Issue and Resolution: Duplicate Ledgers with Different Capitalization Due to Auto Entry

At a Glance :
A problem was observed where auto entry caused duplicate ledger accounts to be created with identical names differing only in capitalization (e.g., "TDS on CONTRACTOR/SUB-CONTRACTOR" vs. "TDS on contractor / sub-contractor"). This led to the existence of two separate ledgers for the same entity. To resolve this, it is necessary to merge the old ledger with the new one by specifying both names in the Ledger Accounts form, resulting in the transfer of records from the old ledger to the new. After approval—even if a validation error occurs—the balance sheet will correctly reflect the merged balances under the new ledger name. Additionally, the system will notify users during bill approval when such ledger entries are created or updated.

In Detail 

Whenever due to auto entry , a ledger may be created with same name , but different capitalisation 

Here in the current case , the old Ledger is with Capital letters , ie TDS on CONTRACTOR/SUB-CONTRACTOR as seen in Screenshot 1 .This is old Ledger 

Screenshot 1 

Now, due to auto entry , a new ledger , say TDS on contractor / sub-contractor is created , which is in small letters .

Now we see that there are two ledgers of the same name being created but they are taken as different as their capitalization is different .. This is shown in screenshot 2 

Screenshot 2 

Now it may be required that to merge the old one with the new one . All the records of the old one would be transferred/ moved to new one and old one will not exist . 

To do that , we need to type in Ledger Accounts form , in Ledger Name field as OLD Name →New Name 

Ie in this context

"TDS on contractor / sub-contractor →TDS on CONTRACTOR/SUB-CONTRACTOR "   (with no spaces in between )  as shown in Screenshot 3 

Screenshot 3 

Now Please go approve it , when you do that you might get some validation error . Please ignore it . Your balance will be reflected properly.

Balance Sheet will have new ledger including balances of old one as shown in Screenshot 4 

Screenshot 4 

Also when we are approving any new bill , like admin exp bill book , it will notify you about the ledger entry that is going to be made as shown in Screenshot 4