User Management on IRP for GST e-Invoicing and How to create or manage Users

The e-invoice generation is mandatory for all taxpayers with a turnover exceeding Rs.5 crore. Some of these taxpayers have multiple places of business, or have branches and HO at different locations, or work remotely from the principal place of business. In such cases, the generation of IRN for multiple locations from a single place would be difficult and time-consuming.

To overcome this, the e-invoice system has come up with user-friendly services like user management under which a taxpayer can create multiple sub-users under his account and assign them different roles.

There are four options on the e-invoice portal that are available under the user management section, listed below. You can enable more specific user access controls on Clear IRP, GOI’s officially approved IRP or the e-invoice portal as it serves you with easy-to-use and intuitive features.

1. Create sub-user
2. Freeze sub-user
3. Update sub-user
4. Change Password

Latest Update
10th May 2023
CBIC notified the 6th phase of e-invoicing. Hence, taxpayers with ₹5 Cr+ turnover in any financial year from 2017-18 shall issue e-invoices w.e.f 1st August 2023.

06th May 2023
The GST department has deferred the time limit of 7 days to report the old e-invoices on the IRP portals by three months. Further, the department is yet to announce the new implementation date.

13th April 2023
As per the GST Network's advisories dated 12th April 2023 and 13th April 2023, taxpayers with annual turnover equal to or more than Rs.100 crore must report tax invoices and credit-debit notes to IRP within 7 days of invoice date from 1st May 2023.

11th October 2022
The GST Council may implement the next phase of e-invoicing for businesses with an annual turnover of more than Rs.5 crore from 1st January 2023. The system may get extended to businesses with a turnover of over Rs.1 crore by the end of the next fiscal year.

1st August 2022 
The e-Invoicing system for B2B transactions has now been extended to those with an annual aggregate turnover of more than Rs.10 crore up to Rs.20 crore starting from 1st October 2022, vide notification no. 17/2022. 

Actions available for sub-users on the IRP

On the NIC’s e-invoice portal, a sub-user can perform the actions mentioned below-

1. Generate IRN
2. Cancel IRN
3. Report generation of IRN

Need for having sub-users in e-invoicing

Many times the authorised person does not generate IRN on his own due to time constraints. He is dependent on his staff or operators to do the same. Further, from 1st May 2023*, certain taxpayers with turnover INR 100 crore or more must report to IRP within 7 days of invoice/credit-debit note date.

*However, the department has deferred the time limit of 7 days to report the old e-invoices on the IRP portals by three months. Further, the department is yet to announce the new implementation date.

In such cases, he can create sub-users and assign them a particular task and not share his entire login rights. Even in cases of multiple places of business, the creation of sub-users is of great help. A single authorised person can create sub-users for different locations and assign them their roles. He just needs to monitor the work done by sub-users. For each place of business, a user can create 10 sub-users.

Steps to create sub-users

Follow the steps below to create sub-users on the NIC’s IRP or e-invoice portal-

1. Click on the ‘Create sub-user’ tab under user management.

1. An OTP will be sent on the registered mobile number. Enter the OTP and click ‘Validate’.
2. Enter the details on the user creation screen.

1. Suffix User ID: A user can create a sub-user by entering a suffix user ID. For example, if the user’s ID is ‘1234’ he can add the suffix ‘abc’, then the sub-user ID will be ‘1234_abc’.
2. Enter the basic details such as name, destination, mobile number and email ID of the sub-user.
3. Choose the place of business for which one wants to create a sub-user.
4. Select the tasks he wants to activate for that sub-user and click ‘submit’.
5. On successful validation of the sub-user ID, an SMS will be sent to the sub-user along with the password.

Steps to freeze sub-users

A user has an option to freeze the sub-user so that he cannot log in to the e-invoice system. Below are the steps to freeze sub-users: 1. Selects the ‘Freeze sub-user option’ under user management, on the e-invoice system to see the below screen: 2. Select the sub-user you want to freeze and click on the ‘Freeze’ button. 3. The selected sub-user will be frozen.

Update Sub User:

A user can update sub-users by clicking on “Update Sub-user” under user management. A user can update a sub-user after the successful validation of the OTP.