How to file GSTR-11 using the offline tool?

Form GSTR-11 is the return to be filed by a person who has been issued a Unique Identity Number (UIN) for him to claim a refund of taxes paid on inward supplies purchased in India. Filing of Form GSTR-11 is a prerequisite for requesting a refund.

Who can use the offline tool for GSTR-11?

GSTR-11 is an offline tool provided to enable registered persons assigned with a UIN to file Form GSTR-11. It should be submitted before filing Form GST RFD-10, to claim a refund of taxes paid on inward supplies.

Prerequisites to use offline tool for GSTR-11

A taxpayer is required to use:

• Windows 7 and above
• MS Excel 2007 and above

Steps to download and install the offline tool for GSTR-11

Step 1: Visit the GST portal.

Step 2: Navigate to  Downloads > Offline Tools > GSTR 11 offline tool, and click to download.

Step 3: Browse and select the location where you want to save the downloaded zipped files.

Step 4: Unzip the downloaded file and extract GSTR_11_offline_utility.xls file as shown below. Then, double click on the file to open.

The GSTR-11 excel tool has four worksheet tabs:

• Read Me – It contains instructions to fill the form. 
• Home – It has various functionalities like open downloaded GSTR-11 JSON file, generate JSON file to upload, open downloaded error JSON file and get summary. 
• 3A – To update the details of invoices received.
• 3B –  To update the details of the debit/credit note received.

Steps to prepare the GSTR-11 return

Before entering details in GSTR-11 offline tool, one must ensure to download and use the latest version of the tool from the GST portal. For updating details in GSTR-11 offline tool perform the following steps:

Step 1: Open the GSTR-11 offline tool and navigate to the ‘Home’ tab.

Step 2: In the UIN field, enter the UIN.

Then, select the financial year and tax period from the drop-down list.

Step 3: Navigate to tab ‘3A’.

Enter the details in each of the fields, as shown in the screenshot below. Here is a list of columns which are mandatory to be filled i:

• GSTIN of the supplier
• Invoice number
• Invoice date
• Invoice value
• Place of supply
• Rate
• Taxable value
• IGST, SGST and CGST

Step 4: Once the data is entered, click on the ‘Validate Sheet’ button.

In case of successful validation – The sheet validation errors column shows no errors.

In case of unsuccessful validation- A message will pop-up stating that the cells with an error are highlighted in red. Click ‘OK’.

Check the sheet validation errors column and correct the errors. After fixing the errors, click on the ‘Validate Sheet’ button to validate the sheet again.

The sheet validation error column will be blank in case of no errors in the workbook.

Step 5: Go to tab ‘3B’. Enter the details of debit/credit notes and then follow the same process as in tab ‘3A’ to validate the sheet and rectify errors.

How to generate the JSON file?

Step 1: Go to the ‘Home’ tab, and then click on the ‘Get Summary’ button. The summary of all the sections will be displayed.

The POS-wise summary will be displayed at the bottom.

Step 2: Click on the ‘Generate JSON File to Upload’ button.

Step 3: A message will be displayed saying that processing may take some time. Click on ‘OK’.

Step 4: A confirmation message will pop-up that the export of the JSON file is completed. Click ‘OK’.

Step 5: Browse and select the folder in which you want to save the JSON file. Enter the file name and click ‘Save’. 

The JSON file will be created and saved at the desired location.

How to upload the generated JSON file?

Step 1: Log in to the GST portal.

Step 2: Navigate to  Services > Returns > Returns Dashboard

Step 3: The returns dashboard will be displayed. Select the financial year and return filing period from the drop-down list and then click on ‘Search’.

Step 4: Click on the ‘Prepare offline’ button on the GSTR-11 tile.

Step 5: The offline upload and download page for GSTR-11 will be displayed. Click on the ‘Choose File’ button displayed on the ‘Upload’ tab.

Step 6: Browse and select the generated JSON file for upload, from your computer. Click ‘Open’.

Step 7: The uploaded JSON will be validated and processed. On successful validation, the entered details will be populated as a summary. In case of validation failure, the GST portal will display the error report.

How to open the downloaded file for GSTR-11

Step 1: To open the downloaded file for GSTR-11, click on ‘Open Downloaded GSTR-11 JSON File’ button on the home tab of the GSTR-11 offline utility.

Step 2: Browse and select the JSON file and click ‘OK’.

Step 3: On successful import, a message will pop-up saying ‘Downloaded GSTR-11 file successfully imported’.

The sections in which you had updated data will be automatically populated. Make the necessary modifications as required.

Step 4: Click on the ‘Validate Sheet’ button to validate the sheet. (explained above)

Step 5: On successful validation, click on the ‘Get Summary’ button to update the summary on the home tab. You will get an overview of all the sections. (explained above)

Step 6: Click on ‘Generate JSON file to upload’ for upload of GSTR-11 on the GST portal. (explained above)

How to fix errors using the offline tool for GSTR-11?

Download the error report

Step 1: At the time of upload of the generated JSON file, if there are errors, the status column will display the message ‘Processed with errors’. The error report column will post a link ‘Generate error report’. Click on it. 

Step 2: Once the report is generated, click on the ‘Download error report’ link to download the error file.

Step 3: The error report is downloaded in a zip file. Save the report on your system and then unzip the folder. The unzipped folder contains a JSON file. 

Open the downloaded JSON error file

To open the downloaded error GSTR-11 JSON file, follow the below steps: Step 1: Go to the home tab. Click on the ‘Open Downloaded Error JSON File’.

Step 2: A file dialogue box will open. Browse and select the saved error file, and click ‘OK’.

Step 3: A message will pop-up saying ‘Error Report successfully imported’. Click ‘OK’ to proceed.

Step 4: Navigate to the tab ‘3A/3B’ and correct the errors as mentioned in the column ‘GST Portal validation errors’.

Step 5: After making all the corrections, click on the ‘Validate Sheet’ button to validate the sheets. On successful validation, generate and upload the JSON file following the same process mentioned above.

How to submit and file GSTR-11?

Step 1: Log in to the GST portal.

Step 2: Navigate to  Services > Returns > Returns Dashboard.

Step 3: The ‘File Returns’ page will be displayed. Select the financial year from the drop-down list, for which the return needs to be uploaded. Click on ‘Search’.

Step 4: Click the ‘Initiate Filing’ button under GSTR-11.

Step 5: Click on ‘Preview’ to view the summary in PDF File. Please ensure that you have validated the PDF summary with the review in the offline tool, as well as your accounting records before you submit Form GSTR-11. Submit the return only once you have been assured for completeness of the summary displayed in ‘Preview’.

Step 6: Select the declaration checkbox and click on the ‘File Return’ button. Click on ‘Yes’  to proceed. 

Step 7: Select the Authorised signatory from the drop-down list and click on ‘File with DSC’ or ‘File with EVC’ button as per your convenience. 

Step 8: Once the verification has been completed, the ARN will be generated, and the status will be changed to ‘Filed’.

Step 9: To generate the RFD-10 application for claiming a refund for the quarter relating to the filed GSTR-11, click on the ‘GENERATE RFD-10’ button.

Frequently Asked Questions on the offline tool for GSTR-11

When should GSTR-11 be filed?

Form GSTR-11 is a prerequisite for claiming a refund. A UIN holder can request a refund of taxes paid on inward supplies by applying Form GST RFD-10 once in each quarter.

What are the features of the Form GSTR-11 offline utility?

The key features of GSTR-11 offline tool are: 1. It can be prepared offline. 2. The data entry and business validations are built-in, thereby reducing the chances of errors on upload to the GST portal.

What are the details required to be filed in GSTR-11?

The invoice details of the inward supply of goods or services or both are required to be filed in GSTR-11.

Is the offline tool mobile compatible?

No. Currently, the GSTR-11 offline tool is only available for use on desktops and laptops.