Discover the Best E Invoice Format in Excel for Operations

E invoice format in excel for Operations

hello everybody welcome to GST Zen in this video I'll show you a live demo of GST cents e-invoicing application we'll take look at the Excel integration GST Zen provides a variety of ways you can generate a invoices you can directly punch invoices in our building application or you can import invoices from Excel if you have a custom ERP or database in your organisation GST SN will fetch in Oasis from the database we also support popular ERPs such as tally is a B Microsoft and Oracle now let's get started with the demo of the excel connector before doing so please go to the website e inv - API sandbox rata ni c dot in this is a website run by ni c in this website you should register your GST number and obtain a username password and other credentials we will use these credentials for the demo now let's get started with the demo itself this is the home page in GST sent let's first add the GST number once you enter the DSD numbers my name will show up automatically and we add the GST number this is the home page of a GST number in GST sent we have a lot of features let's now go directly to the e-invoicing feature in e noising right now we are making live the excellent Ali integrations let's click on in Excel integration which we use for this demo the first step is to log in to the government's invoicing portal as we just seen there is a different website and you should get those credentials from that website I will use those credentials here first you have to enter the portal username into e invoice Porter and then enter the password then there is a separate client ID let me enter the client ID finally there is a client secret which is a 15 character client secret let me enter these credentials we will be able to login to the invoicing website run by the government and you will see a message saying successfully logged in once you're successful logged in we can go to the rest of the demo where we prepare the invoice data and generate invoices the first step is to download GST since Excel template let me download this template so this is a macro enabled file and this file does a lot of validation to make sure that your data is correct and so that you have a smooth experience while creating e invoices there is an abode sheet listing all the fields that we required in the e invoices some of these fields are mandatory some of these fields are optional further these fields are categorized based on the sections such as supplier details recipient details the invoice level details and so on oh let's take a look at this Excel and let's fill in the details the first thing that we'll need to fill this is the taxpayer CST number there is a separate master sheet here where the lot of data that we use for validation and one of those values in the master sheet is the tax payers GST member so let me copy that DHD number and place it over here in case you are a tax payer with multiple GST numbers in the same pan you will see all those EC numbers in the in the sheet and you can prepare invoices for multiple GST ins within the same path let me enter the customers DST number let me enter the invoice number let me just give it as inv zero zero one let me enter the invoice date February 2nd 2020 the day but a far ride itself doesn't matter it should just be an excel date right so let me give HSN code and give me enter some description s compute software license and we can give a taxable value of Slits a thousand rupees and then giving a GST rate of 18 percent Duke you see some mandatory fields so we'll enter numbers their quantity itself is not mandatory if you leave it blank to the software we'll take it as one unit so there are other fields on the right there are about 160 fields of which about 20 fields are mandatory in fact the amount fields are not mandatory because if you provide the taxable amount and the DST tax rate these TSN will automatically calculate the amounts for you so I will leave these fields blank and there are fields or place of supply if you want to / if you want to change them you can provide otherwise the software will take default values in this case it will be the state of the customer this is the minimal amount of details that is required and let's now go click on there is a GST Xin so there is a GST send button in the menu bar and let's click upload invoices if you click upload invoices GST SM will validate the data and then ask for a authorization code let's see where to get the authorization code let's go back to the browser then let's review what we did as a first step we download to the GST s in excel template the next step we filled in the invoice details and the third step we are going to upload the invoices to GST Z so here is the authorization code and I'm going to copy this authorization code I am going to paste it in here and I am going to click ok once you do that the data will get uploaded to GST same you can review this data here in step 4 it will take about a second let's the page now displays the uploaded invoices summary if there are any errors we will see that here and we can also see the listing of invoices here in this page we have uploaded only one invoice let's go ahead and upload a couple more ok I am copying the data and pasting it back here we simply change the invoice numbers so I am giving the invoice number as proof now you can see that we have one invoice with one line item and we can we have another invoice to line item let's change this instead of computer software license let's change to something like keyboard and mouse so that we'll be able to see this in the invoice let me also change the amounts so that we have a we will be able to distinguish them after filling in the data we upload invoices to tasties then again we see that the validation is successful let's go back to GST send copy the authorization code finished it clear and upload we go back to GST sent and we will see that firstly in the summary we see two invoices and we will see that the two invoices show up here now these invoices are present in GST same creating the invoices in the government portal it's a very simple process simply click upload invoices say yes and GST SN will upload all this data to the government Porter generate invoices and have the confirmation and here you go you see the green tick here indicated indicating that the invoice has been created we can now view the PDF of the invoice that contains the QR code contains the invoice reference number that the government Porter has assigned and the other details of the invoice also these invoices will be saved these invoices will be saved in the sales register in GST SN and you can refer to them and review them later it will also contain the acknowledgement number and a Kardashian date if you read it this data will directly flow into the GST returns when you want to file them and you can also use it for future reference when you want to compare your books versus GST returns in the future in also live demo of GST since Excel connected get in touch with us through our website or email us or contact us over phone thank you for using these TZ