GSTZen

Uploading your Sales and Purchase Register into GSTZen

GSTZen's most important features are filing your GST Returns and reconciling your Books with data in the Government Portal. For both, you can bulk upload XLSX files containing Invoices and Credit Notes from your Accounting or ERP Software into GSTZen.

Overview

GSTZen accepts inputs in XLSX format. You can prepare your output using GSTZen's sample files as a starting point. You can also directly take XLSX output from your Accounting or ERP Software and upload it. After you upload your file, GSTZen will ask you to match columns in your file with columns it needs. This way, you can save time and upload your file as it is without making any changes. Also, GSTZen saves the mapping, so you don't have to provide it again.

GSTZen has separate uploaders for the following types of Documents. The sample files explain all fields in detail and specifies which fields are required.

  • Domestic Sales Invoices (B2B, B2C) Sample 1Sample 2
  • Domestic Sales Credit/Debit Notes (B2B, B2C) Sample
  • Domestic Purchase Invoices (B2B, B2C) Sample 1Sample 2
  • Domestic Purchase Credit/Debit Notes (B2B, B2C) Sample
  • Invoices for Export of Goods and Services Sample
  • Invoice for Import of Goods and Services Sample

The upload process is as follows. After you upload your file and provide the mapping, GSTZen imports the Invoices, and shows you a summary. After you make sure that the summary matches your input file, you can confirm the upload. GSTZen usually processes at least 60,000 Invoices in less than 5 minutes. We have customers uploading large files with Lakhs of invoices in about 15 minutes.

Here's a video showing how to import Purchase Invoices in GSTZen.


Helpful tips to ensure a smooth upload

By following these steps you can make sure that your upload is smooth.

  1. Ensure that your file is an XLSX file. In Microsoft Excel, you can save your file as an Excel Workbook.
  2. Make sure that GSTIN numbers in the file are valid. Use GSTZen's GSTIN validator to check all your GSTIN's in one go.
  3. Make sure that Invoice Numbers are proper. As per CGST Rule 46, Invoice Numbers can only contain numbers 0-9, letters A-Z, special characters "-" (dash) or slash "/". The maximum size of an Invoice number is 16 characters. Remove spaces, special characters from your Invoice numbers before uploading your file. Also, educate your teams on these rules so that they reduce such data entry errors.

Common errors and Solutions

In this section we show some error messages that users commonly face while uploading their data into GSTZen and how to correct them.

1) Not a valid (Microsoft Excel) XLSX file

Not a valid (Microsoft Excel) XLSX file Image

Please use the latest Excel Workbook format XLSX. In Microsoft Excel, you can Save as Excel workbook.

2) Column Mapping. Provide only GST Tax Rate or Amounts. Not both.

XLS Upload Column Mapping Methods

Choose either method 1 or 2 as shown and not both.

Important - In the section Fields for Invoice line item Tax rates, choose one of the two options

  1. Map only the GST Tax Rate % field (or)

  2. Map IGST Rate %, IGST Amount, CGST Rate %, CGST Amount, SGST Rate %, SGST Amount

3) Invoice Number appearing more than once

Invoice Number appearing more than once error image

You will see the error message shown above if you have multiple line items that are not together. GSTZen allows multiple line items in an Invoice. However these line items must be next to each other in the input file.

4) IGST/SGST/CGST Amount should not be specified for this Invoice

IGST/SGST/CGST Amount should not be specified for this Invoice error image

This error occurs when the user has provide IGST details for an intra-state Invoice or CGST/SGST details for an inter-state Invoice. We have noticed that users usually get the Place of Supply wrong leading to this error. Place of Supply is a legal concept defined in Chapter V of the IGST Act. Place of Supply is usually the state of the recipient tax payer and could be different from the state where goods are delivered. For more information refer to this article about Place of Supply.

5) Taxable Amount Total is correct, but Tax Amount Total is not

Invoice summary success image

We have noticed that users complain to say that the Taxable Amount Total matches but the Tax Amount totals in their file do not match the total calculated by GSTZen. This usually happens when they counted intra-state invoices as inter-state and inter-state invoices as intra-state.