E-Invoice -Free tools for E-invoice generation for small taxpayer

E-Invoice -Free tools for E-invoice generation for small taxpayer – Online and Offline – GSP or ERP software not necessary.

Online web based GePP-On tool and offline MS Excel based Gepp tool are simple to use and user friendly tools available absolutely free.

Costly GSP or ERP softwares not necessary for the generation of IRN, ACK No. and QR code for small taxpayers.

strong>GST e_invoice portal – Online e-Invoice generation – Link for GePP-On (GePP Online Application)

E-invoice has been enabled for taxpayers with an annual TO of 10 Crore rupees wef 01-10-2022. It is expected that the system will be enabled for remaining taxpayers in a phased manner. From January 2023, the expected turnover limit is 5 Cr per annum. Therefore it is essential to use free offline and online tools for generating e-Invoice ie Invoice Reference Number (IRN) – a 64 character long key. Along with an IRN, an ‘acknowledgement’ number (ACK) with 16 digits and date of generation of IRN will be included in the QR code generated. The taxpayer has to either take printout of the e-Invoice or include the details of QR code, ACK number in their supply invoice, debit note or credit note.

Common methods to generate e-Invoice i.e. IRN

Following are the common methods to generate e-Invoice i.e. IRN for the supplies made by the taxpayer.

1. Direct API integration with taxpayers software

Direct integration is the easiest method for generating e-Invoice. By this process the taxpayer’s own accounting / inventory software directly interacts with the IRN portal through the API provided by National Informatic Centre (NIC) Bengaluru and instantly generates e-Invoice at the time of generating supply invoice, credit/debit notes. But this facility is limited to taxpayers with a turnover of 100 crores due to server restrictions.

2. GSP and ERP softwares

One of the important methods to generate e-invoice is the GSTP (GST Suvidha Provider) or ERP based software. Such software has inbuilt API integration with e-Invoice portal. The user can generate supply invoices through this softwares and the IRN will be generated automatically. The same can be embossed in the invoice without any hassle.

However most of the small taxpayers can’t afford the cost of ERP/GSP software. For such taxpayers, there are other ways to generate softwares or tools as detailed below.

3. GePP Tools and Bulk IRN generation tools

These tools are developed by NIC Bengaluru itself, who are the creators of e-Invoice portal. These tools are intended to be used by the small taxpayers, who have no bulk number of invoices to generate IRN. The greatest advantage of these tools is , it is free to use. No cost for generation of IRN. Some of the GSP or ERP providers charge a certain amount from the taxpayer for using their API facility for generation of IRN through their software. But these tools are absolutely free and easy to use.

These tools can be accessed by going to the e-Invoice portal , then clicking the menu “Help “ > “Tools” > “BulkGenerationTools”

Link for tools

https://einvoice1.gst.gov.in/Others/BulkGenerationTools

Let us look at these tools.

3.1 GePP-On – Online web based e-Invoice generating software

This is just like e-waybill online software. Taxpayer logins to the web based GePP Online tool using the credentials of e-Invoice portal. The link for Gepp-On online web tool is given below. An OTP verification required for login. After login to the tool the user can enter data related to their supply invoice. Then download the e-Invoice- The user can also take printout of e-Invoice with IRN , IRN embedded QR code, ACK No and date of submission.

The major advantage of the GePP-On , online web based e-Invoice tool is that it can be used both in PC / laptop as well as mobile. The tool can be easily accessed through internet browsers like Mozilla Firefox, Google Chrome etc. with their latest updated version. The same way, it can also be worked in mobile versions of those browsers without any hassle. Therefore the taxpayer or the concerned staff can access the tool any time, outside of his/her office or during the traveling also, if required.

Click below link for GePP-On online e-Invoice webportal .

https://gepp.einvoice1.gst.gov.in/#/

3.2 GePP Offline – Microsoft Excel based e-Invoice generating software

This is just like any offline tool for GSTN portal or e-way bill portal. The MS Excel based tool can be downloaded from the portal to a PC or laptop with the latest MS Office version installed. MS Office 10 or more required for running the tool smoothly. The tool first runs only by enabling ‘Macros‘ in MS Excel. After that data from a supply invoice has to be entered into the tool. Then “validate” the data and generate the JSON file. A JSON file is nothing but a text file based on Java.

This JSON file shall be uploaded to the E-invoice portal by login to the portal and selecting the menu ‘E-Invoice’ > ‘Bulk Upload’. The system will generate IRN, ACK No., and QR Code. The portal generates a “Signed JSON” to download. The same can be downloaded as a “ZIP” folder named “archive.zip” to the system in which Gepp Offline tool installed. Then open the downloaded zip folder without extracting the “Signed JSON” file.

Take printout of the e-Invoice containing the IRN and ACK No. with QR Code. This printout can be issued along with the usual supply invoice.. There will be another menu adjacent to that “Download Excel” . The user can export the e-invoices in the excel file by clicking on ‘Download Excel” menu if required.

Prerequisites for working with GePP-On or Gepp Offline tool.

First register a technical person of your firm with the details like Name, Mobile and Email

a. Complete the basic data of your company in the tool with Name , GSTIN , address with pincode. Also upload a logo of your company (if you have one) when prompted. This is a one time process.

b. Enter “Master Data” for frequently supplying recipients, commodities etc, so that data entry will be very easy while entering the supply invoice data into the tool. The menu will be available on the left pane of the tool.

c. Update latest data – latest business address , contact details etc- from the common portal by clicking “Update’ menu on the left side

d. Create “ Sub- Users’ ie your staff for each branch. Maximum 10 sub users can be created. The details of sub-users have to be entered to the tool – his/her Name , mobile , email etc. The advantage of the sub-user creation is that the OTP will be sent to their contact details while login to the portal for generating e-Invoice. This is very useful, if the business has additional place of business or branches in different locations.

3.3 – MS Excel Based Bulk Generation tools

These tools are simple MS Excel based tools. Unlike the GePP Offline tool, it is a long excel sheet for data entry. The data shall be entered in each sheet and validate the data using the” validate” button. Then generate the JSON file. Upload the data to the portal by login to the portal and selecting the menu ‘E-Invoice’ > ‘Bulk Upload’ .

Separate Excel based tools for Bulk e-invoice generation available according to your business request. Please refer tools page in e-invoice portal.

Author: Shijoy James, State Tax Officer, SGST, Kozhikode, Kerala