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How to use GEPP facility for e-Invoicing?

Updated on:  

08 min read

GST e-invoice preparing and printing (GePP) tool is an excel-based tool to help taxpayers who do not have ERP in e-invoicing process. It is a user-friendly tool to enable users to enter invoices one by one and generate a signed Invoice Reference Number (IRN) from the Invoice Registration Portal (IRP). It is available on the e-invoice portal.

Latest Update

30th June 2021
The CBIC has issued a notification seeking to waive the penalty imposed on non-compliance of dynamic QR code provisions for B2C invoices between 1st December 2020 and 30th September 2021.

1st June 2021
CBIC has notified vide Central Tax Notification no.23 dated 1st June 2021 that the e-invoicing system shall not apply to a government department and local authority.

30th March 2021

The CBIC has issued a notification seeking to waive the penalty imposed on non-compliance of dynamic QR code provisions for B2C invoices between 1st December 2020 and 30th June 2021, provided the said person complies with the provisions of the said notification from 1st July 2021.

8th March 2021
The CBIC has notified that e-Invoicing will be applicable from 1st April 2021 for businesses with an aggregate turnover of more than Rs.50 crores (in any financial year from FY 2017-18 onwards).

29th November 2020
The CBIC issued a notification seeking to waive the penalty imposed on non-compliance of dynamic QR code provisions for B2C invoices between 1st December 2020 and 31st March 2021, provided the eligible registered person complies with these provisions from 1st April 2021.

10th November 2020
The taxpayers having an aggregate turnover exceeding Rs.100 crore should implement e-invoicing from 1st January 2021.

1st October 2020
The applicable taxpayers have been given a grace period of 30 days for generating an Invoice Reference Number (IRN). However, this grace period is valid for the invoices issued between 1st October 2020 to 31st October 2020.

30th September 2020
Now, the aggregate turnover should be checked from FY 2017-18 till FY 2019-20, for checking the applicability of e-invoicing. Also, the date of implementation of the dynamic QR Code for B2C invoices has been extended until 1st December 2020.

30th July 2020
1. A new refined format of e-invoice has been notified by CBIC adding 20 new fields and removing 13 fields. Certain fields have undergone changes in character length as well.
2. e-Invoicing system shall apply to those taxpayers with an annual turnover exceeding Rs 500 crore instead of Rs 100 crore.
3. Special Economic Zones (SEZ) units shall also be exempted from issuing e-invoices.

23rd March 2020
The implementation of e-invoicing and the QR code has been deferred to 1st October 2020.
Exemption from e-Invoicing and QR code has been granted to sectors such as insurance, banking, financial institutions, NBFCs, GTA, passenger transportation service and movie tickets.


Prerequisites to use GePP facility

A taxpayer should have:

  1. MS Office 2010 or a higher version installed
  2. A separate GePP tool must be downloaded for every GSTIN

Step-by-step process to generate and print IRN using the GePP facility

Initial set up:

This is just a one-time activity.

Step 1: Update the owner/supplier profile details on the main menu of the tool. The details entered here will be used for the preparation of JSON files. If there are more than one businesses, then use separate tools.

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Note: Even the company logo can be uploaded if a taxpayer wants to attach the same on the final e-invoice.

Step 2: Update the recipient details such as GSTIN, trade name, address, etc. This master will facilitate quick updation of purchaser details in the invoice entry form. A list of recipients will be populated. One can just select the purchaser, and the rest of the details will be automatically populated.

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Step 3: Enter the product details such as HSN, description, units, price, tax rates, etc. This master will help in quick updation of product details in the invoice entry form. A list of products will be populated. One can just select the product, and the rest of the details will be automatically populated.

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E-invoice generation

Step 1: Prepare an e-invoice manually or on ERP and then update the invoice details in the tool under the ‘New Invoice’ tab. The category tab has the below four options:

  • B2B
  • SEZ
  • Export
  • Deemed export

Based on the category selected, the sub-category will be displayed, as shown below:

CategoryReverse chargeIGST on intra Sub-category
B2B

Yes

Yes

SEZ Yes

Not applicable

SEZWP/SEZWOP

Export

Not applicable

Not applicable

EXPWP/EXPWOP

Deemed Export

Not applicable

Not applicable

Now, update ‘Bill to details’. If the recipient master is updated, just select the recipient, and the rest of the details will be auto-populated. One can select the transaction type as:

  1. Regular
  2. Bill from dispatch from
  3. Bill to ship to
  4. Combination

If the category selected is a ‘regular’ or ‘bill from dispatch from’, the dispatch form will be populated. One needs to fill the details and submit.

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If the category selected is ‘bill to ship to’, the below form will be displayed.

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If the category selected is ‘combination’, then both forms need to be updated.

Now, add the new product using the ‘new products’ tab.

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Step 2:Update the e-way bill details such as distance, transporter ID, transporter name, mode, etc.

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Step 3: Click on the submit tab. Review the added details and then click ‘confirm’.

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The invoices added will get reflected under the tab ‘pending invoices’. All the invoices can be added similarly. This tool allows a maximum of 10 invoices to be entered and kept as pending for IRN generation.

Step 4: Click on the ‘pending invoices’ tab. Now, validate and generate the JSON file under the ‘pending invoices’ tab.

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Step 5: Log in to the e-invoice portal and upload the file using the ‘bulk upload’ option.

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Select the JSON file to be uploaded. Once the IRN request file is uploaded, the system will process the JSON file, generate the e-invoices and display the 64-digit IRN for each request. The user can now download this excel file.

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Step 6: The GePP e-invoice tool has a facility called ‘Import IRN’ from where the generated IRNs can be imported in this tool. This will help in printing the e-invoice from within the GePP tool.

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On successful import, ack number, ack date and IRN will auto-populate from the e-invoice details file. There are other options under ‘more’ such as:

  1. Print: Using this option, a user can take a print of the e-invoice.
  2. Details brief: Under this option, all the columns are displayed to see the details.
  3. Hide/unhide columns: A user can choose the required columns.
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Step 7: Push invoices to history option: Using this option, a user can transfer all the details to the IRN generated sheet. All the details like doc type, doc number, and doc date will be reflected in the invoice along with the IRN sheet.

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Step 8: Print the e-invoices using the ‘print e-invoice’ option. If the IRN is present in the invoice, those invoices have to be pushed to history using a menu push history. Once done, the details will be saved in the print e-invoice sheet. A user can then select the e-invoice for which he needs a printout.

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This tool has an additional feature of updating payment details.

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