GSTZen E-Invoice - Excel Connector Live Demo

With the Government mandating E-Invoicing from 1st October 2020, a constant question we get asked by our customers is How do I create an electronic invoice?

GSTZen is developing an E-Invoice software that will help you create E-Invoices through an Excel connector or your ERP.

This article provides an answer to the question - How does E-Invoice work? This article explains in detail, how you can create an E-Invoice using GSTZen's Excel connector.

GSTZen E-Invoicing Integrations

GSTZen supports a variety of methods through which you may generate E-Invoices:

  • GSTZen Billing application - You may directly punch-in invoices in GSTZen's E-Invoice Billing Application

  • E-Invoice Excel Connector - Import invoices from Excel

  • Custom ERPs - Should you have a custom or in-house ERP in your organization, GSTZen will fetch invoices directly from your database and create E-Invoices

  • GSTZen will also be able to integrate with popular ERPs such as Tally, SAP, Oracle, Microsoft NAV/Dynamics and fetch your invoices directly from your current ERP to create E-Invoices

E-Invoicing portal account

Kindly register your GST number at the E-Invoicing portal and obtain a Username, Password, Client ID and Client Secret. These credentials are essential to creating an E-Invoice.

Please refer to the article on How to create E-Invoicing portal account for information on creating an account with the E-Invoicing portal

You may also watch the video to understand how to create an account with the E-Invoicing portal.

GSTZen Excel connector

1. Login to E-Invoice Portal

Under this step, you will need to enter the credentials you received from the E-Invoice Portal.

  • Click on E-Invoicing on the GSTZen Home page

E-Invoicing

  • Click on Excel Integration

E-Invoice Excel Integration

  • Click on Login to the E-Invoice Portal

Login to E-Invoice Portal

  • Enter the E-Invoice API Portal Username, E-Invoice API Portal Password, E-Invoice Client ID, and E-Invoice Client Secret Key
  • Click on Login

Login to E-Invoice API Portal

2. Download GSTZen XLSX Template

Note: This is a Macro enabled Excel file. Please ensure to click on Enable Editing as soon as you download the Excel file.

  • Click on Download XLS

E-Invoicing Excel Template Download

  • Click on the Sales Invoice sheet. Fill in the Invoices details such as TaxPayer GSTIN, Customer GSTIN, Invoice number, Invoice Date, Taxable Value, etc

  • Click on the GSTZen tab in the Menu bar

GSTZen E-Invoice tab

  • Click on Upload Invoices

Upload e-invoices into GSTZen

3. Upload Invoices to GSTZen

Note: GSTZen will validate the entered data and request an authorization code.

  • GSTZen will now ask for an Authentication Code

E-Invoicing Authentication Code

  • On the GSTZen software, click on Click to copy Auth Code

Copy E-Invoice Authorization Code

  • Paste the Authorization Code in the dialogue box in the Excel sheet and click on OK

Enter E-Invoicing Authorization Code

  • You will now receive a message indicating that the Invoices are successfully uploaded into GSTZen. Click on OK

E-Invoice successfully uploaded

4. Review and Create E-Invoices

You will now be able to verify the details of the invoices uploaded.

Summary This tab displays a summary of the uploaded invoices which you may review to confirm that the invoice summary matches with the uploaded data
Errors If there were any errors in the uploaded invoices, you will find them in this tab
Invoices This tab lists the invoices uploaded into GSTZen
  • You may now verify the Invoice details under Summary

Verify E-Invoice summary

  • Under Invoices, click on Upload E-Invoices to upload these invoices into the government portal and create E-Invoices.

Upload E-Invoices to Government Portal

  • Click on Yes, Upload E-Invoices

E-Invoice Upload to Government Portal

  • The Green tick mark next to the Invoice indicates that E-Invoice is successfully created.
  • Click on the PDF button to view the E-Invoice that contains the IRN and QR code in PDF format

Create E-Invoice

E-Invoice format

Note: You may also view these E-Invoices anytime through the Sales Register of GSTZen.

E-Invoice Sales Register