Adding Sales Documents

Describes how to add or import sales documents for new GST returns (GST ANX-1, RET-1/2/3)

Overview

In order to generate an accurate GST returns, you need to enter the sales data of your business in Octa GST. As per the availability and convenience, you may enter the data in the form of detailed documents and you may also enter the consolidated summary of sales.

Sales data consists of following documents and summary pertaining to the return period:

SectionTypeDescription
Sales InvoicesDocumentsSales invoices issued to your customers
Credit NotesDocumentsCredit notes issued to your customers
Debit NotesDocumentsDebit notes issued to your customers
Advance ReceivedDocumentsDetails of advance received from customer for which supply is still pending.
Advance AdjustedDocumentsDetails of advance which was received from the customer in an earlier return period and that advance has now been adjusted against the supply in current period.
Refund VouchersDocumentsDetails of advance refunded which was received from the customer in earlier return period.
B2C Sales SummarySummaryState and GST rate wise summary of business to customer sales
E-Commerce Sales SummarySummarySales, sales-returns and net vagstlue of supplies via e-commerce operators

Entering Data using GUI

Octa GST provides a convenient GUI (graphical user interface) to enter the sales data. All the user inputs are validated for common errors so that incorrect data entries can be prevented.

This mode is useful when the sales documents are not being maintained in an electronic format. It is also useful when the number of sales documents are less and manual entry of data is feasible. We suggest this method for less than 300 invoices in a month.

To enter the sales data using GUI, open the Sales page and click the Add button. This will open a new screen on which sales invoice data can be entered. If you need to enter other documents, simply change the type of documents being displayed on the screen and click Add.

Add sales invoice

Sales invoice

Importing data from Excel/CSV files

If you are already maintaining the sales data in an electronic format, you can quickly import all your documents. Octa GST supports import of sales from Excel/CSV files in following formats.

FormatDescription
Octa FormatData of multiple GSTIN and periods can be imported in one go. This format is simpler to create as there is only one sheet to fill. Summary can be auto calculated from all sales documents. Refer to Help sheet in the template for more information about the contents and fields.
Offline Tool ANX-1 FormatANX-1 format used by GST Offline Tool. This format is supported by many ERP software. Using this format, you can import sales data of one GSTIN and one period.

Octa GST provides a user friendly import facility. Full import file is validated by Octa GST before importing so that your data is consistent and accurate. If any issue is detected in the contents of import file, Octa GST gives specific and useful error messages guiding you where & what exactly is wrong. You can correct the import file and then resume the import process.

Using the import facility, adding a large number of sales documents is a matter of seconds. To import sales data, simply click the Import button on Sales page and follow on-screen instructions.

Importing Sales Data

Selecting file to import sales data

Please follow the onscreen instructions to continue the import process. Once the data is imported, you will see all documents on sales page.

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