Organize TAN Registration and Profile Documents

• Keep a copy of the TAN allotment letter, TAN acknowledgment, and any TAN correction requests.
  
• Maintain updated information about the authorized signatory, PAN linkage, and jurisdiction details.
  
• Ensure that TAN is correctly mapped in e-filing and TRACES portals for smooth audit access.
  

Maintain Detailed TDS/TCS Deduction Records

• Prepare a comprehensive ledger of all TDS and TCS deductions made under TAN, with entries for:
  
  • Date of deduction
    
  • Nature of payment
    
  • Deductee/vendor PAN
    
  • Section under which TDS/TCS was deducted
    
  • Amount deducted and deposited
    

Compile Challans and Payment Proofs

• File all Challan 281 receipts (bank challans) for each tax deposit made using TAN.
  
• Verify that each challan includes the correct TAN, section code, and assessment year.
  
• Reconcile challans with TDS return filings and books of accounts to ensure accuracy.
  

Assemble Quarterly Return Acknowledgments

• Maintain Form 24Q, 26Q, 27Q, and 27EQ filing acknowledgments for every quarter.
  
• Include copies of original returns as well as any correction statements filed.
  
• Make sure the returns align with challan data and match TRACES portal records.
  

Store Issued TDS/TCS Certificates and Reports

• Organize all Form 16 and Form 16A certificates issued to employees, contractors, and vendors.
  
• Retain TRACES downloads, Justification Reports, and any default summaries resolved.
  
• Cross-check that every certificate issued is backed by an actual TDS entry in your system.