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.
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.
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.
By following these steps you can make sure that your upload is smooth.
In this section we show some error messages that users commonly face while uploading their data into GSTZen and how to correct them.
Please use the latest Excel Workbook format XLSX. In Microsoft Excel, you can Save as Excel workbook.
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
Map only the GST Tax Rate % field (or)
Map IGST Rate %, IGST Amount, CGST Rate %, CGST Amount, SGST Rate %, SGST Amount
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.
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.
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.