How to use GEPP facility for e-Invoicing?

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 NIC’s e-invoice portal. or the Clear IRP, government/GSTN-approved e-invoice website.

Latest Updates

10th May 2023
CBIC mandated e-invoicing for taxpayers having more than Rs 5 crore turnover (in any financial year from 2017-18) 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 e-invoice IRP portals by three months. Also, the department is yet to announce the new implementation date.

13th April 2023
The GSTN released an advisory on 12th and 13th April 2023 stating that taxpayers with an annual turnover of Rs.100 crore and more must report tax invoices and credit-debit notes to the IRP within 7 days from the date of issue of the invoice/CDN from 1st May 2023.

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 business, then use separate tools.

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 update 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.

Step 3: Enter the product details such as HSN, description, units, price, tax rates, etc. This master will help in quick update 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.

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:

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 in the details and submit.

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

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

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

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

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

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.

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

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.

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.

On successful import, the 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.

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.

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.

This tool has an additional feature of updating payment details.

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