complete the pre-requisites for sending the emails.

Step 8: Send email

The user will be provided with the draft format of the email that will be sent. In case of any missing contact details user will be notified on the top right corner.

User can configure "Reply To" email, and the reply from the email recipient can be redirected to the mentioned email id.

Click on ‘Send’ to email all the certificates to the respective PAN holders

In case the contact information is missing for any PANs, you will be notified in the ‘To’ section of the auto-drafted mail. You can then click on ‘View’ and add the missing contact information on the UI and the click ‘Continue’.

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