What is the Invoice Management System under GST?

The Invoice Management System (IMS) is a GST facility that allows recipients to review invoices and other eligible records reported by suppliers and take actions such as Accept, Reject, or Pending.

IMS is available to normal taxpayers, including SEZ units or developers, and casual taxpayers registered under GST.

Does every invoice reported by a supplier appear in IMS?

No. Certain records do not pass through IMS and may flow directly to GSTR-2B. These include specified records from forms such as GSTR-5 and GSTR-6, ICEGATE data and certain other transactions.

What happens when an invoice is rejected in IMS?

A rejected invoice is not considered for ITC in the relevant GSTR-2B. An invoice should therefore be rejected only after checking that the transaction or details are incorrect.

What happens to an invoice marked as Pending?

A Pending invoice is excluded from GSTR-2B for that period and remains available in IMS so that the taxpayer can take an appropriate action later.

Can an action taken in IMS be changed later?

Yes. An action can generally be changed until GSTR-3B for the relevant period is filed. If GSTR-2B has already been generated, it may need to be recomputed after changing the action.

Can IMS help identify invoices missing from the books?

Yes. Comparing IMS data with transactions recorded in BUSY can help identify invoices reported by suppliers that are missing or recorded differently in your books.

Why might an invoice appear in IMS but not in the current GSTR-2B?

This can happen if the invoice has been kept Pending, rejected, reported outside the relevant cut-off period, or is otherwise not considered for that period's GSTR-2B.

Should IMS data be reviewed before filing GSTR-3B?

Yes. Reviewing IMS and the resulting GSTR-2B before filing GSTR-3B can help identify supplier-side discrepancies and ensure that the ITC considered in the return is based on the correct records.

GST Invoice Management System (IMS) in BUSY

The Invoice Management System (IMS) under GST helps businesses review invoices reported by their suppliers and take the appropriate action before finalising Input Tax Credit (ITC). Instead of separately checking IMS data on the GST portal and comparing it with accounting records, BUSY allows you to handle everything within the software.

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How to Use Invoice Management System (IMS) in BUSY

Step 1: Enter GST portal credentials

Go to Settings > Feature/Option > GST/VAT, then enter the GST portal username and password.

Step 2: Download IMS data

Go to GST > Download GSTR JSON Data > Download IMS Data and click Download.

Step 3: Enter the OTP

An OTP will be sent for authentication. Enter the OTP to download the IMS data for the current month.

You can Re-Download the IMS data whenever required or remove the previously downloaded data before downloading it again. Repeat this process every month to download the latest IMS data.

Step 4: Open the IMS report

Go to GST > Input Tax Credit > Invoice Management System (IMS). Then choose whether you want to view the data as Party-wise or Date-wise

The IMS screen displays invoice details available in the GST portal data and BUSY books. It will also show the action taken against the invoice. Review the invoices and identify any discrepancies between the IMS data and your books.

Step 5: Take action on invoices

For each invoice, decide the appropriate IMS action. You can choose to Accept the invoice, keep it Pending, Reject the invoice, or take No Action.

Actions need to be selected manually for the relevant invoices. You can use the F4 key to perform these actions quickly.

Step 6: Apply advanced filters

Use Advanced Filters to narrow down the IMS data based on your requirements.

You can filter or configure the report based on options such as Period, IMS status, Section type, Specific amount differences, or Ignore or round-off limits for minor differences.

It is suggested to enable Compare IMS Data with BUSY Data. You can also select another available display type depending on what you want to review.

Step 7: Download or Upload IMS Actions

After reviewing the invoices and taking the required actions, you can perform the following actions from the IMS window:

Click Upload to upload the selected IMS actions from BUSY to the GST portal. The actions selected in BUSY will be updated on the GST portal after uploading.
If you need to download the IMS data again, click Download to go back to the IMS download screen and download the required data.

Step 8: Generate GSTR-2B

After uploading the IMS actions, select Generate GSTR-2B to update the report on the GST portal. Click Yes to proceed when the pop up appears.

Step 9: Enter OTP for GTSR-2B

OTP authentication will be required again. Enter the OTP to complete the process.

The updated GSTR-2B will be generated.

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