Adding Purchase Documents
# Overview
In order to generate an accurate GST returns or reconcile purchase data with GSTR-2A, you need to enter the purchase data of your business in Octa GST. As per the availability and convenience, you may enter the data in the form of detailed documents or you may also enter the consolidated summary of purchase.
Purchase data consists of the following documents and summary pertaining to the return period:
| Section | Type | Description |
|---|---|---|
| Purchase Invoices | Documents | As issued by your suppliers |
| Credit Notes | Documents | As issued by your suppliers |
| Debit Notes | Documents | As issued by your suppliers |
| Advance Paid | Documents | Advance paid for supplies on which tax is to be paid on reverse charge basis |
| Advance Adjusted | Documents | Advance paid in earlier tax periods & adjusted against supply in current period |
| Refund Vouchers | Documents | Advance paid in earlier tax periods and refunded by supplier in current period |
| Import of Services Summary | Summary | Consolidated value of all import of services and tax liability. To be reported for each place of supply. This needs to be added only if individual invoices/documents are not added pertaining to import of services. |
| Reverse Charge Purchase Summary | Summary | Consolidated value of all purchases subject to reverse charge. To be reported for each supplier. Supplier GSTIN or PAN has to be reported. This needs to be added only if individual invoices/documents of reverse charge purchases are not added. |
Important
Credit and debit notes need to be entered from supplier's perspective. For example, if your suppliers issues a Credit Note to you, it has to be reported as Credit Note only. Even though it is entered as Debit Note in your books of accounts.
# Entering Data using GUI
Octa GST provides a convenient GUI (graphical user interface) to enter the purchase data. All the user inputs are validated for common errors so that incorrect data entries can be prevented.
This mode is useful when the purchase documents are not being maintained in an electronic format. It is also useful when the number of purchase documents are less and manual entry of data is feasible. We suggest this method for less than 300 invoices in a month.
To enter the purchase data using GUI, open the Purchase page and click the Add button. This will open a new screen on which invoice data can be entered.
# Importing data from Excel & CSV files
If you are already maintaining the purchase data in an electronic format, you can quickly import all your documents. Octa GST supports import of purchase data from Excel/CSV files in two formats.
| Format | Description |
|---|---|
| Octa Format | Data of multiple GSTIN and periods can be imported in one go. This format is simpler to create as there is only one sheet to fill. Summary can be auto calculated from all purchase documents. Refer to Help sheet in the template for more information about the contents and fields. |
| Offline Tool Purchase Register Format | Purchase Register format used by GST Offline Tool. This format is supported by many ERP software. Using this format, you can import the purchase documents of one GSTIN and one period at a time. |
Octa GST provides a user friendly import facility. Full import file is validated by Octa GST before importing so that your data is consistent and accurate. If any issue is detected in the contents of import file, Octa GST gives specific and useful error messages guiding you where & what exactly is wrong. You can correct the import file and then resume the import process.
Using the import facility, adding a large number of purchase documents is a matter of seconds. To import purchase data, simply click the Import button on Purchase page and follow on-screen instructions.
TIP
Simply select the file you wish to import. Octa GST will automatically detect the format and continue.
Please follow the onscreen instructions to continue the import process. Once the data is imported, you will see all documents on purchase page.