Professional Documents
Culture Documents
APRIL
2014
Contents
1 Introduction to User Manual................................................................................ 1
List of Abbreviations ................................................................................................ 2
2 Local Purchase Statement .................................................................................... 3
2.1
2.1.1
2.1.2
2.2
2.3
2.3.1
2.3.2
2.4
Modify ............................................................................................................................................... 13
2.4.1
2.4.2
2.4.3
2.5
Approve ............................................................................................................................................. 14
2.6
2.7
Download: ......................................................................................................................................... 17
3.1.1
3.1.2
3.2
3.2.1
3.2.2
3.3
Modify ............................................................................................................................................... 28
3.3.1
3.3.2
3.4
Approve ............................................................................................................................................. 29
3.5
3.6
Download: ......................................................................................................................................... 32
4.1.1
4.1.2
4.2
4.3
4.3.1
4.3.2
4.4
Modify ............................................................................................................................................... 43
4.4.1
4.4.2
4.4.3
4.5
Approve ............................................................................................................................................. 45
4.6
4.7
Download: ......................................................................................................................................... 48
5.1.1
5.1.2
5.2
5.2.1
5.2.2
5.3
Modify ............................................................................................................................................... 59
5.3.1
5.3.2
5.4
Approve ............................................................................................................................................. 61
5.5
5.6
Download: ......................................................................................................................................... 64
6.1.1
6.1.2
6.2
6.2.1
6.2.2
6.3
Modify ............................................................................................................................................... 75
6.3.1
6.3.2
6.4
Approve ............................................................................................................................................. 76
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/
Important Notes
1. When you enter the contact information, the contact persons 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.
List of Abbreviations
Abbreviation
Expanded Form
CST
CTD
CTO
DVO
INV
Invoice
KGSC
LVO
NIC
SPB
Self-Purchase Bill
TIN
URD
Unregistered Dealer
VAT
VSO
XML
XSD
URL
Modify, if Required
Approve
Approve
Approve
Download Reports
Fig 2.1: Process Flow for Local Purchase Statement
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
Download
Place the pointer on Purchase Statement-Local, the options Upload XML file and Direct Entry
are displayed.
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
All the entries in the XML file are validated against the conditions as described in the following
note:
Note:
1) The sellers TIN number should be an 11 digit number starting from 29
2) Sellers TIN can be VAT / COT registered
3) Sellers TIN should be 29000000000 , if URD
5
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
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
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
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 sellers TIN number should be an 11 digit number starting from 29
2) Sellers TIN can be VAT / COT registered
3) Sellers 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.
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.
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.
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.
6.) Invoice date can be for the previous 6 months from the Tax period.
7).If the Sellers 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.
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
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
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.
12
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
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.
13
2.4.2
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.
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
15
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.
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 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 dealers status under electronic filing System of the CTD and also the
uploading process will be quicker.
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
18
Upload of details of
invoices using XML File
or Direct Entry
Modify, if Required
Approve
Download Reports
19
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
Download
Place the pointer on Interstate, the options Upload XML file and Direct Entry are displayed.
commodity and sub commodity codes, Purpose type code and Transaction type codes,
are
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.
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.
22
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
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
on Upload Next File. The system prompts to browse and select the file. On selecting the Debit
Note XML file, click on Upload.
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
Fig: 3.7: Debit notes (Interstate Purchase Invoices) XML File uploaded form with Error
details.
The other options available on the screen IS Purchase.
through direct entry mode. This option is advisable if the number of invoices to be entered is
less.
3.2.1
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 Sellers TIN and the Trade name is
automatically displayed for TIN with 29 only [for E1 and E2 purchases in Karnataka]. If the
Sellers 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
26
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
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.
The sellers TIN number should be an 11 digit Respective TIN of the State or starting from 29
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
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.
28
3.3.2
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.
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:
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).
30
31
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.
33
Modify, if Required
Approve
Download Reports
34
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
Approval
Download
Place the pointer on Sales Statement, then to Local, the options Upload XML file and Direct
Entry are displayed.
35
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
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
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
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
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.
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
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.
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 Buyers 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
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
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
4.4 Modify
Invoices entered can be modified using this option before Approval. The invoices can be
searched on any one parameter like Buyers 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
4.4.1
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.
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.
4.4.3
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.
45
46
47
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.
48
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:
49
Modify, if Required
Approve
Download Reports
Fig 5.1: Process Flow for Interstate Sales Statement
50
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
Download
Place the pointer on Interstate, the options Upload XML file and Direct Entry are displayed.
Select the Upload XML files.
5.1
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
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 Purchasers 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
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)
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
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
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
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 Purchasers TIN number should be an 11 digit number starting from 29 or Respective TIN
number of the State.
2)
Purchasers 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
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.
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 Buyers 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
57
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
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.
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 Buyers 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
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
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.
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.
61
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.
62
63
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.
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:
65
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
Export
Modify
Approval
Download
Place the pointer on Sales Statement-Export, the options Upload XML file and Direct Entry are
displayed. Select the Upload XML files.
67
6.1.1
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.
68
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
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
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
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
Fig 6.7: Export Credit Notes-XML File Upload form-with Error Report
The other options available on the screen Export XML Upload.
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
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
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
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.
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
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
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.
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
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.
77
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).
78
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