gst e-invoice

e-Invoice under GST – Important Reports for Accounts Team

CA Hema Pandey

Updated on August 21st, 2023

E-Invoice under GST was applicable from 1st January 2020 in India on voluntary basis and then became mandatory in phases starting from big companies and then became applicable to small companies.

With the passage of time, as e Invoice applicable to E-invoicing increased its ambit and covered so many organisations.

A taxpayer has to first register his business on IRP. Then he has to link it with his ERP software.

e-Invoice can be generated from official GST e-Invoice Portals or e-Invoicing Software like GSTHero which provide integration with different ERPs like Tally, SAP, Oracle, Microsoft Dynamics and many more.

E-invoice is generated from ERP system itself. Under ERP, we can generate E-invoice and view various E-invoice report.

There are various types of E-invoice report which will reflect all the aspects of e-invoice.

e-Invoice under GST Reports Needed by Accounts Team for Internal Audits

Here we will one by one see the types of GST E-invoice reports under ERP and their use to the organisation.

ERP reports each and every category of transaction

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Sr. No.

E-invoice Report

Use

Importance

1

Uncertain Transactions

  • Uncertain transactions mean transaction which may need some modification at any point of time.
  • If there are some changes to be made then we can make it as and when required.
  • If no change is required the same transaction can be approved.
  • They depend upon some other activity and as happens when that activity takes place.
  • Uncertain transaction means transaction of which there is no accuracy.
  • User is not sure as to what changes are required to be made.
  • This is the reason uncertain transactions are reflected separately under this head

2

Missing/

Invalid Information

  • This section shows the transactions which has missing or invalid information which needs to be corrected before IRN is generated. 
  • Such information will get completed when the required information is obtained.
  • Availability of such information will complete the information.
  • There are certain transactions which have some missing information. Such information is reflected under this head. User can check and update the details as and when he receives the transactions 

3

Rejected by E-invoice system

  • When E-invoice is rejected by IRP due to any reason such as incorrect HSN code, repeated Invoice Registration Number (IRN) etc.
  • After the transaction is rectified, it needs to be marked as resolved and transaction will reflect under pending.
  • When there is some incorrect information, IRP will automatically not accept such transaction.
  • When there is some incorrect information entered under the system, IRP rejects the invoice.
  • Under such scenario, E-invoice is rejected under this head.
  • User has option to rectify and re-upload it.

4

Pending

  • These transactions are the transactions which are complete and ready to be uploaded or cancelled.
  • It can be sent for e-invoicing when required.
  • Some transactions are kept pending by the user for some information.
  • Such information is reflected under this head.

5

Exported

  • Once the transactions are successfully sent to IRN, they reflect under “Exported” section.
  • Such transactions are complete and as per the requirement of IRP.
  • Technically, there is no error in these transactions
  • This category is for transactions that are successfully uploaded.
  • This means the upload part is complete and there is no error up to the upload part.
  • Hence, these transactions can be easily uploaded as they are error free.

6

Voucher Information mismatch with QR code.

  • Under this category, after E-invoice is generated, if any changes are made, it will show here.
  • Here both the entries will reflect, i.e., “as per IRN” and “as per Books”
  • After upload, of ERP discovers any information which is not matching with books, then it is reflected in this category.

7

IRN generated

  • The IRN that is generated either online or offline is reflected here.
  • Every invoice is numbered with an IRN.
  • Such IRN is displayed on E-invoice.
  • This category helps user to display IRN on it.

8

IRN cancelled

  • The IRN that is cancelled either online or offline is reflected here.
  • IRN may get cancelled due to any reason.
  • Such IRN will get reflected here.

9

User-excluded transaction

  • These are the transactions which are excluded to be shown from the list of e-invoicing. They can at any time be shown under the list by the user.
  • When user does not want to show certain transaction, they are categorised as user-excluded transactions.
e-invoice under gst

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Under ERP, users can view all the above-mentioned types of reports. User needs to understand this because, there are certain types of report which needs some action to be taken.

If the user is well aware about the type of report, it will be easy for him to take the steps for it well within the time.

Otherwise, if anything is missed, the user may have to face some consequences.

But as the reports are categorised, it becomes easy to get the report of the category of which is required.

As we know the impact of GST e Invoicing concept under GST, a taxpayer becomes bound to fulfil all the requirements of it.

ERP has made it easy, as everything is easily obtainable and things become convenient. This is the reason most of the enterprises chose ERP for its benefit.

As ERP is centralised, it becomes more beneficial to obtain all the data, as anything entered at one place can be viewed from are anywhere.

However, it becomes very important to make sure that whatever is entered is accurate, so that final output is perfect.

The authenticity of any data is very important, and it can be checked with proper document.

Though, e-invoice is itself a document, but still it depends on physical document which is prepared at the time when transaction takes plane.

However, there are some transactions that are not covered under the ambit of e-invoicing. Such as B2C transactions. They are to be checked separately and will not get updated on IRP.

Still their entry will appear in ERP and the entity will be able to check it.

Reports under ERP on E-Invoicing applicability is a very useful tool and it helps to get instant reports.

For enterprises, it becomes convenient to get the report on the spot as and when needed.

I hope this article on E-invoicing is helpful to you.

Thank You.

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CA Hema Pandey

About the author

Hema is a Chartered Accountant who is having about Eight years of experience in taxation and accounting. She is in practicing as a Chartered Accountant since 2020. She is a writer by passion and thus shares her experience and knowledge through her articles at various platform.

Predominantly her area of interest is GST. Since GST is a very new concept for India, every practitioner is looking for clarity in this area. She likes to share her experience with everyone and therefore tries to put them in form of articles.
Apart from this, she is also well-worsed in Financial market.

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