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GSTR-4 (Composition Taxpayers)

Describes how to use Octa GST to file GSTR-4 return for composition tax payers

Adding Sales Data

In order to generate an accurate GSTR-4 return, 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 or you may also enter the consolidated summary of sales.

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

Sales Documents

  • Sales Invoices: Sales invoices issued in return period
  • Credit Notes: Credit notes issued to your customers
  • Debit Notes: Debit notes issued to your customers

Sales Summary

Consolidated summary of total turnover for different rate of composition levy

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.

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. Once the sales documents have been imported, Octa GST will automatically generate the return.

You can download the file format specification and sample files by clicking the buttons below:

There are 3 sheets containing sales data (OctaSalesSample.xlsx):

  1. Sales Invoices: To import all sales invoices.
  2. Sales Documents: To import all other sales documents (Credit & Debit notes)
  3. Sales Summary: Consolidated entry of total turnover and composition levy.

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 only. To use this method, simply click the Import button on Sales page and follow the on-screen instructions.

Adding Purchase Data

In order to generate an accurate GSTR-4 return, you need to enter the purchase data of your business in Octa GST. Purchase data consists of the following documents and summary pertaining to the return period:

Purchase Documents

  • Purchase Invoices: As issued by suppliers.
  • Credit Notes: As issued by suppliers
  • Debit Notes:  As issued by suppliers
  • Advance Paid: Advance paid for supplies on which tax is to be paid on reverse charge basis
  • Advance Adjusted: Advance paid in earlier tax periods & adjusted against supply in current period
  • Refund Vouchers: Advance paid in earlier tax periods and refund by supplier in current period

IMPORTANTOnly those invoices need to be reported on which tax liability is subject to reverse charge. This includes purchase from unregistered persons, certain category of goods/services and import of services.

Also, credit and debit notes need to be entered from supplier's perspective. For example, if your suppliers issues a Credit Note to you, it has to be reported as Credit Note only. Even though it is entered as Debit Note in your books of accounts.

Entering Data using GUI

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

This mode is useful when the purchase documents are not being maintained in an electronic format. It is also useful when the number of purchase 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 purchase data using GUI, open the Purchase page and click the Add button. This will open a new screen on which 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.

Importing data from Excel & CSV files

If you are already maintaining the purchase data in an electronic format, you can quickly import all your documents. Octa GST supports import of purchase data from Excel/CSV files. This is useful to import the list of purchase documents using which return can be automatically generated.

You can download the file format specification and sample files by clicking the buttons below:

There are 2 sheets containing purchase data (OctaPurchaseSample.xlsx):

  1. Purchase Invoices: To import all purchase invoices.
  2. Purchase Documents: To import all other purchase documents (Credit/Debit notes, Advance Paid/Adjusted, Refund Vouchers)

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 purchase documents is a matter of seconds. To use this format, simply click the Import button on Purchase page and follow on-screen instructions.

Preview & Upload GSTR-4

GSTR-4 contains the information related to outward supplies (sales) and inward supplies (purchases) in the return period. Composition taxpayers are required to file GSTR-4 once every quarter. This information is divided in various tables as specified by GST return rules.

Checking the Data for Common Issues

Octa GST checks the sales and purchase data for many possible issues so that you can take appropriate action if required. This reduces the errors in your GST return data and delivers a smoother experience with the GST portal (website).

To check the complete sales data, click Check Sales or Check Purchases button on GSTR-4 summary screen.

Browsing the Return Data

To view the GSTR-4 data, open GSTR-4 page and click Prepare button. This will open the GSTR-4 screen. Clicking on Generate Returnbutton will show the summary of all tables. You can check the summary for correctness.

You should know each and every aspect of your data being reported in GST return. That is why Octa GST shows you both a summary of data and the ability to drill down within various summary levels to individual invoice(s) from inside the GSTR-1 module.

Generating Return File and Uploading

Once you are satisfied with the data being reported in GSTR-4, click on the Generate JSON File button to generate the file (JSON format) which can be directly uploaded to the GST Portal. If your business data is large and it cannot be accommodated in a single file, Octa GST will automatically split it into multiple files for you.

Once the return file(s) (JSON) are generated, you can upload it to GST portal. You can also export the return data to an Excel for future reference.

Correcting Errors

Sometimes things do not go right first time!

There can be cases where the return data is not accepted by the GST Portal in first attempt. In this situation, you can download the error file from the GST Portal and add it to Octa GST. It will check the contents of the error file and show these errors in a friendly format.


Continue reading: Octa GST Guide