How to Download e-invoice from GST portal?

How to Download e-invoice from GST portal?

The Goods and Services Tax Network (GSTN) made the provision that taxpayers can download e-invoices directly from the GST Portal. These e-invoices can be accessed and downloaded by the registered taxpayers, both suppliers and recipients, with active GSTIN and valid login credentials. GST e-Invoices can be downloaded by logging in to the e-Invoice portal with your GST portal credentials and clicking the e-Invoice JSON download icon. This e-invoice JSON is available for taxpayers to download for six months from the date of IRN generation. This article explains the GST e-invoices, their importance, ways and how to download the e-invoices from the GST Portal.

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What is the GST e-invoice System?

The GST e-invoice System allowed GST-registered persons to upload all their B2B invoices to the Invoice Registration Portal (IRP). The IRP generates and provides the user a unique IRN (Invoice Reference Number), digitally signed e-invoice and QR code. The system aims to reduce tax evasion, improve compliance, and facilitate seamless data integration between suppliers, buyers, and the GST system. E-invoicing is mandatory for registered businesses with an exceeding turnover threshold of 5 Crores. It helps auto-populate key details in GST returns and e-way bills, thus simplifying the overall tax filing process.

Importance of GST e-Invoice for Businesses

GST e-invoices offer several important benefits for businesses:

• Accuracy and Efficiency: E-invoicing eliminates manual data entry, reducing errors and saving time. It also ensures data consistency across platforms since invoices are created in a standard format.
• Simplified Tax Filing: E-invoices automatically populate GST return forms (especially Part-A of e-way bills) with accurate data, streamlining the filing process and reducing the risk of mistakes.
• Faster Input Tax Credit: Businesses can claim input tax credit (ITC) quicker since e-invoices are validated in real-time, allowing more rapid processing of ITC claims.
• Reduced Fraud: E-invoicing makes it harder to create fake invoices for tax evasion. The system verifies invoices and provides a clear audit trail, deterring fraudulent activities.
• Improved Cash Flow: Faster ITC claim processing can improve a business’s cash flow by reducing the time it takes to receive tax credits.
• Real-time Tracking: Businesses can track the status of their e-invoices in real time, improving transparency and communication with buyers.

What are the Different Ways to Download GST e-invoices?

The GST e-invoice portal offers three ways to download your E-invoice JSON and a list of IRNs, depending on your needs. Here are the available options:

1. By IRN (Invoice Reference Number)

This method allows the supplier or recipient to view active and cancelled Invoice Reference Numbers (IRNs) for a single IRN. However, the e-Invoice JSON in PDF format can only be downloaded for active IRNs. This is useful for those who need detailed information or documentation for individual transactions.

2. For Period

This option lets the supplier or recipient view active and cancelled IRNs for a selected period, typically a month. It allows for the bulk download of signed e-invoice JSONs for the specified month, making it convenient to process multiple invoices simultaneously. This option is available for 6 months from the IRN date.

3. List of IRNs

This method permits the supplier or recipient to fetch the details of all IRNs of e-Invoices, whether active or cancelled, received or generated during the month. The information can be downloaded in Excel format, which is useful for data analysis, record-keeping, or further processing in bulk.

Step by Step Instructions to Download GST e-Invoices

Here are the step-by-step instructions to download e-invoices using GST e-invoices functionality:

1. Accessing the Download Portal

• Login to your GST portal account using your valid credentials.
• Navigate to Services > E-Invoice > Download E-Invoice.

2. Selecting Invoice Category

• Upon reaching the “Download e-Invoice” page, you’ll see two tabs: “Generated” and “Received.”
  • “Generated” – This tab is for IRNs generated by suppliers.
  • “Received” – This tab is for IRNs received by the recipient.

3. Downloading by IRN

• If you’re searching for a specific e-invoice, use the “IRN” tab. Here, you have two search options:
  • Enter the IRN directly.
  • Select the Financial Year, Document Type, and enter the Document Number.
• Click the “Search” button after entering the required details. This will display the e-invoice details.
• Downloading as PDF: This option is only available for a single active IRN. Click the “Download PDF” link to get the e-invoice in a user-friendly format.
• Downloading as JSON: Click “DOWNLOAD E-INVOICE (JSON)” to download the e-invoice in its original JSON format.

4. Downloading for a Period

• In the “For Period” tab, you can download bulk e-invoices for a specific month.
• Select the desired Financial Year and Month.
• Click the “DOWNLOAD E-INVOICE (JSON)” button. This will initiate a bulk download of all e-invoices (JSON format) for the chosen month.

5. Additional Downloading Options

The portal provides further filtering options within the “For Period” tab:

• Recipient GSTIN: Download IRNs associated with a particular GSTIN for the chosen period.
• Supply Type: Download IRNs related to a specific supply type for the chosen period.

6. Downloading History

• Regardless of the download method used, a message will be displayed upon initiating the download.
• Click the “Download History” button to access the downloaded files.
• Here, you’ll see a list of downloaded e-invoices. Simply click the link in the “Download File” column to view or download the specific e-invoice.

7. Downloading List of IRNs (Excel)

• To download a list of IRNs in Excel format for a particular period, use the “List of IRNs” tab.
• Select the desired Financial Year and Month.
• Click the “DOWNLOAD E-INVOICE (Excel)” button. This will download an Excel sheet containing all IRNs (active and cancelled) for the chosen period.
• You can also download a list of IRNs generated for a specific GSTIN or related to a specific supply type using the respective options within this tab.

8. Download History (List of IRNs)

• Similar to downloading e-invoices, a message will be displayed after initiating the download of an IRN list.
• Click the “Download History” button to access the downloaded Excel file containing the list of IRNs.

Duration of File Availability after e-Invoice Download

The downloaded e-invoices (both JSON and Excel formats) are stored in the download history for a convenient two days from the date of file generation. However, this applies only to files downloaded using the “For Period” and “List of IRNs” tabs. If you need access to these files after two days, you must regenerate the file for download.

Conclusion

In conclusion, downloading e-invoices from the GST portal is a straightforward process, offering multiple methods to suit different needs. Whether you require specific e-invoice details by IRN, bulk downloads for a particular period, or a comprehensive list of IRNs in Excel format, the GST portal provides convenient options to ensure you can access and manage your GST e-invoices efficiently. By following the step-by-step instructions and utilizing the various downloading features, taxpayers can streamline their record-keeping and compliance with ease.

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