Struggling with ECR File Upload Errors? Let's Figure It Out Together

Hi, while uploading a file, the following error is coming up:

ECR File Upload - Validation Error Log

Sr.No ECR File Upload Date Time Uploaded ECR File Error Log File List of Error Codes
1 2012-04-14 14:40:21 _1334394574.txt 1334394574_err.txt
2 2012-04-14 14:26:04 1334393717.txt _1334393717_err.txt
3 2012-04-14 11:06:31 _1334381745.txt _1334381745_err.txt
4 2012-04-14 11:01:48 _1334381461.txt 1334381461_err.txt

Please help me in this regard.

Regards,
Rakesh Sharma

Error Codes and Data Issues

(Error Code 013) NCP days data is incorrect on line number 1
(Error Code 014) Refund advance data is incorrect on line number 1
(Error Code 015) Arrear EPF wages data is incorrect on line number 1
(Error Code 016) Arrear EPF (EE share) data is incorrect on line number 1
(Error Code 017) Arrear EPF (ER share) data is incorrect on line number 1
(Error Code 018) Arrear EPS share data is incorrect on line number 1

(Error Code 013) NCP days data is incorrect on line number 2
(Error Code 014) Refund advance data is incorrect on line number 2
(Error Code 015) Arrear EPF wages data is incorrect on line number 2
(Error Code 016) Arrear EPF (EE share) data is incorrect on line number 2
(Error Code 017) Arrear EPF (ER share) data is incorrect on line number 2
(Error Code 018) Arrear EPS share data is incorrect on line number 2

(Error Code 013) NCP days data is incorrect on line number 3
(Error Code 014) Refund advance data is incorrect on line number 3
(Error Code 015) Arrear EPF wages data is incorrect on line number 3
(Error Code 016) Arrear EPF (EE share) data is incorrect on line number 3
(Error Code 017) Arrear EPF (ER share) data is incorrect on line number 3
(Error Code 018) Arrear EPS share data is incorrect on line number 3

(Error Code 013) NCP days data is incorrect on line number 4
(Error Code 014) Refund advance data is incorrect on line number 4

Regards,

Please review the mentioned lines in the .txt file. There must be some errors. It should be in the correct format, and there should not be any "," in any field.

You need not remove that. Once you upload the correct file, the error log files will be removed automatically.

Please review the attached file and follow the instructions provided at the bottom of the last page.

Regards

Please find attached the sample text file.

Regards,
Rakesh

Your text file is correct. I uploaded this text file and checked; it's correct. Please check the attachment. It is an ECR file that I have created using the text file provided by you.

Initially, I also put in hard efforts to upload the file, at least 14 times. In the end, I was successful in uploading the file. I want to share some key points that may be useful for those who have not yet succeeded in uploading the ECR file.

Steps to Prepare the ECR File

Draft a file in Excel with all 25 fields as shown in the sample file. After entering all the data for the month of March 2012 in this file, you can make use of the Monthly wage data file created in the E-Return tool. This will save you time and ensure accuracy. Save this file in CSV format.

Next, replace all blank fields by typing "D" in place of them. Then, open this file in Notepad and follow these steps:

- Go to the edit option.
- Replace all "D" by BLANK only.
- If the date format of new and left employees is not separated with "/", then also replace that with "/".
- Save this file in TXT format.

In your case, please check the log for various errors.

Handling Increments and Arrears

If you have increments this month and need to pay arrears, only use the arrears wages field. For basic arrears wages, if the gross increment is 800 pm and your basic is 50%, then only feed Rs. 400. If your PF is capped at Rs. 6500 and the basic of a particular employee is more than that, you do not need to feed this field.

If you have entered a complete basic wage of Rs. 6500 and also shown NCP days, please make it 0.

I hope this information is helpful.

Important Note

SBI has instructed to accept only E-Seva challans and not from the E-Return tool software, as a transaction number on E-Sewa Challan is mandatory after 11.04.2012.

Regards, Mangesh Wakodkar
Aurangabad

Please replace the comma with #~# and upload the text file to browse. It will help you. If you have any queries, please call me on my cell at [Phone Number Removed For Privacy Reasons].

Regards,
Dipak Kad

My suggestion is that it is better for you to download the e-return tool provided by EPFO and enter the data once for all. You can import data from an Excel worksheet. It works without any problems. Since the software is provided by EPFO, the file generated is error-free and can be uploaded without any issues. You have to import employee master data, which can also be imported from an Excel file. So, convert your existing data into an Excel format and follow the instructions provided in the help file. If there are any problems, please let me know.

Regards,
Sunil Mehta

You have generated the ECR File. Now, you have to register your organization at the EPF Site. After obtaining the ID or Password, you can easily upload this text file. Thereafter, you will receive the EPF challan in a PDF File with TRRN.

Regards,
Dharamveer Kashyap
[Phone Number Removed For Privacy Reasons]

First of all, save this text file. After that, open your site and select the ECR upload option. Thereafter, you will be asked for approval. Click this option, and you will get three PDF files: the first one contains contribution details, the second one is the Challan PDF, and the third is the acknowledgment.

If you don't mind, I can upload your ECR Challan. I need your Code No. for the uploaded text file.

Regards,
Dharamveer
[Phone Number Removed For Privacy Reasons]

Please go through the instructions in the portal. If any mistakes are found, the exact error code will be generated. Kindly rectify the particular line. Be cautious while preparing the datasheet.

Regards,
Jaydev

Respected Seniors,

I have already downloaded the E-Return Tool version 4.0 and the Validation for E-Return, and I have added my establishment on the E-Return Tool version 4.0. However, the issue I am facing is how and where I can upload employee data for the monthly return and challan.

Please help me out with the process, or could anyone provide me with the complete procedure for the monthly return and challan.

Thank you,

Rahul Rana

Please go through the E-Return Tool and upload the text file (generated by the E-Return Tool) to the Online ECR form. It's a very simple process.

Regards,
Dev

I have uploaded the ECR Return file. What is the procedure for filing Form 5, Form 10, and Form 12? Are there different formats to be uploaded separately? I need your valuable advice.

My email address is [Email Removed For Privacy Reasons].

Regards,
JRK Prasad

I believe the attached User Manual can assist all of you in completing the e-return.

Regards,
RC

Understanding ECR Format Error

(Err 001) Data is not as per ECR format (25 Fields separated by #~#) on line number 20. This is the error I am getting while uploading ECR. Kindly suggest what this error means.

Thanks & Regards,
Vinay D

Dear Seniors, can you tell me how to identify the error code for "1334564822err.txt"? Thank you.

Can anyone help me with this regard? How can I replace a blank space in a .txt file with #~#? I have earlier sent an email in this regard.

Error in ECR Format

(Err 001) Data is not as per ECR format – on line number 1
(Err 001) Data is not as per ECR format – on line number 2
(Err 001) Data is not as per ECR format – on line number 3
(Err 001) Data is not as per ECR format – on line number 4
(Err 001) Data is not as per ECR format – on line number 5
(Err 001) Data is not as per ECR format – on line number 6
(Err 001) Data is not as per ECR format – on line number 7
(Err 001) Data is not as per ECR format – on line number 8
(Err 001) Data is not as per ECR format – on line number 9
(Err 001) Data is not as per ECR format – on line number 10
(Err 001) Data is not as per ECR format – on line number 11
(Err 001) Data is not as per ECR format – on line number 12
(Err 001) Data is not as per ECR format – on line number 13
(Err 001) Data is not as per ECR format – on line number 14
(Err 001) Data is not as per ECR format – on line number 15
(Err 001) Data is not as per ECR format – on line number 16
(Err 001) Data is not as per ECR format – on line number 17
(Err 001) Data is not as per ECR format – on line number 18
(Err 001) Data is not as per ECR format – on line number 19
(Err 001) Data is not as per ECR format – on line number 20

Kindly provide the solution for the above error.

Please find the error log file for your reference.

Regards,

E Return Tool and E-Sewa are two different concepts for the time being. There is no direct interlink for now. However, you can use the monthly wage data that you have created in the E-Return Tool to generate a challan from the E-Return Tool.

Please open the EPFO website at EPFO. Click on the E-Sewa link. You can find the ECR FILE Format, Instruction manual, etc.

Register your establishment for E-Sewa. Please note that registration for E-Return Tool and E-Sewa are different. After registration, you will receive a PIN number from PF via SMS. Use this number to access the option for creating a password. Create a password and username. The username should contain at least one numeric character (e.g., 1, 2...), and the password should contain alphabetic, special, and numeric characters. For example, "munnabhai&123".

Now, for the month of March, please create the ECR FILE. I HAVE ALREADY POSTED HOW TO CREATE IT. On the website, go to the ECR menu, then click on the "Upload ECR File" option. AFTER SUCCESSFULLY UPLOADING the file, your challan will be generated as instructed.

Hope this information helps you.

Regards,
Mangesh Wakodkar
Aurangabad

Thanks for the reply. I have already registered my organization on the EPFO portal E-Sewa as well as in the E-Return Tool version 4.0 and successfully generated the challan for the month of March-12 from the E-Sewa portal. However, I have some concerns to address with all my seniors:

Purpose of Validation for E-Return Software

1. What is the purpose of the Validation for E-Return software?

Purpose of E-Return Tool Version 4.0

2. What is the purpose of the E-Return Tool version 4.0 software?

Submission of System-Generated Hard Copy

3. Can we submit the system-generated hard copy of monthly returns (Form 5, 10 & 12A) in Excel format?

4. If not, what exactly do we need to do?

Annual Return of PF

5. For the annual return of PF, can we prepare details (Form 3A & 6) in Excel format and then manually convert them into a txt file?

I hope you can assist me with the above matters.

Thanks and Regards,
Rahul Rana
[Phone Number Removed For Privacy Reasons]

(Error Code 029) DOE EPF 31-03-2012 (Field 23) - incorrect date format on line number 1
(Error Code 031) DOE EPS 31-03-2012 (Field 24) - incorrect date format on line number 1
(Error Code 029) DOE EPF 31-03-2012 (Field 23) - incorrect date format on line number 4
(Error Code 031) DOE EPS 31-03-2012 (Field 24) - incorrect date format on line number 4

How to Format Dates in Excel

Please go to the Format Cells and then Custom, and select the data as per requirements. If it doesn't work, then make the necessary changes in Notepad as per requirements and then load the ECR file.

Regards,
Rakesh Sharma

Instructions for ECR File Creation

Use this file to create ECR and read the instructions carefully.

Regards,
Dabaskar Varshney

Query on ECR Challan and PF Details

We are generating the challan in ECR. However, ECR does not have individual full details. Is it mandatory to fill PF details (Challan, 3A/6A, Form-2) in the E-Return tool version 4.0? Please suggest regarding this.

With Regards,
Santhosh

Recommendation for ECR Generation and Filing

To all the members, I suggest everyone use e-Return Tools v4 for ECR generation and filing of other returns. Please don't follow the process of converting Excel to text; this method may contain visible or hidden errors. So, use only e-Return Tools.

Thank you.

Guidelines for Uploading ECR File

While uploading the ECR file, please note the following guidelines:

• No special characters or symbols are allowed in members' names.
• NCP days should contain numeric values.
• The format for DOB/DOJ/DOR should be "30/04/2012":
- Control Panel -> Regional & Language Options -> Select English (United Kingdom) -> Select Customize -> Select Date -> Select Date Separator "/" and apply.
• Save the file in CSV (Comma Delimited) format and make a second copy.
• Open the file with Notepad, replace "," with "#~#" and save it in text format before uploading.
• Check for errors and identify the line where they occur.

Regards,
K Sukumar

I too had the same problems while uploading the ECR files for the months of March and April 2012. It's quite simple to upload the file. There are certain things to notice while uploading the file:

1. While you open the CSV file in Notepad, just cross-check whether there are 24 commas in each line.

2. After replacing the "," with "#~#", delete the headings, i.e., emp id, name, and all.

3. All fields except the amount and date columns should be blank if you don't have any values to add to them.

4. Even if you don't have any arrears, you should put 0 in the column. The NCP column should also have values.

5. The most important thing is that if you have applied formulas or decimals in Excel, they will not get uploaded.

Now about errors:

Let's take an example from the error log of Mr. Rakesh Sharma:

(Error Code 013) NCP days data is incorrect on line number 1, which means the NCP days column might be blank or more than the total days of the month. If there are 31 days in a month and the NCP is shown as 31 and if a contribution is also shown for that month, it will be considered an error.

Regards,

Manasi

AM- HR

Please provide him with the date of exit as 01/06/2012 and allocate 30 days in the NCP days. This will resolve the issue. If you still have any doubts, feel free to call me.

Regards,
Eswar K.
Manager - HR
[Phone Number Removed For Privacy Reasons]

Hi,

While uploading a file, the following errors are occurring:

ECR File upload- Validation Error Log File
- (Error Code 030) DOE EPF "28/02/2014" (Field 23) is incorrect on line number 5
- (Error Code 032) DOE EPS "28/02/2014" (Field 24) is incorrect on line number 5

The meaning of Error Code 30 in ECR is related to incorrect data entries for EPF and EPS fields on line number 5 of the uploaded file.

If you need further assistance or clarification, feel free to ask.

Please provide your valuable feedback for the following error:

Error: Member is not a member of the pension scheme

"EPS wages should be zero." Found on line numbers: [1, 2, 3, 4, 5, 6].

I have mentioned EPS wages and EPS contribution as 0, yet I am encountering the same error. Could someone provide clarification on this issue?

For your reference, I have attached the ECR file and error file.

Regards