Discover the E Invoice Bill Format for Research and Development to Streamline Your Processes

E invoice bill format for Research and Development

foreign happy morning so this is samya from Zoho books marketing team um I think it's 11 and so let's begin the session e invoicing 101 with uh Zoho books English a quick rundown of our housekeeping tasks come first uh platform name uh Zoho meeting is used to host this webinar uh you might be able to uh see the chat window uh which is given uh as Q and A where you can ask questions um so this is going to be a session on how businesses can smoothly transition to invoicing and how to stay compliant uh so this session is also designed to provide you uh with a deeper understanding in terms of both domain aspects as well as in-depth product aspects that covers e-invoicing in India uh what is an e-invoice how to gym date and manage invoices its impact on businesses uh say like how do you push invoices from Zoho books uh how Zoho books can help with your invoicing needs and there is this commonly asked questions and there are like much more coming up in the session so please stay tuned um so with that note I would like to welcome our product experts from our team and I also have Merlin my colleague from Artin so if you have any questions uh please post them in the Q a tab so that our team can quickly respond to you in resolving your queries um so without further Ado um I would like to hand over the session to priyadashtami the session is over to you product expert of Zoho books and in today's session we will have a walkthrough about e-invoicing so just let me know if you're able to view my screen I just I'll just be sharing my screen right now so please let me know if you are able to view my screen please give a thumbs up I believe the screen is visible to everyone so let's start the session so in today's session we'll have a walkthrough about e invoicing based on this agenda so this session will throw a light on what is an Envoy what is the purpose of generating any invoice and how do we handle this in Zoho books that is how do you generate e-invoices from Zoho books and then we will discuss upon some of the common errors which you might face during the generation of e-invoice and lastly we will have uh we'll have a question and answer session not what is an e-invoice why do we have a generate Disney invoice so we already generate tax invoices for our customers right so what is this e inverse e invoice is just a validation which is given by the government so the invoice is whatever we generate if we are a registered business and this a invoice is applicable to B to B and oversee invoices only not the invoices which you raise for a customer or a unregistered business so what happens here so whatever invoices you are raising for your customer is going to be digitally validated by the government so they will validate the information which you furnished and they will return it back with a digital signature an acknowledgment number and acknowledgment date and also an irn number so why do we generate design work and when did this come into picture so this came into picture on October 1st 2020 wherein it was first implemented for businesses with a turnover of 500 pros and above and now latest it has been brought down to businesses with a turnover of 10 crore and above so if your business turnover has exceeded 10 crores in any of the financial year then e-invoicing has been become mandatory for you so you will have to push the invoices to IRP portal and get get it validated before sending it across to your customers now what are the transactions which can be pushed to this portal so we can push the invoices that is your B2B and oversee invoices the credit nodes which are being raised and also the tablet notes so now is there a timeline to push these invoices these transactions to the IRP portal previously there was no such restriction but recently there has been an update from the IRP portal stating that if your businesses are having a turnover of 100 crore and above the maximum time limit to push the invoice to IRP would be 7 days from the invoice date so this is mandated from 1st of May 2023 so what happens here is if you're in if you have generated an invoice on say first of May and the maximum time limit with which you can push the invoice to IRP and successfully generate an irn is only until 7th of May when you push it on 8th of May the invoice will not get pushed there is a time restriction on it and this is mandated first of May 2023. so what are the details which will be validated by the government of India so the basic details including your document number they uh and your other details of the transaction and also your supplier information supplier information is basically your information what is your address number the address whatever you have given the legal name of your business Etc and the recipient information would be your customers information what is their GST in what is their business legal name the address you have given and in address all the address parts will be validated so that could be your uh ZIP code that could be the phone number the seat address the state code every vital part of the address will be validated the invoice item details include the items whatever you have either in the invoice so it could be the HSN code what is the tax value whatever you have applied Etc and finally the document total so what is the taxable amount what is the tax you have applied the total of the invoice credit not ordered but not all of these details will be validated by the IRB portal so now what is this base so now we saw what e inversing is all about now what are the steps to be followed to generate e invoices from Zoho books Let's have a walk to offer the first and foremost step is to register your GST number in the IRP portal so as we already discussed there is a turnover restriction for the generation of e inverse so if you have exceeded 10 Pro in any of your financial year in turnover in that case e invoice is being mandated to you so first you should register your GST number in the IRP portal so now let's have a walkthrough on what are the steps involved in the same so this is the link of the IRP portal that is https envoice1 dot gst.gov.in so once it is done you need to click on registration drop down and then you will have to click on Portal login you need to update your GST number in the aid was registration form and enter the captcha now all your GST details will be populated that is your trader name your address the mail ID and the phone number will get populated now what you have to do is you need to validate this so just click on send OTP once the OTP is validated it will ask you to create a username and password so all you have to do is enter the login credentials generate the login credentials of your IRP portal so once this step is completed you have successfully registered your GST number in the IRP portal so next step is to establish the connection between the IRP portal and Soho as we all know host the registered GSP so we need to add Zoho as GSP no IRP portal so for that before that if you are already using Zoho books to generate e-way books the same GST credentials can be used for generation of e-invoice also however if you have not done it you need to follow the next that's which I'm going to mention so once you have successfully registered your GST number in the IRP portal the next step is to add Zoho cooperation as a GST so for that just log into the IRP portal using the credentials which we generated before and click on API registration from the menu now under use of credentials we will have an option called create API user so just click on it and select the option for through GST so once you select through GST the list of gsps will be available in the drop down so Felix Zoho Corporation now it will ask you to enter another set of username and password this is not your login credentials but these are your GSP credentials these credentials only you will be using in Zoho book so just make a note of these credentials and then click submit so this is how the page will look like so once you click on API registration if you need to select through GST and in the drop down select Zoho Corporation once you're over you can see it's asking you for another username and password these are not the login credentials which we use but another set of credentials for GST registration so please make a note of this and because this these are the credentials which we will be updating in SoHo books so now once we have done this let's have a walkthrough of how this is being handed in Zoho books so now where do we go enable this e inversing and Zoho box the basic setup in the IRP portal is already done so now let's see how do we do it in Zoho books so all you need to do is just go to settings references you can see e invoicing here just click on it and click on enable e-invoicing and we know that there was a turnover restriction which was brought down in the overall timeline so you can just select from which period e invoice has been mandated to you and click on enable a invoicing once it is done you'll have to just click on connect now so once you click on Connect Now enter your GSP credentials and now click on Save and validate so you can see that my invoicing is enabled under the successfully connected to the IRP portal now let's create a new invoice so I have already added my customer details and I'm selecting the item so once I save the invoice as draft you can see there is a prompt on the screen requesting us to push it to IRP so this invoice is yet to be push to IRP so only after you push the invoice to IRP you will be able to send it across to your customer so just let me just click on push to IRP so now you can choose to push only your in invoice details or you can push both your invoice and e-way build details if you're going to push your available details also it will ask you to enter the enable details for this particular invoice which you can enter and you can push it so now you can see this invoice has been successfully pushed to IRP portal how do you know what are the details which are being done for validation so you can view it in the footer section of your invoice so there's a QR code it's there's an irn number there is an acknowledgment number and there's an acknowledgment date which is being given here so these details can be enabled in a footer section of your template so I'll just give you a walkthrough of it so you just need to go to settings template edit the template so in the photo section of it you will be able to view the E inversion details wherein you can choose to display the QR code irn acknowledgment number on the acknowledgment date two which user will be able to push these transactions to IRP will all the users have access so all of your admins will have access to push the invoices to IRP portal the other users who are having a different role then they'll have to be given a permission here so let's go to settings users and roles so when we create a new role for any of the user will have to make sure the will have to make sure the push and cancel transaction permission is being enabled so only if the user role has this permission they will be able to push and cancel the invoices so now we saw how we are able to push the invoices to the IRP portal now we have certain cases wherein the invoices are going to be automatically generated in Zoho book so in those cases let's see how the preferences are done so for example they have an option to Auto generate the invoice when an estimate is accepted we can allow to create and save the invoice as draft alone we can enable it under preferences and estimates so when you automatically convert an accepted estimate to an invoice you can choose to create it and just save it as draft post which you will have to manually push it to the IRP portal or you can choose to create push and send the invoice directly to the customer this is for the accepted estimate and for recurring invoices also you can choose to and for recurring invoices also you can choose to just create the invoice and save it as draft or you can choose to create push and send invoices to the customers or you can also collect the payments these are pertaining to the automatic inverse generation from estimates and recurring invoices so now we have an option called approval and Zoho books wherein we have sales and purchase approval so whenever an approval is enabled the first step would be approving the invoice so whenever a purchase whenever a sales approval is enabled in Johor books the first step you will have to do is approve the invoice so whenever I'm creating a new inverse so the first step would be submitting this invoice for approval only the only when the invoice is approved then you can push it to the IRP portal the similar case would be for the digital signature enabled organizations also so whenever a digital signature is enabled so you can digitally sign your invoices in Zoho book so whenever you're digitally signing it also first you need to digitally sign the invoices and then you can push it to the IRP portal now let's assume you have push the invoices successfully to the IRP portal and now you figure out that the tax percentage applied in this invoice is incorrect so how can you edit it so the invoices once it is being pushed successfully you will not be able to edit the information so what you'll have to do is you can cancel the invoice so there are two cases here so within 24 hours of generation you can cancel the invoice directly from Zoho box you are able to see uh See an option called cancel e in word near the copy irm so you can cancel the a inverse directly from Zoho book when you are going trying to cancel it only within 24 hours of generation so once you cancel it the irm will be removed from the IRP portal also suppose if you're trying to cancel the invoice is 24 hours after the generations what will happen is you will not be able to cancel it directly because these details will get pushed to the GST portal so what you'll have to do with instead of cancel a inverse you will find an option called Mark has cancer here so you will have to mark the invoices canceled in Zoho books and you will have to manually remove the irn in the GST portal also instead of pushing the invoices one by one you can also bulk push the invoices just check the check boxes click on the more drop down and then you can push it to IRP so you can bulk push 50 invoices at once to IRP and also we have various filters which can be used to view the pushed invoices to e invoicing so this will display the invoices which are successfully pushed and yet to be pushed are the invoices which are created but not yet pushed and failed would be so sometimes if you're facing any errors during the push those failed a invoicing transactions along with the reasons will be listed in this filter so now we just had a walkthrough of how to generate envoices directly from Zoho books so these are the statuses which I discussed earlier so yet to be pushed is the transactions are created which are not yet pushed to the IRP portal pushed transactions are the ones which are successfully pushed and the irn has generated push initiated will be the case wherein your bulk pushing the invoices to the IRP portal so when you're multiple selecting the invoices and pushing it to IRP the status would be push initiated and canceled it whenever you're canceling the e in words 24 hours within generation directly from Zoho box the status would be canceled Mark has canceled this So after 24 hours of generation of e and what if you're trying to cancel it it would be mass of cancer and you will have to log into the GST portal to manually remove the irn from the gft portal and failed it would be this it is not successfully pushed but it has failed due to some reasons and the reason will also be listed so now we had a walkthrough of what is reinvoicing how a invoicing was handled in Zoho books and how in e-invoices can be successfully generated in Zoho book now let's have a walkthrough of what are the common errors which you might face when you are trying to push the transactions to ird the first error is related to the phone zip code state name fields and address so as I already discussed all of your recipient and supplier information is going to be validated by the a invoicing portal so what happens here is all the Vital Information has to be updated in the address so let me tell you where to check this out so it could be either your address updated under settings and organization profile so just make sure you have updated your State address the state City the zip code and also the mobile number so one small check which we'll have to do here is make sure there are no tastes or any special characters which are included in the ZIP code or the phone number because usually we give a additional space or a special character whenever we are entering the mobile number or the ZIP code so this might cause an error so just make sure to enter just the mobile number without any country code similarly make sure to enter the ZIP code without any spaces even before or after and also make sure to update the seat address 1 and the City and when you're selecting the state also make sure you're selecting it from the drop down and ensure the state is matches with the GST in this is as far as your organization details are concerned if branches are enabled you will be able to locate these address Fields under settings and branches it will be available here and one other address which will have to check is the customer's address whatever we have updated so whenever we are creating a customer we will have an option of adding the address for the customer so just make sure you have updated all the details make sure you have chosen the country the state address 1 city state so here you can always choose the state from the drop down so that the error would be minimized and also make sure to enter the zip code and the phone number without any special characters or faces and just the number now the second one would be the shipping address error so shipping address error is basically like you have a billing address and shipping others when you're creating an invoice so if there there could be cases wherein your billing address and shipping address are two different addresses so here in this case just make sure to add the shipping address here with the required tax information let's assume your billing address is in Karnataka whereas your shipping address is in Telangana you might or might not have a GST number registered with the shipping address so if there is a GST number please go to the particular customer contact in the overview you will be able to find tax information so just add the tax information there at the GST number and the other details will be populated hit save once you have done this just come to additional add additional address field click on it and then add the additional address associating the required tax information if the shipping address do not have a gsti and you can just choose to leave this empty and add all the other details like see to address one city paid zip code and phone number once you have done this when you're creating an invoice once you select the customer just make sure to select your shipping address and the billing address correctly and next up we have the unit quantity code is not passed or the uqc error so this error is pertaining to the uqc in the items whatever we have associated so now whenever we are creating any items in Zoho books we have this option of associating units to the items so just when you're creating the item itself click on the unit drop down and click on configure units just make sure if this unique quantity code is updated for all of your units just check it out and click save and once you save this you will be able to rectify this particular error if you have already Associated the item in the invoice and then if you're facing the error just make sure to update the uqc in the item come back to the invoice edit it and just reselect the item again which will update the uqc so I'll just reselect the item again coqz will be updated in the invoice and then you can push it to the IRP portal next up we have a serial number tracking so we know there's a serial number tracking option which is available in Zoho inventory so when your books organization is integrated with Zoho inventory there will be a serial number which will be displayed in invoices so the maximum number the range would be 3 to 30 so if it is exceeding 30 renewable phrases serial number error similarly they would there is a project called error which happens in the invoice so what is this project code error is that whenever you're creating an invoice we have an option of associating projects to the particular invoice once you have created a project you will be able to view select project here just make sure the project character limit is up to 20 so the project name has to be within 20 characters and the next error would be sales order number error sales order number error happens whenever you are updating the sales order number and the order number field of the invoice so the maximum digit supported is 16. so if it is exceeding 16 digits what you can do is just remove the order number of it and push the invoice to IRP once it is successfully pushed then you can edit and add the order number of your sales order number here and save it again a negative adjustment value error so this so there is a restriction from the IRP portal that negative values will not be accepted so if you are going to update any negative value in the adjustment field or in the line item level then you will raise it raise this error make sure there are no negative values updated in the invoice so next up we have the field quantity error must match with the regular expression and the expression is given so what this error is pertaining to the decimal digits in the quantity so there should be a maximum of three digits entered in the quantity so you can just update it in the item preferences just go to settings preferences items so just make sure there's a decimal rate for your item quantity is always 3 or less than 3 so that this error can be avoided next up we have an error the field unit price must match the regular expression so this is pertaining to the decimal characters entered in the rate field whenever we are creating an inverse we will be entering the item rate so just make sure the item rate has a maximum of three decimal digits and not higher than three and next the final error would be the error when entering the IRP credentials in Zoho book so whenever you're pushing the invoice you might face this incorrect credential error so as they already discussed you should add the credentials which are used to add Zoho cooperation as your GST and not the login credentials of the IRP portal so just make sure to update your GST credentials and then try pushing it which will rectify the error now we had a walkthrough on what are the common errors which you might have faced while generating the invoice in Zoho books next we will discuss on some of the frequently asked questions generation so the first question is push option is not available so why is the push push-ups option not available so what might have happened is there are three cases here the first case is we already know e inverse can be generated only for B to b or overseas invoice so just check if the GST treatment of your customer is any other GST treatment other than these two in that case the push option will not be available the second case would be so we already discussed the user must have the required permission so just check if the user rule has has the push and cancel the permission to push the invoices to the IRP portal and the third scenario would be have discussed upon the invoice start date so whenever we had enabled a invoicing we can just see the a invoice start generation date here so if you are creating any invoice prior to this date in that case the push option will not be available because a invoice is mandated to you only after this e invoice generation start date the second question is the mark As cancel is not showing but only cancel button is available so as we discussed earlier for cancellation of e n y there are two cases so if your envoices generated and it has not yet crossed 24 hours cancel invoice option will be available so you can cancel the a invoice from here which will be canceled in the IRP portal as well and after 24 hours of generation only Mark as cancel icon will be available so if shipping address mandatory for creating envoices no shipping addresses not mandatory for creation of an e-invoice next up if any invoice is canceled directly in Portal will it be updated in Zoho books so if an e invoice is directly canceled in the portal which if you have canceled it within 24 hours then you will have to wait until 24 hours has elapsed and then you will have to mark it as canceled in Zoho book only then your invoice will be marked as void and can we undo Mark as cancel if you have marked the invoice as canceled by mistake we will not be able to undo the cancellation once the a invoice is canceled the irn becomes invalid you will have to generate another invoice with a different invoice number and then you will have to again push it to the IRP portal next Once a invoice is canceled for credit note invoice order but not can it be changed from void to open or draft so once the document has been canceled the irn generated for the document becomes invalid because irn is going to be based on your document number it is going to be an alphanumeric which will have a document number also there so once it is generated it becomes once it is generated again you will not be able to generate the irn for the same document number so just make sure to create another document and then push it to IRP so you have already pushed the invoice to your IRP portal but what happened is that when you try to take a printout of the a inverse your organization or the company name might not be correctly updated so what would be the case here is the business legal name might not be updated in your GST tax settings of Zoho I'll just show you how it is done so just go to settings access GST settings so here there is a business legal name which comes in the picture so just make sure your business legal name is updated correctly which will be displayed in your generated a invoice and now can we added the pushed invoice so we have an option to edit to enable the same so when you are when you are enabling the a invoice itself we have an option to enable the option to edit the fields so you can see here the order number due date and customer note and invoices in debit note and the reference number and customer nodes in credit notes can only be edited so if you choose to enable these selected Fields can be edited once the invoice is successfully generated so now we discussed in on how a invoicing is handled in Zoho book and what are the common errors and frequently asked questions so now if you have any further questions you can please feel free to ask us in the chat window so you can use chart window and then start asking your queries so as of now there is no restriction on how in how many days the invoice can be pushed but uh from first of May 2023 for businesses with an aggregate turnover of 100 crores or above the maximum time would be seven days from the invoice date so if you have created an invoice and first of April the maximum time frame for the invoice to be pushed toward this on still seventh after that you will not be able to push it to the IRP portal so we have a question from Anuradha raghavan so we have to download all the invoices from the a invoice portal and save them for our records as they are not available only for two days on the portal so your Envy will be available 24 hours only in the IRP portal after that they will be pushed to the GST portal it is not mandatory if needed you can uh copy the IRL download the invoice and add it as an attachment either ways your acknowledgment that is your QR code the irn acknowledgment number and acknowledgment date are going to be available in the photo section of your invoice PDF next up we have a question by payal Arora erosion dispatch address of invoice can also lead to a invoice push errors so your dispatch address error might occur when you are pushing both your e table and the invoice as far as envoice alone is concerned errors might be due to the billing address and shipping address only next up we have a question by Meenakshi sundaram Bella if the business turnover is less than 10 crore per annum but we have overseas invoice is it mandatory to make overseas invoice to reinvoicing so alien voicing will supply couple only if your business turnover has exceeded 10 crores and not below it so a union voices even for your overseas invoice next up we have a question by Shruti Kulkarni so in case of where turnover is exceeding 100 crores if seven days has exceeded and the invoice is not pushed to IRP do we need to issue a new invoice yes you will have to issue a new invoice we have a question from krishnavi the 30th of April 2023 can we push the inverse without any timeline yes as far as the latest announcement this is mandate which is the timeline restriction is mandated only from 5th of May 2023 for businesses with a turnover of 100 crores and above and uh we would also like to help you with your queries in case if you feel your queries need some more clarifications uh please drop your query to support.india zohobooks.com I repeat support.india zohobooks.com along with your contact details so our team will help you with your queries in detail uh thank you so much for being such a lovely audience and being so patient uh so hoping to meet you all in um another new session soon thank you beautiful