Government of Karnataka
Commercial Taxes Department
APRIL
2014
User Manual for
e- Uploading of Purchase and Sales
Statements
Commercial Taxes Department
Vanijya Terige Karyalaya
Gandhi Nagar, Bangalore
Version 1.0
User Manual
National Informatics Centre
Bangalore
National Informatics Centre
Karnataka State Unit
Bangalore
Version 1.0 Release Date: 01/01/13
No part of this document shall be reproduced without prior permission of Commercial
Taxes Department, Bangalore and National Informatics Centre, Bangalore.
Contents
1 Introduction to User Manual................................................................................ 1
List of Abbreviations ................................................................................................ 2
2 Local Purchase Statement .................................................................................... 3
2.1
Local Purchase: XML Upload ............................................................................................................... 5
2.1.1
Upload XML File: Purchase Invoice Details.................................................................................. 5
2.1.2
Upload XML File: Debit Note ....................................................................................................... 7
2.2
Local Purchase: URD Lumpsum Entry .................................................................................................. 9
2.3
Local Purchase: Direct Entry .............................................................................................................. 10
2.3.1
Direct Entry: Purchase Details ................................................................................................... 10
2.3.2
Direct Entry: Debit Note ............................................................................................................ 11
2.4
Modify ............................................................................................................................................... 13
2.4.1
Modify: Local Purchase Invoice ................................................................................................. 13
2.4.2
Modify: Debit Note .................................................................................................................... 14
2.4.3
Modify: URD Lumpsum Entry .................................................................................................... 14
2.5
Approve ............................................................................................................................................. 14
2.6
Sellers Master List: ............................................................................................................................ 16
2.7
Download: ......................................................................................................................................... 17
3 Inter State Purchase Statement ......................................................................... 19
3.1
Interstate Purchase: XML Upload ...................................................................................................... 20
3.1.1
Upload XML File: Interstate Purchase ....................................................................................... 21
3.1.2
Upload XML File: Debit Note ..................................................................................................... 23
3.2
Direct Entry: Inter State purchase ..................................................................................................... 25
3.2.1
Direct Entry: Interstate Purchase .............................................................................................. 25
3.2.2
Direct Entry: Debit Note ............................................................................................................ 27
3.3
Modify ............................................................................................................................................... 28
3.3.1
Modify: Interstate Purchase Invoice ......................................................................................... 28
3.3.2
Modify: Debit Note .................................................................................................................... 29
3.4
Approve ............................................................................................................................................. 29
3.5
Sellers’ Master List: ........................................................................................................................... 31
3.6
Download: ......................................................................................................................................... 32
4 Local Sales Statement ........................................................................................ 34
4.1
Local Sale: XML Upload ..................................................................................................................... 35
4.1.1
Upload XML File: Local Sales Invoice ......................................................................................... 36
4.1.2
Upload XML File: Credit Note .................................................................................................... 37
4.2
Local Sales: URD Lumpsum Entry ...................................................................................................... 40
4.3
Direct Entry ........................................................................................................................................ 40
4.3.1
Direct Entry: Local Sales Invoices .............................................................................................. 40
4.3.2
Direct Entry: Credit Note ........................................................................................................... 42
4.4
Modify ............................................................................................................................................... 43
4.4.1
Modify: Local Sales Invoice........................................................................................................ 44
4.4.2
Modify: Credit Note ................................................................................................................... 44
4.4.3
Modify: URD Lumpsum Entry .................................................................................................... 45
4.5
Approve ............................................................................................................................................. 45
4.6
Purchaser Master List: ....................................................................................................................... 47
4.7
Download: ......................................................................................................................................... 48
5 Interstate Sales Statement ................................................................................. 50
5.1
INTERSTATE SALE : XML UPLOAD .............................................................................................................. 51
5.1.1
UPLOAD XML FILE: INTERSTATE SALES INVOICE ....................................................................... 52
5.1.2
Upload XML File: Credit Note .................................................................................................... 54
5.2
Direct Entry. ....................................................................................................................................... 56
5.2.1
Direct Entry: Interstate Sales Invoices ....................................................................................... 56
5.2.2
Direct Entry: Credit Note ........................................................................................................... 58
5.3
Modify ............................................................................................................................................... 59
5.3.1
Modify: Interstate Sales Invoice ................................................................................................ 59
5.3.2
Modify: Credit Note ................................................................................................................... 60
5.4
Approve ............................................................................................................................................. 61
5.5
Purchasers’ Master List: .................................................................................................................... 63
5.6
Download: ......................................................................................................................................... 64
6 Export Sales Statement ...................................................................................... 66
6.1
Export: XML UPLOAD ......................................................................................................................... 67
6.1.1
Upload XML File:Export Invoices ............................................................................................... 68
6.1.2
Upload XML File: Credit Note .................................................................................................... 70
6.2
Exports: Direct Entry .......................................................................................................................... 72
6.2.1
Direct Entry: Export Invoices ..................................................................................................... 72
6.2.2
Direct Entry: Credit Note ........................................................................................................... 74
6.3
Modify ............................................................................................................................................... 75
6.3.1
Modify: Export Invoices ............................................................................................................. 75
6.3.2
Modify: Credit Note ................................................................................................................... 76
6.4
Approve ............................................................................................................................................. 76
1 Introduction to User Manual
This manual is the primary reference for electronic uploading of Purchase and Sales
Statement under Local and Interstate transaction including direct export sales. The
purpose of this manual is to introduce the system to the new user and to provide sufficient details so
that as users progress through the manual they gain a full understanding of the electronic
uploading of purchase and sales details.
The manual is organized overall, to flow from a general to a specific perspective. The
purpose being that, as one reads through this manual he will be able to develop a
conceptual framework for entering the invoice wise details of purchase and sales. Also, whenever
any terminology has been borrowed from the application, it has been marked in bold. The intended
audience for this manual is dealers/traders/practitioners/consultants/advocates.
Intended Audience
This manual is prepared for the registered dealers of Karnataka State to guide them in electronic
uploading of details of Invoices of Local/Interstate purchases and details of local/Interstate
sales/Export Sales
URL
http://vat.kar.nic.in/
The Other Manuals connected to this manual are as under:
A. XML Formats: Schema Definition (XSD):
The department has provided separate manual for XML Schema Definition (XSD) for invoice data
uploading under Local Purchase, Interstate Purchase, Local sales and Interstate sales and under
Export sales statement. This manual is available under “Reports and Help” of the departmental
website: http://vat.kar.nic.in.
B. XML Converter Manual- Guidelines for Excel to XML converter:
The dealers who have computerized the accounting system, they can upload the invoice data by
exporting the data into excel and thereafter converting the same to XML by using the XL to XML
convertor. The details of XML Converter guidelines for invoice data uploading under Local
Purchase, Interstate Purchase, Local sales and Interstate sales and under Export sales statement.
The manual is available under “Reports and Help” of the departmental website:
http://vat.kar.nic.in.
1
User Manual: V-1.0
Release: April 2014
Important Notes
1. When you enter the contact information, the contact person’s name should start with a
capital letter.
2. The password should be of at least 8 characters with a combination of alphabets [Upper Case
and Lower case] (A-Z/a-z), and numerals (0-9) with special characters (@, #, $, %, &, *,
^).This combination will give a strong password [ Ex: Manu@1312, it has upper case, lower
case, special character and numerals]
3. Keep your User Name and Password securely. Do not share it with anybody. Ensure that only
authorized person uses this to work on e-Filing System.
4. Change your password regularly, at least once in 30-45 days and maintain/remember the
password.
5. Remember to Sign Out/Log Out of the system after completion of your work.
6. All fields marked in * are mandatory.
2
User Manual: V-1.0
Release: April 2014
List of Abbreviations
Abbreviation
2
Expanded Form
CST
Central Sales Tax
CTD
Commercial Taxes Department
CTO
Commercial Tax Officer
DVO
Divisional VAT Office
INV
Invoice
KGSC
Karnataka Guarantee of Services to Citizens
LVO
Local VAT Office
NIC
National Informatics Centre
SPB
Self-Purchase Bill
TIN
Tax Payer’s Identification Number
URD
Unregistered Dealer
VAT
Value Added Tax
VSO
VAT Sub Office
XML
Extensible Markup Language
XSD
XML Schema Definition
URL
Uniform Resource Locator
User Manual: V-1.0
Release: April 2014
2 Local Purchase Statement
The Purchase Statement option available in the VAT e-Filing system enables the dealers to file
the details of Purchase invoices of Local and Interstate transactions. The dealers registered
under VAT can enter the details of Purchases. The dealer can upload the details of purchase
invoices monthly or quarterly based on the filing type as available in the e-Filing system
The Local Purchase Statement can be uploaded using XML file or through Direct Entry screen.
The URD Purchases can be entered invoice wise or as lump sum values. In case of any purchase
returns, enter the debit note details. Lastly, submit the invoices for the selected period.
Process Flow
Upload invoices using
Direct Entry or XML file
Upload Lump Sum
values of URD Purchases
Upload Debit notes
using Direct Entry or
XML file
Modify, if Required
Approve
Approve
Approve
Download Reports
Fig 2.1: Process Flow for Local Purchase Statement
3
User Manual: V-1.0
Release: April 2014
Instructions:
In the main page of the VAT e-Filing system, place the pointer over Purchases Statement. The
following sub menu is displayed: Select the Local for entering the details of local purchase
invoices

Local

Interstate

Modify

Approval

Sellers Master List

Revision [Available in the next version]

Download
Place the pointer on Purchase Statement-Local, the options Upload XML file and Direct Entry
are displayed.
Fig 2.2: Menu- Purchases Statement-Local-Upload XML File
4
User Manual: V-1.0
Release: April 2014
2.1 Local Purchase: XML Upload
On selection of this option of Upload XML file, the user can upload the XML file of Local Purchase
Invoices. The XML file for Purchase invoices can be created by the dealer by using his own
software or by referring the format given in Schema Definition (XSD) File or by using the XL to
XML convertor provided by the department in its website. The XL to XML converter can be
downloaded from the Reports and Help option from the CTD website. The user can also export
the invoices data to XML file by using off the shelf customized software available in the market.
Refer the user manual for more information on xml converter and the Schema definition for
Purchase Statement upload.
2.1.1
Upload XML File: Purchase Invoice Details
To upload XML file, select the Tax period and click on “GO” .If the different period is to be entered,
Click on “clear” button and then, select the Tax period and click on “GO”. The XML files, if
uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’. The
system prompts to browse and select the file. On selecting the XML file, click on Upload
Fig 2.3: Local Purchase invoices-Xml file Upload Form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The seller’s TIN number should be an 11 digit number starting from 29
2) Seller’s TIN can be VAT / COT registered
3) Seller’s TIN should be – 29000000000 , if URD
5
User Manual: V-1.0
Release: April 2014
4) Invoice number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456 or
3456BNG)
5) Name of the sellers can be up to 30 Characters
5) Invoice date can be for the previous 6 months excluding the Return period.
6) If the seller’s TIN is deregistered, the invoice date cannot be later than deregistration date.
7) There cannot be duplicate invoices.
8) No negative values under Net value and Tax charged
Invoices which have failed the validations will be displayed along with the error codes. The error
codes and the related description are shown on the screen. The error codes can be referred from
the table and the corrections can be made. After correcting, click on Save to update the entry. If
the corrected invoice passes all the validations, it is removed from the error list. Continue the
process till all the invoices are corrected and saved.
Fig 2.4: Local Purchase Invoices-Xml File Upload Form with Error Report
6
User Manual: V-1.0
Release: April 2014
Fig 2.5: Local Purchase Invoices-Xml File Upload Form- without any Error Report
The “Validate All” button on the screen enables the user to correct the duplicate invoices
entered. By selecting the “Validate All” button, the system prompts and navigates to modify
screen, where in all the duplicates can be modified or corrected. If there are no duplicate
invoices, then the system prompts that “no duplicate invoices found”, ensuring that, the system
has not stored any duplicates.
Note: The Delete option deletes all the invoices corresponding to the file uploaded.
The other options available are Debit Note XML Upload and URD Lumpsum Entry.
2.1.2
Upload XML File: Debit Note
The Debit Note XML Upload can be used to upload the Debit notes for purchase returns or any
change in the value of purchase. The Debit notes can be entered for Registered and Unregistered
dealers. To enter debit notes, the original purchase invoices should have already been uploaded
for the current or previous tax period.
The debit note XML file can be created by referring the Schema Definition (XSD) file or by using
the XL to XML Converter provided in the e-Filing System. The XL-XML converter can be
downloaded from the Reports and Help option. Refer the user manual for XL to XML converter
and for the Schema definition for Debit Notes XML upload.
To upload Debit Note XML file, click on “Debit Note XML Upload”, select the Tax period and click
on “GO” (Refer Fig 2.3) The XML files uploaded previously are displayed in a table. To upload
7
User Manual: V-1.0
Release: April 2014
another file, click on ‘Upload Debit Note XML file’. The system prompts to browse and select
the file. On selecting the Debit Note XML file, click on Upload.
Fig 2.6: Debit Notes (local Purchase Invoices)-XML File Upload form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The seller’s TIN number should be an 11 digit number starting from 29
2) Seller’s TIN can be VAT / COT registered
3) Seller’s TIN should be – 29000000000, if URD
4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the sellers can be up to 30 Characters
6) Original Invoice date can be for the past 6 months excluding the Return period.
7) The Debit Note Date should be equal to or later than the Original Invoice Date.
8) The Debit note date should belong to the selected tax period
9) No negative values under Net value and Tax charged
Debit notes which have failed the validations will be displayed along with the error codes. The
error codes and the related description are also shown on the screen. The error codes can be
referred from the table and the correction can be made. After correction, click on Save to update
the entry. If the corrected debit note passes all the validations, it is removed from the error list.
8
User Manual: V-1.0
Release: April 2014
Continue the process till all the debit notes are corrected. On correction of all debit notes, ‘Save’
button is displayed to save the file. Now, click on this button and the file is saved.
Fig 2.7: Local Debit Notes-Xml File upload form with Error Details
The other options available on the screen are purchase XML upload and URD Lumpsum Entry.
2.2 Local Purchase: URD Lumpsum Entry
The URD purchases can be entered invoice wise or by lump sum values. That is, the lump sum
values of total no. of invoices and total value can be entered in this option.
If URD lump sum is entered, the invoice details will not be required and hence should not be
entered again in XML file or direct entry.
Fig 2 8: Purchase Invoices- URD Lumpsum Entry Form/Modification form
9
User Manual: V-1.0
Release: April 2014
On selection of this option, the Lump sum entry already available under URD Purchases will be
displayed. Enter/modify the no. of invoices and total value and click on Save.
2.3 Local Purchase: Direct Entry
It is advisable to use this option, if the number of invoices is less and can be used to enter Local
Purchases, Debit notes and URD Lump sum values through direct entry mode.
2.3.1
Direct Entry: Purchase Details
On click of this direct entry option (Refer Fig 2. 2), the local purchases invoices –Entry form is
displayed to enter the details of invoices. After entering the Sellers TIN, the Trade name is
automatically displayed. If the Seller is URD, then enter TIN as 29000000000 and enter the Trade
name. Enter the Invoice number, invoice date, net value and other charges.
Fig 2.9: Local Purchase Invoices-Entry Form for Adding
The entries are validated against the conditions as given in the note below:
Note:
1).The seller’s TIN number should be an 11 digit number starting from 29
2).Seller’s TIN can be VAT / COT registered
3). Seller’s TIN should be – 29000000000, if URD
4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the seller can be up to 30 Characters for URD
10
User Manual: V-1.0
Release: April 2014
6.) Invoice date can be for the previous 6 months from the Tax period.
7).If the Seller’s TIN is deregistered, the invoice date cannot be later than deregistration date.
8).The Purchase invoices cannot be duplicate.
9) No negative values under Net value and Tax charged
While entering the details of invoices, if any wrong data is entered, other than the above
validations, then the system will alert about error at each field level. If any corrections are to be
made after adding the entries, the user can select the button, “view all” and “select” the
particular entry and update the same.
Fig 2.10: Local Purchase Invoices-Entry Form for Updating
On entering all the details, click on Add. To modify any invoice details, place the cursor on the
selected field and update the details and click on Update. “View All” button shows all the
invoices entered.
The “Validate All” button on the screen enables the user to correct the duplicate invoices
entered. On selecting the “Validate All” button, the system prompts and navigates to modify
screen, where in all the duplicates can be modified or corrected. If there are no duplicate
invoices, then the system prompts that” no duplicate invoices found”, ensuring that, the system
has not stored any duplicates.
The other options available are Debit Note Entry and URD Lumpsum entry. Click on the Debit
Notes Entry to enter the debit notes details.
2.3.2
Direct Entry: Debit Note
The Debit Note Entry can be used to upload the Debit notes for Purchase returns or any change
in value of purchase. The Debit notes can be entered for Registered and Unregistered dealers. To
11
User Manual: V-1.0
Release: April 2014
enter debit notes, the original purchase invoices should have been uploaded for the current or
previous tax period.
This option is advisable if there are few debit notes to be entered or else the same can be
uploaded using an XML file as explained earlier. On selection of this option, the Debit Notes
already available are displayed. To add more debit notes, enter in all the fields like debit note no.
, debit note date, TIN, net value, tax and other charges. The original invoice details also need to
be entered. It is mandatory that the original invoice be uploaded in the same period or previous
tax period.
Fig 2.11: Debit Notes (Local Purchase Invoices)-Entry Form
The debit note is validated as per the conditions given below:
1) The seller’s TIN number should be an 11 digit number starting from 29
2) Seller’s TIN can be VAT / COT registered
3) Seller’s TIN should be – 29000000000, if URD
4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the seller can be up to 30 Characters for URD
6) Original Invoice date can be for the previous 6 months from the Tax period.
7) The Debit Note Date should be equal to or later than the Original Invoice Date.
12
User Manual: V-1.0
Release: April 2014
8) The Debit note date should belong to the selected tax period
9) No negative values under Net value and Tax charged
2.4 Modify
Invoices entered can be modified using this option before Approval. The invoices can be
searched on any one parameter like Sellers TIN, Invoice no, invoice date. To view all invoices
click on” Open All” or “Duplicates” to know only the duplicate invoices entered. ” Open All”
will display the list of all invoices entered through direct entry or XML upload.
2.4.1
Modify: Local Purchase Invoice
To modify the Local purchase invoices, click on Modify option. Search the invoice details based
on the given parameters or open all or Duplicates. To know the duplicate invoices click on
duplicate button. Now, select the invoice, update or modify the details and click on Modify. The
invoice can be deleted by clicking on Delete. Any updation will validate the invoice and displays
the error if any.
The other options available on the screen are Modify Debit note Entry and Modify URD
Lumpsum Entry.
Fig 2.12: Local Purchase Invoices-Modify Form
13
User Manual: V-1.0
Release: April 2014
2.4.2
Modify: Debit Note
The debit notes can be modified using this option. Navigate through the “Modify Debit Note
entry” and then, select the debit note, update or modify the details and click on Add. To delete
the debit note click on Delete. Any updation will validate the debit note and displays the error
if any.
Fig 2.13: Local Debit Notes-Modify Form
The other options available on the screen are Modify Local Purchases and Modify URD
Lumpsum Entry
2.4.3
Modify: URD Lumpsum Entry
This option can be used to modify the URD lump sum entry details of Purchases Invoices.
2.5 Approve
This option is used to Approve and then to submit the details of Purchase invoices entered using
the above explained options. Once the invoices are submitted, the invoices cannot be
modified/deleted. On selection of approve option, a summary of all invoices entered, uploaded
and the debit notes is displayed. The total net value, tax and other charges are also displayed.
Verify the details and Click on “Approve”.
14
User Manual: V-1.0
Release: April 2014
Fig 2.14: Local Purchase Invoices- Submit Form
This “Approve” button will appear only when all the duplicates are corrected, if any duplicate
invoices /debit notes are there, then an abstract of duplicates is displayed. The duplicates can be
corrected by clicking the button “modify”, it will navigate to modify screen and then all the
“duplicates’’ can be corrected or modified.
Once, after clicking the Approval Submenu, under the Submit screen, if the “Approve” button, as
shown in the screen shot is seen, then all the details of invoices entered through Lumpsum URD
Entry/ XML upload/Direct entry/debit notes are correct and ready for Approve. Once we click
“Approve” button, then the details entered are formally submitted to the department and the
system generates the acknowledgement slip for the dealer reference.
Caution Note: Validation are done at following three stages:
1. At the time of each direct entry or XML upload of invoice or debit note details to check
the correctness of each record entered through the direct entry or XML file upload.
2. “Validate All” action button at direct entry or at XML file upload, to check validity of
duplicate records saved earlier through the direct entry or previous XML file upload
3. Before “Approval” step, if the step (2) has not been performed, the system will show
“duplicate invoices” at submit form screen. The user will be required to use “modify” step
to correct the duplicates.
15
User Manual: V-1.0
Release: April 2014
Make sure that all the duplicate errors have been corrected before, you Approve and submit the
records.
An acknowledgement form is displayed as given below. To print the Acknowledgement Slip,
click Print on the File menu. The Print window displays.
Fig 2.15: WEB Acknowledgement Slip
Fig 2.16. Print window
In the Print window, select the printer from the list available in the Select Printer section. In the
Page Range section select ‘All’ option, enter the Number of copies and then click the Print button.
A printed copy of the Acknowledgement Slip is printed in the selected printer.
2.6 Sellers Master List:
This menu helps the dealer to create a master data of his purchasers/Sellers. Place the pointer
on Seller Master List, the option “Entry Form” is displayed. Select the radio button Local or
16
User Manual: V-1.0
Release: April 2014
Interstate to create the data base of his local Purchasers/sellers or Interstate purchasers/sellers.
Select the Type, to enter the details of Seller/Purchaser. Once the TIN of Karnataka is entered,
the details, like Name, address, PIN, Registration Type will get auto populated from the
departmental database. The said details can be entered one by one for the known TIN number
and the Master List can be created. Continue the process till all the Sellers TIN’s are entered and
saved.
The data can be downloaded for each entry or for the entire record, by selecting the “Export to
Excel” button for further usefulness of the data. By exporting the said details to excel sheet, the
other information required under Sales/Purchaser Statement, under XML upload and then the
XML file can be uploaded. In case of direct entry, once the master data is available and once the
TIN is entered, the other details are enabled. With this menu, it is easy to identify the registered
dealers and de registered dealers’ status under electronic filing System of the CTD and also the
uploading process will be quicker.
Fig 2.17: Sellers’ Master List-Entry Form
2.7 Download:
This submenu is available under Purchase and sales Statement. From this option, the dealer can
download the details of purchase invoices or sales invoices uploaded on the CTD website. Place
the pointer on “Download” and select, then the screen “purchase invoices-Download Invoices
as Excel file” will be displayed. The dealer can download the details for a particular tax period,
by selecting the tax period. The details can be obtained in “Summary” or in “Detail” by selecting
the respective radio button. The information can be for “local” or interstate”.
17
User Manual: V-1.0
Release: April 2014
Fig 2.19: Purchase Invoices-Download as Excel File
On selection of Details, the Invoices or Debit notes details can be downloaded in excel format.
The Download facility is available before and after submission of Purchase Statement. The
downloaded XL- file is displayed as shown below:
Fig 2.20: Purchase Invoices- Excel File
18
User Manual: V-1.0
Release: April 2014
3 Inter State Purchase Statement
The Purchase Statement option available in the VAT e-Filing system enables the dealers to file
the details of Purchase invoices of Local and Interstate transactions. The dealers registered
under VAT can enter the details of Interstate Purchase effected. The dealer can upload the details
of purchase invoices monthly or quarterly based on the type of return filing as available in the eFiling system. Under Interstate purchases, even the purchases effected by way of import from
outside the country and other than by way of sale (Stock transfer inward) from outside the State
are captured. All types of Interstate purchases effected with or without statutory forms can also
be entered at the field “form type” of the menu.
The Interstate Purchase Statements can be uploaded using XML file or through Direct Entry
screen. In case of any purchase returns, enter the debit note details. Lastly, submit the invoices
for the selected period.
Process Flow
Upload of details of
invoices using XML File
or Direct Entry
Upload Debit note
details using XML file or
Direct Entry
Modify, if Required
Approve
Download Reports
Fig 3.1: Process Flow for Interstate Purchase Statement
19
User Manual: V-1.0
Release: April 2014
Instructions:
In the main page of the VAT e-Filing system, place the pointer over Purchase Statement. The
following sub menu is displayed: Select the Interstate for entering the details of interstate
purchase invoices

Local

Interstate

Modify

Approval

Sellers Master List

Revision [Available in the next version]

Download
Place the pointer on” Interstate”, the options Upload XML file and Direct Entry are displayed.
Fig 3.2: Menu- Purchase Statement—Interstate
3.1 Interstate Purchase: XML Upload
Select the Upload XML file. On selection of this option the user can upload the XML file of
Interstate Purchase Invoices. The XML file for Interstate Purchase invoices can be created by the
dealer using his own software or by referring the format given in XML Schema Definition (XSD)
file or by using the XL to XML convertor provided in the departmental website. The XL to XML
converter and XML Schema Definition for Interstate Purchase Invoices can be downloaded from
the Reports and Help option from the CTD website. The user can also export the invoice data
to xml file from off the shelf customized software available in the market. Refer to the user
manual for more information on converter and xml schema definition. Further, the details of
20
User Manual: V-1.0
Release: April 2014
commodity and sub commodity codes, Purpose type code and Transaction type codes,
are
available in the master code sheet of the downloaded xml file.
3.1.1
Upload XML File: Interstate Purchase
To upload XML file, select the Tax period and click on “GO”. If a different period is to be entered,
click on “Clear” button and then, select the Tax period and click on “GO”. The XML files, if
uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’.
The system prompts to browse and select the file. On selecting the XML file, click on Upload.
Fig 3.3: Interstate Purchase Invoices-Xml file upload form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The seller’s TIN number should be an 11 digit
TIN belonging to other States or starting from
29 for E1/E2 Purchases only
2) Seller’s TIN has to be numerical only
3) Seller’s TIN has to be – 29000000000 (if URD) or 990000000.(for Imports)
4) Invoice/document number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456
or 3456BNG)
5) Name of the seller can be up to 30 Characters and address can be up to 150 characters.
6) Invoice date can be for the previous 6 months excluding from the Return period.
21
User Manual: V-1.0
Release: April 2014
7) There cannot be duplicate invoices.
8) Main Commodity, Sub Commodity, (1-9 only) and Purpose type (1-7 only) has to be numerals
only
9) For Transaction Type, Specify C -for with C form, WC-without C form, F for- Stock Transfer, Hfor Export, C forms for E1/E2 Purchases , OT for others, IM for Imports,.
10) No Negative values under Net Value and Tax Charged
11) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts, 99 NO
12)For Purpose Type Codes are: 1. Resale, 2. Use in manufacturing/processing of goods for sale,
3.Used in mining, 4.Used in Generation/Distribution of Power, 5. Packing of goods for sale/resale,
6. In the telecommunication network, 7. For packing of any goods or for packing of any container
or other materials.
Invoices which have failed the validations will be displayed along with the error codes. The error
codes and the related description are shown on the screen. The error codes can be referred from
the table and the corrections can be made. After correcting, click on Save to update the entry. If
the corrected invoice passes all the validations, it is removed from the error list. Continue the
process till all the invoices are corrected and saved.
Fig: 3.4: Interstate Purchase Invoices-Xml Upload form-Error Report
22
User Manual: V-1.0
Release: April 2014
Fig: 3.5: Interstate Purchase Invoices-Xml Upload form- without Error Report
The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.
On selecting the “Validate All” button, the system prompts and navigates to modify screen, where
in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the
system prompts that “no duplicate invoices found”, ensuring that, the system has not stored any
duplicates.
Note: The Delete option deletes all the invoices corresponding to the file uploaded.
The other option available are Debit Note XML Upload.
3.1.2
Upload XML File: Debit Note
The Debit Note XML Upload can be used to upload the Debit notes for Purchase returns or any
change in the value of purchases. The Debit notes can be entered for Registered and Unregistered
dealers. To enter debit notes, the original purchase invoices should have already been uploaded
for the current or previous tax period.
The debit note XML file can be created by referring the XML Schema Definition (XSD) file or by
using the XL to XML Converter provided in the e-Filing System. The XL to XML converter and the
Schema definition for Debit Notes can be downloaded from the Reports and Help option. Refer
the user manual for more information on converter and schema definition for debit note XML
upload.
To upload Debit Note XML file, click on Debit Note XML Upload, select the Tax period and click
on GO. The XML files uploaded previously are displayed in a table. To upload another file, click
23
User Manual: V-1.0
Release: April 2014
on ‘Upload Next File’. The system prompts to browse and select the file. On selecting the Debit
Note XML file, click on Upload.
Fig 3.6: Debit Notes(Interstate Purchase Invoices)-Xml file Upload form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The seller’s TIN number should be an 11 digit Respective TIN of the State or starting from 29 for
E1/E2 Purchases only
2) Seller’s TIN has to be – 29000000000 (if URD) or 990000000 (for Imports)
3) Original Invoice/document date can be for the past 6 months from the Return period.
4) The Debit Note Date should be equal to or later than the Original Invoice date.
5) The Debit note date should belong to the selected tax period.
6) No Negative values under Net Value and Tax Charged
Debit notes which have failed the validations will be displayed along with the error codes. The
error codes and the related description are also shown on the screen. The error codes can be
referred from the table and the correction can be made. After correction, click on Save to update
the entry. If the corrected debit note passes all the validations, it is removed from the error list.
Continue the process till all the debit notes are corrected. On correction of all debit notes, ‘Save’
button is displayed to save the file. Now, click on this button and the file is saved.
24
User Manual: V-1.0
Release: April 2014
Fig: 3.7: Debit notes (Interstate Purchase Invoices) XML File uploaded form with Error
details.
The other options available on the screen IS Purchase.
3.2 Direct Entry: Inter State purchase
This option can be used to enter the details of interstate Purchases and
their Debit notes
through direct entry mode. This option is advisable if the number of invoices to be entered is
less.
3.2.1
Direct Entry: Interstate Purchase
On click of this option (refer fig 3.2), the screen- Interstate purchase invoices –entry form is
displayed to enter details of invoices. In case of purchases effected from outside the state, enter
the TIN and the Trade name of the Seller. Enter the Seller’s TIN and the Trade name is
automatically displayed for TIN with 29 only [for E1 and E2 purchases in Karnataka]. If the
Seller’s TIN is URD, enter 29000000000 and enter the Trade name. Enter the Invoice
number/Document number, invoice/document date, net value, tax and other charges.
25
User Manual: V-1.0
Release: April 2014
Fig 3.8: Interstate Purchase Invoice-Entry form
The entries are validated against the conditions as given in the note below:
Note:
1) The seller’s TIN number should be an 11 digit TIN belonging to other States or starting from 29
for E1/E2 Purchases only
2) Seller’s TIN has to be numerical only
3) Seller’s TIN has to be – 29000000000 (if URD) or 990000000. (For Imports)
4) In case of E1 and E2 purchases, if purchases are within State of Karnataka, the Seller’s TIN should
commence with 29….
5) Invoice /document number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or
3456BNG)
6) Name of the seller can be up to 30 Characters and address can be up to150 characters.
7) Invoice date can be for the previous 6 months from the Return period.
8) There cannot be duplicate invoices.
9) Main Commodity, Sub Commodity, and Purpose type can be selected from the drop down menu
10) For Transaction or Form Type, Select from the drop down menu C form, C forms for E1 / E2
Purchases , without C form, F-Form, H-Form, E1-Form, E2-Form, Imports and, others,
11) No Negative values under Net Value and Tax Charged
12) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts, 99 NO
26
User Manual: V-1.0
Release: April 2014
On entering all the details, click on Add. To delete invoice details, place the cursor on selected
filed and delete details and then details can be re-entered. “View All” button shows all the
invoices entered and “Validate All” button displays details of duplicate invoices entered and
they can be suitably modified. The other options available are Debit Note Entry. Click on the
Debit Notes Entry to enter the debit notes details.
The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.
By selecting the “Validate All” button, the system prompts and navigates to modify screen, where
in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the
system prompts that” no duplicate invoices found”, ensuring that, the system has not stored any
duplicates.
3.2.2
Direct Entry: Debit Note
The Debit Note Entry can be used to upload the Debit notes for Interstate Purchase returns. The
Debit notes can be entered for Registered and Unregistered dealers. To enter debit notes, the
original purchase invoices should have already been uploaded for the current or previous tax
period.
This option is advisable if there are few debit notes to be entered or else the same can be
uploaded using an XML file as explained earlier. On selection of this option, the Debit Notes
already available are displayed. To add more debit notes, enter in all the fields like debit note no.
, debit note date, TIN, net value, tax and other charges. The original invoice details also need to
be entered. It is mandatory that the original invoice be uploaded in the same period or previous
tax period.
Fig 3.9: Debit Notes (Interstate Purchase Invoices)-Entry form
27
User Manual: V-1.0
Release: April 2014
The debit note is validated as per the conditions given below:
1)
The seller’s TIN number should be an 11 digit Respective TIN of the State or starting from 29
for E1/E2 Purchases only
2)
Seller’s TIN has to be – 29000000000 (if URD) or 990000000. (For Imports)
3) Original Invoice/document date can be for the past 6 months from the Return period.
4) The Debit Note Date should be equal to or later than the Date of the Original Invoice
5) The Debit note date should belong to the selected tax period.
6) No Negative values under Net Value and Tax Charged
3.3 Modify
Invoices entered can be modified using this option before Approval. The invoices can be searched
on any one parameter like TIN, Invoice no, invoice date. To view all invoices click on” Open All” or to
know only the duplicate invoices entered click on “Duplicates”. ” Open All” will display the list of all
invoices entered through direct entry or XML upload.
3.3.1
Modify: Interstate Purchase Invoice
To modify the Interstate purchase invoices, click on Modify option. Search the invoice details
based on the given parameters or open all or Duplicates. To know the duplicate invoices click on
duplicate button. Now, select the invoice, update or modify the details and click on Modify. The
invoice can be deleted by clicking on Delete. Any updation will validate the invoice and displays
the error if any.
The other options available on the screen are Modify Debit note Entry.
Fig 3.10: Interstate Purchase Invoices-Modify form
28
User Manual: V-1.0
Release: April 2014
3.3.2
Modify: Debit Note
The debit notes can be modified using this option. Navigate through the “Modify Debit Note
entry” and then, select the debit note, update or modify the details and click on Add. To delete
the debit note, click on Delete. Any updation will validate the debit note and displays the error
if any.
Fig 3.11: Debit Notes (Interstate purchase Invoices) - Modify form
3.4 Approve
This option is used to Approve and then to submit the details of Interstate Purchase invoices
entered using the above explained options. Once the invoices are submitted, the invoices cannot
be modified/deleted. On selection of approve option, a summary of all invoices entered through
direct entry, uploaded through XML File and the debit notes is displayed. The total net value,
Total Tax Value Other Charges and Total Value are also displayed. Verify the details and Click on
“Approve”. An acknowledgement form is displayed as given below:
Fig 3.12: Interstate Purchase Invoices-Submit Form
29
User Manual: V-1.0
Release: April 2014
This” Approve” button will appear only when all the duplicates are corrected. If not, an abstract
of duplicate invoices/debit notes are displayed. The duplicates can be corrected by clicking the
button “modify”, it will navigate to modify screen and then all the “duplicates’’ can be corrected
or modified.
Once, after clicking the Approval Submenu, under the Submit screen, if the “Approve” button, as
shown in the screen shot is seen, then all the details of invoices and Debit notes entered through
XML upload/Direct entry are correct and ready for Approve. Once we click “Approve” button,
then the details entered are formally submitted to the department and the system generates the
acknowledgement slip for the dealer reference.
Caution Note: Validation are done at following three stages:
1. At the time of each direct entry or XML upload of invoice or debit note details, to check
the correctness of each record entered through the direct entry or XML file upload.
2. “Validate All” action button at direct entry or at XML file upload, to check validity of
duplicate records saved earlier through the direct entry or previous XML file upload
3. Before “Approval” step, if the step (2) has not been performed, the system will show
“duplicate invoices” at submit form screen. The user will be required to use “modify” step
to correct the duplicates.
Make sure that all the duplicate errors have been corrected before, you Approve and submit the
records.
To print the Acknowledgement Slip, click Print on the File Menu. The Print window displays
(Refer: Fig 2.16. Print window).
Fig 3.13: WEB Acknowledgement Slip
30
User Manual: V-1.0
Release: April 2014
Fig; 3.14 Print window
In the Print window, select the printer from the list available in the Select Printer section. In the
Page Range section select ‘All’ option, enter the Number of copies and then click the Print button.
A copy of the Web Acknowledgement Slip is printed in the selected printer.
3.5 Sellers’ Master List:
This menu helps the dealer to create a master data of his purchasers/Sellers. Place the pointer
on Seller Master List, the option “Entry Form” is displayed. Select the radio button Local or
Interstate to create the data base of his local Purchasers/sellers or Interstate purchasers/sellers.
Select the Type, to enter the details of Seller/Purchaser. The details can be entered one by one
for the known TIN and the Master List can be created. Continue the process till all the Sellers
TINs are entered and saved.
The data can be downloaded for each entry or for the entire record, by selecting the “Export to
Excel” button for further usefulness of the data. By exporting the said details to excel sheet, the
other information required under Sales/Purchaser Statement, under XML upload and then the
XML file can be uploaded. In case of direct entry, once the master data is available and once the
TIN is entered, the other details are enabled.
31
User Manual: V-1.0
Release: April 2014
Fig 3.15: Sellers’ Master List-Entry Form (Inter State)
3.6 Download:
This submenu is available under Purchase and sales Statement. From this option, the dealer can
download the details of purchase invoices or sales invoices uploaded on to the CTD website.
Place the pointer on “Download” and select, then the screen “purchase invoices-Download
Invoices as Excel file” will be displayed. The dealer can download the details for a particular tax
period, by selecting the tax period. The details can be obtained in “Summary” or in “Detail” by
selecting the respective radio button. The information can be for “local” or interstate”.
Fig 3.16: Interstate Purchase Invoices-Download as Excel File
On selection of Details, the Invoices or Debit notes details can be downloaded in excel format. The
Download facility is available before and after submission of Purchase Statement. The downloaded
XL- file is displayed as shown below:
32
User Manual: V-1.0
Release: April 2014
Fig 3.17: Interstate Purchase Invoices- Excel File
33
User Manual: V-1.0
Release: April 2014
4 Local Sales Statement
The Sales Statement option available in the VAT e-Filing system enables the dealers to file the
details of Sales invoices of Local, Interstate transactions, as well as export sales. The dealers
registered under VAT can enter the details of sales effected. The dealer can upload the details of
local Sales invoices monthly or quarterly based on the filing type as available in the e-Filing
system
The Local Sales Statements can be uploaded using XML file or through Direct Entry screen. The
URD Sales can be entered invoice wise or as lump sum values. In case of any sales returns, enter
the credit note details. Lastly, submit the invoices for the selected period.
Process Flow
Upload Sales invoices using
Direct Entry or XML file
Upload Lump sum values of
URD Sales
Upload Credit notes using
Direct Entry or XML file
Modify, if Required
Approve
Download Reports
Fig 4.1: Process Flow for Local Sales Statement
34
User Manual: V-1.0
Release: April 2014
Instructions:
In the main page of the VAT e-Filing system, place the pointer over Sales Statement. The
following sub menu is displayed: Select the” Local “for entering the details of local Sales invoices

Local

Interstate

Export

Modify

Purchaser Master List

Approval

Revision [Available in next version]

Download
Place the pointer on Sales Statement, then to Local, the options Upload XML file and Direct
Entry are displayed.
Fig 4.2: Menu- Sales Statement-Local
4.1 Local Sale: XML Upload
On selection of the Upload XML files, the user can upload the XML file containing details of
invoices of Local Sales invoices. The XML file for details of Local sales invoices can be created by
the dealer using his own software by referring the format given in Schema Definition (XSD) File
or by using the XL to XML convertor provided in the departmental website. The XL-XML
converter and the Schema definition for Local Sales Invoices can be downloaded from the
Reports and Help option from the CTD website. The user can also export the invoice data to
35
User Manual: V-1.0
Release: April 2014
XML file by using off the shelf customized software available in the market. Refer the user
manual for more information on converter and for schema definition for local sales statement
upload.
4.1.1
Upload XML File: Local Sales Invoice
To upload XML file, select the Tax period and click on “GO” .If a different period is to be entered,
Click on “Clear” button and then, select the Tax period and click on “GO”. The XML files, if
uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’. The
system prompts to browse and select the file. On selecting the XML file, click on Upload.
Fig 4.3: Local Sales Invoices- XML File Upload Form-without any Error
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The purchaser TIN number should be an 11 digit number starting from 29
2) Purchaser TIN can be VAT / COT registered
3) Purchaser TIN should be – 29000000000, if URD
4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the purchaser can be up to 30 Characters
6) Invoice date has to be for the Current Return period and in dd/mm/yyyy format
7) There cannot be duplicate invoices.
8) No negative values under Net value and Tax charged
36
User Manual: V-1.0
Release: April 2014
Invoices which have failed the validations will be displayed along with the error codes. The error
codes and the related description are shown on the screen. The error codes can be referred from
the table and the corrections can be made. After correcting, click on Save to update the entry. If
the corrected invoice passes all the validations, it is removed from the error list. Continue the
process till all the invoices are corrected and saved.
The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.
On selecting the “Validate All” button, the system prompts and navigates to modify screen, where
in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the
system prompts that “no duplicate invoices found”, ensuring that, the system has not stored any
duplicates.
Fig 4.4: Local Sales Invoices- XML File Upload Form- Error Report
Note: The Delete option deletes all the invoices corresponding to the file uploaded.
The other options for data entry available are Credit Note XML Upload and URD Lump sum
Entry.
4.1.2
Upload XML File: Credit Note
The Credit Note XML Upload can be used to upload the Credit notes for Sales returns or for any
change in sales invoices. The Credit notes can be entered for Registered and Unregistered
dealers. To enter Credit notes, the original Sales invoices should have already been uploaded for
the current or previous tax period.
37
User Manual: V-1.0
Release: April 2014
The Credit note XML file can be created by referring the Schema Definition (XSD) file or by using
the XL to XML Converter provided in the e-Filing System. The XL to XML converter and the
Schema definition for Credit Notes can be downloaded from the Reports and Help option. Refer
the user manual for more information on converter and schema definition for credit note xml
upload.
To upload Credit Note XML file, click on Credit Note XML Upload, select the Tax period and click
on “GO”. The XML files uploaded previously are displayed in a table. To upload another file, click
on ‘Upload Credit Note XML file’. The system prompts to browse and select the file. On
selecting the Credit Note XML file, click on Upload.
Fig 4.5: Local Credit Notes- XML File Upload Form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The purchaser’s TIN number should be an 11 digit number starting from 29
2) Purchaser TIN can be VAT / COT registered
3) Purchaser TIN should be – 29000000000, if URD
4)
Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the purchaser can be up to 30 Characters
6) Original Invoice date can be for the past 6 months from the Return period.
7) The Credit Note Date should be equal to or later than the Original Invoice Date.
8) The Credit note date should belong to the selected tax period.
38
User Manual: V-1.0
Release: April 2014
Credit notes which have failed the validations will be displayed along with the error codes. The
error codes and the related description are also shown on the screen. The error codes can be
referred from the table and the correction can be made. After correction, click on Save to update
the entry. If the corrected Credit note passes all the validations, it is removed from the error list.
Continue the process till all the Credit notes are corrected. On correction of all Credit notes,
‘Save’ button is displayed to save the file. Now, click on this button and the file is saved.
Fig 4.6 : Local Credit Notes-XML File Upload form-with Error Report
Fig 4.7 : Local Credit Notes-XML File Upload form-without Error Report
39
User Manual: V-1.0
Release: April 2014
4.2 Local Sales: URD Lumpsum Entry
In respect of URD Sales, the details of invoice can be entered invoice wise or by lump sum values.
That is, under lump sum values, the total no. of invoices, total net value, total tax value and total
other charges can be entered in this option.
Note: If URD lump sum is entered, the invoice details will not be required and hence should
not be entered again in XML file or direct entry.
Fig 4.8: Local Sales Invoices- URD Lumpsum Entry /Modification Form
On selection of this option, the Lump sum entry already available under URD Purchases will be
displayed. Enter/modify the no. of invoices, total net value, total tax and total other charges and
click on Save.
The other options available on the screen are Credit Note XML Upload and Sales XML Upload.
4.3 Direct Entry
This option is advisable in case the number of invoices are less .This option can be used to enter
the details of Local sales invoices, Credit notes and URD Lump sum values through direct entry
mode.
4.3.1
Direct Entry: Local Sales Invoices
On click of this option (refer Fig 4.2), the screen- Local Sales Invoices-Entry form is displayed to
enter the details of sales invoices. Enter the Buyer’s TIN, the Name of the Buyer is automatically
displayed. If the Buyer is URD enter TIN as 29000000000, then enter Name of the Buyer. Enter
the Invoice Number, Invoice Date, Net Value, Tax Value and Other Charges.
40
User Manual: V-1.0
Release: April 2014
Fig 4.9: Local Sales Invoices –Entry Form
The entries are validated against the conditions as given in the note below:
Note:
1) Purchaser’s TIN number should be an 11 digit number starting from 29
2) Purchaser’s TIN can be VAT / COT registered
3) Purchaser’s TIN should be – 29000000000, if URD
4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the purchaser can be up to 30 Characters
6) Invoice date has to be for the Current Return period and in dd/mm/yyyy format
7) Invoice date has to be for the current Tax period.
8) The Sales invoices cannot be in duplicate.
9) No Negative values under Net Value and Tax charged.
While entering the details of invoices, if any wrong data is entered, other than the above
validations, then the system will alert about the errors at each field level. If any corrections are
to be made after adding the entries, the user can select the button “View All” ,”Select” particular
entry make any corrections to the invoices entered, and update the same.
41
User Manual: V-1.0
Release: April 2014
Fig 4.10: Local Sales Invoices –Entry Form for Updating
On entering all the details, click on Add. To modify any invoice detail, place the cursor on the
selected field and update the details and click on Update. “View All” button shows all the
invoices entered. The “Validate All” button on the screen enables the user to correct the duplicate
invoices entered. By selecting the “Validate All” button, the system prompts and navigates to
modify screen, where in all the duplicates can be modified or corrected. If there are no duplicate
invoices, then the system prompts that” no duplicate invoices found”, ensuring that, the system
has not stored any duplicates.
The other options available are Credit Note Entry and URD Lumpsum entry. Click on the
Credit Notes Entry to enter the Credit notes details.
4.3.2
Direct Entry: Credit Note
The Credit Note Entry can be used to upload the Credit notes for Sales returns or any change in
value of sales. The Credit notes can be entered for Registered and Unregistered dealers. To enter
Credit notes, the original Sales invoices should have already been uploaded for the current or
previous tax period.
This option is advisable if few Credit notes are to be entered or else the same can be uploaded
using an XML file as explained earlier. On selection of this option, the Credit Notes already
available are displayed. To add more credit notes, enter all the fields like Credit note no. , Credit
note date, TIN, net value, tax Value and other charges. The original invoice details also need to
be entered. It is mandatory that the original invoice be uploaded in the same period or previous
tax period.
42
User Manual: V-1.0
Release: April 2014
Fig 4.11: Credit Notes (Local Sales Invoices) –Entry Form
The credit note is validated as per the conditions given below:
1) Purchaser’s TIN number should be an 11 digit number starting from 29
2) Purchaser TIN can be VAT / COT registered
3) Purchaser TIN should be – 29000000000, if URD
4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
5) Name of the purchaser can be up to 30 Characters
6) Credit Note date has to be for the Current Return period and in dd/mm/yyyy format
6) Original Invoice date can be for the previous 6 months from the Tax period.
7) The Credit Note Date should be equal to or later than Original Invoice Date.
8) No Negative values under the Net Value and Tax Charged
4.4 Modify
Invoices entered can be modified using this option before Approval. The invoices can be
searched on any one parameter like Buyer’s TIN, Invoice no, invoice date. To view all invoices
entered through direct entry or XML upload click on” Open All” and to display duplicate invoices
click “Duplicates”.
43
User Manual: V-1.0
Release: April 2014
4.4.1
Modify: Local Sales Invoice
To modify the Local sales invoices, click on Modify option. Search the invoice details based on
the given parameters or using “open all” or” Duplicates” option. Now, select the invoice,
update or modify the details and click on Modify. The invoice can be deleted by clicking on
Delete. Any updation will validate the invoice and displays the error if any.
.
Fig 4.12: Local Sales Invoices-Modify Form
The other options available on the screen are Modify credit notes and Modify URD Lumpsum
Entry.
4.4.2
Modify: Credit Note
The credit notes can be modified using this option. Navigate through the “Modify Credit Note”
and then, select the credit note, update or modify the details and click on Add. To delete the
credit note click on Delete. Any updation will validate the credit note and displays the error if
any.
Fig 4.13: Credit Notes (Local Sales Invoices) Modify Form
44
User Manual: V-1.0
Release: April 2014
4.4.3
Modify: URD Lumpsum Entry
This option can be used to modify the URD lump sum entry details of Sales Invoices.
4.5 Approve
This option is used to Approve and then to submit the details of Sales invoices entered using the
above explained options. Once the details of invoices are submitted, the details of the invoices
cannot be modified/deleted. On selection of approve option, a summary of all details of invoices
entered, uploaded and the Credit notes is displayed. The total net value, total tax value, total
other charges and total value are also displayed. Verify the details and Click on “Approve”.
Fig 4.14: Local Sales Invoices-Submit Form
This” Approve” button will appear only when all the duplicates are corrected. If not, an abstract
of duplicate invoices/credit notes are displayed. The duplicates can be corrected by clicking the
button “modify”, it will navigate to modify screen and then all the “duplicates’’ can be corrected
or modified.
Once, after clicking the Approval Submenu, under the Submit screen, if the “Approve” button, as
shown in the screen shot is seen, then all the details of invoices and Credit notes entered through
XML upload/Direct entry and URD Lumpsum entry are correct and ready for Approve. Once we
click “Approve” button, then the details entered are formally submitted to the department and
the system generates the acknowledgement slip for the dealer reference.
45
User Manual: V-1.0
Release: April 2014
Caution Note: Validation are done at following three stages:
At the time of each direct entry or XML upload of invoice or credit note details to check the
correctness of each record entered through the direct entry or XML file upload.
1. “Validate All” action button at direct entry or at XML file upload, to check validity of
duplicate records saved earlier through the direct entry or previous XML file upload
2. Before “Approval” step, if the step (2) has not been performed, the system will show
“duplicate invoices” at submit form screen. The user will be required to use “modify” step
to correct the duplicates.
Make sure that all the duplicate errors have been corrected before you Approve and submit the
records.
An acknowledgement form is displayed as given below .To print the Acknowledgement Slip,
click Print on the File menu.
Fig 4.15: WEB Acknowledgement Slip
46
User Manual: V-1.0
Release: April 2014
The Print window displays:
Fig 4.16: Print window
In the Print window, select the printer from the list available in the Select Printer section. In the
Page Range section select ‘All’ option, enter the Number of copies and then click the Print button.
A copy of the Web Acknowledgement Slip is printed in the selected printer.
4.6 Purchaser Master List:
This menu helps the dealer to create a master data of his purchasers/Sellers. Place the pointer
on Purchaser Master List, the option “Entry Form” is displayed. Select the radio button Local or
Interstate to create the data base of his local Purchasers/sellers or Interstate purchasers/sellers.
Select the Type, to enter the details of Seller/Purchaser. Once the TIN of Karnataka is entered,
the details like Name, address, PIN, Registration Type will get auto displayed from the
departmental database. The said details can be entered one by one for the known TIN number
and the Master List can be created. Continue the process till all the purchaser’s TINs are entered
and saved.
The data can be downloaded for each entry or for the entire record, by selecting the “Export to
Excel” button for further usefulness of the data. By exporting the said details to excel sheet, the
other information required under Sales/Purchaser Statement, under XML upload and then the
XML file can be uploaded. In case of direct entry, once the master data is available and once the
TIN is entered, the other details are enabled. With this menu, it is easy to identify the registered
dealers and de registered dealer’s status under electronic filing System of the CTD and also the
uploading process will be quicker.
47
User Manual: V-1.0
Release: April 2014
Fig 4.17: Purchaser Master List-Entry Form
4.7 Download:
This submenu is available under Purchase and sales Statement. From this option, the dealer can
download the details of purchase invoices or sales invoices uploaded on the CTD website. Place
the pointer on “Download” and select, then the screen “Sales invoices-Download Invoices as
Excel file” will be displayed. The dealer can download the details for a particular tax period, by
selecting the tax period. The details can be obtained in “Summary” or in “Detail” by selecting the
respective radio button. The information can be for “local” or interstate”.
Fig 4.18: Sales Invoices-Download Invoices as Excel File
48
User Manual: V-1.0
Release: April 2014
On selection of Details, the Invoices or Credit notes details can be downloaded in excel format.
The Download facility is available before and after submission of Sales Statement. The
downloaded XL- file is displayed as shown below:
Fig 4.19: Invoices Summary (Local Sales) - Excel File
49
User Manual: V-1.0
Release: April 2014
5 Interstate Sales Statement
The Sales Statement option available in the VAT e-Filing system enables the dealers to file the
details of Sales invoices of local and interstate transactions, as well as export sales. The dealers
registered under VAT can enter the details of sales effected. The dealer can upload the details of
Inter State Sales invoices monthly or quarterly based on the type of return filing, as available in
the e-Filing system. Under Interstate Sales, even the sales effected by way of sale in the course
of import (High Sea Sales), sale in the course of export (Indirect export) and other than by way
of sale to outside the State (Stock transfer out ward) are required to be uploaded. All types of
Interstate sales with or without statutory forms can be entered at the field “form type” of the
menu.
The Interstate Sales Statements can be uploaded using XML file or through Direct Entry screen.
In case of any sales returns, enter the credit note details. Lastly, submit the invoices for the
selected period.
Process Flow
Upload invoice details using
Direct Entry or XML file
Upload Credit notes details
using Direct Entry or XML file
Modify, if Required
Approve
Download Reports
Fig 5.1: Process Flow for Interstate Sales Statement
50
User Manual: V-1.0
Release: April 2014
Instructions:
In the main page of the VAT e-Filing system, place the pointer over Sales Statement. The
following sub menu is displayed: Select the Interstate for entering the details of Interstate Sales
invoices

Local

Interstate

Export

Modify

Approval

Purchaser Masters List

Revision [Available in the next version]

Download
Place the pointer on “Interstate”, the options Upload XML file and Direct Entry are displayed.
Select the Upload XML files.
Fig 5.2: Menu- Sales Statement-Interstate-XML Upload
5.1
INTERSTATE SALE : XML UPLOAD
On selection of the option Upload XML File, the user can upload the xml file containing details
of Interstate Sales Invoices. The XML file for details of interstate sales invoices can be created by
the dealer by using his own software or by referring the format given in Schema Definition (XSD)
File or by using the XL to XML convertor provided by the departmental website. The XL-XML
converter and the Schema definition for Interstate Sales Invoices can be downloaded from the
51
User Manual: V-1.0
Release: April 2014
Reports and Help option. Refer the user manual for more information on converter and Schema
definition for interstate sale XML upload.
The user can also export the invoices data to XML file by using off the shelf customized software
available in the market. Further, the downloaded Xml converter has been provided with a
master code sheet for commodity and sub commodity , transaction type and form type to enter
in the excel converter.
5.1.1 UPLOAD XML FILE: INTERSTATE SALES INVOICE
To upload XML file, select the Tax period and click on “GO”. If a different tax period is to be
entered, Click on “Clear” button and then, select the Tax period and click on “GO”. The XML files,
if uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’.
The system prompts to browse and select the file. On selecting the XML file, click on Upload.
Fig 5.3: Inter State Sales Invoices- XML File Upload Form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The Purchaser’s TIN number should be an 11 digit number starting from 29 for E1/E2
purchases or TIN Number belonging to other States
2) Purchaser TIN has to be numerical only
3) Purchaser TIN should be – 29000000000, if URD or in case of High Sea sales it should be
99000000000
4) Invoice/Document number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456
or 3456BNG)
5) Name of the purchaser can be up to 30 Characters
52
User Manual: V-1.0
Release: April 2014
6) Address of the buyer can be up to 150 Characters
7) Invoice/document date has to be for the Current Return period and in dd/mm/yyyy format
8) There cannot be duplicate invoices.
9) For Main Commodity, Sub Commodity codes, only numerals has to be entered
10)
For Transaction Type, Specify C -for with C form, WC-without C form, E1 or E2 for E1 and
E2 Sales, IM for High Sea Sales, OT for others, F for- Stock Transfer, H- for Indirect Export.
11)
No Negative values under Net Value and Tax Charged
12)
Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts , 99 NO
Invoices which have failed the validations will be displayed along with the error codes. The error
codes and the related description are shown on the screen. The error codes can be referred from
the table and the corrections can be made. After correcting, click on Save to update the entry. If
the corrected invoice passes all the validations, it is removed from the error list. Continue the
process till all the invoices are corrected and saved.
Fig 5.4: Interstate Sales Invoices- XML File Upload Form- Error Report
53
User Manual: V-1.0
Release: April 2014
Fig 5.5: Interstate Sales Invoices- XML File Upload Form- without Error Report
The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.
On selecting the “Validate All” button, the system prompts and navigates to modify screen, where
in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the
system prompts that “no duplicate invoices found”, ensuring that, the system has not stored any
duplicates.
Note: The Delete option deletes all the invoices corresponding to the file uploaded.
The other options available are Credit Notes XML Upload.
5.1.2
Upload XML File: Credit Note
The Credit Note XML Upload can be used to upload the Credit notes for Inter State sales returns
or any change in the value of sales. The Credit notes can be entered for Registered and
Unregistered dealers. To enter Credit notes, the original Interstate Sales invoices should have
already been uploaded for the current or previous tax period.
The Credit note XML file can be created by referring the Schema Definition (XSD) file or by using
the XL-XML Converter provided in the e-Filing System. The XL-XML converter and the Schema
definition for Credit Notes can be downloaded from the Reports and Help option. Refer the
user manual for more information on converter and schema definition for credit note xml
upload.
To upload Credit Note XML file, click on “Credit Notes XML upload”, select the Tax period and
click on GO. The XML files uploaded previously are displayed in a table. To upload another file,
click on ‘Upload Credit Note XML file’. The system prompts to browse and select the file. On
selecting the Credit Note XML file, click on ‘Upload’.
54
User Manual: V-1.0
Release: April 2014
Fig 5.6: Credit Notes (interstate sales invoices) - XML File Upload Form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The Purchaser’s TIN number should be an 11 digit number starting from 29 or Respective TIN
number of the State.
2)
Purchaser’s TIN should be– 29000000000, if URD or in case of High Sea Sales it should be
99000000000.
3) Original Invoice date can be for the past 6 months from the Return period.
4) The Credit Note Date should be equal to or later than Original Invoice Date.
5) The Credit note date should belong to the selected tax period.
6) No Negative values under Net Value and Tax Charged.
Credit notes which have failed the validations will be displayed along with the error codes. The
error codes and the related description are also shown on the screen. The error codes can be
referred from the table and the corrections can be made. After correction, click on Save to update
the entry. If the corrected Credit note passes all the validations, it is removed from the error list.
Continue the process till all the Credit notes are corrected. On correction of all Credit notes,
‘Save’ button is displayed to save the file. Now, click on this button and the file is saved.
55
User Manual: V-1.0
Release: April 2014
Fig 5.7: Inter State Invoices Credit Notes-XML File Upload form-with Error Report
The other option available on the screen is IS Sales XML Upload.
5.2 Direct Entry.
This option is advisable in case the numbers of invoices are less. This option can be used to
enter the details of Interstate sales invoices and Credit notes through direct entry mode.
5.2.1
Direct Entry: Interstate Sales Invoices
On click of this option (refer fig 5.2), the screen-Interstate sales invoices-Entry form is displayed
to enter details of interstate sales invoices. In case of Sales effected to outside the state enter the
TIN number and the Trade name of the concerned dealer. Enter the Buyer’s TIN and the Trade
name is automatically displayed for TIN with 29 only [for E1 and E2 Sales in Karnataka]. If the
Buyer is URD, enter TIN as 29000000000 and the Trade name. Enter the Invoice number, invoice
date, net value, tax and other charges.
56
User Manual: V-1.0
Release: April 2014
Fig 5.8: Interstate Sales Invoices –Entry Form
The entries are validated against the conditions as given in the note below
Note:
1) Purchaser’/Buyer’s TIN number should be an 11 digit number starting from 29 for E1/E2
purchases or TIN Number belonging to other States
2) Purchaser/Buyer TIN has to be numerical only
3) Purchaser/Buyer TIN should be – 29000000000, if URD, for imports it should be 99000000000
4) Invoice/Document number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or
3456BNG)
5) Name of the purchaser/buyer can be up to 30 Characters
6) Address of the purchaser/buyer can be up to 150 Characters
7) Invoice/document date has to be for the selected period and in dd/mm/yyyy format
8) There cannot be duplicate invoices.
9) Main Commodity, Sub Commodity can be selected under drop down menu
10)For Form Type, Select the drop down menu C form, without CST forms ,F-form, H-form, E1Form, E2-Form, High Sea sales, others,
11) No Negative values under Net Value and Tax Charged.
12) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts, 99 NO
While entering the details of invoices, if any wrong data is entered, other than the above
validations, then the system will alert about the errors at each field level. Then click on “Add”.
57
User Manual: V-1.0
Release: April 2014
If any corrections are to be made after adding the entries, the user can select the button, “View
All” and “Select” and then make corrections and update the same
On entering all the details, click on Add. To delete invoice details, place the cursor on selected
filed and delete details and then details can be re-entered. “View All” button shows the invoices
entered. The “Validate All” button on the screen enables the user to correct the duplicate invoices
entered. By selecting the “Validate All” button, the system prompts and navigates to modify
screen, where in all the duplicates can be modified or corrected. If there are no duplicate
invoices, then the system prompts that “no duplicate invoices found”, ensuring that, the system
has not stored any duplicates.
The other options available are Credit Notes Entry. Click on the Credit Notes Entry to enter the
Credit notes details.
5.2.2
Direct Entry: Credit Note
The Credit Note Entry can be used to upload the Credit notes for Interstate Sales returns. The
Credit notes can be entered for Registered and Unregistered dealers. To enter Credit notes, the
original Sales invoices should have already been uploaded for the current or previous tax period.
This option is advisable if there are few Credit notes to be entered or else the same can be
uploaded using an XML file as explained earlier. On selection of this option, the Credit Notes
already available are displayed. To add more credit notes, enter in all the fields like Credit note
no. , Credit note date, TIN, net value, tax and other charges. The original invoice details also need
to be entered. It is mandatory that the original invoice be uploaded in the same period or
previous tax period.
Fig 5.9: Credit Notes (interstate sales Invoices)–Entry Form
58
User Manual: V-1.0
Release: April 2014
The credit note is validated as per the conditions given below:
Note:
1) Purchaser’s TIN number should be an 11 digit number starting from 29 or Respective TIN
number of the State
2)
Purchaser TIN should be – 29000000000, if URD and in case of imports it should be
99000000000
3) Original Invoice date can be for the past 6 months from the Return period.
4) The Credit Note Date should be equal to or later than the Original Invoice Date.
5) The Credit Note date should belong to the selected tax period
6) No Negative values under the Net Value and Tax Charged.
The other options available on the screen is Direct Entry.
5.3 Modify
Invoices entered can be modified using this option before Approval. The invoices can be
searched on any one parameter like Buyer’s TIN, Invoice no, invoice date. To view all invoices
click on” Open All” and to know only the duplicate invoices entered click on “Duplicates”. ”
Open All” will display the list of all invoices entered through direct entry or XML upload.
5.3.1
Modify: Interstate Sales Invoice
To modify the Interstate Sales invoices, click on Modify option. Search the invoice details based
on the given parameters or open all or Duplicates. To know the duplicate invoices click on
duplicate button. Now, select the invoice, update or modify the details and click on Modify. The
invoice can be deleted by clicking on Delete. Any updation will validate the invoice and displays
the error if any.
59
User Manual: V-1.0
Release: April 2014
Fig 5.10: Inter State Sales Invoices-Modify Form
The other options available on the screen are Modify credit note entry.
5.3.2
Modify: Credit Note
The credit notes can be modified using this option. Navigate through the “Modify Credit Note”
and then, select the credit note, update or modify the details and click on Add. To delete the
credit note click on Delete. Any updation will validate the credit note and displays error if any.
Fig 5.11: Credit Notes (Inter State Sales Invoices)-Modify Form
60
User Manual: V-1.0
Release: April 2014
The other options available on the screen are Modify Interstate sales.
5.4 Approve
This option is used to Approve and then to submit the details of Interstate Sales invoices entered
using the above explained options. Once the details of invoices are submitted, the details of the
invoices cannot be modified/deleted. On selection of approve option, a summary of invoices
entered through direct entry, uploaded through XML File and the Credit notes is displayed. The
total net value, tax and other charges are also displayed. Verify the details and Click on
“Approve”.
Fig 5.12: Interstate Sales Invoices-Submit Form
This” Approve” button will appear only when all the duplicates are corrected. If not, an abstract
of duplicate invoices/credit notes are displayed. The duplicates can be corrected by clicking the
button “modify”, it will navigate to modify screen and then all the “duplicates’’ can be corrected
or modified.
Once, after clicking the Approval Submenu, under the Submit screen, if the “Approve” button, as
shown in the screen shot is seen, then all the details of invoices and Credit notes entered through
XML upload/Direct entry are correct and ready for Approve. Once we click” Approve” button,
61
User Manual: V-1.0
Release: April 2014
then the details entered are formally submitted to the department and the system generates the
acknowledgement slip for the dealer reference.
Caution Note: Validations are done at following three stages:
1. At the time of each direct entry or XML upload of invoice or credit note details, to check
the correctness of each record entered through the direct entry or XML file upload.
2. “Validate All” action button at direct entry or at XML file upload, to check validity of
duplicate records saved earlier through the direct entry or previous XML file upload
3. Before “Approval” step, if the step (2) has not been performed, the system will show
“duplicate invoices” at submit form screen. The user will be required to use “modify” step
to correct the duplicates.
Make sure that all the duplicate errors have been corrected before you Approve and submit the
records.
An acknowledgement form is displayed as given below .To print the Web Acknowledgement
Slip, click Print on the File menu. The Print window displays.
Fig 5.13: WEB Acknowledgement Slip
62
User Manual: V-1.0
Release: April 2014
Fig 5.14: Print window
In the Print window, select the printer from the list available in the Select Printer section. In the
Page Range section select ‘All’ option, enter the Number of copies and then click the Print button.
A copy of the Acknowledgement Slip is printed in the selected printer.
5.5 Purchasers’ Master List:
This menu helps the dealer to create a master data of his purchasers/Sellers. Place the pointer
on Purchaser Master List, the option “Entry Form” is displayed. Select the radio button Local or
Interstate to create the data base of his local Purchasers/sellers or Interstate purchasers/sellers.
Select the Type, to enter the details of Seller/Purchaser. The details can be entered one by one
for the known TIN number and the Master List can be created. Continue the process till all the
purchaser’s TINs are entered and saved.
The data can be downloaded for each entry or for the entire record, by selecting the “Export to
Excel” button for further usefulness of the data. By exporting the said details to excel sheet, the
other information required under Sales/Purchaser Statement, under XML upload and then the
XML file can be uploaded. In case of direct entry, once the master data is available and once the
TIN is entered, the other details are enabled.
63
User Manual: V-1.0
Release: April 2014
Fig 5.15: Purchaser Master List-Inter State-Entry Form
5.6 Download:
This submenu is available under Purchase and sales Statement. From this option, the dealer can
download the details of purchase invoices or sales invoices uploaded on the CTD website. Place
the pointer on “Download” and select, then the screen “Sales invoices-Download Invoices as
Excel file” will be displayed. The dealer can download the details for a particular tax period, by
selecting the tax period. The details can be obtained in “Summary” or in “Detail” by selecting the
respective radio button. The information can be for “local” or interstate”.
Fig 5.16: Sales Invoices-Download Invoices as Excel File
64
User Manual: V-1.0
Release: April 2014
On selection of Details, the Invoices or Credit notes details can be downloaded in excel format.
The Download facility is available before and after submission of Sales Statement. The
downloaded XL- file is displayed as shown below:
Fig 5.17: Invoices Summary (Interstate Sales) Excel File
65
User Manual: V-1.0
Release: April 2014
6 Export Sales Statement
The Sales Statement option available in the VAT e-Filing system enables the dealers to file the
details of Sales invoices of Local, Interstate transactions, as well as export sales. The dealers
registered under VAT can enter the details of sales effected. The dealer can upload the details of
Export Sales invoices monthly or quarterly based on the filing type as available in the e-Filing
system. Under Export sales, even the details of Bill of lading/Air way Bill number, and Carrier
Name/agent, Invoice Value in Foreign Currency and in Indian Rupees are captured.
The Export Sales Statements can be uploaded using XML file or through Direct Entry screen. In
case of any sales returns, enter the credit note details. Lastly, submit the details of invoices for
the selected period.
Process Flow
Upload Export invoice details
using Direct Entry or XML file
Upload Credit note details
using Direct Entry or XML file
Modify, if Required
Approve
Fig 6.1: Process Flow for Export Sales Statement
Instructions:
In the main page of the VAT e-Filing system, place the pointer over Sales Statement. The
following sub menu is displayed: Select the Export for entering the details of Export Sales
invoices
66

Local

Interstate
User Manual: V-1.0
Release: April 2014

Export

Modify

Approval

Purchaser Masters List

Revision[ Available in the next version]

Download
Place the pointer on Sales Statement-Export, the options Upload XML file and Direct Entry are
displayed. Select the Upload XML files.
Fig 6.2: Menu- Sales Statement-Export
6.1 Export: XML UPLOAD
On selection of this option the user can upload the XML file containing details of invoices of
Export Sales. The XML file for details of Export sales invoices can be created by the dealer using
his own software or by referring the format given in Schema Definition (XSD) File or by using
the XL to XML convertor provided in the departmental website. The XL-XML converter and
Schema definition for Export Sales Invoices can be downloaded from the Reports and Help
option from the CTD website. The user can also export the invoice data to XML file by using off
the shelf customized software available in the market. Refer the user manual for more
information on converter and on schema definition for export sales statement upload.
Further, the downloaded Xml converter has been provided with a master code sheet for
commodity and sub commodity codes, transaction type and form type to enter in the excel
converter.
67
User Manual: V-1.0
Release: April 2014
6.1.1
Upload XML File:Export Invoices
To upload XML file, select the period and click on “GO” .If a different period is to be entered, Click
on “Clear” button and then, select the Tax period and click on “GO”. The XML files, if uploaded
previously, are displayed in a table. To upload next file, click on ‘Upload Next file’. The system
prompts to browse and select the file. On selecting the XML file, click on Upload.
Fig 6.3: Export Invoices- XML File Upload Form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The Foreign Buyer Name and address, can have up to 60 characters
2) The Carrier Name/agent name has to be entered and can be up to 60 characters
3) Invoice number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456 or
3456BNG)
4) Invoice date has to be for the Current Return period and in dd/mm/yyyy format
5) Bill of lading/Air way Bill number has to be entered
6) There cannot be duplicate invoices.
7) Main Commodity, Sub Commodity codes have to be numerals only
8) Invoice value in foreign currency has to be entered in words, not with currency symbols Ex:
USD, not as $
9) No Negative values under Invoice value, Foreign Currency value or Value in Indian rupees
10) Value in foreign currency can be up to 20 alphanumeric characters /in Indian rupees can
be up to 20 numeric characters
11) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts , 99 NO
68
User Manual: V-1.0
Release: April 2014
Invoices which have failed the validations will be displayed along with the error codes. The error
codes and the related description are shown on the screen. The error codes can be referred from
the table and the corrections can be made. After correcting, click on Save to update the entry. If
the corrected invoice passes all the validations, it is removed from the error list. Continue the
process till all the invoices are corrected and saved.
The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.
On selecting the “Validate All” button, the system prompts and navigates to modify screen, where
in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the
system prompts that “no duplicate invoices found”, ensuring that, the system has not stored any
duplicates.
Fig 6.4: Export Invoices- XML File Upload Form- Error Report
Note: The Delete option deletes all the invoices corresponding to the file uploaded.
69
User Manual: V-1.0
Release: April 2014
Fig 6.5: Export Invoices- XML File Upload Form- without any error report.
The other options available are Export Credit Note XML Upload.
6.1.2
Upload XML File: Credit Note
The Credit Note XML Upload can be used to upload the Credit notes for Export Sales returns or
any change in the value of export sales. The Credit notes can be entered for registered dealers.
To enter Credit notes, the original export Sales invoices should have already been uploaded for
the current or previous tax period.
The Credit note XML file can be created by referring the XML Schema Definition (XSD) file or by
using the XL-XML Converter provided in the e-Filing System. The XL-XML converter and the XML
Schema definition for Credit Notes can be downloaded from the Reports and Help option. Refer
the user manual for more information on converter and on XSD.
To upload Credit Note XML file, click on “Export Credit Note XML Upload”, select the Tax period
and click on “GO”. The XML files uploaded previously are displayed in a table. To upload another
file, click on ‘Upload Next File’. The system prompts to browse and select the file. On selecting
the Credit Note XML file, click on Upload.
70
User Manual: V-1.0
Release: April 2014
Fig 6.6: Credit Notes (Export invoices) - XML File Upload Form
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) Original Invoice date can be for the past 6 months from the Return period.
2) Credit Note number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456 or
3456BNG)
3) Credit Note date has to be for the Current Return period and in dd/mm/yyyy format
4) The Credit Note Date should be equal to or later than the Original Invoice Date.
5) No Negative values under Invoice Value and in foreign currency value
6) Invoice value in foreign currency can be up to 20 alphanumeric characters and Indian Rupees
can be and up to 20 numeric characters
Credit notes which have failed the validations will be displayed along with the error codes. The
error codes and the related description are also shown on the screen. The error codes can be
referred from the table and the correction can be made. After correction, click on Save to update
the entry. If the corrected Credit note passes all the validations, it is removed from the error list.
Continue the process till all the Credit notes are corrected. On correction of all Credit notes,
‘Save’ button is displayed to save the file. Now, click on this button and the file is saved.
71
User Manual: V-1.0
Release: April 2014
Fig 6.7: Export Credit Notes-XML File Upload form-with Error Report
The other options available on the screen Export XML Upload.
6.2 Exports: Direct Entry
This option is advisable in case the number of invoices are less. This option can be used to
enter the details of Export invoices and Credit notes through direct entry mode.
6.2.1
Direct Entry: Export Invoices
On click of this direct entry option (Refer Fig 6.2), the screen-Export Invoices-Entry Form is
displayed to enter details of export invoices. In case of Export Sales statement, enter Invoice
Number, Invoice Date, the Foreign Buyer Name and Address, Carrier Name/Agent, Bill of Lading
or Airway Bill number and Date. Main Commodity and sub commodity is available in the screen
as per the amended details in the registration records and can be selected from the drop down
menu. Enter the Invoice Value, Value in Foreign currency and Value in Indian Rupees invoice.
72
User Manual: V-1.0
Release: April 2014
Fig 6.8: Export Invoices –Entry Form
The entries are validated against the conditions as given in the note below:
Note:
1) The Foreign Buyer Name and address has to be entered, can have up to 60 characters
2) The Carrier Name/agent name has to be entered and can have up to 60 characters
3) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)
4) Invoice date has to be for the Current Return period and in dd/mm/yyyy format
5) Bill of lading/Air way Bill number and Date in dd/mm/yyyy format have to be entered. Date
should be equal to or later than the Invoice Number
6) There cannot be duplicate invoices.
7) Main Commodity, Sub Commodity codes have to be numerals only
8) Invoice value in foreign currency-no symbols are allowed, has to be entered in words, Ex: USD,
not as $
9) No Negative values under Invoice value, Foreign Currency value or Value in Indian rupees
10) Value in foreign currency can be up to 20 alphanumeric characters, / Indian rupees can be up
to 20 numeric characters
11) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts , 99 NO
While entering the details of invoices, if any wrong data is entered, other than the above
validations, then the system will alert about the errors at each field level. If any corrections are
to be made after adding the entries, the user can select the button, “View All” for any corrections
to be made for the invoices entered, and select the particular entry and update the same.
73
User Manual: V-1.0
Release: April 2014
On entering all the details, click on Add. To delete an invoice details, place the cursor on selected
filed and click on “delete” Details can be reentered. “View All” button shows the number of
invoice entered and “Validate All” button displays details of duplicate invoices entered and
they can be suitably modified. The other options available are Credit Note Entry. Click on the
Credit Notes Entry to enter the Credit notes details.
The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.
On selecting the “Validate All” button, the system prompts and navigates to modify screen, where
in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the
system prompts that “no duplicate invoices found”, ensuring that, the system has not stored any
duplicates.
6.2.2
Direct Entry: Credit Note
The Credit Note Entry can be used to upload the Credit notes for Export returns or any change
in value of export sales value. The Credit notes can be entered for registered dealers. To enter
Credit notes, the original Sales invoices should have been already uploaded for the current or
previous tax period.
This option is advisable if there are few Credit notes to be entered or else the same can be
uploaded using an XML file as explained earlier. On selection of this option, the Credit Notes
already available are displayed. To add more credit notes, enter in all the fields like Credit note
no. , Credit note date, foreign buyer name, value in foreign currency and in Indian rupees. The
original invoice details also need to be entered. It is mandatory that the original invoice be
uploaded in the same period or previous tax period.
Fig 6.9: Credit Notes (Export Invoices)–Entry Form
74
User Manual: V-1.0
Release: April 2014
The credit note is validated as per the conditions given below:
Note:
1) Original Invoice date can be for the past 6 months from the Return period.
2) Credit Note number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or
3456BNG)
3) Credit Note date has to be for the Current Return period and in dd/mm/yyyy format
4) The Credit Note Date should be equal to or later than the Original Invoice Date.
5) No Negative values under Invoice Value and in foreign currency value
6) Invoice value in foreign currency can be up to 20 alphanumeric characters and Indian Rupees
can be and up to 20 numeric characters
The other options available on the screen is Direct Entry.
6.3 Modify
Invoices entered can be modified using this option before Approval. The invoices can be
searched on any one parameter like TIN, Invoice no, invoice date. To view all invoices click on”
Open All” or “Duplicates” to know only the duplicate invoices entered. ” Open All” will display
the list of all invoices entered through direct entry or XML upload.
6.3.1
Modify: Export Invoices
To modify the export invoices, click on Modify option. Search the invoice details based on the
given parameters or “open all” or “Duplicates”. To know the duplicate invoices click on
duplicate button. Now, select the invoice, update or modify the details and click on Modify. The
invoice can be deleted by clicking on Delete. Any updation will validate the invoice and displays
the error if any.
The other options available on the screen are Modify credit notes
75
User Manual: V-1.0
Release: April 2014
Fig 6.10: Export Invoices-Modify Form
6.3.2
Modify: Credit Note
The credit notes can be modified using this option. Navigate through the “Modify Credit Note”
and then, select the credit note, update or modify the details and click on Add. To delete the
credit note click on Delete. Any updation will validate the debit note and displays the error if
any.
Fig 6.11: Credit Notes (Export Invoices)-Modify Form
The other option available on the screen is direct entry
6.4 Approve
This option is used to “Approve” and then to submit the details of Export invoices entered using
the above explained options. Once the details of Export invoices are submitted, the details of the
Export invoices cannot be modified/deleted. On selection of approve option, a summary of
76
User Manual: V-1.0
Release: April 2014
Export invoices entered through Direct entry, uploaded through XML File and the Credit notes
is displayed. The number of invoices and total value are also displayed. Verify the details and
Click on “Approve”.
Fig 6.12: Export Invoices-Submit Form
This” Approve” button will appear only when all the duplicates are corrected. If not, an abstract
of duplicate invoices/credit notes are displayed. The duplicates can be corrected by clicking the
button “modify”, it will navigate to modify screen and then all the “duplicates’’ can be corrected
or modified.
Once, after clicking the Approval Submenu, under the Submit screen, if the “Approve” button, as
shown in the screen shot is seen, then all the details of invoices and Credit notes entered through
XML upload/Direct entry and URD Lumpsum entry are correct and ready for Approve. Once we
click “Approve” button, then the details entered are formally submitted to the department and
the system generates the acknowledgement slip for the dealer reference.
Caution Note: Validation are done at following three stages:
1. At the time of each direct entry or XML upload of invoice or credit note details, to check
the correctness of each record entered through the direct entry or XML file upload.
2. “Validate All” action button at direct entry or at XML file upload, to check validity of
duplicate records saved earlier through the direct entry or previous XML file upload
3. Before “Approval” step, if the step (2) has not been performed, the system will show
“duplicate invoices” at submit form screen. The user will be required to use “modify” step
to correct the duplicates.
77
User Manual: V-1.0
Release: April 2014
Make sure that all the duplicate errors have been corrected before, you Approve and
submit the records.
An acknowledgement form is displayed as given below. To print the Acknowledgement Slip,
click Print on the File menu. The Print window displays (Fig 2.16. Print window).
Fig 6.13: web Acknowledgement Screen .
Fig 6.14: Print window
78
User Manual: V-1.0
Release: April 2014
In the Print window, select the printer from the list available in the Select Printer section. In the
Page Range section select ‘All’ option, enter the Number of copies and then click the Print button.
A copy of the Web Acknowledgement Slip is printed in the selected printer.
79
User Manual: V-1.0
Release: April 2014