How to File GSTR-1 Using Offline Utility

Create and upload the Outward Supplies details in the GSTR 1 using the Returns Offline tool.

  1. Before using the GSTR1 excel tem­plate for fill­ing out­ward sup­ply details, delete all sam­ple data from all
  2. Before import­ing the excel file in the offline tool for a par­tic­u­lar tax peri­od, it is advis­able that the user should delete any exist­ing data of that tax peri­od by click­ing “Delete All Data” tab in the Offline
  3. If the user imports again the pre­vi­ous­ly import­ed data in tool, the tool will give the warn­ing and there after pre­vi­ous data are replaced if the invoice num­ber is same in lat­est import­ed
  4. For mul­ti­ple line items of dif­fer­ent rate in sin­gle invoice, it is advis­able to enter the invoice detail with mul­ti rate in con­sec­u­tive row in
  5. To facil­i­tate the dec­la­ra­tion of date in the spec­i­fied for­mat “dd-mmm-yyyy”, ensure the sys­tem date for­mat of your com­put­er is “dd/mm/yyyy. If the for­mat is dif­fer­ent the offline tool will reject the
  6. Avoid upload­ing dupli­cate invoice num­ber of the same finan­cial year already uploaded in an ear­li­er filed return in a dif­fer­ent sec­tions, oth­er­wise the GST por­tal will throw a dupli­cate error when the data is uploaded to the por­tal
  7. Avoid enter­ing wrong/ unreg­is­tered GSTIN else the GST por­tal will throw error “The GSTIN is Please enter a valid GSTIN” while upload­ing the json to the GST por­tal.
  8. In case of credit/debit/refund vouch­er, orig­i­nal invoice num­ber and date should be cor­rect and declared in the same return or an ear­li­er return, else the GST por­tal will throw error “Invalid Orig­i­nal Invoice Orig­i­nal invoice can­not be tracked. Please enter cor­rect invoice num­ber and date”
  9. Avoid enter­ing dupli­cate HSN-UQC in the HSN Sum­ma­ry table
  10. Please do not enter exempt sup­plies details and issued doc­u­ments details in the excel work­book These details have to be entered direct­ly on GST por­tal.
  11. Do not change excel/csv head­ers and excel work­sheet name or the csv file name packed with zip
  12. Review the sum­ma­ry as well as he details filled in offline tool to ensure their cor­rect­ness before Gen­er­at­ing Json and upload­ing to GST
  13. To Gen­er­ate json file, click VIEW SUMMARY->GENERATE FILE->Save
  14. To Upload Json, login to gst.gov.in. IN GSTR1 Tile, Click PREPARE OFFLINE -> Upload-> Choose File, Select the Json pay­load gen­er­at­ed using offline tool to pre­pare GSTR1 in one go.
  15. If one uploads the JSON file for a tax peri­od with the same invoice num­ber but dif­fer­ing details again, the lat­er invoice details will over­write the ear­li­er details on

 

 

Downloading Return file from GST Portal and Modifying/ deleting earlier uploaded details

The GSTR-1 return file can be down­loaded from GST por­tal and viewed in the Offline tool to mod­i­fy, add or delete invoice details uploaded ear­li­er by you on GST Por­tal

  1. User can down­load the saved invoices/details from online por­tal
  2. To gen­er­ate file for down­load GSTR1 click PREPARE OFFLINE -> Download->GENERATE FILE, If any pre­vi­ous­ly down­loaded request done it will show the down­load link to down­load file.
  3. To gen­er­ate lat­est GSTR1 file click again on GENERATE FILE but­ton and it will take 20–30 min­utes to gen­er­ate
  4. To Down­load gen­er­ate file, click on Click here to down­load Return file is down­loaded in the zip for­mat.
  5. In offline tool, OPEN but­ton is for view/modify/delete/add invoices/details in Down­loaded GSTR1 file
  6. After open­ing the down­loaded file in offline tool, user can mod­i­fy the invoices/details in any
  7. To mod­i­fy Click the EDIT ( Pen­cil Icon) but­ton under Action col­umn to edit the invoic­es and make the required cor­rec­tions in the invoices/details uploaded/added ear­li­er by you in GST Por­tal
  8. To mod­i­fy the details or records at rate lev­el, click on the’ +’ but­ton and nav­i­gate to the rate lev­el records. Do the nec­es­sary cor­rec­tions and click the UPDATE but­ton.
  1. A suc­cess mes­sage is The sta­tus is changed to Mod­i­fied (M). Sim­i­lar­ly, user can mod­i­fy the oth­er invoice and oth­er returns data from oth­er sec­tions.
  2. To delete invoic­es, select the check­box at left side for the invoice to be Click the DELETE but­ton.
  1. To delete all invoic­es in one go, select the top left check­box for all invoice to be delet­ed in the par­tic­u­lar sec­tion. Click the DELETE
  2. After click­ing DELETE but­ton, a suc­cess mes­sage is The sta­tus is changed to Delet­ed (D). Sim­i­lar­ly, user can delete the oth­er invoice and oth­er returns data from oth­er sec­tions.
  3. Note: DELETE func­tion­al­i­ty does not delete the invoices/details from It changes the sta­tus flag to “D”. Invoic­es get delet­ed online after upload­ing the json.
  1. Once all the cor­rec­tions are done gen­er­ate json to upload on por­tal, click the VIEW SUMMARY -> GENERATE FILE->save but­ton.
  1. To Upload Json, login to gst.gov.in. IN GSTR1 Tile, Click PREPARE OFFLINE -> Upload-> Choose File, Select the Json pay­load gen­er­at­ed using offline tool to pre­pare GSTR1 in one go.
  2. To Ver­i­fy the addition/deletion/modification done on por­tal, re gen­er­ate and down­load the GSTR1 ( Step 2 to 5 )

 

Impor­tant Note: If user encoun­tered with slow­ness in offline tool or with script error ( see fig­ure

  • while open­ing GSTR, open the offline tool in Fire­fox or Google Chrome brows­er by typ­ing localhost:3010 into browser’s address bar and press enter.

 

Tips for Downloading Error file from GST Portal and making Corrections

In case data uploaded through JSON on the por­tal (invoice data or oth­er record) fails val­i­da­tion as defined in the por­tal, an Error File will be cre­at­ed on the online por­tal for only those records which failed.

  1. If any json upload shows sta­tus “Processed with Error” it gen­er­ate a link Gen­er­ate error
  2. To gen­er­ate error report click on Gen­er­ate error report link which will usu­al­ly take 20–30 min­utes to gen­er­ate error file and cre­ate a Down­load error report Dur­ing this peri­od the mes­sage dis­played will be “Error report gen­er­a­tion request­ed”.
  3. To down­load the error report, click on Down­load error report link and save the Error file is down­loaded in the zip for­mat.
  4. To open and cor­rect the error file in offline tool, Click OPEN but­ton in Open Down­loaded Error file from GST por­tal tab
  5. The error mes­sage is dis­played against each Invoice Read each error mes­sage care­ful­ly and then click the EDIT (Pen­cil icon) but­ton under Action col­umn to edit the invoic­es and make the required cor­rec­tions in the invoices/details.
  6. After you have mod­i­fied the invoic­es, click the SAVE
  7. Note: User can click the Delete but­ton to delete the invoice.
  8. To mod­i­fy the details or records at rate lev­el, click on the’ +’ but­ton and nav­i­gate to the rate lev­el Do the nec­es­sary cor­rec­tions and click the UPDATE but­ton.
  9. A suc­cess mes­sage is The sta­tus of the error mes­sage is changed to Mod­i­fied (M).
  10. Sim­i­lar­ly, user can mod­i­fy the oth­er invoice data from oth­er
  11. Once all the cor­rec­tions are done gen­er­ate Json to upload on por­tal, click the VIEW SUMMARY -> GENERATE FILE->save but­ton.
  1. To Upload Json, login to gst.gov.in. IN GSTR1 Tile, Click PREPARE OFFLINE -> Upload-> Choose File, Select the Json pay­load gen­er­at­ed using offline tool to pre­pare GSTR1 in one go.
  1. To ver­i­fy the changes done cor­rect­ly, Click PREPARE ONLINE in GSTR1 tab and click on par­tic­u­lar sec­tion to see the
  2. If the par­tic­u­lar has more than 500 invoic­es, User can ver­i­fy from the sum­maries dis­played in the dif­fer­ent sec­tion To view the details he/she has to down­load GSTR1 and view in offline tool.
  3. Note: Fol­low­ing field in var­i­ous sec­tion can­not be modified/corrected. User has to delete and cre­ate new entry for the
    • B2B, CDNR –     Receiv­er GSTIN/UIN
    • B2CL —  Invoice
    • EXP —  Export Type and Invoice
    • AT, ATADJPOS

Checklist to avoid json error (for figure 2,3 ) especially point 4 & 8:

  1. GSTIN should be valid and 15 alphanu­mer­ic char­ac­ters,
  2. Invoice length should not be more than 16 char­ac­ters and only char­ac­ters allowed are numer­ic, alpha­bets , / and -
  3. In b2cl, invoice val­ue should be more than 250000,

4.   Invoice Date, Note date, and ship­ping bill Date for­mat should be dd-mmm-yyyy in excel/csv ( For eg: 04-Jul-2017)

  1. In case of CDNR (Credit/Debit Note Registered)/CDNUR (Credit/Debit Note unreg­is­tered), Invoic­es and Note num­ber are only allowed with the numer­ic, alpha­bets, / and — No oth­er char­ac­ter is
  2. In case of export, if ship­ping bill is men­tioned then ship­ping date is
  3. Ship­ping bill date should be on or after the invoice

8.   Only 2 dec­i­mal dig­it (eg: 1234.89) is allowed in val­ues entered in excel/csv.

 

 

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