karnataka vat and cst user manual_version_e-upload.pdf

User Manual Version 1.0 Release Date: 01/01/13

APRIL

2014

User Manual for

e- Uploading of Purchase and Sales

Statements

National Informatics Centre Bangalore Government of Karnataka

Commercial Taxes Department

National Informatics Centre Karnataka State Unit

Bangalore

Commercial Taxes Department Vanijya Terige Karyalaya Gandhi Nagar, Bangalore Version 1.0

No part of this document shall be reproduced without prior permission of Commercial

Taxes Department, Bangalore and National Informatics Centre, Bangalore.

Contents

1 Introduction to User Manual ................................................................................ 1

List of Abbreviations ................................................................................................ 2

2 Local Purchase Statement .................................................................................... 3

2.1 Local Purchase: XML Upload ............................................................................................................... 5

2.1.1 Upload XML File: Purchase Invoice Details .................................................................................. 5

2.1.2 Upload XML File: Debit Note ....................................................................................................... 7

2.2 Local Purchase: URD Lumpsum Entry .................................................................................................. 9

2.3 Local Purchase: Direct Entry .............................................................................................................. 10

2.3.1 Direct Entry: Purchase Details ................................................................................................... 10

2.3.2 Direct Entry: Debit Note ............................................................................................................ 11

2.4 Modify ............................................................................................................................................... 13

2.4.1 Modify: Local Purchase Invoice ................................................................................................. 13

2.4.2 Modify: Debit Note .................................................................................................................... 14

2.4.3 Modify: URD Lumpsum Entry .................................................................................................... 14

2.5 Approve ............................................................................................................................................. 14

2.6 Sellers Master List: ............................................................................................................................ 16

2.7 Download: ......................................................................................................................................... 17

3 Inter State Purchase Statement ......................................................................... 19

3.1 Interstate Purchase: XML Upload ...................................................................................................... 20

3.1.1 Upload XML File: Interstate Purchase ....................................................................................... 21

3.1.2 Upload XML File: Debit Note ..................................................................................................... 23

3.2 Direct Entry: Inter State purchase ..................................................................................................... 25

3.2.1 Direct Entry: Interstate Purchase .............................................................................................. 25

3.2.2 Direct Entry: Debit Note ............................................................................................................ 27

3.3 Modify ............................................................................................................................................... 28

3.3.1 Modify: Interstate Purchase Invoice ......................................................................................... 28

3.3.2 Modify: Debit Note .................................................................................................................... 29

3.4 Approve ............................................................................................................................................. 29

3.5 Sellers’ Master List: ........................................................................................................................... 31

3.6 Download: ......................................................................................................................................... 32

4 Local Sales Statement ........................................................................................ 34

4.1 Local Sale: XML Upload ..................................................................................................................... 35

4.1.1 Upload XML File: Local Sales Invoice ......................................................................................... 36

4.1.2 Upload XML File: Credit Note .................................................................................................... 37

4.2 Local Sales: URD Lumpsum Entry ...................................................................................................... 40

4.3 Direct Entry ........................................................................................................................................ 40

4.3.1 Direct Entry: Local Sales Invoices .............................................................................................. 40

4.3.2 Direct Entry: Credit Note ........................................................................................................... 42

4.4 Modify ............................................................................................................................................... 43

4.4.1 Modify: Local Sales Invoice ........................................................................................................ 44

4.4.2 Modify: Credit Note ................................................................................................................... 44

4.4.3 Modify: URD Lumpsum Entry .................................................................................................... 45

4.5 Approve ............................................................................................................................................. 45

4.6 Purchaser Master List: ....................................................................................................................... 47

4.7 Download: ......................................................................................................................................... 48

5 Interstate Sales Statement ................................................................................. 50

5.1 INTERSTATE SALE: XML UPLOAD .............................................................................................................. 51

5.1.1 UPLOAD XML FILE: INTERSTATE SALES INVOICE ....................................................................... 52


5.2 Direct Entry. ....................................................................................................................................... 56

5.2.1 Direct Entry: Interstate Sales Invoices ....................................................................................... 56


5.3 Modify ............................................................................................................................................... 59

5.3.1 Modify: Interstate Sales Invoice ................................................................................................ 59


5.4 Approve ............................................................................................................................................. 61

5.5 Purchasers’ Master List: .................................................................................................................... 63

5.6 Download: ......................................................................................................................................... 64

6 Export Sales Statement ...................................................................................... 66

6.1 Export: XML UPLOAD ......................................................................................................................... 67

6.1.1 Upload XML File:Export Invoices ............................................................................................... 68


6.2 Exports: Direct Entry .......................................................................................................................... 72

6.2.1 Direct Entry: Export Invoices ..................................................................................................... 72


6.3 Modify ............................................................................................................................................... 75

6.3.1 Modify: Export Invoices ............................................................................................................. 75


6.4 Approve ............................................................................................................................................. 76

1 User Manual: V-1.0 Release: April 2014

1 Introduction to User Manual

This manual is the primary reference for electronic uploading of Purchase and Sales

Statement under Local and Interstate transaction including direct export sales. The

purpose of this manual is to introduce the system to the new user and to provide sufficient details so

that as users progress through the manual they gain a full understanding of the electronic

uploading of purchase and sales details.

The manual is organized overall, to flow from a general to a specific perspective. The

purpose being that, as one reads through this manual he will be able to develop a

conceptual framework for entering the invoice wise details of purchase and sales. Also, whenever

any terminology has been borrowed from the application, it has been marked in bold. The intended

audience for this manual is dealers/traders/practitioners/consultants/advocates.

Intended Audience

This manual is prepared for the registered dealers of Karnataka State to guide them in electronic

uploading of details of Invoices of Local/Interstate purchases and details of local/Interstate

sales/Export Sales

URL http://vat.kar.nic.in/

The Other Manuals connected to this manual are as under:

A. XML Formats: Schema Definition (XSD):

The department has provided separate manual for XML Schema Definition (XSD) for invoice data

uploading under Local Purchase, Interstate Purchase, Local sales and Interstate sales and under

Export sales statement. This manual is available under “Reports and Help” of the departmental

website: http://vat.kar.nic.in.

B. XML Converter Manual- Guidelines for Excel to XML converter:

The dealers who have computerized the accounting system, they can upload the invoice data by

exporting the data into excel and thereafter converting the same to XML by using the XL to XML

convertor. The details of XML Converter guidelines for invoice data uploading under Local

Purchase, Interstate Purchase, Local sales and Interstate sales and under Export sales statement.

The manual is available under “Reports and Help” of the departmental website:

http://vat.kar.nic.in.


Important Notes

1. When you enter the contact information, the contact person’s name should start with a

capital letter.

2. The password should be of at least 8 characters with a combination of alphabets [Upper Case

and Lower case] (A-Z/a-z), and numerals (0-9) with special characters (@, #, $, %, &, *,

^).This combination will give a strong password [ Ex: Manu@1312, it has upper case, lower

case, special character and numerals]

3. Keep your User Name and Password securely. Do not share it with anybody. Ensure that only

authorized person uses this to work on e-Filing System.

4. Change your password regularly, at least once in 30-45 days and maintain/remember the

password.

5. Remember to Sign Out/Log Out of the system after completion of your work.

6. All fields marked in * are mandatory.


List of Abbreviations

Abbreviation Expanded Form

CST Central Sales Tax

CTD Commercial Taxes Department

CTO Commercial Tax Officer

DVO Divisional VAT Office

INV Invoice

KGSC Karnataka Guarantee of Services to Citizens

LVO Local VAT Office

NIC National Informatics Centre

SPB Self-Purchase Bill

TIN Tax Payer’s Identification Number

URD Unregistered Dealer

VAT Value Added Tax

VSO VAT Sub Office

XML Extensible Markup Language

XSD XML Schema Definition

URL Uniform Resource Locator


2 Local Purchase Statement

The Purchase Statement option available in the VAT e-Filing system enables the dealers to file

the details of Purchase invoices of Local and Interstate transactions. The dealers registered

under VAT can enter the details of Purchases. The dealer can upload the details of purchase

invoices monthly or quarterly based on the filing type as available in the e-Filing system

The Local Purchase Statement can be uploaded using XML file or through Direct Entry screen.

The URD Purchases can be entered invoice wise or as lump sum values. In case of any purchase

returns, enter the debit note details. Lastly, submit the invoices for the selected period.

Process Flow

Approve

Approve

Fig 2.1: Process Flow for Local Purchase Statement

Upload Lump Sum

values of URD Purchases

Upload Debit notes

using Direct Entry or

XML file

Modify, if Required

Approve

Upload invoices using

Direct Entry or XML file

Download Reports


Instructions:

In the main page of the VAT e-Filing system, place the pointer over Purchases Statement. The

following sub menu is displayed: Select the Local for entering the details of local purchase

invoices

Local

Interstate

Modify

Approval

Sellers Master List

Revision [Available in the next version]

Download

Place the pointer on Purchase Statement-Local, the options Upload XML file and Direct Entry

are displayed.

Fig 2.2: Menu- Purchases Statement-Local-Upload XML File


2.1 Local Purchase: XML Upload

On selection of this option of Upload XML file, the user can upload the XML file of Local Purchase

Invoices. The XML file for Purchase invoices can be created by the dealer by using his own

software or by referring the format given in Schema Definition (XSD) File or by using the XL to

XML convertor provided by the department in its website. The XL to XML converter can be

downloaded from the Reports and Help option from the CTD website. The user can also export

the invoices data to XML file by using off the shelf customized software available in the market.

Refer the user manual for more information on xml converter and the Schema definition for

Purchase Statement upload.

2.1.1 Upload XML File: Purchase Invoice Details

To upload XML file, select the Tax period and click on “GO” .If the different period is to be entered,

Click on “clear” button and then, select the Tax period and click on “GO”. The XML files, if

uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’. The

system prompts to browse and select the file. On selecting the XML file, click on Upload

Fig 2.3: Local Purchase invoices-Xml file Upload Form

All the entries in the XML file are validated against the conditions as described in the following

note:

Note:

1) The seller’s TIN number should be an 11 digit number starting from 29

2) Seller’s TIN can be VAT / COT registered

3) Seller’s TIN should be – 29000000000 , if URD


4) Invoice number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456 or

3456BNG)

5) Name of the sellers can be up to 30 Characters

5) Invoice date can be for the previous 6 months excluding the Return period.

6) If the seller’s TIN is deregistered, the invoice date cannot be later than deregistration date.

7) There cannot be duplicate invoices.

8) No negative values under Net value and Tax charged

Invoices which have failed the validations will be displayed along with the error codes. The error

codes and the related description are shown on the screen. The error codes can be referred from

the table and the corrections can be made. After correcting, click on Save to update the entry. If

the corrected invoice passes all the validations, it is removed from the error list. Continue the

process till all the invoices are corrected and saved.

Fig 2.4: Local Purchase Invoices-Xml File Upload Form with Error Report


Fig 2.5: Local Purchase Invoices-Xml File Upload Form- without any Error Report

The “Validate All” button on the screen enables the user to correct the duplicate invoices

entered. By selecting the “Validate All” button, the system prompts and navigates to modify

screen, where in all the duplicates can be modified or corrected. If there are no duplicate

invoices, then the system prompts that “no duplicate invoices found”, ensuring that, the system

has not stored any duplicates.

Note: The Delete option deletes all the invoices corresponding to the file uploaded.

The other options available are Debit Note XML Upload and URD Lumpsum Entry.

2.1.2 Upload XML File: Debit Note

The Debit Note XML Upload can be used to upload the Debit notes for purchase returns or any

change in the value of purchase. The Debit notes can be entered for Registered and Unregistered

dealers. To enter debit notes, the original purchase invoices should have already been uploaded

for the current or previous tax period.

The debit note XML file can be created by referring the Schema Definition (XSD) file or by using

the XL to XML Converter provided in the e-Filing System. The XL-XML converter can be

downloaded from the Reports and Help option. Refer the user manual for XL to XML converter

and for the Schema definition for Debit Notes XML upload.

To upload Debit Note XML file, click on “Debit Note XML Upload”, select the Tax period and click

on “GO” (Refer Fig 2.3) The XML files uploaded previously are displayed in a table. To upload


another file, click on ‘Upload Debit Note XML file’. The system prompts to browse and select

the file. On selecting the Debit Note XML file, click on Upload.

Fig 2.6: Debit Notes (local Purchase Invoices)-XML File Upload form


note:

Note:



3) Seller’s TIN should be – 29000000000, if URD

4) Invoice number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or 3456BNG)

5) Name of the sellers can be up to 30 Characters

6) Original Invoice date can be for the past 6 months excluding the Return period.

7) The Debit Note Date should be equal to or later than the Original Invoice Date.

8) The Debit note date should belong to the selected tax period


Debit notes which have failed the validations will be displayed along with the error codes. The

error codes and the related description are also shown on the screen. The error codes can be

referred from the table and the correction can be made. After correction, click on Save to update

the entry. If the corrected debit note passes all the validations, it is removed from the error list.


Continue the process till all the debit notes are corrected. On correction of all debit notes, ‘Save’

button is displayed to save the file. Now, click on this button and the file is saved.

Fig 2.7: Local Debit Notes-Xml File upload form with Error Details

The other options available on the screen are purchase XML upload and URD Lumpsum Entry.

2.2 Local Purchase: URD Lumpsum Entry

The URD purchases can be entered invoice wise or by lump sum values. That is, the lump sum

values of total no. of invoices and total value can be entered in this option.

If URD lump sum is entered, the invoice details will not be required and hence should not be

entered again in XML file or direct entry.

Fig 2 8: Purchase Invoices- URD Lumpsum Entry Form/Modification form


On selection of this option, the Lump sum entry already available under URD Purchases will be

displayed. Enter/modify the no. of invoices and total value and click on Save.

2.3 Local Purchase: Direct Entry

It is advisable to use this option, if the number of invoices is less and can be used to enter Local

Purchases, Debit notes and URD Lump sum values through direct entry mode.

2.3.1 Direct Entry: Purchase Details

On click of this direct entry option (Refer Fig 2. 2), the local purchases invoices –Entry form is

displayed to enter the details of invoices. After entering the Sellers TIN, the Trade name is

automatically displayed. If the Seller is URD, then enter TIN as 29000000000 and enter the Trade

name. Enter the Invoice number, invoice date, net value and other charges.

Fig 2.9: Local Purchase Invoices-Entry Form for Adding

The entries are validated against the conditions as given in the note below:

Note:

1).The seller’s TIN number should be an 11 digit number starting from 29

2).Seller’s TIN can be VAT / COT registered

3). Seller’s TIN should be – 29000000000, if URD


5) Name of the seller can be up to 30 Characters for URD


6.) Invoice date can be for the previous 6 months from the Tax period.

7).If the Seller’s TIN is deregistered, the invoice date cannot be later than deregistration date.

8).The Purchase invoices cannot be duplicate.


While entering the details of invoices, if any wrong data is entered, other than the above

validations, then the system will alert about error at each field level. If any corrections are to be

made after adding the entries, the user can select the button, “view all” and “select” the

particular entry and update the same.

Fig 2.10: Local Purchase Invoices-Entry Form for Updating

On entering all the details, click on Add. To modify any invoice details, place the cursor on the

selected field and update the details and click on Update. “View All” button shows all the

invoices entered.

The “Validate All” button on the screen enables the user to correct the duplicate invoices

entered. On selecting the “Validate All” button, the system prompts and navigates to modify


invoices, then the system prompts that” no duplicate invoices found”, ensuring that, the system


The other options available are Debit Note Entry and URD Lumpsum entry. Click on the Debit

Notes Entry to enter the debit notes details.

2.3.2 Direct Entry: Debit Note

The Debit Note Entry can be used to upload the Debit notes for Purchase returns or any change

in value of purchase. The Debit notes can be entered for Registered and Unregistered dealers. To


enter debit notes, the original purchase invoices should have been uploaded for the current or

previous tax period.

This option is advisable if there are few debit notes to be entered or else the same can be

uploaded using an XML file as explained earlier. On selection of this option, the Debit Notes

already available are displayed. To add more debit notes, enter in all the fields like debit note no.

, debit note date, TIN, net value, tax and other charges. The original invoice details also need to

be entered. It is mandatory that the original invoice be uploaded in the same period or previous

tax period.

Fig 2.11: Debit Notes (Local Purchase Invoices)-Entry Form

The debit note is validated as per the conditions given below:



3) Seller’s TIN should be – 29000000000, if URD


5) Name of the seller can be up to 30 Characters for URD

6) Original Invoice date can be for the previous 6 months from the Tax period.

7) The Debit Note Date should be equal to or later than the Original Invoice Date.


8) The Debit note date should belong to the selected tax period


2.4 Modify

Invoices entered can be modified using this option before Approval. The invoices can be

searched on any one parameter like Sellers TIN, Invoice no, invoice date. To view all invoices

click on” Open All” or “Duplicates” to know only the duplicate invoices entered. ” Open All”

will display the list of all invoices entered through direct entry or XML upload.

2.4.1 Modify: Local Purchase Invoice

To modify the Local purchase invoices, click on Modify option. Search the invoice details based

on the given parameters or open all or Duplicates. To know the duplicate invoices click on

duplicate button. Now, select the invoice, update or modify the details and click on Modify. The

invoice can be deleted by clicking on Delete. Any updation will validate the invoice and displays

the error if any.

The other options available on the screen are Modify Debit note Entry and Modify URD

Lumpsum Entry.

Fig 2.12: Local Purchase Invoices-Modify Form


2.4.2 Modify: Debit Note

The debit notes can be modified using this option. Navigate through the “Modify Debit Note

entry” and then, select the debit note, update or modify the details and click on Add. To delete

the debit note click on Delete. Any updation will validate the debit note and displays the error

if any.

Fig 2.13: Local Debit Notes-Modify Form

The other options available on the screen are Modify Local Purchases and Modify URD

Lumpsum Entry

2.4.3 Modify: URD Lumpsum Entry

This option can be used to modify the URD lump sum entry details of Purchases Invoices.

2.5 Approve

This option is used to Approve and then to submit the details of Purchase invoices entered using

the above explained options. Once the invoices are submitted, the invoices cannot be

modified/deleted. On selection of approve option, a summary of all invoices entered, uploaded

and the debit notes is displayed. The total net value, tax and other charges are also displayed.

Verify the details and Click on “Approve”.


Fig 2.14: Local Purchase Invoices- Submit Form

This “Approve” button will appear only when all the duplicates are corrected, if any duplicate

invoices /debit notes are there, then an abstract of duplicates is displayed. The duplicates can be

corrected by clicking the button “modify”, it will navigate to modify screen and then all the

“duplicates’’ can be corrected or modified.

Once, after clicking the Approval Submenu, under the Submit screen, if the “Approve” button, as

shown in the screen shot is seen, then all the details of invoices entered through Lumpsum URD

Entry/ XML upload/Direct entry/debit notes are correct and ready for Approve. Once we click

“Approve” button, then the details entered are formally submitted to the department and the

system generates the acknowledgement slip for the dealer reference.

Caution Note: Validation are done at following three stages:

1. At the time of each direct entry or XML upload of invoice or debit note details to check

the correctness of each record entered through the direct entry or XML file upload.

2. “Validate All” action button at direct entry or at XML file upload, to check validity of

duplicate records saved earlier through the direct entry or previous XML file upload

3. Before “Approval” step, if the step (2) has not been performed, the system will show

“duplicate invoices” at submit form screen. The user will be required to use “modify” step

to correct the duplicates.


Make sure that all the duplicate errors have been corrected before, you Approve and submit the

records.

An acknowledgement form is displayed as given below. To print the Acknowledgement Slip,

click Print on the File menu. The Print window displays.

Fig 2.15: WEB Acknowledgement Slip

Fig 2.16. Print window

In the Print window, select the printer from the list available in the Select Printer section. In the

Page Range section select ‘All’ option, enter the Number of copies and then click the Print button.

A printed copy of the Acknowledgement Slip is printed in the selected printer.

2.6 Sellers Master List:

This menu helps the dealer to create a master data of his purchasers/Sellers. Place the pointer

on Seller Master List, the option “Entry Form” is displayed. Select the radio button Local or


Interstate to create the data base of his local Purchasers/sellers or Interstate purchasers/sellers.

Select the Type, to enter the details of Seller/Purchaser. Once the TIN of Karnataka is entered,

the details, like Name, address, PIN, Registration Type will get auto populated from the

departmental database. The said details can be entered one by one for the known TIN number

and the Master List can be created. Continue the process till all the Sellers TIN’s are entered and

saved.

The data can be downloaded for each entry or for the entire record, by selecting the “Export to

Excel” button for further usefulness of the data. By exporting the said details to excel sheet, the

other information required under Sales/Purchaser Statement, under XML upload and then the

XML file can be uploaded. In case of direct entry, once the master data is available and once the

TIN is entered, the other details are enabled. With this menu, it is easy to identify the registered

dealers and de registered dealers’ status under electronic filing System of the CTD and also the

uploading process will be quicker.

Fig 2.17: Sellers’ Master List-Entry Form

2.7 Download:

This submenu is available under Purchase and sales Statement. From this option, the dealer can

download the details of purchase invoices or sales invoices uploaded on the CTD website. Place

the pointer on “Download” and select, then the screen “purchase invoices-Download Invoices

as Excel file” will be displayed. The dealer can download the details for a particular tax period,

by selecting the tax period. The details can be obtained in “Summary” or in “Detail” by selecting

the respective radio button. The information can be for “local” or interstate”.


Fig 2.19: Purchase Invoices-Download as Excel File

On selection of Details, the Invoices or Debit notes details can be downloaded in excel format.

The Download facility is available before and after submission of Purchase Statement. The

downloaded XL- file is displayed as shown below:

Fig 2.20: Purchase Invoices- Excel File


3 Inter State Purchase Statement

The Purchase Statement option available in the VAT e-Filing system enables the dealers to file

the details of Purchase invoices of Local and Interstate transactions. The dealers registered

under VAT can enter the details of Interstate Purchase effected. The dealer can upload the details

of purchase invoices monthly or quarterly based on the type of return filing as available in the e-

Filing system. Under Interstate purchases, even the purchases effected by way of import from

outside the country and other than by way of sale (Stock transfer inward) from outside the State

are captured. All types of Interstate purchases effected with or without statutory forms can also

be entered at the field “form type” of the menu.

The Interstate Purchase Statements can be uploaded using XML file or through Direct Entry

screen. In case of any purchase returns, enter the debit note details. Lastly, submit the invoices

for the selected period.

Process Flow

Fig 3.1: Process Flow for Interstate Purchase Statement

Upload of details of

invoices using XML File

or Direct Entry

Upload Debit note

details using XML file or

Direct Entry

Modify, if Required

Approve

Download Reports


Instructions:

In the main page of the VAT e-Filing system, place the pointer over Purchase Statement. The

following sub menu is displayed: Select the Interstate for entering the details of interstate

purchase invoices

Local

Interstate

Modify

Approval

Sellers Master List


Download

Place the pointer on” Interstate”, the options Upload XML file and Direct Entry are displayed.

Fig 3.2: Menu- Purchase Statement—Interstate

3.1 Interstate Purchase: XML Upload

Select the Upload XML file. On selection of this option the user can upload the XML file of

Interstate Purchase Invoices. The XML file for Interstate Purchase invoices can be created by the

dealer using his own software or by referring the format given in XML Schema Definition (XSD)

file or by using the XL to XML convertor provided in the departmental website. The XL to XML

converter and XML Schema Definition for Interstate Purchase Invoices can be downloaded from

the Reports and Help option from the CTD website. The user can also export the invoice data

to xml file from off the shelf customized software available in the market. Refer to the user

manual for more information on converter and xml schema definition. Further, the details of


commodity and sub commodity codes, Purpose type code and Transaction type codes, are

available in the master code sheet of the downloaded xml file.

3.1.1 Upload XML File: Interstate Purchase

To upload XML file, select the Tax period and click on “GO”. If a different period is to be entered,

click on “Clear” button and then, select the Tax period and click on “GO”. The XML files, if

uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’.

The system prompts to browse and select the file. On selecting the XML file, click on Upload.

Fig 3.3: Interstate Purchase Invoices-Xml file upload form


note:

Note:

1) The seller’s TIN number should be an 11 digit TIN belonging to other States or starting from

29 for E1/E2 Purchases only

2) Seller’s TIN has to be numerical only

3) Seller’s TIN has to be – 29000000000 (if URD) or 990000000.(for Imports)

4) Invoice/document number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456

or 3456BNG)

5) Name of the seller can be up to 30 Characters and address can be up to 150 characters.

6) Invoice date can be for the previous 6 months excluding from the Return period.



8) Main Commodity, Sub Commodity, (1-9 only) and Purpose type (1-7 only) has to be numerals

only

9) For Transaction Type, Specify C -for with C form, WC-without C form, F for- Stock Transfer, H-

for Export, C forms for E1/E2 Purchases , OT for others, IM for Imports,.

10) No Negative values under Net Value and Tax Charged

11) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts, 99 NO

12)For Purpose Type Codes are: 1. Resale, 2. Use in manufacturing/processing of goods for sale,

3.Used in mining, 4.Used in Generation/Distribution of Power, 5. Packing of goods for sale/resale,

6. In the telecommunication network, 7. For packing of any goods or for packing of any container

or other materials.






Fig: 3.4: Interstate Purchase Invoices-Xml Upload form-Error Report


Fig: 3.5: Interstate Purchase Invoices-Xml Upload form- without Error Report

The “Validate All” button on the screen enables the user to correct the duplicate invoices entered.

On selecting the “Validate All” button, the system prompts and navigates to modify screen, where

in all the duplicates can be modified or corrected. If there are no duplicate invoices, then the

system prompts that “no duplicate invoices found”, ensuring that, the system has not stored any

duplicates.


The other option available are Debit Note XML Upload.

3.1.2 Upload XML File: Debit Note

The Debit Note XML Upload can be used to upload the Debit notes for Purchase returns or any

change in the value of purchases. The Debit notes can be entered for Registered and Unregistered

dealers. To enter debit notes, the original purchase invoices should have already been uploaded

for the current or previous tax period.

The debit note XML file can be created by referring the XML Schema Definition (XSD) file or by

using the XL to XML Converter provided in the e-Filing System. The XL to XML converter and the

Schema definition for Debit Notes can be downloaded from the Reports and Help option. Refer

the user manual for more information on converter and schema definition for debit note XML

upload.

To upload Debit Note XML file, click on Debit Note XML Upload, select the Tax period and click

on GO. The XML files uploaded previously are displayed in a table. To upload another file, click


on ‘Upload Next File’. The system prompts to browse and select the file. On selecting the Debit

Note XML file, click on Upload.

Fig 3.6: Debit Notes(Interstate Purchase Invoices)-Xml file Upload form


note:

Note:

1) The seller’s TIN number should be an 11 digit Respective TIN of the State or starting from 29 for

E1/E2 Purchases only

2) Seller’s TIN has to be – 29000000000 (if URD) or 990000000 (for Imports)

3) Original Invoice/document date can be for the past 6 months from the Return period.

4) The Debit Note Date should be equal to or later than the Original Invoice date.

5) The Debit note date should belong to the selected tax period.


Debit notes which have failed the validations will be displayed along with the error codes. The



the entry. If the corrected debit note passes all the validations, it is removed from the error list.

Continue the process till all the debit notes are corrected. On correction of all debit notes, ‘Save’

button is displayed to save the file. Now, click on this button and the file is saved.


Fig: 3.7: Debit notes (Interstate Purchase Invoices) XML File uploaded form with Error

details.

The other options available on the screen IS Purchase.

3.2 Direct Entry: Inter State purchase

This option can be used to enter the details of interstate Purchases and their Debit notes

through direct entry mode. This option is advisable if the number of invoices to be entered is

less.

3.2.1 Direct Entry: Interstate Purchase

On click of this option (refer fig 3.2), the screen- Interstate purchase invoices –entry form is

displayed to enter details of invoices. In case of purchases effected from outside the state, enter

the TIN and the Trade name of the Seller. Enter the Seller’s TIN and the Trade name is

automatically displayed for TIN with 29 only [for E1 and E2 purchases in Karnataka]. If the

Seller’s TIN is URD, enter 29000000000 and enter the Trade name. Enter the Invoice

number/Document number, invoice/document date, net value, tax and other charges.


Fig 3.8: Interstate Purchase Invoice-Entry form


Note:

1) The seller’s TIN number should be an 11 digit TIN belonging to other States or starting from 29

for E1/E2 Purchases only

2) Seller’s TIN has to be numerical only

3) Seller’s TIN has to be – 29000000000 (if URD) or 990000000. (For Imports)

4) In case of E1 and E2 purchases, if purchases are within State of Karnataka, the Seller’s TIN should

commence with 29….

5) Invoice /document number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or

3456BNG)

6) Name of the seller can be up to 30 Characters and address can be up to150 characters.

7) Invoice date can be for the previous 6 months from the Return period.


9) Main Commodity, Sub Commodity, and Purpose type can be selected from the drop down menu

10) For Transaction or Form Type, Select from the drop down menu C form, C forms for E1 / E2

Purchases , without C form, F-Form, H-Form, E1-Form, E2-Form, Imports and, others,




On entering all the details, click on Add. To delete invoice details, place the cursor on selected

filed and delete details and then details can be re-entered. “View All” button shows all the

invoices entered and “Validate All” button displays details of duplicate invoices entered and

they can be suitably modified. The other options available are Debit Note Entry. Click on the

Debit Notes Entry to enter the debit notes details.


By selecting the “Validate All” button, the system prompts and navigates to modify screen, where


system prompts that” no duplicate invoices found”, ensuring that, the system has not stored any

duplicates.

3.2.2 Direct Entry: Debit Note

The Debit Note Entry can be used to upload the Debit notes for Interstate Purchase returns. The

Debit notes can be entered for Registered and Unregistered dealers. To enter debit notes, the

original purchase invoices should have already been uploaded for the current or previous tax

period.

This option is advisable if there are few debit notes to be entered or else the same can be

uploaded using an XML file as explained earlier. On selection of this option, the Debit Notes

already available are displayed. To add more debit notes, enter in all the fields like debit note no.

, debit note date, TIN, net value, tax and other charges. The original invoice details also need to


tax period.

Fig 3.9: Debit Notes (Interstate Purchase Invoices)-Entry form


The debit note is validated as per the conditions given below:

1) The seller’s TIN number should be an 11 digit Respective TIN of the State or starting from 29

for E1/E2 Purchases only

2) Seller’s TIN has to be – 29000000000 (if URD) or 990000000. (For Imports)

3) Original Invoice/document date can be for the past 6 months from the Return period.

4) The Debit Note Date should be equal to or later than the Date of the Original Invoice

5) The Debit note date should belong to the selected tax period.


3.3 Modify

Invoices entered can be modified using this option before Approval. The invoices can be searched

on any one parameter like TIN, Invoice no, invoice date. To view all invoices click on” Open All” or to

know only the duplicate invoices entered click on “Duplicates”. ” Open All” will display the list of all

invoices entered through direct entry or XML upload.

3.3.1 Modify: Interstate Purchase Invoice

To modify the Interstate purchase invoices, click on Modify option. Search the invoice details

based on the given parameters or open all or Duplicates. To know the duplicate invoices click on



the error if any.

The other options available on the screen are Modify Debit note Entry.

Fig 3.10: Interstate Purchase Invoices-Modify form


3.3.2 Modify: Debit Note

The debit notes can be modified using this option. Navigate through the “Modify Debit Note

entry” and then, select the debit note, update or modify the details and click on Add. To delete

the debit note, click on Delete. Any updation will validate the debit note and displays the error

if any.

Fig 3.11: Debit Notes (Interstate purchase Invoices) - Modify form

3.4 Approve

This option is used to Approve and then to submit the details of Interstate Purchase invoices

entered using the above explained options. Once the invoices are submitted, the invoices cannot

be modified/deleted. On selection of approve option, a summary of all invoices entered through

direct entry, uploaded through XML File and the debit notes is displayed. The total net value,

Total Tax Value Other Charges and Total Value are also displayed. Verify the details and Click on

“Approve”. An acknowledgement form is displayed as given below:

Fig 3.12: Interstate Purchase Invoices-Submit Form


This” Approve” button will appear only when all the duplicates are corrected. If not, an abstract

of duplicate invoices/debit notes are displayed. The duplicates can be corrected by clicking the

button “modify”, it will navigate to modify screen and then all the “duplicates’’ can be corrected

or modified.


shown in the screen shot is seen, then all the details of invoices and Debit notes entered through

XML upload/Direct entry are correct and ready for Approve. Once we click “Approve” button,

then the details entered are formally submitted to the department and the system generates the

acknowledgement slip for the dealer reference.


1. At the time of each direct entry or XML upload of invoice or debit note details, to check







Make sure that all the duplicate errors have been corrected before, you Approve and submit the

records.

To print the Acknowledgement Slip, click Print on the File Menu. The Print window displays

(Refer: Fig 2.16. Print window).



Fig; 3.14 Print window



A copy of the Web Acknowledgement Slip is printed in the selected printer.

3.5 Sellers’ Master List:


on Seller Master List, the option “Entry Form” is displayed. Select the radio button Local or


Select the Type, to enter the details of Seller/Purchaser. The details can be entered one by one

for the known TIN and the Master List can be created. Continue the process till all the Sellers

TINs are entered and saved.





TIN is entered, the other details are enabled.


Fig 3.15: Sellers’ Master List-Entry Form (Inter State)

3.6 Download:


download the details of purchase invoices or sales invoices uploaded on to the CTD website.

Place the pointer on “Download” and select, then the screen “purchase invoices-Download

Invoices as Excel file” will be displayed. The dealer can download the details for a particular tax

period, by selecting the tax period. The details can be obtained in “Summary” or in “Detail” by

selecting the respective radio button. The information can be for “local” or interstate”.

Fig 3.16: Interstate Purchase Invoices-Download as Excel File

On selection of Details, the Invoices or Debit notes details can be downloaded in excel format. The

Download facility is available before and after submission of Purchase Statement. The downloaded

XL- file is displayed as shown below:


Fig 3.17: Interstate Purchase Invoices- Excel File


4 Local Sales Statement

The Sales Statement option available in the VAT e-Filing system enables the dealers to file the

details of Sales invoices of Local, Interstate transactions, as well as export sales. The dealers

registered under VAT can enter the details of sales effected. The dealer can upload the details of

local Sales invoices monthly or quarterly based on the filing type as available in the e-Filing

system

The Local Sales Statements can be uploaded using XML file or through Direct Entry screen. The

URD Sales can be entered invoice wise or as lump sum values. In case of any sales returns, enter

the credit note details. Lastly, submit the invoices for the selected period.

Process Flow

Fig 4.1: Process Flow for Local Sales Statement

Upload Sales invoices using


Upload Lump sum values of

URD Sales

Upload Credit notes using


Modify, if Required

Download Reports

Approve


Instructions:

In the main page of the VAT e-Filing system, place the pointer over Sales Statement. The

following sub menu is displayed: Select the” Local “for entering the details of local Sales invoices

Local

Interstate

Export

Modify

Purchaser Master List

Approval

Revision [Available in next version]

Download

Place the pointer on Sales Statement, then to Local, the options Upload XML file and Direct

Entry are displayed.

Fig 4.2: Menu- Sales Statement-Local

4.1 Local Sale: XML Upload

On selection of the Upload XML files, the user can upload the XML file containing details of

invoices of Local Sales invoices. The XML file for details of Local sales invoices can be created by

the dealer using his own software by referring the format given in Schema Definition (XSD) File

or by using the XL to XML convertor provided in the departmental website. The XL-XML

converter and the Schema definition for Local Sales Invoices can be downloaded from the

Reports and Help option from the CTD website. The user can also export the invoice data to


XML file by using off the shelf customized software available in the market. Refer the user

manual for more information on converter and for schema definition for local sales statement

upload.

4.1.1 Upload XML File: Local Sales Invoice

To upload XML file, select the Tax period and click on “GO” .If a different period is to be entered,

Click on “Clear” button and then, select the Tax period and click on “GO”. The XML files, if

uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’. The

system prompts to browse and select the file. On selecting the XML file, click on Upload.

Fig 4.3: Local Sales Invoices- XML File Upload Form-without any Error


note:

Note:

1) The purchaser TIN number should be an 11 digit number starting from 29

2) Purchaser TIN can be VAT / COT registered

3) Purchaser TIN should be – 29000000000, if URD


5) Name of the purchaser can be up to 30 Characters

6) Invoice date has to be for the Current Return period and in dd/mm/yyyy format













duplicates.

Fig 4.4: Local Sales Invoices- XML File Upload Form- Error Report


The other options for data entry available are Credit Note XML Upload and URD Lump sum

Entry.

4.1.2 Upload XML File: Credit Note

The Credit Note XML Upload can be used to upload the Credit notes for Sales returns or for any

change in sales invoices. The Credit notes can be entered for Registered and Unregistered

dealers. To enter Credit notes, the original Sales invoices should have already been uploaded for

the current or previous tax period.


The Credit note XML file can be created by referring the Schema Definition (XSD) file or by using

the XL to XML Converter provided in the e-Filing System. The XL to XML converter and the

Schema definition for Credit Notes can be downloaded from the Reports and Help option. Refer

the user manual for more information on converter and schema definition for credit note xml

upload.

To upload Credit Note XML file, click on Credit Note XML Upload, select the Tax period and click

on “GO”. The XML files uploaded previously are displayed in a table. To upload another file, click

on ‘Upload Credit Note XML file’. The system prompts to browse and select the file. On

selecting the Credit Note XML file, click on Upload.

Fig 4.5: Local Credit Notes- XML File Upload Form


note:

Note:

1) The purchaser’s TIN number should be an 11 digit number starting from 29





6) Original Invoice date can be for the past 6 months from the Return period.

7) The Credit Note Date should be equal to or later than the Original Invoice Date.

8) The Credit note date should belong to the selected tax period.


Credit notes which have failed the validations will be displayed along with the error codes. The



the entry. If the corrected Credit note passes all the validations, it is removed from the error list.

Continue the process till all the Credit notes are corrected. On correction of all Credit notes,

‘Save’ button is displayed to save the file. Now, click on this button and the file is saved.

Fig 4.6 : Local Credit Notes-XML File Upload form-with Error Report

Fig 4.7 : Local Credit Notes-XML File Upload form-without Error Report


4.2 Local Sales: URD Lumpsum Entry

In respect of URD Sales, the details of invoice can be entered invoice wise or by lump sum values.

That is, under lump sum values, the total no. of invoices, total net value, total tax value and total

other charges can be entered in this option.

Note: If URD lump sum is entered, the invoice details will not be required and hence should

not be entered again in XML file or direct entry.

Fig 4.8: Local Sales Invoices- URD Lumpsum Entry /Modification Form

On selection of this option, the Lump sum entry already available under URD Purchases will be

displayed. Enter/modify the no. of invoices, total net value, total tax and total other charges and

click on Save.

The other options available on the screen are Credit Note XML Upload and Sales XML Upload.

4.3 Direct Entry

This option is advisable in case the number of invoices are less .This option can be used to enter

the details of Local sales invoices, Credit notes and URD Lump sum values through direct entry

mode.

4.3.1 Direct Entry: Local Sales Invoices

On click of this option (refer Fig 4.2), the screen- Local Sales Invoices-Entry form is displayed to

enter the details of sales invoices. Enter the Buyer’s TIN, the Name of the Buyer is automatically

displayed. If the Buyer is URD enter TIN as 29000000000, then enter Name of the Buyer. Enter

the Invoice Number, Invoice Date, Net Value, Tax Value and Other Charges.


Fig 4.9: Local Sales Invoices –Entry Form


Note:

1) Purchaser’s TIN number should be an 11 digit number starting from 29

2) Purchaser’s TIN can be VAT / COT registered

3) Purchaser’s TIN should be – 29000000000, if URD




7) Invoice date has to be for the current Tax period.

8) The Sales invoices cannot be in duplicate.

9) No Negative values under Net Value and Tax charged.


validations, then the system will alert about the errors at each field level. If any corrections are

to be made after adding the entries, the user can select the button “View All” ,”Select” particular

entry make any corrections to the invoices entered, and update the same.


Fig 4.10: Local Sales Invoices –Entry Form for Updating

On entering all the details, click on Add. To modify any invoice detail, place the cursor on the

selected field and update the details and click on Update. “View All” button shows all the

invoices entered. The “Validate All” button on the screen enables the user to correct the duplicate

invoices entered. By selecting the “Validate All” button, the system prompts and navigates to

modify screen, where in all the duplicates can be modified or corrected. If there are no duplicate

invoices, then the system prompts that” no duplicate invoices found”, ensuring that, the system


The other options available are Credit Note Entry and URD Lumpsum entry. Click on the

Credit Notes Entry to enter the Credit notes details.

4.3.2 Direct Entry: Credit Note

The Credit Note Entry can be used to upload the Credit notes for Sales returns or any change in

value of sales. The Credit notes can be entered for Registered and Unregistered dealers. To enter

Credit notes, the original Sales invoices should have already been uploaded for the current or


This option is advisable if few Credit notes are to be entered or else the same can be uploaded

using an XML file as explained earlier. On selection of this option, the Credit Notes already

available are displayed. To add more credit notes, enter all the fields like Credit note no. , Credit

note date, TIN, net value, tax Value and other charges. The original invoice details also need to


tax period.


Fig 4.11: Credit Notes (Local Sales Invoices) –Entry Form

The credit note is validated as per the conditions given below:

1) Purchaser’s TIN number should be an 11 digit number starting from 29





6) Credit Note date has to be for the Current Return period and in dd/mm/yyyy format

6) Original Invoice date can be for the previous 6 months from the Tax period.

7) The Credit Note Date should be equal to or later than Original Invoice Date.

8) No Negative values under the Net Value and Tax Charged

4.4 Modify


searched on any one parameter like Buyer’s TIN, Invoice no, invoice date. To view all invoices

entered through direct entry or XML upload click on” Open All” and to display duplicate invoices

click “Duplicates”.


4.4.1 Modify: Local Sales Invoice

To modify the Local sales invoices, click on Modify option. Search the invoice details based on

the given parameters or using “open all” or” Duplicates” option. Now, select the invoice,

update or modify the details and click on Modify. The invoice can be deleted by clicking on

Delete. Any updation will validate the invoice and displays the error if any.

.

Fig 4.12: Local Sales Invoices-Modify Form

The other options available on the screen are Modify credit notes and Modify URD Lumpsum

Entry.

4.4.2 Modify: Credit Note

The credit notes can be modified using this option. Navigate through the “Modify Credit Note”

and then, select the credit note, update or modify the details and click on Add. To delete the

credit note click on Delete. Any updation will validate the credit note and displays the error if

any.

Fig 4.13: Credit Notes (Local Sales Invoices) Modify Form


4.4.3 Modify: URD Lumpsum Entry

This option can be used to modify the URD lump sum entry details of Sales Invoices.

4.5 Approve

This option is used to Approve and then to submit the details of Sales invoices entered using the

above explained options. Once the details of invoices are submitted, the details of the invoices

cannot be modified/deleted. On selection of approve option, a summary of all details of invoices

entered, uploaded and the Credit notes is displayed. The total net value, total tax value, total

other charges and total value are also displayed. Verify the details and Click on “Approve”.

Fig 4.14: Local Sales Invoices-Submit Form


of duplicate invoices/credit notes are displayed. The duplicates can be corrected by clicking the


or modified.


shown in the screen shot is seen, then all the details of invoices and Credit notes entered through

XML upload/Direct entry and URD Lumpsum entry are correct and ready for Approve. Once we

click “Approve” button, then the details entered are formally submitted to the department and

the system generates the acknowledgement slip for the dealer reference.



At the time of each direct entry or XML upload of invoice or credit note details to check the

correctness of each record entered through the direct entry or XML file upload.






Make sure that all the duplicate errors have been corrected before you Approve and submit the

records.

An acknowledgement form is displayed as given below .To print the Acknowledgement Slip,

click Print on the File menu.



The Print window displays:

Fig 4.16: Print window




4.6 Purchaser Master List:


on Purchaser Master List, the option “Entry Form” is displayed. Select the radio button Local or


Select the Type, to enter the details of Seller/Purchaser. Once the TIN of Karnataka is entered,

the details like Name, address, PIN, Registration Type will get auto displayed from the

departmental database. The said details can be entered one by one for the known TIN number

and the Master List can be created. Continue the process till all the purchaser’s TINs are entered

and saved.





TIN is entered, the other details are enabled. With this menu, it is easy to identify the registered

dealers and de registered dealer’s status under electronic filing System of the CTD and also the

uploading process will be quicker.


Fig 4.17: Purchaser Master List-Entry Form

4.7 Download:



the pointer on “Download” and select, then the screen “Sales invoices-Download Invoices as

Excel file” will be displayed. The dealer can download the details for a particular tax period, by

selecting the tax period. The details can be obtained in “Summary” or in “Detail” by selecting the

respective radio button. The information can be for “local” or interstate”.

Fig 4.18: Sales Invoices-Download Invoices as Excel File


On selection of Details, the Invoices or Credit notes details can be downloaded in excel format.

The Download facility is available before and after submission of Sales Statement. The


Fig 4.19: Invoices Summary (Local Sales) - Excel File


5 Interstate Sales Statement


details of Sales invoices of local and interstate transactions, as well as export sales. The dealers


Inter State Sales invoices monthly or quarterly based on the type of return filing, as available in

the e-Filing system. Under Interstate Sales, even the sales effected by way of sale in the course

of import (High Sea Sales), sale in the course of export (Indirect export) and other than by way

of sale to outside the State (Stock transfer out ward) are required to be uploaded. All types of

Interstate sales with or without statutory forms can be entered at the field “form type” of the

menu.

The Interstate Sales Statements can be uploaded using XML file or through Direct Entry screen.

In case of any sales returns, enter the credit note details. Lastly, submit the invoices for the

selected period.

Process Flow

Fig 5.1: Process Flow for Interstate Sales Statement

Upload invoice details using


Upload Credit notes details

using Direct Entry or XML file

Approve

Modify, if Required

Download Reports


Instructions:


following sub menu is displayed: Select the Interstate for entering the details of Interstate Sales

invoices

Local

Interstate

Export

Modify

Approval

Purchaser Masters List


Download

Place the pointer on “Interstate”, the options Upload XML file and Direct Entry are displayed.

Select the Upload XML files.

Fig 5.2: Menu- Sales Statement-Interstate-XML Upload

5.1 INTERSTATE SALE: XML UPLOAD

On selection of the option Upload XML File, the user can upload the xml file containing details

of Interstate Sales Invoices. The XML file for details of interstate sales invoices can be created by

the dealer by using his own software or by referring the format given in Schema Definition (XSD)

File or by using the XL to XML convertor provided by the departmental website. The XL-XML

converter and the Schema definition for Interstate Sales Invoices can be downloaded from the


Reports and Help option. Refer the user manual for more information on converter and Schema

definition for interstate sale XML upload.

The user can also export the invoices data to XML file by using off the shelf customized software

available in the market. Further, the downloaded Xml converter has been provided with a

master code sheet for commodity and sub commodity , transaction type and form type to enter

in the excel converter.

5.1.1 UPLOAD XML FILE: INTERSTATE SALES INVOICE

To upload XML file, select the Tax period and click on “GO”. If a different tax period is to be

entered, Click on “Clear” button and then, select the Tax period and click on “GO”. The XML files,

if uploaded previously, are displayed in a table. To upload next file, click on ‘Upload Next file’.

The system prompts to browse and select the file. On selecting the XML file, click on Upload.

Fig 5.3: Inter State Sales Invoices- XML File Upload Form


note:

Note:

1) The Purchaser’s TIN number should be an 11 digit number starting from 29 for E1/E2

purchases or TIN Number belonging to other States

2) Purchaser TIN has to be numerical only

3) Purchaser TIN should be – 29000000000, if URD or in case of High Sea sales it should be

99000000000

4) Invoice/Document number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456

or 3456BNG)



6) Address of the buyer can be up to 150 Characters

7) Invoice/document date has to be for the Current Return period and in dd/mm/yyyy format


9) For Main Commodity, Sub Commodity codes, only numerals has to be entered

10) For Transaction Type, Specify C -for with C form, WC-without C form, E1 or E2 for E1 and

E2 Sales, IM for High Sea Sales, OT for others, F for- Stock Transfer, H- for Indirect Export.


12) Under Quantity two decimals and Units can be mentioned Ex: 99.02 Kgs or Lts , 99 NO






Fig 5.4: Interstate Sales Invoices- XML File Upload Form- Error Report


Fig 5.5: Interstate Sales Invoices- XML File Upload Form- without Error Report





duplicates.


The other options available are Credit Notes XML Upload.


The Credit Note XML Upload can be used to upload the Credit notes for Inter State sales returns

or any change in the value of sales. The Credit notes can be entered for Registered and

Unregistered dealers. To enter Credit notes, the original Interstate Sales invoices should have

already been uploaded for the current or previous tax period.

The Credit note XML file can be created by referring the Schema Definition (XSD) file or by using

the XL-XML Converter provided in the e-Filing System. The XL-XML converter and the Schema

definition for Credit Notes can be downloaded from the Reports and Help option. Refer the

user manual for more information on converter and schema definition for credit note xml

upload.

To upload Credit Note XML file, click on “Credit Notes XML upload”, select the Tax period and

click on GO. The XML files uploaded previously are displayed in a table. To upload another file,

click on ‘Upload Credit Note XML file’. The system prompts to browse and select the file. On

selecting the Credit Note XML file, click on ‘Upload’.


Fig 5.6: Credit Notes (interstate sales invoices) - XML File Upload Form


note:

Note:

1) The Purchaser’s TIN number should be an 11 digit number starting from 29 or Respective TIN

number of the State.

2) Purchaser’s TIN should be– 29000000000, if URD or in case of High Sea Sales it should be

99000000000.


4) The Credit Note Date should be equal to or later than Original Invoice Date.

5) The Credit note date should belong to the selected tax period.

6) No Negative values under Net Value and Tax Charged.



referred from the table and the corrections can be made. After correction, click on Save to update





Fig 5.7: Inter State Invoices Credit Notes-XML File Upload form-with Error Report

The other option available on the screen is IS Sales XML Upload.

5.2 Direct Entry.

This option is advisable in case the numbers of invoices are less. This option can be used to

enter the details of Interstate sales invoices and Credit notes through direct entry mode.

5.2.1 Direct Entry: Interstate Sales Invoices

On click of this option (refer fig 5.2), the screen-Interstate sales invoices-Entry form is displayed

to enter details of interstate sales invoices. In case of Sales effected to outside the state enter the

TIN number and the Trade name of the concerned dealer. Enter the Buyer’s TIN and the Trade

name is automatically displayed for TIN with 29 only [for E1 and E2 Sales in Karnataka]. If the

Buyer is URD, enter TIN as 29000000000 and the Trade name. Enter the Invoice number, invoice

date, net value, tax and other charges.


Fig 5.8: Interstate Sales Invoices –Entry Form

The entries are validated against the conditions as given in the note below

Note:

1) Purchaser’/Buyer’s TIN number should be an 11 digit number starting from 29 for E1/E2

purchases or TIN Number belonging to other States

2) Purchaser/Buyer TIN has to be numerical only

3) Purchaser/Buyer TIN should be – 29000000000, if URD, for imports it should be 99000000000

4) Invoice/Document number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or

3456BNG)

5) Name of the purchaser/buyer can be up to 30 Characters

6) Address of the purchaser/buyer can be up to 150 Characters

7) Invoice/document date has to be for the selected period and in dd/mm/yyyy format


9) Main Commodity, Sub Commodity can be selected under drop down menu

10)For Form Type, Select the drop down menu C form, without CST forms ,F-form, H-form, E1-

Form, E2-Form, High Sea sales, others,

11) No Negative values under Net Value and Tax Charged.



validations, then the system will alert about the errors at each field level. Then click on “Add”.


If any corrections are to be made after adding the entries, the user can select the button, “View

All” and “Select” and then make corrections and update the same

On entering all the details, click on Add. To delete invoice details, place the cursor on selected

filed and delete details and then details can be re-entered. “View All” button shows the invoices

entered. The “Validate All” button on the screen enables the user to correct the duplicate invoices

entered. By selecting the “Validate All” button, the system prompts and navigates to modify


invoices, then the system prompts that “no duplicate invoices found”, ensuring that, the system


The other options available are Credit Notes Entry. Click on the Credit Notes Entry to enter the

Credit notes details.


The Credit Note Entry can be used to upload the Credit notes for Interstate Sales returns. The

Credit notes can be entered for Registered and Unregistered dealers. To enter Credit notes, the

original Sales invoices should have already been uploaded for the current or previous tax period.

This option is advisable if there are few Credit notes to be entered or else the same can be

uploaded using an XML file as explained earlier. On selection of this option, the Credit Notes

already available are displayed. To add more credit notes, enter in all the fields like Credit note

no. , Credit note date, TIN, net value, tax and other charges. The original invoice details also need

to be entered. It is mandatory that the original invoice be uploaded in the same period or


Fig 5.9: Credit Notes (interstate sales Invoices)–Entry Form



Note:

1) Purchaser’s TIN number should be an 11 digit number starting from 29 or Respective TIN

number of the State

2) Purchaser TIN should be – 29000000000, if URD and in case of imports it should be

99000000000



5) The Credit Note date should belong to the selected tax period

6) No Negative values under the Net Value and Tax Charged.

The other options available on the screen is Direct Entry.

5.3 Modify


searched on any one parameter like Buyer’s TIN, Invoice no, invoice date. To view all invoices

click on” Open All” and to know only the duplicate invoices entered click on “Duplicates”. ”

Open All” will display the list of all invoices entered through direct entry or XML upload.

5.3.1 Modify: Interstate Sales Invoice

To modify the Interstate Sales invoices, click on Modify option. Search the invoice details based

on the given parameters or open all or Duplicates. To know the duplicate invoices click on



the error if any.


Fig 5.10: Inter State Sales Invoices-Modify Form

The other options available on the screen are Modify credit note entry.




credit note click on Delete. Any updation will validate the credit note and displays error if any.

Fig 5.11: Credit Notes (Inter State Sales Invoices)-Modify Form


The other options available on the screen are Modify Interstate sales.

5.4 Approve

This option is used to Approve and then to submit the details of Interstate Sales invoices entered

using the above explained options. Once the details of invoices are submitted, the details of the

invoices cannot be modified/deleted. On selection of approve option, a summary of invoices

entered through direct entry, uploaded through XML File and the Credit notes is displayed. The

total net value, tax and other charges are also displayed. Verify the details and Click on

“Approve”.

Fig 5.12: Interstate Sales Invoices-Submit Form




or modified.



XML upload/Direct entry are correct and ready for Approve. Once we click” Approve” button,


then the details entered are formally submitted to the department and the system generates the

acknowledgement slip for the dealer reference.

Caution Note: Validations are done at following three stages:

1. At the time of each direct entry or XML upload of invoice or credit note details, to check







Make sure that all the duplicate errors have been corrected before you Approve and submit the

records.

An acknowledgement form is displayed as given below .To print the Web Acknowledgement

Slip, click Print on the File menu. The Print window displays.






A copy of the Acknowledgement Slip is printed in the selected printer.

5.5 Purchasers’ Master List:


on Purchaser Master List, the option “Entry Form” is displayed. Select the radio button Local or


Select the Type, to enter the details of Seller/Purchaser. The details can be entered one by one

for the known TIN number and the Master List can be created. Continue the process till all the

purchaser’s TINs are entered and saved.





TIN is entered, the other details are enabled.


Fig 5.15: Purchaser Master List-Inter State-Entry Form

5.6 Download:



the pointer on “Download” and select, then the screen “Sales invoices-Download Invoices as

Excel file” will be displayed. The dealer can download the details for a particular tax period, by

selecting the tax period. The details can be obtained in “Summary” or in “Detail” by selecting the

respective radio button. The information can be for “local” or interstate”.

Fig 5.16: Sales Invoices-Download Invoices as Excel File


On selection of Details, the Invoices or Credit notes details can be downloaded in excel format.

The Download facility is available before and after submission of Sales Statement. The


Fig 5.17: Invoices Summary (Interstate Sales) Excel File


6 Export Sales Statement


details of Sales invoices of Local, Interstate transactions, as well as export sales. The dealers


Export Sales invoices monthly or quarterly based on the filing type as available in the e-Filing

system. Under Export sales, even the details of Bill of lading/Air way Bill number, and Carrier

Name/agent, Invoice Value in Foreign Currency and in Indian Rupees are captured.

The Export Sales Statements can be uploaded using XML file or through Direct Entry screen. In

case of any sales returns, enter the credit note details. Lastly, submit the details of invoices for

the selected period.

Process Flow

Fig 6.1: Process Flow for Export Sales Statement

Instructions:


following sub menu is displayed: Select the Export for entering the details of Export Sales

invoices

Local

Interstate

Upload Export invoice details


Upload Credit note details


Approve

Modify, if Required


Export

Modify

Approval

Purchaser Masters List

Revision[ Available in the next version]

Download

Place the pointer on Sales Statement-Export, the options Upload XML file and Direct Entry are

displayed. Select the Upload XML files.

Fig 6.2: Menu- Sales Statement-Export

6.1 Export: XML UPLOAD

On selection of this option the user can upload the XML file containing details of invoices of

Export Sales. The XML file for details of Export sales invoices can be created by the dealer using

his own software or by referring the format given in Schema Definition (XSD) File or by using

the XL to XML convertor provided in the departmental website. The XL-XML converter and

Schema definition for Export Sales Invoices can be downloaded from the Reports and Help

option from the CTD website. The user can also export the invoice data to XML file by using off

the shelf customized software available in the market. Refer the user manual for more

information on converter and on schema definition for export sales statement upload.

Further, the downloaded Xml converter has been provided with a master code sheet for

commodity and sub commodity codes, transaction type and form type to enter in the excel

converter.


6.1.1 Upload XML File:Export Invoices

To upload XML file, select the period and click on “GO” .If a different period is to be entered, Click

on “Clear” button and then, select the Tax period and click on “GO”. The XML files, if uploaded

previously, are displayed in a table. To upload next file, click on ‘Upload Next file’. The system

prompts to browse and select the file. On selecting the XML file, click on Upload.

Fig 6.3: Export Invoices- XML File Upload Form


note:

Note:

1) The Foreign Buyer Name and address, can have up to 60 characters

2) The Carrier Name/agent name has to be entered and can be up to 60 characters

3) Invoice number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456 or

3456BNG)


5) Bill of lading/Air way Bill number has to be entered


7) Main Commodity, Sub Commodity codes have to be numerals only

8) Invoice value in foreign currency has to be entered in words, not with currency symbols Ex:

USD, not as $

9) No Negative values under Invoice value, Foreign Currency value or Value in Indian rupees

10) Value in foreign currency can be up to 20 alphanumeric characters /in Indian rupees can

be up to 20 numeric characters












duplicates.

Fig 6.4: Export Invoices- XML File Upload Form- Error Report



Fig 6.5: Export Invoices- XML File Upload Form- without any error report.

The other options available are Export Credit Note XML Upload.


The Credit Note XML Upload can be used to upload the Credit notes for Export Sales returns or

any change in the value of export sales. The Credit notes can be entered for registered dealers.

To enter Credit notes, the original export Sales invoices should have already been uploaded for

the current or previous tax period.

The Credit note XML file can be created by referring the XML Schema Definition (XSD) file or by

using the XL-XML Converter provided in the e-Filing System. The XL-XML converter and the XML

Schema definition for Credit Notes can be downloaded from the Reports and Help option. Refer

the user manual for more information on converter and on XSD.

To upload Credit Note XML file, click on “Export Credit Note XML Upload”, select the Tax period

and click on “GO”. The XML files uploaded previously are displayed in a table. To upload another

file, click on ‘Upload Next File’. The system prompts to browse and select the file. On selecting

the Credit Note XML file, click on Upload.


Fig 6.6: Credit Notes (Export invoices) - XML File Upload Form


note:

Note:


2) Credit Note number can be up to 25 alphanumeric characters ( ex: BNG3456, or 3456 or

3456BNG)



5) No Negative values under Invoice Value and in foreign currency value

6) Invoice value in foreign currency can be up to 20 alphanumeric characters and Indian Rupees

can be and up to 20 numeric characters








Fig 6.7: Export Credit Notes-XML File Upload form-with Error Report

The other options available on the screen Export XML Upload.

6.2 Exports: Direct Entry

This option is advisable in case the number of invoices are less. This option can be used to

enter the details of Export invoices and Credit notes through direct entry mode.

6.2.1 Direct Entry: Export Invoices

On click of this direct entry option (Refer Fig 6.2), the screen-Export Invoices-Entry Form is

displayed to enter details of export invoices. In case of Export Sales statement, enter Invoice

Number, Invoice Date, the Foreign Buyer Name and Address, Carrier Name/Agent, Bill of Lading

or Airway Bill number and Date. Main Commodity and sub commodity is available in the screen

as per the amended details in the registration records and can be selected from the drop down

menu. Enter the Invoice Value, Value in Foreign currency and Value in Indian Rupees invoice.


Fig 6.8: Export Invoices –Entry Form


Note:

1) The Foreign Buyer Name and address has to be entered, can have up to 60 characters

2) The Carrier Name/agent name has to be entered and can have up to 60 characters



5) Bill of lading/Air way Bill number and Date in dd/mm/yyyy format have to be entered. Date

should be equal to or later than the Invoice Number


7) Main Commodity, Sub Commodity codes have to be numerals only

8) Invoice value in foreign currency-no symbols are allowed, has to be entered in words, Ex: USD,

not as $

9) No Negative values under Invoice value, Foreign Currency value or Value in Indian rupees

10) Value in foreign currency can be up to 20 alphanumeric characters, / Indian rupees can be up

to 20 numeric characters



validations, then the system will alert about the errors at each field level. If any corrections are

to be made after adding the entries, the user can select the button, “View All” for any corrections

to be made for the invoices entered, and select the particular entry and update the same.


On entering all the details, click on Add. To delete an invoice details, place the cursor on selected

filed and click on “delete” Details can be reentered. “View All” button shows the number of

invoice entered and “Validate All” button displays details of duplicate invoices entered and

they can be suitably modified. The other options available are Credit Note Entry. Click on the

Credit Notes Entry to enter the Credit notes details.





duplicates.


The Credit Note Entry can be used to upload the Credit notes for Export returns or any change

in value of export sales value. The Credit notes can be entered for registered dealers. To enter

Credit notes, the original Sales invoices should have been already uploaded for the current or


This option is advisable if there are few Credit notes to be entered or else the same can be

uploaded using an XML file as explained earlier. On selection of this option, the Credit Notes

already available are displayed. To add more credit notes, enter in all the fields like Credit note

no. , Credit note date, foreign buyer name, value in foreign currency and in Indian rupees. The

original invoice details also need to be entered. It is mandatory that the original invoice be

uploaded in the same period or previous tax period.

Fig 6.9: Credit Notes (Export Invoices)–Entry Form



Note:


2) Credit Note number can be up to 25 alphanumeric characters (ex: BNG3456, or 3456 or

3456BNG)



5) No Negative values under Invoice Value and in foreign currency value

6) Invoice value in foreign currency can be up to 20 alphanumeric characters and Indian Rupees

can be and up to 20 numeric characters

The other options available on the screen is Direct Entry.

6.3 Modify


searched on any one parameter like TIN, Invoice no, invoice date. To view all invoices click on”

Open All” or “Duplicates” to know only the duplicate invoices entered. ” Open All” will display

the list of all invoices entered through direct entry or XML upload.

6.3.1 Modify: Export Invoices

To modify the export invoices, click on Modify option. Search the invoice details based on the

given parameters or “open all” or “Duplicates”. To know the duplicate invoices click on



the error if any.

The other options available on the screen are Modify credit notes


Fig 6.10: Export Invoices-Modify Form




credit note click on Delete. Any updation will validate the debit note and displays the error if

any.

Fig 6.11: Credit Notes (Export Invoices)-Modify Form

The other option available on the screen is direct entry

6.4 Approve

This option is used to “Approve” and then to submit the details of Export invoices entered using

the above explained options. Once the details of Export invoices are submitted, the details of the

Export invoices cannot be modified/deleted. On selection of approve option, a summary of


Export invoices entered through Direct entry, uploaded through XML File and the Credit notes

is displayed. The number of invoices and total value are also displayed. Verify the details and

Click on “Approve”.

Fig 6.12: Export Invoices-Submit Form




or modified.



XML upload/Direct entry and URD Lumpsum entry are correct and ready for Approve. Once we

click “Approve” button, then the details entered are formally submitted to the department and

the system generates the acknowledgement slip for the dealer reference.


1. At the time of each direct entry or XML upload of invoice or credit note details, to check








Make sure that all the duplicate errors have been corrected before, you Approve and

submit the records.

An acknowledgement form is displayed as given below. To print the Acknowledgement Slip,

click Print on the File menu. The Print window displays (Fig 2.16. Print window).

Fig 6.13: web Acknowledgement Screen .


karnataka vat and cst user manual_version_e-upload.pdf

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