Cleartax GST Offline Guide

ClearTax GST www.cleartax.com/GST [email protected] 080-67458707

Features

How to Set Up the Offline Utility

How to Create, View & Export Data

How to File Returns

Guide to use ClearTax GST Offline (Excel Utility to Create Invoices)

Download ClearTax GST Offline

It’s FREE

https://cleartax.in/gst

http://www.cleartax.com/GST

mailto:[email protected]

http://bit.ly/2xu5c5n



ClearTax GST Offline is a “no-internet” billing software which works in MS Excel. You can create Free invoices & file returns on ClearTax GST with one-click upload

● Create FREE Invoices offline for your business & clients

● Then Export & Upload Invoices on Cleartax GST to File Returns Easily

● Store all invoices on your computer and access them anytime with or without internet

Download & Share ClearTax GST Offline

Note: ClearTax constantly updates its Excel Utility to add new feature. Please keep checking this link.




http://bit.ly/2xu5c5n


Features of ClearTax GST Offline Excel UtilityFeatures of ClearTax GST Offline Version 1.0

● Create Sales & Export Invoices, Outward Bill of Supply and Reverse Charge● Print Invoices with one click (as many times as you want)● Validations & Guides to avoid errors● Directly upload excel file to prepare GSTR-1 on ClearTax GST Online Software

Upcoming Features

● Self invoicing & purchase invoices● CDNs, Advances etc.





Why should you use ClearTax GST Offline

● It’s FREE

● Internet is not required to create invoices

● You can create Sales & Export Invoices, Outward Bill of Supply and Reverse Charge

● You can file returns in one-click by uploading the invoices directly to ClearTax GST

● It is easy to use and there is not much learning required

● It is better than other accounting & invoicing software as it can simply run in excel

and no extra download is required

● It is less than 350 KB and gets downloaded in seconds





Technical Requirements to Use ClearTax GST OfflineTo create invoices with ClearTax GST Offline Excel Utility, you need to have

● Operating System : Windows● Excel versions : 2013 or 2016● Internet connection : Not required





Part 1: Setting Up ClearTax GST Offline





Download the Offline Utility & Enable Editing

● Download the Offline Utility from https://cleartax.in/s/gst-offline-tool-excel-utility

● After you open the utility, click on Enable Editing to start editing it





Enable Macros

● Once you click on Enable Editing, you will notice that a pop up of Security Warning will be displayed, click on Enable Content





Add Organisation Details

● Fill in all the details about your organisation● Note that fields marked as (*) are mandatory to be filled● In case you miss to fill any of these details, a validation message will be

shown





Part 2: How to Create Invoices





Add Item Master

● You can create a list of all items you deal in the Item Master sheet or add an item while creating the invoice





Add Item Master (contd.)

● Under Item_SKU provide a code for each item. Remember this code should be unique for each item. 2 items cannot have same code

● Under Item_Type mention whether you have sold goods (G) or services (S)

● Under Item_HSN_SAC mention the HSN of the item. If you don’t know your HSN, search it here or you can enter ‘None’

● Provide a description for each item (shoes, bags. etc.)




https://cleartax.in/s/gst-hsn-lookup



● Under Item_Unit select the unit of the item. For example: KGS for Sugar, Rice etc., PCS for Books, Laptop. To know the relevant unit, use the list displayed on the sheet named Static

● Mention item selling price and purchase price

● For Item_Discount enter the percentage of discount provided, if any

● Under Item_Notes enter any details you wish to mention according to your own convenience






● GST Rates - Select the Rate of Tax and while you create a bill, this rate will be auto-populated according to the place of supply i.e. inter-state supply or intra-state supply. Please note that even if you leave this field blank, you may fill the field while creating the invoice described later

● Once you fill this sheet, every time you create a bill, item details will be auto-populated. Alternatively, you may also create an item while creating an invoice





Add Your Customer List

● To add all your customers at once, go to the sheet named Customer master





Add Your Customer List (contd.)

● Click on the field Unique ID and provide an ID for each customer

● For Contact_Type select ‘C’ for company and ‘I’ Individual● Fill the GSTIN field. If your customer does not have a GSTIN, use their

provisional ID shared by Central Excise or State VAT department● The Pan Number (PAN) field is automatically filled. Ensure that this detail is

correct






● Under Contact Person, enter the name of the person who is to be contacted● Under Address mention the billing address of the customer● In case the billing and shipping address for the customer is same you may

simply copy and paste the billing address details under shipping address● Under Email Id enter a valid email ID● Under Phone Number enter a valid number ● Please note that even if you leave any field blank, you may fill the field while

creating a bill






● You can also add a new customer when creating invoices. To do this click on Create New Customer. Fill all the details and click on Save to Customer Master





Create An Invoice

● To create new invoices, go to Add Invoice● Enter the date when bill is issued in DD-MM-YYYY format● Set the Invoice number under Customize Invoice- Enter the sequence such as 1- Enter the prefix such as INV- Enter the suffix such as AUG





Create An Invoice (contd.)

● Click to Select Customer and select the customer from the drop down menu. You can also add a new customer if it is not already added by clicking on Create New Customer






● As you select the customer, the state provided under registered address will be selected as Place of Supply by default. To change, select the appropriate place of supply from the drop down menu

For example: For the business Pavan & Co, the address provided was the territory of Andaman and Nicobar Island, hence Place of Supply will be auto populated by default as Andaman and Nicobar Island.






● In case the goods or services sold falls under reverse charge, select the option of YES or else select NO against Reverse Charge radio buttons






● Then, click to add item, and select the item from the drop down menu. If a new item is to be added, click on Create New Item, fill all the details and click on Save to Item Master






● You will find all the details of the item have been pre-filled

● If needed, enter the quantity of item sold under Quantity

● The rest of the data will be automatically populated






● In case any detail is not filled correctly or has been missed, an error message will pop up showing the error

● As we can see in the image above, since the rate of Cess was not entered, this error message popped up and the invoice could not be saved

●






● After you have filled all the fields, click on Save and Print. Now, 2 copies i.e. Original Invoice and Customer Copy will be available for print






● Your invoice will be auto-saved in a folder at the location where this tool is saved, as shown here





Part 3: How to View or Delete Invoices





View Invoices in the Software

● Go to All Invoices sheet and view all your saved invoices





View the Saved Copy of Invoices in PDF Format

● Open the folder where the tool is saved on your desktop● Invoices are saved month-wise in different folders● Select the month of which the invoice need to be viewed and open the

required invoice





Delete A Saved Invoice

● Go to All Invoices sheet and choose the invoice you want to delete, select and delete the entire row





Part 4: How to Export Data to ClearTax GST





Export Item Master as CSV

● Click on Export Item Master as CSV

● As you click it, a message showing the location of the file will pop up. You will find the exported item master in that folder





Export Item Master as CSV (contd.)

● Login to your account with ClearTax GST Software at https://gst.cleartax.in/ and go to Settings




https://gst.cleartax.in/


Export Item Master as CSV (contd.)

● Now select the option of More and select Item Master

● Once you click on Item Master, you will be directed to browse and upload the CSV file

● Upload the file and all the details will be saved under your Item Master





Export Customer Master as CSV

● Click on Export customer Master as CSV

● As you click here, a message showing the location of the file will pop up





Export Customer Master as CSV (contd.)

● Login to your account with ClearTax GST Software at https://gst.cleartax.in/ and click on Settings




https://gst.cleartax.in/



● Click on Settings

● Now select the option of More and select Customer Master






● Once you click on Customer Master, you will be directed to browse and upload the CSV file

● Upload the file and all the details will be saved under your Customer Master





Export Invoices to ClearTax GST Online

● To upload the invoices on our online software, click on Export All Invoices As CSV

● As you click here, a message showing the location of the file will pop up





Export Invoices to ClearTax GST Online (contd.)

● Login to your account. Select the business for which you wish to prepare and file the return and click on Work On This.






● Then select Work On GST Returns

● Click on Import More






● Follow the steps as shown in this image:






● Select and upload the relevant files from your computer. Once the files are uploaded, all invoices will also be uploaded to the ClearTax GST Software. The status will be reflected as shown below:





Part 5: How to File Returns on ClearTax GST





File GST Returns

● To file returns on ClearTax GST Software, you need to first upload invoices as mentioned earlier. Now, click on Returns

● Select the option of Start Now





File GST Returns (contd.)

● Your GSTR-1 summary will be available automatically

● Review the GSTR-1 Summary and complete your filing





Definition & Explanation of Various Sheets & Terms





This is the master database sheet for the SME/Businesses. There are 11 fields, out of which 4 are mandatory fields. These fields are marked by "*". Users cannot proceed to next step without filling these.

Organisation Details





As per the feedback from businesses, we have given the user an option to list down all the items/goods/services which the business has to offer. These items will appear in a drop down box while creating an invoice and will speed up the invoice creation process. However, if there is a need to add a new item which is not present in the Item Master, it can be added easily by clicking add item button and selecting Create New Item in the Add Invoice sheet. To save the user from the misery of adding the item details again in the item master, new item will be automatically appended to the list and will appear in the drop down box.

Item Master





Most of the businesses/ SMEs have a fixed number of clients which repeat orders from time to time. To ease the process of creating invoice, we have given the user an option to list down the details of recurring customers. Selecting a customer from this drop down will result in generation of the required details with a click of a single button. Just like in the Item Master, a new customer will be added to the Customer Master automatically.

Contact Master





This sheet will help a user to create GST-compliant invoices in a matter of seconds. Customer is chosen first, then all the items can be either selected from the drop down box or can be manually added. CGST,SGST,IGST,CESS will be calculated automatically depending upon the delivery state and organisation state . Validations are present in the sheet to point out manual errors.

For example: If a user forgets to mention the number of quantity, that cell will be automatically colored in yellow.

Save and Print option lets the user print and save the invoice. Invoice generated will be printed in a PDF format and the same PDF file will be saved in the location where the Excel file is Present.

Add Invoices





All the PDFs will be stored in the folder that will be named after the month in which the invoice was created. Bill number will be appended to the PDF name along wit the day on which the invoice will created. This will enable the user to systematically track the number of invoices created in that month.

Add Invoices (contd.)





All invoices will have all the invoices which were created using this excel file. This will enable the user to search for any invoice which was created if need arises. User also has an option to reprint the invoices.

Add Invoices Sheet





Frequently Asked Questions





Question 1: What is the price of the offline utility?● It’s Free forever

Question 2 : Which version of Excel is required to use this tool?● Excel versions 2013 and 2016 will support the file

Question 3: Does it work on Apple Mac?● No, All the features don’t work on Mac

Question 4: I have Windows XP? Does it work on that?● File will be functional on Windows XP if the system has Excel 2013 or a newer

version installed





Thanks for reading!● Go to www.cleartax.in/GST to file or create bills

● Share this guide and help others

● Read our guides, email or call us for any support




http://www.cleartax.in/GST

Cleartax GST Offline Guide

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Transcript of Cleartax GST Offline Guide