Sales/Purchase Import

Steps to Import Sales/Purchase Register

Login to the GST Enterprise Portal

Login to the GST Enterprise software using a valid 'User ID' and 'Password', enter valid then click on the “Sign In” tab.

You can make the system auto-fill your credentials the next time you sign in by clicking on “Remember Me”.

Navigating to the Data Import Module

After signing in, the user will be directed to the Dashboard Module. From there, they need to click on the second module, "Data Import" in the Navigation Panel.

Users will arrive at the "Data Import" module to import their sales and purchase data.

Importing Sales / Purchase Sales Data in the Software

To view Sales data make sure the toggle is set to “Sales Data”. Similarly, for Purchase click the toggle to shift to “Purchase Data”.

Click on the “Import” button and a side screen will be opened.

1. Select the Data Type

Sales or Purchase. If the users want to manually import their prepared Excel file, click on the "Import via Excel" tab to proceed.

Users can also automate their data import. Contact with the Support team to know more.

2. Select Document Type

Click the “Document Type” drop-down, and the list of file types for Sales (B2B/B2CS/B2CL, CDNR/CDNUR, EXPORT, etc…..) will open. If a user selects Purchase, they will get different file types (B2B, CDNR, Import of Services, Import of Goods, etc.).

Choose the file type to be imported. Click on the “Choose File” button and select the file to be imported.

3. Import Template Mode

In GST Enterprise, the user has been provided with 3 different assign modes that are -

A. Standard Template: When a user prepares data using the templates provided by Masters India, this method saves time. Users can download the sample files from the table given at the bottom.

B. New Template: If the user has their dataset ready, they need to create a template and map the fields of their file to the system headers. The new template needs to be named uniquely for future reference.

The column headers from the uploaded file will be fetched and provided for mapping with the Masters India columns. All mandatory columns must be mapped before proceeding with the import.

C. Saved Template: In case the user is preparing multiple data with the same template that they already have a template for, so no need to map again.

After the required file has been selected, click “Submit” and the import job will be formed.

Types of Invoices

A) Sales Invoices

1. B2B Invoice - B2B, which stands for business-to-business, refers to transactions where one business sells products or services to another business.

2. Export Invoice - It is an official invoice issued by an exporter to an importer, listing the goods or services purchased and stating the total amount due.

3. Credit/Debit Note - A debit note is a document that informs a buyer or seller of an outstanding debt or adjustment to the amount due for a sale. Similarly, a credit note is a document that a seller issues to a buyer to indicate that credit is being applied to their account.

4. Vouchers - There are two types of vouchers: Receipt Vouchers and Refund Vouchers. A Receipt Voucher is issued when a buyer pays a small security deposit for a product or service. On the other hand, Refund Vouchers are used to refund a specific amount of money for a product or service.

B) Purchase Invoices

1. B2B Invoice - B2B, which stands for business-to-business, refers to transactions where one business sells products or services to another business.

2. Import Invoice - IMPS / IMPG is an official invoice created by the importer of goods. It is a document issued by the importer to the exporter that lists the goods or services purchased and states the total amount due.

3. Credit/Debit Note - A debit note is a document that informs a buyer or seller of an outstanding debt or adjustment to the amount due for a sale. Similarly, a credit note is a document that a seller issues to a buyer to indicate that credit is being applied to their account.

4. Reverse Charge Invoice - If a registered taxpayer buys goods or services from an unregistered dealer, they are liable to pay GST on a reverse charge basis.

Import Buckets

After the user has imported the required data of sales/purchases, the user has to check which invoices are valid, invalid or duplicate.

The status of the invoice will be displayed in the "Message" column. Here, you will find the counts of "Valid," "Invalid," and "Duplicates." Users can also click the eye icon in the "Action" column to view the invoice listings in each category.

A sidebar will open, displaying all the invoices in 4 different buckets -

1. All Invoices Bucket: This bucket displays all the invoices that the user has imported. 2. Valid Invoices Bucket: This bucket contains all invoices that comply with the import rules and validations, and have therefore been successfully inserted into the system. 3. Duplicate Invoices Bucket: This bucket shows invoices that have the same invoice or note number as those already existing in the current financial year for the active business unit. 4. Invalid Invoices Bucket: This bucket displays invoices that were not inserted into the system because they do not contain valid data.

If the data is in the valid bucket, then it has been inserted into the system and will be displayed when searched.

If the data is a duplicate, the user has two options: they can either ignore the invoices since they already exist in the system or if they have made changes to an invoice that has the same invoice or note number, they can choose to update those changes. To do this, click on “Overwrite” (for selected invoices) or “Overwrite All” (if you want to overwrite all duplicate invoices). The invoices will then be transferred to the valid bucket, and the new data will be saved.

If the imported data is invalid, the user must re-import it. To identify the errors in the imported data, the user should check the Invalid bucket. This bucket contains all the invalid invoices, each accompanied by an error message formatted in JSON, which details the specific error for each invoice.

Users can also download an error file for invalid data. It will contain an Excel file with invalid invoices and their error messages.