AOC-4 Filing Guide: What to Enter in Each Field

Answer

AOC-4 files the company's financial statements (balance sheet, profit and loss statement, cash flow statement, notes, Board's Report and auditor's report) under section 137 of the Companies Act, 2013. MGT-7A is the shorter annual return for One Person Companies (OPCs) and small companies under section 92. It reports ownership, share capital, meetings and similar details. A company files both every year.

Where to check

The company's filing history on the MCA portal for the same financial year.

Common mistake

Filing one form does not complete the other. A company that files only AOC-4 is still late with its annual return.

Answer

Standard AOC-4 is for a company filing standalone financial statements that is not required to use XBRL (a structured digital reporting format). Use AOC-4 XBRL if the company is covered by the XBRL rules: listed companies and their Indian subsidiaries, companies with paid-up capital of ₹5 crore or more or turnover of ₹100 crore or more, and companies required to prepare Ind AS financial statements. A company that has once filed in XBRL must keep filing in XBRL (MCA FAQ). Use AOC-4 NBFC (Ind AS) only for a Non-Banking Financial Company that follows Indian Accounting Standards (Ind AS); an NBFC that does not follow Ind AS files standard AOC-4. AOC-4 CFS (consolidated financial statements) is filed as a linked form when consolidation is required. See XBRL filing applicability.

Where to check

Last year's filing, the paid-up capital and turnover in the audited accounts, and whether the company prepares accounts under AS or Ind AS.

Common mistake

Do not choose the form only because it was used last year. If XBRL ever applied, the plain form will not be accepted.

Answer

Keep these ready: the final financial statements signed under section 134 with all notes; the Board's Report with its annexures; the auditor's report with CARO and internal-control annexures where applicable; minutes and attendance of the Board meeting that approved the accounts and of the AGM; the register of members; share allotment and transfer records; the SRN (Service Request Number) of the ADT-1 filed for the auditor; any GNL-1 (AGM extension) approval; last year's AOC-4; and the related-party, CSR and subsidiary details needed for the linked forms.

Where to check

That every document is the final signed version with dates and signatures, not a draft.

Common mistake

Do not fill a field from memory or an unsigned draft. The portal only checks format, not truth.

Answer

No. First find the figure in the relevant note, ledger, register or confirmation. Enter zero only when the records confirm the amount is nil. While a figure is pending, mark it in your working file: "Not available in the documents received — confirm before filing."

Where to check

The notes to accounts and ledgers, not only the face of the balance sheet.

Common mistake

An audit report that does not mention a balance or event is not proof that it is zero or did not happen.

Answer

In absolute rupees. The form states that figures must not be rounded to hundreds, thousands, lakhs, millions or crores. If the accounts are presented in lakhs, convert each figure back to full rupees (for example ₹12.35 lakh becomes 1235000). Share counts, percentages and earnings per share keep their own units.

Where to check

The rounding note on the face of the audited balance sheet.

Common mistake

Do not multiply earnings per share (EPS) or the number of shares by the rounding factor used in the accounts.

Answer

MCA's instruction kit says all current-year balance sheet, profit and loss and financial-parameter fields are mandatory, and zero may be entered where an item does not apply. So enter 0 for an amount that is genuinely nil. Select Not applicable only where the form offers it and the condition truly does not apply. Leave a field blank only if it is optional or switched off by an earlier answer.

Where to check

Your working file showing why each zero is zero.

Common mistake

Never type a made-up number to clear a validation error.

Answer

No. Read each label. "As on the date of filing", "during the reporting period", "as on financial year end date", "date of Board meeting", "date of AGM" and "previous reporting period" all ask for different dates or periods. For example, authorised capital and number of members are "as on the date of filing", while most balance sheet figures are at the year-end.

Where to check

The exact wording of the field label before you enter the figure.

Common mistake

Do not replace a year-end figure with today's figure, or the other way round.

Answer

Under section 137, AOC-4 is due within 30 days of the AGM at which the accounts were adopted. If the accounts were not adopted at the AGM, file them as provisional within 30 days of the AGM and file the adopted accounts within 30 days of the adjourned AGM. If no AGM was held, file within 30 days of the last date by which it should have been held, with a statement of reasons. An OPC files within 180 days from the end of the financial year. The annual return (MGT-7A) is due within 60 days of the AGM.

Where to check

The AGM minutes, the AGM due date under section 96 and any GNL-1 extension.

Common mistake

Do not invent an AGM date for an OPC, and do not assume 30 September is every company's AGM deadline.

Fictional example: a private company with a 31 March 2026 year-end holds its AGM on 25 September 2026. AOC-4 is due by 25 October 2026 and MGT-7A by 24 November 2026. For an OPC with the same year-end, AOC-4 is due by 27 September 2026.

Answer

The normal fee depends on nominal (authorised) share capital: ₹200 below ₹1 lakh, ₹300 from ₹1 lakh to below ₹5 lakh, ₹400 from ₹5 lakh to below ₹25 lakh, ₹500 from ₹25 lakh to below ₹1 crore and ₹600 for ₹1 crore or more; ₹200 for a company without share capital. A late filing attracts an additional fee of ₹100 per day with no upper limit. For adopted accounts, the portal counts the 30 days from the earlier of the AGM date and the AGM due date (or extended due date), so holding a late AGM does not move the deadline.

Where to check

The fee shown at the payment stage, and the AGM due date entered in the form.

Common mistake

An AOC-4 CFS filed as a linked form carries its own fee in addition to AOC-4.

Answer

No. The additional fee is charged automatically by the portal for late filing. A penalty under section 137(3) is imposed by an adjudicating officer through an order: ₹10,000 plus ₹100 per day of continuing default, up to ₹2 lakh for the company and ₹50,000 for each officer in default. Separately, a company that does not file financial statements or annual returns for three continuous financial years exposes its directors to disqualification under section 164(2).

Where to check

Whether any adjudication notice or order has been received.

Common mistake

Paying the additional fee does not cure every related default, such as an AGM that was never held.

Answer

Yes, in practice. MCA's small-company status and several figures used by MGT-7A update only after AOC-4 is approved. MCA's FAQ also says a company whose small-company status changes must file AOC-4 first so the status updates before the annual return is filed.

Where to check

The AOC-4 approval status before preparing MGT-7A.

Common mistake

Do not file the annual return first and then find the small-company status blocks MGT-7A.

Form field 1(a) Corporate Identity Number (CIN); 2(a) Name of the company; 2(b) Address of the registered office of the company; 2(c) e-mail ID of the company

What it means

The CIN is the company's 21-character registration number. The name, registered office and email are filled from MCA records once the CIN is entered.

What to enter

Enter or select the CIN, then check the prefilled name, address and email against the certificate of incorporation and later change filings. MCA's FAQ says the company email cannot be changed through V3 forms; it is changed by the company's business user through the Profile update page.

Where to check

Certificate of incorporation, INC-22 (registered office change) and name-change records.

Common mistake

Do not use a trade name or a consultant's address. If the registered office looks wrong, fix the master data first.

Form field 1(b) Authorised capital of the company as on the date of filing

What it means

Authorised capital is the maximum share capital the memorandum allows the company to issue.

What to enter

Nothing to type. The kit says this field is prefilled from MCA records and cannot be edited. Check that it matches the memorandum as on today, including any increase filed in SH-7.

Where to check

Memorandum of association and approved SH-7 filings.

Common mistake

Authorised capital on the filing date need not equal paid-up capital at the year-end. If the prefilled figure is wrong, the SH-7 (or other change form) is missing, not this field.

Form field 1(c) Number of members of the company as on the date of filing

What it means

The count of members (shareholders) in MCA's records today.

What to enter

This field is also prefilled and non-editable. Compare it with the register of members on the filing date.

Where to check

Register of members and recent PAS-3 or annual-return filings.

Common mistake

A mismatch usually means an earlier filing is pending. Do not copy the year-end count into your working papers as if it were today's count.

Form field 3 Financial year to which financial statements relates — From / To (DD/MM/YYYY)

What it means

The exact period covered by the financial statements.

What to enter

Normally 01/04/YYYY to 31/03/YYYY. For a first financial year, start from the date of incorporation. A company incorporated on or after 1 January may close its first financial year on 31 March of the following year. The start date cannot be earlier than incorporation or 1 April 2014.

Where to check

The heading of the audited balance sheet and the certificate of incorporation.

Common mistake

Not every first financial year starts on 1 April or lasts twelve months.

Form field 4(a) Date of Board of directors' meeting in which financial statements are approved

What it means

The date of the Board meeting that approved these financial statements under section 134(1).

What to enter

The actual meeting date from the minutes. It must be on or after the financial-year end and not in the future.

Where to check

Board minutes and the date printed under the signatures on the balance sheet.

Common mistake

Do not use the AGM date, the auditor's report date or the upload date.

Form field 4(b)(i) Nature of financial statements

What it means

The legal status of the accounts you are filing.

What to enter

Adopted financial statements — the members adopted them at the AGM (the usual case). Provisional un-adopted financial statements — the AGM was held but did not adopt them. Revised financial statements u/s 130 or u/s 131 — only where accounts are reopened or revised under those sections with the required order.

Where to check

AGM minutes and any Tribunal or court order.

Common mistake

Correcting a draft before filing is not a "revision" under the Act.

Form field 4(b)(ii) Nature of revision (Financial statement / Directors' Report / Both)

What it means

Which document the legal revision covers.

What to enter

Pick the document covered by the order. For a revision under section 130 the portal fills "Both" and locks it. For section 131, choose according to the order and the revised documents.

Where to check

The order of the competent authority and the revised documents.

Common mistake

Do not select a revision just because a typing error was found in a filed form.

Form field 4(b)(iii) Whether provisional financial statements filed earlier (Yes / No / Not applicable)

What it means

Whether an AOC-4 with "Provisional un-adopted" status was already filed for this year.

What to enter

Yes only if such a filing exists. You will then enter its SRN in 4(b)(vii). Otherwise choose No or Not applicable as the case requires.

Where to check

MCA filing history for the same financial year.

Common mistake

A draft saved on your computer is not a filed provisional AOC-4.

Form field 4(b)(iv) Whether adopted in adjourned AGM; 4(b)(v) Date of adjourned AGM in which financial statements were adopted

What it means

An adjourned AGM is the same AGM continued on a later date.

What to enter

Answer Yes and give the date only when the accounts were actually adopted at the adjourned meeting. In that case, also attach the statement of facts and reasons for not adopting the accounts at the first meeting, and give the SRN of the provisional AOC-4.

Where to check

Minutes of both the original and the adjourned meeting.

Common mistake

A meeting simply rescheduled before it was held is not an adjourned meeting.

Form field 4(b)(vi) SRN of form INC-28; 4(b)(vii) SRN of form AOC-4; 4(b)(viii) Date of order of competent authority

What it means

SRN means Service Request Number, the reference MCA gives every filing.

What to enter

For a revision under section 130 or 131, enter the SRN of the INC-28 that filed the order, the SRN of the original AOC-4 and the order date. For adopted accounts filed after a provisional filing, enter the provisional AOC-4's SRN. The SRNs must be approved and belong to this company.

Where to check

MCA filing history and the order itself.

Common mistake

Never enter an unrelated SRN to get past the field.

Form field 4(c) Details of director(s), manager, secretary, CEO, CFO, IRP, RP or Liquidator of the company who have signed the financial statements

What it means

The people who actually signed the balance sheet and profit and loss statement under section 134(1): usually the chairperson authorised by the Board or two directors (one being the managing director, if any), plus the CEO, CFO and company secretary where appointed. In an OPC, one director signs.

What to enter

For each signatory: DIN for a director, Income-tax PAN for a manager, secretary, CEO or CFO; then designation and date of signing. The name fills automatically from MCA records.

Where to check

The signature block on the balance sheet.

Common mistake

The person who will sign AOC-4 with a DSC (Digital Signature Certificate) is not necessarily every signatory of the accounts.

Form field 5(a) Date of Board of directors' meeting in which boards' report referred under section 134 was approved; 5(b) Details of director(s) who have signed the Boards' report

What it means

The meeting that approved the Board's Report and the directors who signed it.

What to enter

The approval date (on or after the date the accounts were approved), and each signing director's DIN, designation and signing date. This block is mandatory for private and public companies; for an OPC it is optional unless the Directors' Report is being revised.

Where to check

Board minutes and the signature page of the Board's Report.

Common mistake

Do not assume the accounts and the Board's Report were approved or signed by the same people on the same day.

Form field 6 Date of signing of reports on the financial statements by the auditors

What it means

The date on which the auditor signed the audit report.

What to enter

The date printed with the auditor's signature. It cannot be earlier than the latest date on which the financial statements were signed.

Where to check

The signed audit report.

Common mistake

Do not use the auditor's appointment date or the date the UDIN (Unique Document Identification Number) was generated.

Form field 7(a) Whether annual general meeting (AGM) held (Yes / No / Not applicable)

What it means

Whether the AGM for this year's accounts actually took place.

What to enter

Yes if it was held. No if it was not held (you must then attach a statement of the facts and reasons). An OPC does not hold an AGM, so choose Not applicable; the portal does not allow Yes for an OPC.

Where to check

AGM notice and minutes.

Common mistake

Do not show an AGM that was never held.

Form field 7(b) If yes, date of AGM

What it means

The date of the AGM that considered this year's financial statements.

What to enter

The actual date from the minutes. Use the same date in MGT-7A — MCA requires the AGM date, due date and extended date to match across annual forms for the same year.

Where to check

AGM minutes.

Common mistake

Do not use last year's AGM just because it falls inside this financial year.

Form field 7(c) Due date of AGM

What it means

The last date by which section 96 required the AGM to be held.

What to enter

For the first AGM: within nine months of the end of the first financial year. For later AGMs: within six months of the year-end and not more than 15 months after the previous AGM, whichever is earlier. The portal will not accept a date more than nine months after the year-end.

Where to check

Previous AGM date and the date of incorporation.

Common mistake

Do not assume the due date is always 30 September.

Fictional example: a company's financial year ends 31 March 2026 and its previous AGM was on 20 August 2025. The six-month limit gives 30 September 2026; the 15-month limit gives 20 November 2026. The due date is 30 September 2026.

Form field 7(d) Whether any extension for AGM granted; 7(e) SRN of GNL-1; 7(f) Due date of AGM after grant of extension

What it means

The ROC can extend the AGM date by up to three months (not for the first AGM) on an application in Form GNL-1.

What to enter

Yes only if the extension was approved. Enter the GNL-1 SRN; the extended date then fills from that GNL-1.

Where to check

The approval of the GNL-1 application.

Common mistake

Applying for an extension, or a general MCA fee relief, is not a granted AGM extension.

Form field 8(a) Whether the company is a subsidiary company as defined under clause (87) of section 2; 8(b) CIN/any other registration number of the holding company; 8(c) Name of the holding company; 8(d) Provision pursuant to which the company has become a subsidiary

What it means

Under section 2(87), a company is a subsidiary if another company (i) controls the composition of its Board, or (ii) exercises or controls more than half of its total voting power, alone or with its subsidiaries.

What to enter

Yes if either test is met. Then give the holding company's CIN (or foreign registration number), its name, and select Section 2(87)(i) or 2(87)(ii).

Where to check

Register of members, shareholders' agreements and the Board appointment rights.

Common mistake

A subsidiary can never be a small company, so a Yes here also means the company files MGT-7, not MGT-7A.

Form field 8(e) Whether the company has a subsidiary company as defined under clause (87) of section 2 or the company has an associate company, or a joint venture as defined under clause (6) of section 2

What it means

An associate is a company over which this company has significant influence — control of at least 20% of total voting power, or control of or participation in business decisions under an agreement. A joint venture is a jointly controlled arrangement.

What to enter

Yes if any such company exists at any time the rules require. A Yes makes the linked form AOC-1 mandatory.

Where to check

Investment register and agreements giving control or influence.

Common mistake

Sharing a director with another company does not by itself make it a subsidiary, associate or joint venture.

Form field 9 SRN of Form ADT-1

What it means

The Service Request Number of the ADT-1 that reported the appointment of the auditor who audited these accounts.

What to enter

The approved ADT-1 SRN whose appointment period covers this financial year. One ADT-1 for a five-year term can be used for all five years. The auditor's details then fill automatically. If you cannot find the SRN, MCA's FAQ points to "Check Annual filing Status" in the portal's services.

Where to check

The ADT-1 filing and the period of appointment entered in its field 4(i).

Common mistake

Do not use an ADT-1 whose period ends before this year. For accounts for 2025-26, an ADT-1 covering only 2024-25 will be rejected.

Form field 9 SRN of Form ADT-1

What it means

Earlier, many companies did not file ADT-1 for the first auditor appointed by the Board under section 139(6).

What to enter

MCA's FAQ recommends filing ADT-1 even for the first auditor. Where no ADT-1 SRN exists for the first auditor, the same FAQ says to enter Z99999999. You will then need to type the auditor details that would otherwise prefill. See ADT-1 for the auditor's appointment.

Where to check

Board resolution appointing the first auditor and the auditor's consent.

Common mistake

Do not use Z99999999 for a later appointment that should have had an ADT-1; file the missing ADT-1 instead.

Form field Number of Auditors

What it means

The number of statutory auditors appointed for this year.

What to enter

Count each appointed auditor. An audit firm counts as one auditor however many partners it has. Joint auditors count separately.

Where to check

ADT-1 and the appointment resolution.

Common mistake

Do not count the partners of one firm as separate auditors.

Form field 9(a) Income-tax PAN of auditor or auditor's firm; 9(b) Category of auditor; membership number or firm registration number; name and address

What it means

Identity details of the statutory auditor.

What to enter

These fill from the ADT-1 SRN or master data and cannot be edited. Check that the category (individual or firm), PAN, membership or firm registration number and address match the signed audit report.

Where to check

The audit report and the ADT-1.

Common mistake

Do not put a partner's membership number where the firm's registration number belongs. If the prefilled details are wrong, the ADT-1 needs correcting.

Form field 9(f) Details of the member signing for the above firm — (i) Name of the member; (ii) Membership number

What it means

The partner of the audit firm who actually signed this audit report.

What to enter

The name and membership number of that partner. These may prefill from a V3 ADT-1; for an older V2 ADT-1 they do not, and you must type them.

Where to check

The signature block of the audit report.

Common mistake

Do not copy last year's signing partner without checking.

Form field 10(a) Type of Industry (Commercial & Industrial / Banking Company / Insurance Company / Power Company / NBFC registered with RBI)

What it means

The regulated sector, if any, that the company belongs to.

What to enter

Choose Banking, Insurance, Power or NBFC only if the company is that kind of regulated company. The form says every other company selects Commercial and Industrial (C&I). Almost all ordinary trading, manufacturing and service companies are C&I.

Where to check

Certificate of registration from RBI or another regulator, if any.

Common mistake

Holding investments does not by itself make a company an NBFC.

Form field 10(b) Whether Schedule III of the Companies Act, 2013 is applicable

What it means

Schedule III sets the format of the balance sheet and profit and loss statement.

What to enter

Yes for C&I companies and NBFCs — the portal will not accept No if C&I or NBFC was selected. No is meant for companies whose accounts format is prescribed by their own law (for example some banking, insurance or power companies). If you select No, the balance sheet and profit and loss sections of AOC-4 are not shown.

Where to check

The format used in the signed accounts.

Common mistake

The answer must match the type of industry and the actual accounts.

Form field 11 Whether consolidated financial statements required or not

What it means

Section 129(3) requires a company with one or more subsidiaries, associates or joint ventures to prepare consolidated (group) financial statements, subject to the exemptions in rule 6 of the Companies (Accounts) Rules, 2014.

What to enter

Yes if consolidation is required. A Yes makes the linked AOC-4 CFS and the consolidated Extract of Auditor's Report mandatory.

Where to check

Your answer to 8(e), rule 6 exemptions and the auditor's opinion on consolidation.

Common mistake

Missing consolidated accounts do not prove that the company is exempt.

Form field 12(a) Whether company is maintaining books of account and other relevant books and papers in electronic form; 12(b) Complete Postal Address of the Place of maintenance of computer servers (Storing Accounting Data); 12(c) Particulars of the service provider (if any)

What it means

Rule 3 of the Companies (Accounts) Rules, 2014 requires books kept electronically to be accessible in India and backed up daily on servers located in India.

What to enter

Yes if the accounts are kept in accounting software. Then give the full address where the server storing the accounting data is located. If a provider hosts the data, give its name, IP address (the network address of its server), location, whether the books are kept on the cloud, and the address the provider confirms.

Where to check

The software licence or hosting agreement and the provider's written confirmation of server location.

Common mistake

Printing the books does not make them non-electronic. Do not assume the server is at the registered office.

Form field Figures as at the end of (Previous reporting period); Reason for change in pre-filled figures of previous reporting period

What it means

The comparative figures for last year.

What to enter

These prefill from last year's filing and are editable. Use the comparatives printed in this year's signed accounts. If they differ because of regrouping, change them; giving a reason is optional under MCA's FAQ, but a short reason helps. MCA notes that trade payables and other income do not prefill if last year was filed on the old V2 portal — type them in.

Where to check

The previous-year column of the current audited accounts.

Common mistake

An auditor change alone does not explain a difference in last year's figures.

Form field I(1)(a) Share capital

What it means

The paid-up share capital in the balance sheet.

What to enter

The audited paid-up share capital from the share-capital note.

Where to check

Share-capital note and register of members.

Common mistake

Do not enter authorised capital or add securities premium.

Form field I(1)(b) Reserves and surplus

What it means

All reserves plus the profit and loss balance.

What to enter

The audited total, with a minus sign if accumulated losses make it negative.

Where to check

Reserves and surplus note.

Common mistake

Do not change a negative balance to zero.

Form field I(1)(c) Money received against share warrants; I(2) Share application money pending allotment

What it means

Share application money pending allotment is money received for shares not yet allotted at the year-end.

What to enter

The year-end balance shown separately in the audited balance sheet for each.

Where to check

Allotment records and bank receipts.

Common mistake

Do not enter all application money received during the year — only what is still pending allotment at year-end.

Form field I(3)(a) Long term borrowings; I(4)(a) Short term borrowings

What it means

Borrowings split by when they are repayable.

What to enter

The audited amounts. The part of a long-term loan repayable within twelve months is shown under short-term borrowings if the accounts classify it there.

Where to check

Borrowing note and loan statements.

Common mistake

Do not count the same loan in both lines.

Form field I(3)(b) Deferred tax liabilities (net); II(1)(c) Deferred tax assets (net)

What it means

The net deferred-tax balance in the accounts.

What to enter

The net balance on whichever side the accounts show it; zero on the other side.

Where to check

Tax note in the accounts.

Common mistake

Do not enter current tax payable or this year's deferred-tax expense.

Form field I(3)(c) Other long-term liabilities; I(3)(d) Long term provisions

What it means

Non-current amounts other than borrowings, such as long-term deposits received or gratuity provisions.

What to enter

The audited balance for each heading.

Where to check

Notes to the balance sheet.

Common mistake

Do not repeat amounts already entered under borrowings.

Form field I(4)(b)(i) Total outstanding dues of micro enterprises and small enterprises; I(4)(b)(ii) Total outstanding dues of creditors other than micro enterprises and small enterprises

What it means

Amounts owed to suppliers, split by the supplier's MSME category.

What to enter

The split shown in the audited accounts, based on suppliers' Udyam registration status.

Where to check

Supplier Udyam certificates and the MSME disclosure note.

Common mistake

Medium enterprises go in "creditors other than micro enterprises and small enterprises".

Form field I(4)(c) Other current liabilities; I(4)(d) Short term provisions

What it means

Current amounts other than borrowings and trade payables, such as statutory dues payable and provisions for tax.

What to enter

The audited balance for each heading. If the accounts group items differently, keep a working showing how each amount was placed.

Where to check

Notes to the balance sheet.

Common mistake

The tax expense for the year is not the same as the tax provision outstanding at year-end.

Form field II(1)(a)(i) Property Plant and Equipment; II(1)(a)(ii) Intangible assets

What it means

PPE means property, plant and equipment. Intangible assets have no physical form, such as software.

What to enter

The net carrying amounts (after depreciation or amortisation) shown on the balance sheet. Gross value and accumulated depreciation go separately in financial parameters 44 and 45.

Where to check

Fixed asset schedule.

Common mistake

Do not enter gross cost in a field that asks for the net figure.

Form field II(1)(a)(iii) Capital work-in-progress; II(1)(a)(iv) Intangible assets under development

What it means

Assets still being built or developed at the year-end.

What to enter

The separate audited balances.

Where to check

CWIP ageing schedule in the notes.

Common mistake

Do not include these amounts again in completed assets.

Form field II(1)(b) Non-current Investments; II(2)(a) Current Investments

What it means

Investments classified by expected holding period.

What to enter

The carrying amounts in the audited accounts, in the category the accounts use.

Where to check

Investment note.

Common mistake

Do not replace book value with market value.

Form field II(1)(d) Long term loans and advances; II(2)(e) Short term loans and advances

What it means

Money the company has lent or advanced to others.

What to enter

The audited amounts, split by when they are due.

Where to check

Loans and advances note.

Common mistake

These are amounts given by the company, not money it borrowed.

Form field II(2)(b) Inventories

What it means

Stock of materials, work-in-progress and goods at the year-end.

What to enter

The audited closing inventory value.

Where to check

Inventory note and valuation policy.

Common mistake

Do not enter purchases or sales.

Form field II(2)(c) Trade receivables

What it means

Amounts customers owe the company.

What to enter

The audited net amount after allowance for doubtful debts. It must equal "Net trade receivables" in table E.

Where to check

Debtor ageing and receivables note.

Common mistake

Do not deduct the allowance twice.

Form field II(2)(d) Cash and cash equivalents

What it means

Cash, bank balances and short-term deposits classified as cash equivalents.

What to enter

The audited amount under this heading, including other bank balances only if the accounts include them here.

Where to check

Bank statements and the cash note.

Common mistake

Not every fixed deposit is a cash equivalent.

Form field II(1)(e) Other non-current assets; II(2)(f) Other current assets

What it means

Assets that do not fit the other headings.

What to enter

The audited balance for each.

Where to check

Notes to the balance sheet.

Common mistake

Do not use these lines to absorb a difference.

Form field Total (Equity and liabilities) and Total (Assets)

What it means

The two sides of the balance sheet.

What to enter

The portal adds the lines. Both totals must equal each other and the signed balance sheet.

Where to check

The signed balance sheet totals.

Common mistake

Never change a real balance just to make the totals agree. Find the line entered wrongly.

Form field II A Details of long term borrowings (unsecured) — Bonds/debentures; Term loans from banks / other parties; Deferred payment liabilities; Deposits; Loans and advances from related parties; Long term maturities of financial lease obligations; Other loans & advances

What it means

A break-up of only the unsecured part of long-term borrowings.

What to enter

Enter each unsecured amount in its row. Deferred payment liabilities are amounts payable later under an agreed arrangement.

Where to check

Borrowing note and loan agreements.

Common mistake

Do not include secured borrowings in this table.

Form field II B Details of short-term borrowings (unsecured) — Loans repayable on demand from banks / other parties; Loans and advances from related parties; Deposits; Other loans and advances

What it means

A break-up of unsecured short-term borrowings at year-end.

What to enter

The year-end balance in each row. A loan repayable on demand is one the lender can call back at any time.

Where to check

Borrowing note.

Common mistake

Do not enter total loans received during the year.

Form field II A(8) and II B(5) Out of above total, aggregate amount guaranteed by directors

What it means

The part of the unsecured borrowings in that table that directors have personally guaranteed.

What to enter

The guaranteed amount. MCA's kit makes this field mandatory when unsecured long-term borrowings are above zero — enter 0 if nothing is guaranteed.

Where to check

Guarantee deeds and sanction letters.

Common mistake

This amount is already part of the total; do not add it again.

Form field II C Details of long-term loans and advances (unsecured, considered good); II D Details of long-term loans and advances (doubtful)

What it means

"Good" means expected to be recovered; "doubtful" means recovery is uncertain.

What to enter

Split each category into capital advances, advances to related parties and other advances, then deduct the provision. The net good plus net doubtful amounts cannot exceed the long-term loans and advances in the balance sheet.

Where to check

Loans and advances note and the provision working.

Common mistake

Do not put the same advance in both tables.

Form field II C(6) and II D(6) Loans and advances due by directors/ other officers of the company

What it means

Amounts that directors or officers owe the company within that table.

What to enter

That amount, which cannot be more than the table's total.

Where to check

Ledger accounts of directors and officers.

Common mistake

Do not enter money the company has borrowed from a director.

Form field II E Details of trade receivables — Secured, considered good; Unsecured, considered good; Doubtful; Less: provision; Net trade receivables; Debt due by directors/others officers of the company

What it means

A break-up of gross receivables by security and recoverability.

What to enter

Split gross receivables into the three categories, deduct the provision, and check that net trade receivables equal the balance sheet figure. The "debt due by directors" row is mandatory when receivables exist — enter 0 if none.

Where to check

Debtor ageing and security documents.

Common mistake

Do not treat every receivable as good without evidence.

Form field III(1) Amount of issue for contracts without payment received in cash during reporting period

What it means

Shares allotted during the year for consideration other than cash, such as against purchase of a business or an asset.

What to enter

The value of such allotments during the year.

Where to check

PAS-3, valuation report and the agreement.

Common mistake

Do not include a rights issue paid in cash.

Form field III(2) Share application money given

What it means

Money this company has paid to another company for its shares, still awaiting allotment at year-end.

What to enter

The year-end balance.

Where to check

Investment ledger.

Common mistake

This is money the company paid, not money it received from applicants for its own shares.

Form field III(3) Share application money given during the reporting period

What it means

Share application payments made during the year.

What to enter

The total paid during the year.

Where to check

Bank and investment ledger.

Common mistake

Do not copy the year-end balance from parameter 2.

Form field III(4) Share application money received during the reporting period

What it means

Application money the company received for its own shares during the year.

What to enter

The total received during the year.

Where to check

Bank statements and allotment records.

Common mistake

This differs from the amount still pending allotment at year-end.

Form field III(5) Share application money received and due for refund

What it means

Application money that must be refunded because shares were not allotted within the time allowed.

What to enter

The amount due for refund at the year-end.

Where to check

Allotment records and the dates money was received.

Common mistake

An allotment still within time is not a refund that is due.

Form field III(6) Paid-up capital held by foreign company (amount and %)

What it means

Paid-up capital held by companies incorporated outside India.

What to enter

The amount and its percentage of total paid-up capital.

Where to check

Register of members.

Common mistake

A non-resident Indian (NRI) individual is not a foreign company.

Form field III(7) Paid-up capital held by foreign holding and/ or through its subsidiaries (amount and %)

What it means

Capital held by a foreign holding company directly or through its subsidiaries.

What to enter

The combined holding and percentage, counting each share once.

Where to check

Register of members and group structure chart.

Common mistake

A foreign investor is not a "holding company" unless section 2(87) control exists.

Form field III(8) Number of shares bought back during the reporting period

What it means

Shares the company bought back and cancelled during the year.

What to enter

The number of shares, not rupees.

Where to check

SH-11 filing and Board/members' resolutions.

Common mistake

Do not enter the buy-back amount here.

Form field III(9) Deposits accepted or renewed during the reporting period

What it means

Deposits as defined in the Companies (Acceptance of Deposits) Rules, 2014, accepted or renewed during the year.

What to enter

The total for the year.

Where to check

Deposit register and the exempt-receipts list in rule 2(1)(c).

Common mistake

Many receipts, such as loans from directors with a declaration, are excluded from "deposit". Do not include them automatically.

Form field III(10) Deposits matured and claimed but not paid during the reporting period

What it means

Deposits that fell due and were claimed during the year but were not paid.

What to enter

The amount for the year from the deposit register.

Where to check

Deposit register.

Common mistake

This is not every deposit outstanding at year-end.

Form field III(11) Deposits matured and claimed but not paid

What it means

The year-end balance of matured, claimed and unpaid deposits, including earlier years.

What to enter

The outstanding amount at year-end.

Where to check

Deposit register.

Common mistake

Do not leave out unpaid amounts carried forward from earlier years.

Form field III(12) Deposits matured, but not claimed

What it means

Matured deposits that depositors have not yet claimed.

What to enter

The year-end balance.

Where to check

Deposit register.

Common mistake

Keep claimed and unclaimed amounts separate.

Form field III(13) Unclaimed matured debentures

What it means

Debentures (company debt instruments) that are due for repayment but not claimed.

What to enter

The year-end amount.

Where to check

Debenture register.

Common mistake

Exclude debentures not yet due.

Form field III(14) Debentures claimed but not paid

What it means

Matured debentures claimed by holders but not paid.

What to enter

The year-end amount.

Where to check

Debenture register.

Common mistake

Do not enter total debentures outstanding.

Form field III(15) Interest on deposits accrued and due but not paid

What it means

Deposit interest that has both built up and reached its payment date, but is unpaid.

What to enter

That amount at year-end.

Where to check

Deposit interest working.

Common mistake

Interest accrued but not yet due is not included.

Form field III(16) Unpaid dividend

What it means

Declared dividend not yet paid or claimed, usually lying in the unpaid dividend account.

What to enter

The year-end balance.

Where to check

Unpaid dividend bank account.

Common mistake

A dividend proposed after year-end is not an unpaid dividend at year-end.

Form field III(17) Investment in subsidiary companies

What it means

This company's investment in its subsidiaries.

What to enter

The carrying amount in the audited accounts.

Where to check

Investment note.

Common mistake

Do not enter the subsidiary's own capital or net worth.

Form field III(18) Investment in government companies

What it means

Investment in companies in which governments hold at least 51% of paid-up capital (section 2(45)).

What to enter

The carrying amount.

Where to check

Investment note.

Common mistake

Government securities and bonds are not investments in government companies.

Form field III(19) Capital reserve

What it means

The capital reserve shown in reserves and surplus.

What to enter

That balance only.

Where to check

Reserves note.

Common mistake

Do not enter total reserves and surplus.

Form field III(20) Amount due for transfer to Investor Education and Protection Fund (IEPF)

What it means

Amounts that have become due for transfer to IEPF, such as dividends unpaid for seven years.

What to enter

Only amounts actually due for transfer at year-end.

Where to check

Unpaid dividend records and IEPF rules.

Common mistake

Not every unpaid dividend is due for IEPF yet.

Form field III(21) Inter-corporate deposits

What it means

Deposits placed between companies (ICDs).

What to enter

Practical approach: because parameters 30 and 31 already capture borrowings from other companies, enter here the inter-corporate deposits the company has placed with other companies at year-end. Record your basis in the working file and apply it the same way every year.

Where to check

ICD agreements and the loans and advances note.

Common mistake

Do not net deposits received against deposits given.

Form field III(22) Gross value of transaction as per AS-18 (if applicable)

What it means

AS-18 is the accounting standard on related party disclosures. This field asks for the gross value of related-party transactions — not balances.

What to enter

The form gives no break-up rule. Practical approach: enter the gross value of capital-type related-party transactions here (loans given or taken and repaid, investments, share allotments, purchase or sale of fixed assets), and revenue-type transactions in profit and loss parameter 8. Prepare one working listing every transaction and its field.

Where to check

Related-party note in the audited accounts.

Common mistake

Do not enter year-end balances, and do not copy the same total into both AS-18 fields.

Form field III(23) Capital subsidies or grants received from government authority(ies)

What it means

Government grants for capital purposes.

What to enter

The amount shown in the audited disclosures.

Where to check

Sanction letters and receipt records.

Common mistake

Revenue grants go in profit and loss parameter 5.

Form field III(24) Calls unpaid by directors

What it means

Amounts called on shares that directors have not paid.

What to enter

The unpaid call amount.

Where to check

Call records and register of members.

Common mistake

Do not enter the face value of all shares held by directors.

Form field III(25) Calls unpaid by others

What it means

Unpaid calls from shareholders other than directors.

What to enter

That amount.

Where to check

Call records.

Common mistake

Do not repeat the directors' amount.

Form field III(26) Forfeited shares (amount originally paid-up)

What it means

The amount that had been paid on shares later forfeited.

What to enter

The amount originally paid up on those shares.

Where to check

Forfeiture resolution and share forfeiture account.

Common mistake

Do not enter the number of shares or their full face value.

Form field III(27) Forfeited shares reissued

What it means

Forfeited shares reissued by the company.

What to enter

The amount relating to the reissue as supported by the records.

Where to check

Reissue resolution and allotment records.

Common mistake

Do not include a fresh issue of new shares.

Form field III(28) Borrowing from foreign institutional agencies

What it means

Loans from foreign financial institutions or agencies.

What to enter

The year-end balance.

Where to check

Loan agreements and ECB records.

Common mistake

A payable in foreign currency is not automatically such a borrowing.

Form field III(29) Borrowing from foreign companies

What it means

Loans from companies incorporated outside India.

What to enter

The year-end balance.

Where to check

Loan agreements.

Common mistake

An Indian company with foreign shareholders is not a foreign company.

Form field III(30) Inter-corporate borrowings -secured

What it means

Secured loans taken from other companies.

What to enter

The outstanding year-end balance.

Where to check

Loan agreements and charge records.

Common mistake

Do not enter the sanctioned limit or the charge amount.

Form field III(31) Inter-corporate borrowings unsecured

What it means

Unsecured loans taken from other companies.

What to enter

The outstanding year-end balance.

Where to check

Loan ledger.

Common mistake

A loan from an individual director is not an inter-corporate borrowing.

Form field III(32) Commercial Paper

What it means

Short-term unsecured money-market instruments issued by the company.

What to enter

The outstanding amount.

Where to check

Issue documents.

Common mistake

Bank loans and promissory notes are not commercial paper.

Form field III(33) Conversion of warrants into equity shares during the reporting period

What it means

Warrants (rights to acquire shares) converted into equity during the year.

What to enter

The value converted during the year.

Where to check

Allotment records.

Common mistake

Unexercised warrants are not conversions.

Form field III(34) Conversion of warrants into preference shares during the reporting period

What it means

Warrants converted into preference shares during the year.

What to enter

The value converted.

Where to check

Allotment records.

Common mistake

Do not include conversions into equity.

Form field III(35) Conversion of warrants into debentures during the reporting period

What it means

Warrants converted into debentures during the year.

What to enter

The value converted.

Where to check

Allotment records.

Common mistake

Conversion of debentures into equity is a different event.

Form field III(36) Warrants issued during the reporting period (In foreign currency)

What it means

Warrants issued during the year with value in a foreign currency.

What to enter

The value converted to rupees at the rate used in the accounts.

Where to check

Issue records and exchange-rate working.

Common mistake

Do not type a foreign-currency figure in a rupee field.

Form field III(37) Warrants issued during the reporting period (In Rupees)

What it means

Warrants issued during the year in rupees.

What to enter

The issue value.

Where to check

Issue records.

Common mistake

Do not repeat amounts in parameter 36.

Form field III(38) Default in payment of short-term borrowings and interest thereon

What it means

Short-term principal or interest not paid on its due date.

What to enter

The overdue amount at year-end.

Where to check

Repayment schedules and CARO clause on defaults.

Common mistake

An outstanding loan is not in default unless a due date was missed.

Form field III(39) Default in payment of long-term borrowings and interest thereon

What it means

Long-term principal or interest not paid on its due date.

What to enter

The overdue amount at year-end.

Where to check

Repayment schedules and the auditor's CARO remarks.

Common mistake

A default exists even if the lender has not sent a notice.

Form field III(40) Whether any operating lease has been converted to financial lease or vice-versa; Provide details of such conversions

What it means

A change in a lease's accounting classification.

What to enter

Yes with details only if a conversion took place; otherwise No.

Where to check

Lease agreements and the lease note.

Common mistake

A new lease or a rent increase is not a conversion.

Form field III(41) Net Worth of the company

What it means

Net worth as defined in section 2(57): paid-up capital + reserves created out of profits + securities premium + credit balance of profit and loss, minus accumulated losses, deferred expenditure and miscellaneous expenditure not written off. Revaluation reserves, write-back of depreciation and amalgamation reserves are excluded.

What to enter

The result of that calculation from the audited balance sheet.

Where to check

Reserves note; reuse the same figure in MGT-7A.

Common mistake

Do not add every reserve, and do not deduct a loss twice.

Fictional example: paid-up capital ₹10,00,000; securities premium ₹5,00,000; general reserve ₹2,00,000; profit and loss credit balance ₹3,50,000; revaluation reserve ₹4,00,000; preliminary expenses not written off ₹20,000. Net worth = 10,00,000 + 5,00,000 + 2,00,000 + 3,50,000 − 20,000 = ₹20,30,000. The revaluation reserve is left out.

Form field III(42) Number of shareholders to whom shares allotted under private placement during the reporting period

What it means

The count of allottees in private placements (PAS-4 offers) during the year.

What to enter

The number of persons, not shares.

Where to check

PAS-3 and the list of allottees.

Common mistake

Rights-issue allottees are not private-placement allottees.

Form field III(43) Secured Loan

What it means

Total secured borrowings outstanding at year-end.

What to enter

Current and non-current secured borrowings, each counted once.

Where to check

Borrowing note and charge register.

Common mistake

Do not enter the sanction limit, the charge amount or the amount first disbursed.

Form field III(44) Gross Property Plant and Equipment and Intangible Assets

What it means

Gross block — the cost of PPE and intangibles before depreciation and amortisation.

What to enter

Gross value from the fixed asset schedule at year-end.

Where to check

Fixed asset schedule.

Common mistake

Do not enter the net value, and do not add CWIP automatically.

Form field III(45) Depreciation and amortization

What it means

Accumulated depreciation and amortisation on the assets in parameter 44.

What to enter

The accumulated amount at year-end. This year's charge goes in the profit and loss statement.

Where to check

Fixed asset schedule.

Common mistake

Do not enter only this year's expense.

Form field III(46) Miscellaneous expenditure to the extent not written off or adjusted

What it means

Deferred expenses still carried as an asset, where the accounting rules allow it.

What to enter

The balance recorded in the accounts, usually 0 for companies following current standards.

Where to check

Balance sheet notes.

Common mistake

A large expense does not become an asset just to spread it over years.

Form field III(47) Unhedged Foreign Exchange Exposure

What it means

Foreign-currency receivables, payables and loans at year-end that are not covered by forward contracts or other hedges.

What to enter

The rupee value at year-end, as disclosed in the notes.

Where to check

Foreign-currency exposure note.

Common mistake

Export sales for the year are not the exposure at year-end.

Form field IV(i)/(ii) At the beginning of the year — Number of shares; Total Nominal Amount; Total Paid-up amount; Total premium

What it means

The opening position for equity and preference shares separately.

What to enter

Last year's closing figures for number of shares, total nominal (face) value and paid-up amount. The table is mandatory if the company has share capital; enter 0 where a row does not apply. The premium column opens only when the number of shares is above zero.

Where to check

Last year's AOC-4 and the share-capital note.

Common mistake

Do not use authorised capital as the opening issued capital.

Answer

Nominal amount is the face value of the shares (₹10 × 10,000 shares = ₹1,00,000). Paid-up amount is what has been paid or credited as paid towards that face value. Premium is the amount received above face value and is entered only in the premium column.

Where to check

Allotment records and the share-capital note.

Common mistake

Do not include premium in paid-up capital.

Form field (a) Increase during the year — i Public Issues; ii Rights issue; iii Bonus issue

What it means

Shares actually allotted during the year by each route.

What to enter

Number, nominal amount, paid-up amount and premium of each completed allotment in its row. Bonus shares are issued by converting reserves, so they bring no cash.

Where to check

PAS-3 filings and resolutions.

Common mistake

An offer not yet allotted at year-end is not an increase.

Form field iv Private Placement/ Preferential allotment; v ESOPs; vi Sweat equity shares allotted

What it means

Allotments under these routes. ESOP means employee stock option plan.

What to enter

Only shares actually allotted during the year, with nominal, paid-up and premium amounts.

Where to check

PAS-3 and the ESOP or sweat-equity register.

Common mistake

Granting an option is not an allotment.

Form field vii Conversion of Preference share; viii Conversion of Debentures; ix GDRs/ADRs; x Others, specify

What it means

Increases from converting other securities or from depositary receipts (GDR: global depositary receipt; ADR: American depositary receipt).

What to enter

Each completed event in its own row. Use "Others" only when no row fits, and describe it.

Where to check

Conversion records and resolutions.

Common mistake

Do not enter the same conversion in two rows.

Form field (b) Decrease during the year — i Buy-back of shares; ii Shares forfeited; iii Reduction of share capital; iv Others

What it means

Events that reduce share capital.

What to enter

The decrease in number of shares and capital at face value in the right row.

Where to check

SH-11, forfeiture resolution and INC-28 for reduction.

Common mistake

The buy-back price paid is not the same as the face value removed from capital.

Form field (ii) Preference shares — Issues of shares; Re-issue of forfeited shares; Others; Redemption of shares; Shares forfeited; Reduction of share capital

What it means

The same movement table for preference shares.

What to enter

Each change in its row so the closing figure agrees with the records.

Where to check

Preference share register and SH-7 for redemption.

Common mistake

Redemption of preference shares is not an equity buy-back.

Form field (c) At the end of the year

What it means

The closing position.

What to enter

Opening + increases − decreases, separately for number of shares and amounts. It must agree with the year-end share-capital note.

Where to check

Register of members at year-end.

Common mistake

A transfer between shareholders does not change share capital.

Form field V Details of Specified Bank Notes (SBN) held and transacted during the period from 8th November 2016, to 30th December 2016

What it means

A one-time disclosure about the 2016 demonetised notes.

What to enter

For any financial year other than 2016-17 there are no such transactions; enter 0 where the portal asks for a value.

Where to check

Not needed for current years.

Common mistake

Do not enter this year's cash figures here.

Form field VI(1) Whether maintenance of cost records by the company has been mandated under Companies (Cost Records and Audit) Rules, 2014; Central Excise Tariff Act Heading in which the product/ service is covered

What it means

Certain products and services listed in the Cost Records and Audit Rules must keep cost records once turnover crosses the prescribed limit.

What to enter

Yes only if the company's products or services are listed and the turnover limit is met; then give the Central Excise Tariff Act heading from the rules' tables. See cost audit applicability.

Where to check

The rules' tables and the previous year's turnover.

Common mistake

Manufacturing alone does not make cost records mandatory.

Form field VI(2) Whether audit of cost records of the company has been mandated under Rules specified in SN 1; Central Excise Tariff Act Heading

What it means

Cost audit has higher limits than cost records.

What to enter

Answer separately from cost records. If Yes, give the tariff heading of the product covered.

Where to check

Cost audit rules and CRA-2 filing.

Common mistake

Yes for cost records does not mean Yes for cost audit.

Form field (I) Revenue from operations — Domestic turnover / Export turnover: (i) Sale of goods manufactured; (ii) Sale of goods traded; (iii) Sale or supply of services

What it means

Revenue split by market and by type.

What to enter

For domestic and export separately, split revenue into own-manufactured goods, traded goods (bought for resale) and services, from the revenue working behind the accounts.

Where to check

Sales register, export invoices and shipping bills.

Common mistake

Payment currency alone does not decide whether a sale is an export.

Form field (II) Other Income — (i) Dividend income; (ii) Interest income

What it means

Dividends and interest earned, shown in other income.

What to enter

The amounts in the audited accounts. If interest is the company's main business (for example an NBFC), follow how the accounts present it.

Where to check

Other income note.

Common mistake

Do not enter dividends the company paid to its own shareholders, and do not net off finance costs.

Form field (iii) Net gain/loss on sale of investments

What it means

Profit or loss on selling investments.

What to enter

The audited figure, with a minus sign for a loss.

Where to check

Investment note.

Common mistake

The sale proceeds are not the gain.

Form field (iv) Other non-operating income (net of expenses directly attributable to such income)

What it means

Remaining other income, after expenses directly linked to earning it.

What to enter

The net balance of other income not entered above.

Where to check

Other income note.

Common mistake

Do not include the same income in turnover.

Form field (III) Total Income (I+II)

What it means

Revenue from operations plus other income.

What to enter

The portal adds it. It should match the signed statement.

Where to check

Signed profit and loss statement.

Common mistake

Total income is not turnover.

Form field (IV)(a) Cost of materials consumed; (b) Purchases of stock in trade

What it means

Materials used in manufacturing; goods bought for resale.

What to enter

The audited amounts.

Where to check

Expense notes.

Common mistake

Materials purchased are not materials consumed; do not count one cost twice.

Form field (c) Changes in inventories of — Finished goods; Work-in-progress; Stock in trade

What it means

Opening minus closing inventory for each type.

What to enter

The audited figures with correct signs (a stock increase is a negative expense).

Where to check

Inventory note.

Common mistake

Closing inventory is not this line.

Form field (d) Employee benefit expenses; (e) Managerial remuneration

What it means

Staff costs; pay to managing, whole-time and other directors and managers.

What to enter

Directors' remuneration in (e); other staff costs in (d). Together they equal the audited expense.

Where to check

Payroll and the directors' remuneration note.

Common mistake

Do not include directors' pay in both rows.

Form field (f) Payment to Auditors; (g) Insurance expenses; (h) Power and fuel

What it means

Expenses the form wants separately.

What to enter

Each amount from the notes, taken out of other expenses where the accounts group them.

Where to check

Other expenses note.

Common mistake

Once shown separately, do not leave them inside other expenses too.

Form field (i) Finance costs

What it means

Interest and other borrowing costs.

What to enter

The audited finance cost.

Where to check

Finance cost note.

Common mistake

Loan repayments (principal) are not an expense.

Form field (j) Depreciation and amortization expenses

What it means

This year's charge.

What to enter

The year's depreciation and amortisation expense.

Where to check

Fixed asset schedule.

Common mistake

Do not enter accumulated depreciation.

Form field (k) Other expenses

What it means

Expenses not entered in a separate row.

What to enter

The balance after taking out the separately reported items. Keep a working.

Where to check

Other expenses note.

Common mistake

Do not use this line as a plug.

Form field Total expenses

What it means

The sum of all expense lines.

What to enter

Check that it equals the signed statement.

Where to check

Signed profit and loss statement.

Common mistake

The portal's sum will not catch an expense counted in two rows.

Form field Profit before exceptional and extraordinary items and tax; Exceptional items; Profit before extraordinary items and tax; Extraordinary items

What it means

Unusual items presented separately under the accounting framework.

What to enter

The audited figures with their signs; check each subtotal.

Where to check

Profit and loss statement and accounting policy.

Common mistake

An unusual cost is not automatically an extraordinary item.

Form field Profit before tax

What it means

Profit after exceptional and extraordinary items, before tax.

What to enter

The audited profit before tax.

Where to check

Signed profit and loss statement.

Common mistake

Do not use taxable income, profit after tax or a CSR (section 198) profit.

Form field Tax Expense — (i) Current tax

What it means

Income tax expense for the year.

What to enter

The amount in the tax note.

Where to check

Tax note.

Common mistake

It is not advance tax paid, TDS or the year-end tax payable.

Form field Tax Expense — (ii) Deferred tax

What it means

The year's deferred-tax charge or credit.

What to enter

The amount with the right sign (a credit is negative).

Where to check

Tax note.

Common mistake

Do not enter the deferred-tax balance.

Form field Profit/(Loss) for the period from continuing operations; Profit/(Loss) from discontinuing operations; Tax expense of discontinuing operations

What it means

Separate results where part of the business is being discontinued.

What to enter

The audited figures. Most companies enter 0 for discontinuing operations.

Where to check

Discontinuing operations note, if any.

Common mistake

Ending one customer contract is not a discontinuing operation.

Form field Profit/(Loss) (XI+XIV)

What it means

Final profit after tax.

What to enter

The audited figure; a loss with a minus sign.

Where to check

Signed profit and loss statement.

Common mistake

Do not turn a loss into a positive number or zero.

Form field Earnings per equity share before extraordinary items / after extraordinary items — (i) Basic; (ii) Diluted

What it means

Profit per equity share, using the weighted average number of shares.

What to enter

The audited EPS figures in rupees per share.

Where to check

EPS note.

Common mistake

Profit ÷ year-end shares can be wrong after a bonus or rights issue.

Form field II A Details of earning in foreign exchange — Export of goods calculated on FOB basis; Interest and dividend; Royalty; Know-how; Professional and consultation fees; Other income; Total

What it means

Earnings received or receivable in foreign exchange.

What to enter

Each category separately. Goods exports go at FOB (free on board) value, excluding freight and insurance.

Where to check

Foreign-exchange note and export invoices.

Common mistake

Do not use the full invoice value as FOB without working it out.

Answer

It can happen, for example where an export is paid in Indian rupees under an approved arrangement. Check each separately: the export classification in revenue, and the foreign-exchange disclosure in the notes.

Where to check

Invoices, bank realisation records and the forex note.

Common mistake

A foreign-exchange fluctuation gain is not foreign-exchange earnings.

Form field II B Details of expenditure in foreign exchange — Import of goods calculated on CIF basis (Raw material; Component and spare parts; Capital goods); Royalty; Know-how; Professional and consultation fees; Interest; Other matters; Dividend paid

What it means

Spending in foreign exchange.

What to enter

Imports at CIF (cost, insurance and freight) value by type, then the service categories.

Where to check

Import bills of entry and forex note.

Common mistake

Do not mix FOB and CIF values or count one payment twice.

Form field Total Earning in Foreign Exchange; Total Expenditure in foreign exchange

What it means

The sums of the category rows.

What to enter

Check them against the audited forex disclosure.

Where to check

Forex note.

Common mistake

Bank transfer totals are not the same as the disclosure.

Form field III(1) Proposed Dividend (amount and %)

What it means

The dividend the Board recommended for this year.

What to enter

The amount, and the rate as a percentage of face value.

Where to check

Board's Report.

Common mistake

10% of a ₹10 share is ₹1 per share — do not confuse rate with rupees.

Form field III(2) Earnings per share (in Rupees) — (a) Basic; (b) Diluted

What it means

The same EPS as in the main statement.

What to enter

The audited basic and diluted EPS.

Where to check

EPS note.

Common mistake

Do not give different EPS in two places.

Form field III(3) Income in foreign currency; III(4) Expenditure in foreign currency

What it means

Summary figures for foreign-currency income and spending.

What to enter

Amounts consistent with tables II A and II B.

Where to check

Forex note.

Common mistake

Do not use export turnover automatically.

Form field III(5) Revenue subsidies or grants received from government authority(ies)

What it means

Government grants for revenue purposes.

What to enter

The amount in the audited disclosures.

Where to check

Grant letters.

Common mistake

Keep capital grants in balance sheet parameter 23.

Form field III(6) Rent paid

What it means

Rent for the year.

What to enter

The rent expense for the year from the accounts.

Where to check

Rent agreements and ledger.

Common mistake

A refundable security deposit is not rent.

Form field III(7) Consumption of stores and spare parts

What it means

Stores and spares used up during the year.

What to enter

Consumption from the accounts.

Where to check

Stores ledger.

Common mistake

Purchases are not consumption; capitalised spares are not an expense.

Form field III(8) Gross value of the transaction with the related parties as per AS-18 (if applicable)

What it means

Gross value of revenue-type related-party transactions.

What to enter

Practical approach: sales, purchases, services, rent, remuneration, interest and commission with related parties, at gross value. Capital-type transactions go in balance sheet parameter 22.

Where to check

Related-party note.

Common mistake

Do not net sales against purchases.

Answer

No. Prepare one list of all related-party transactions for the year, mark each as capital-type or revenue-type, and enter each total in its field. The two totals will usually differ.

Where to check

Related-party note.

Common mistake

Do not replace transaction values with year-end balances.

Form field III(9) Bad debts of related parties as per AS-18 (if applicable)

What it means

Amounts due from related parties written off as bad during the year.

What to enter

The amount written off.

Where to check

Related-party note and write-off approvals.

Common mistake

A doubtful receivable is not a written-off bad debt.

Form field III(10) Contribution made under sub-section (3) of section 182

What it means

Contributions to political parties, which section 182(3) requires to be disclosed in the profit and loss statement.

What to enter

The amount disclosed; for most companies 0.

Where to check

Donations ledger.

Common mistake

Charitable and CSR donations are not political contributions.

Form field IV *Total number of product/ services category(ies)

What it means

The main categories of products or services that produced turnover.

What to enter

At least 1 if the company had any turnover. If turnover was nil, MCA's kit allows 0.

Where to check

Revenue break-up.

Common mistake

Do not create a category for every customer.

Form field Product or service category code (ITC/ NPCS 4 digit code); Highest turnover contributing product or service code (ITC/ NPCS 8 digit code)

What it means

ITC (ITC-HS) is the Indian Trade Classification for goods issued by the Ministry of Commerce and Industry. NPCS is the National Product Classification for Services issued by the Ministry of Statistics and Programme Implementation.

What to enter

For each category, the 4-digit ITC or NPCS code, then the 8-digit code of the product or service with the highest turnover in it. For goods, the 8-digit HSN used in GST usually follows ITC-HS, but confirm.

Where to check

The ITC-HS and NPCS code lists.

Common mistake

Do not use a NIC code or a GST SAC code — they belong to other systems.

Form field Turnover of the product or service category (in Rupees); Turnover of highest contributing product or service (in Rupees)

What it means

Turnover of each category, and of its top product.

What to enter

Both amounts in rupees. The total of all categories cannot exceed domestic plus export turnover.

Where to check

Revenue break-up.

Common mistake

The top product is already inside its category; do not add it again.

Form field Segment III — 1 *Whether any transactions entered with related party?

What it means

A Yes makes the linked form AOC-2 mandatory. AOC-2 reports contracts or arrangements covered by section 188(1) — sale, purchase or supply of goods or materials, property, services, leasing, agency, appointment to an office or place of profit, and underwriting.

What to enter

Answer Yes where the company entered into a contract or arrangement of that kind with a related party during the year, and report it in AOC-2 (not at arm's length in part 1; material contracts at arm's length in part 2). MCA's FAQ says related-party transactions that exist only under the accounting standards are disclosed in the notes, not in AOC-2.

Where to check

Related-party note, Board approvals and any MGT-14 for members' resolutions.

Common mistake

A relationship under AS-18 or a loan balance alone is not a section 188 contract.

Answer

A loan is not one of the transactions listed in section 188(1), so it is not reported in AOC-2. Loans are governed by sections 185 and 186 and still appear in the related-party note. See director and company loans.

Where to check

Loan agreements and the section 186 details in the Extract of Board's Report.

Common mistake

Keeping it out of AOC-2 does not remove the AS-18 disclosure.

Form field Segment IV — I(a) In case of a government company, whether Comptroller and Auditor-General of India (CAG of India) has commented upon or supplemented the audit report; (b) details and Board's reply; (c) Whether CAG has conducted supplementary or test audit under section 143

What it means

Only government companies are audited by the CAG.

What to enter

A non-government company selects Not applicable in I(a) and No in I(c). A government company enters the actual comments and Board replies and attaches the CAG documents.

Where to check

CAG letters.

Common mistake

A statutory audit report is not a CAG report.

Form field Segment IV — II Whether the auditors have reported as to whether company had provided requisite disclosures ... in Specified Bank Notes during the period from 8th November 2016, to 30th December 2016

What it means

A question about the 2016 demonetisation period.

What to enter

For years other than 2016-17 auditors make no such report, so the answer is normally No.

Where to check

The audit report.

Common mistake

This is not about cash in the current year.

Form field Segment V — 1 CSR applicability pursuant to (Section 135 / Report for unspent CSR amount / Not applicable)

What it means

Whether the company must report corporate social responsibility (CSR) for this year.

What to enter

Section 135 if the company met a section 135(1) threshold in the immediately preceding financial year. Report for unspent CSR amount if section 135 does not apply this year but money remains in an Unspent CSR Account from earlier years. Otherwise Not applicable. Either of the first two options opens the linked CSR-2 (for financial year 2024-25 onwards, and not for provisional accounts).

Where to check

The previous year's net worth, turnover and net profit, and the Unspent CSR Account.

Common mistake

No CSR spending does not mean CSR does not apply.

Answer

Section 135(1) applies if, in the immediately preceding financial year, net worth was ₹500 crore or more, turnover ₹1,000 crore or more, or net profit ₹5 crore or more. The CSR amount is 2% of the average net profit of the three immediately preceding years, computed under section 198 — not profit after tax. Small and private companies are not exempt. Use the CSR applicability calculator.

Where to check

Section 198 profit working for three years.

Common mistake

Do not use profit after tax.

Answer

No. The detailed report goes in Form CSR-2, which is filed as a linked form with AOC-4 from 2024-25 onwards. The Extract of Board's Report also asks for CSR details. MCA's FAQ says CSR-2 is required only when section 135 applies or there is unspent CSR money — voluntary spending alone does not require it.

Where to check

CSR committee or Board records and project details.

Common mistake

Ticking the option once does not replace CSR-2.

Form field Segment VI — 1 *Whether the Secretarial Audit is applicable

What it means

Section 204 requires a secretarial audit (Form MR-3) for listed companies, public companies with paid-up capital of ₹50 crore or more or turnover of ₹250 crore or more, and any company with outstanding loans or borrowings from banks or public financial institutions of ₹100 crore or more.

What to enter

Yes only if one of these applies. Then attach the secretarial audit report.

Where to check

Rule 9 of the Companies (Appointment and Remuneration of Managerial Personnel) Rules, 2014 and the borrowing figures.

Common mistake

A private company can be covered through the borrowing test.

Form field 2 Whether secretarial audit report has been qualified...; 3 Number of observations made; 4 details; 5 Details of signatories of secretarial audit report (category, firm name, firm registration number, membership number, certificate of practice number, address, PAN, date of signing)

What it means

The remarks in Form MR-3 and the practising company secretary who signed it.

What to enter

Each qualification or observation as written in MR-3, and the signatory's details exactly as on the report.

Where to check

The signed MR-3.

Common mistake

Do not enter the financial auditor's details here.

Form field Attachments (a) to (g)

What it means

Documents uploaded with the form.

What to enter

(a) Copy of financial statements duly authenticated as per section 134 — mandatory, and MCA's FAQ says it must include the Board's Report, auditor's report and other documents. (b) Supplementary or test audit report and (c) CAG comments — government companies where applicable. (d) Secretarial Audit Report — where applicable. (e) Statement of facts and reasons for not adopting the accounts at the AGM — when adopted at an adjourned AGM. (f) Statement of facts and reasons for not holding the AGM — when "AGM held" is No. (g) Up to five optional attachments. The whole form, with attachments, can be up to 10 MB.

Where to check

Every conditional prompt in the form.

Common mistake

Attaching only the balance sheet and profit and loss statement leaves out mandatory documents.

Answer

MCA's FAQ gives this order: AOC-4 CFS (if consolidation is required), AOC-1 (if there is a subsidiary, associate or joint venture), AOC-2 (if related-party transactions were reported), CSR-2 (if CSR applies), Extract of Auditor's Report (Standalone) — always, Extract of Auditor's Report (Consolidated) — if consolidation applies, and Extract of Board's Report — always. Each must be signed. A full field-by-field guide to these linked forms is outside this page.

Where to check

Your answers to fields 8(e), 11, Segment III and Segment V.

Common mistake

Uploading the PDF of the accounts does not complete the extract forms.

Answer

These go in the linked Extract of Auditor's Report, which asks for the opinion, basis of opinion, emphasis of matter, number and text of qualifications, rule 11 matters (including the audit-trail statement), and CARO comments clause by clause. CARO 2020 does not apply to banking and insurance companies, section 8 companies, OPCs, small companies, and a private company (not a holding or subsidiary of a public company) whose paid-up capital plus reserves is not above ₹1 crore, whose bank or financial-institution borrowings never exceeded ₹1 crore during the year, and whose revenue is not above ₹10 crore. Frauds reported under section 143(12) are also shown in the Extract of Board's Report.

Where to check

The signed audit report with all annexures.

Common mistake

A rule 11(g) audit-trail remark does not by itself mean the audit opinion is qualified.

Form field Declaration — resolution number and date; To be digitally signed by; Designation; DIN / PAN / membership number

What it means

The Board must have authorised the person who signs the form.

What to enter

The Board resolution number and date, and the signatory's designation (Director, Manager, Secretary, Managing Director, CEO or CFO). A director gives the DIN; a manager, CEO or CFO the PAN; a company secretary the membership number. The DSC must be registered on MCA against that identifier.

Where to check

Board minutes and the signatory's MCA profile.

Common mistake

Having a DSC is not authority to sign.

Form field Certificate by practicing professional — Chartered accountant / Cost accountant / Company secretary (in whole-time practice); Whether associate or fellow; Membership number; Certificate of practice number

What it means

A practising CA, CMA (cost accountant) or CS certifies that the form matches the records.

What to enter

MCA's instruction kit says certification is mandatory for every company other than an OPC or small company. A CA or CMA enters the membership number; a CS enters the certificate of practice number, with the matching associate or fellow status. MCA's FAQ adds that a company becoming a small company for the first time files that AOC-4 with certification.

Where to check

The professional's membership details and your company's small-company status on MCA.

Common mistake

An optional certificate block does not mean the professional checks are unnecessary.

Answer

No. MCA's FAQ says paid-up capital is not updated through AOC-4 on V3; it is updated through MGT-7 or MGT-7A (or event forms such as PAS-3).

Where to check

Company master data after the annual return is approved.

Common mistake

Do not expect AOC-4 to fix a wrong paid-up capital on MCA.

Answer

Company, financial year, AGM date, AGM due date and any extended date (MCA requires these to match), turnover, net worth as defined by law, year-end paid-up capital, capital changes and director remuneration. The shareholder list should agree with the register of members.

Where to check

Both forms side by side before signing.

Common mistake

Fields that use different dates — for example authorised capital "as on the date of filing" — can legitimately differ.

Answer

Trace the dividend from the Board's recommendation (proposed), to approval at the AGM (declared), to payment, to anything still unpaid. Enter each field at the stage and date it asks for: proposed dividend in profit and loss parameter 1, unpaid dividend in balance sheet parameter 16.

Where to check

Board's Report, AGM minutes and dividend bank account.

Common mistake

Proposed, declared, paid and unpaid are different amounts.

Answer

Amounts, units (absolute rupees), signs, dates, selected options, signatories and totals, and that the final versions of all attachments are inside. Then sign the main form and each linked form.

Where to check

The PDF downloaded after submission.

Common mistake

The signed PDF can differ from what you saw in a saved draft.

Answer

Check that the DSC is valid and not expired or revoked, is registered on MCA against the DIN, PAN or membership number entered, that the person's role is updated in their MCA profile, and that every mandatory signature box is signed. If MCA says the PDF version is wrong, delete old downloads and use the latest generated PDF.

Where to check

The signatory's MCA profile and the exact error message.

Common mistake

Never use another person's DSC.

Answer

Re-check the unit, the date basis, the field and the instruction kit. Common causes: an ADT-1 period that does not cover the year, an SRN not yet approved, different AGM dates across forms, or a section not saved. MCA's FAQ says to click Save at the end of each section; a field that appears disabled often clears after saving. Use only one MCA tab, as several open tabs can break prefilling. If the records still show your data is right, raise a ticket with MCA and keep evidence.

Where to check

The validation message and the MCA FAQ.

Common mistake

Do not enter a false figure or date to pass validation.

Answer

No. After submitting, you must upload the signed PDF within 15 days of SRN generation and pay within 7 days of upload (or by the due date plus 2 days, whichever is earlier), or the SRN is cancelled. Most AOC-4 filings are then taken on record automatically (STP). Revised accounts and filings that reduce paid-up capital go to the ROC for approval. Keep the payment challan and acknowledgement.

Where to check

SRN status on the MCA portal.

Common mistake

Do not stop at a saved draft or a newly generated SRN.

Answer

Not freely. MCA does not allow another AOC-4 for the same purpose and year once one is approved or pending, and AOC-4 processed automatically has no resubmission option. Revising accounts needs section 130 or 131. A wrongly filed form may need the ROC to mark it defective. Check the correct route before filing again.

Where to check

The SRN status and MCA's guidance for your situation.

Common mistake

Do not file a duplicate form.

Answer

The right form variant and year, signed source documents, figures that agree with the accounts and registers, all linked forms completed, attachments complete, a valid authorisation and DSC, and certification where required.

Where to check

This page's sections, top to bottom.

Common mistake

The portal accepting a form does not prove the facts in it are correct.