E-Invoice Format, JSON File, Schema & Template
Additionally, templates can be used to provide a standardised design for the invoice, helping to ensure consistency across all invoices generated by the business. These elements work together to streamline the invoicing process and improve business efficiency. The designated taxpayers ensure that the accounting/billing software used to create invoices complies with the established specifications. The information is then posted to the invoice registration portal (IRP) to receive the invoice reference number (IRN) for each document. The produced invoice will be known as an “e-invoice.”
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Contents of the E-Invoice and Limits
The e-invoice structure includes both required and optional fields. All required fields must be present for an e-invoice to comply with e-invoice standards. Depending on the business’s demands, optional fields may be included. An e-invoice can have a maximum of 1000 line items.
It is increased to 5000 line items in rare circumstances. To register an e-invoice on IRP, all required fields must be completed. It is possible to report NIL for a necessary field with no value. The following is a list of the sections that must be included:
- Basic Details
- Supplier’s Information
- Recipient’s Information
- Invoice Item Details
- Document Total
An overview of the mandatory annexures are as follows:
- Invoice Item Details
- Document Total Details
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How is E-Invoice Authorised?
Following the IRP’s data confirmation, the seller will receive JSON, a distinct IRN, a digitally signed e-invoice, and a QR code. The QR code includes basic invoice information. The supplier’s ERP must record the invoice’s serial number for a financial year, distinct from a GSTIN.
The IRP will construct the IRN using the supplier’s or document originator’s GSTIN, fiscal year, and the document’s specific serial number. The supplier must retain the IRN assigned to each invoice. The IRN should be kept in the ERP because an invoice without it is not a valid legal document.
Overview of the Notified E-Invoice Schema
The e-invoice schema contains the following columns:
| Defined Columns | Meaning |
|---|---|
| Technical Field Name | It refers to the technical name of the field |
| Cardinality | It indicates whether the item is mandatory or not, and also it indicates the recurrence of the item, i.e. whether the item can be repeated or not. |
| Small Description of The Field | This is the field name which will be displayed in the e-invoice. |
| Is It Mandatory on the Invoice | Whether the field is optional or mandatory |
| Technical Field Specification | This specifies the limitation of the string, i.e. the maximum length of the field, date format, and decimal places |
| Sample Values of the Field | Example for the user to get familiar |
| Explanatory Notes of Field | A detailed explanation about the small description of the file, i.e. what it means and what are the details to be mentioned? |
Mandatory Fields of the E-Invoice Schema dated 30th July 2020
The following 30 fields are mandatory in an e-invoice:
- Document Type Code
- Supplier_Legal Name
- Supplier_GSTIN
- Supplier_Address
- Supplier_Place
- Supplier_State_Code
- Supplier Pincode
- Document Number
- Preceeding_Invoice_Reference and date
- Document Date
- Recipient_ Legal Name
- Recipient’s GSTIN
- Recipient’s Address
- Recipient’s State Code
- Place_Of_Supply_State_ Code
- Pincode
- Recipient Place
- IRN- Invoice Reference Number
- ShippingTo_GSTIN
- Shipping To_State, Pincode and State code
- Dispatch From_ Name, Address, Place and Pincode
- Is_Service
- Supply Type Code
- Item Description
- HSN Code
- Item_Price
- Assessable Value
- GST Rate
- IGST Value, CGST Value and SGST Value Separately
- Total Invoice Value
GSTIN’s Initial Proposed Format Of E-Invoice
The GST portal initially made two different e-invoice template options available. One template had only mandatory fields, and the other had optional ones. Both were Excel templates. Only the required fields were included in the template.
What is GST Invoice Format?
A GST invoice format is required when you are selling goods or services and need to charge GST (Goods and Services Tax). It includes key details such as the name, address, and GSTIN of both the buyer and the seller, a unique invoice number, the date of the invoice, a description of goods or services, the amount charged, and the applicable GST rate. The invoice should also show the total amount including GST. It ensures transparency in tax collection and helps businesses claim tax credits.
GST Invoice Formats and Types
GST invoice formats vary based on the nature of the transaction and the type of goods or services being provided. Common types include:
- Normal GST Invoice: Used for standard transactions where GST is charged.
- Export GST Invoice: Issued for exports, showing a zero-rated GST.
- Reverse Charge Invoice: Used when the buyer is responsible for paying GST instead of the seller.
- Consolidated Invoice: Used for multiple transactions over a period with a single invoice.
Each format ensures compliance with GST laws and simplifies tax calculations.
GST Invoice Format for Goods
A GST invoice format for goods includes essential details such as the seller’s and buyer’s name, GSTIN, invoice number, and date. It specifies the goods being sold, including quantity, price, and applicable GST rates. The invoice should also show the total amount, including GST. The format ensures that GST is properly applied and helps businesses keep accurate records for input tax credits and tax filing.
GST Invoice Format for Services
A GST invoice format for services is similar to the one for goods, but it focuses on the services provided instead of physical products. It includes the service description, the rate of GST applicable, and the total amount charged. The format also shows the GSTIN of both the service provider and the recipient, along with the total amount payable, including GST. It ensures that service providers comply with GST laws and can claim tax credits.
Export GST Invoice Format
An export GST invoice format is used when goods are sold for export. It specifies that the transaction is export-related and shows a zero-rated GST. This format includes the seller’s and buyer’s GSTIN, along with a description of the goods, the value of goods, and any other required details. Export invoices are crucial for businesses to claim exemptions from GST under export rules.
Reverse Charge Invoice Format
A reverse charge invoice format is used when the buyer, not the seller, is responsible for paying the GST. This typically applies to specific goods or services as per GST regulations. The invoice includes the buyer’s details and specifies the reverse charge mechanism, stating that GST will be paid by the buyer. It ensures compliance with GST rules related to reverse charge and helps in maintaining accurate records for tax purposes.
Different Types of Invoice Format
There are various invoice formats based on the transaction type. Some of the most common types include:
- Standard Invoice: Used for regular transactions.
- Proforma Invoice: Sent before finalizing a sale, often used for quotes.
- Credit Note: Issued when there’s a reduction in the sale value or return of goods.
- Debit Note: Sent to correct an undercharged invoice.
- Self-Billed Invoice: Used when the buyer prepares the invoice instead of the seller.
Invoice Format in Excel
An invoice format in Excel allows businesses to quickly create and manage invoices. It typically includes fields for the seller’s and buyer’s details, the invoice number, date, description of goods or services, quantity, price, and GST. Excel makes it easy to update, calculate totals, and customize the format according to business needs. Using Excel helps in keeping a digital record of all invoices, making it easier to track payments and maintain accounts.
What is a Tax Invoice Format?
A tax invoice format is used when businesses charge tax on the goods or services provided. It includes the name and GSTIN of the supplier and recipient, invoice number, date, description of goods or services, taxable value, and GST amount. The tax rate (CGST, SGST, or IGST) is specified depending on whether the transaction is intra-state or inter-state. A tax invoice helps businesses comply with tax regulations and provides documentation for tax credits.
Conclusion
Adopting the E-Invoice format, JSON file, schema, and template can bring significant benefits for businesses, including improved efficiency, accuracy, and compliance with tax regulations. However, ensuring that the implementation process is smooth and that all stakeholders are trained and educated to use the new system effectively is essential. Additionally, regular updates and improvements to the E-Invoice format can help businesses stay up-to-date with the latest regulatory requirements and technological advancements.
I am a Chartered Accountant with over 20 years of experience and a finance content writer. I focus on educating people about finance and taxation. I have written many blog posts on finance, taxation, trading, and investment on the BUSY website. My goal is to increase financial understanding by making complex concepts easier to grasp and to support educational programs in India.
Frequently Asked Questions
- What is the e-invoice JSON format?The e-invoice JSON format is a structured data format for creating and sharing e-invoices under GST. It ensures consistency and standardisation, making it easier for businesses to exchange invoice data electronically.
- Can you provide an e-invoice sample in JSON format?Yes, an e-invoice sample in JSON format typically includes details like invoice number, date, supplier and recipient GSTIN, item details, tax amounts, and more. You can find official samples on the GST portal or through approved e-invoicing software providers.
- How is an e-invoice JSON file generated?An e-invoice JSON file is generated using accounting or billing software that complies with GST e-invoicing standards. The software converts invoice details into JSON format, which is then uploaded to the Invoice Registration Portal (IRP) for validation.
- What information is included in an e-invoice template?An e-invoice template includes mandatory fields such as invoice number, date, supplier details, recipient details, item description, quantity, unit price, total amount, tax rates, and amounts. These fields are structured in a specific JSON format.
- Why is the e-invoice format important for businesses?The e-invoice format is essential for businesses because it ensures compliance with GST regulations, reduces invoicing errors, streamlines the invoicing process, and facilitates seamless integration with the GST system for faster tax processing.
- How can businesses create an e-invoice using the JSON format?Businesses can create an e-invoice using the JSON format by inputting their invoice data into GST-compliant billing software. The software automatically converts the data into the required JSON format and generates the e-invoice for submission to the IRP.
- What are the benefits of using an e-invoice JSON file?The benefits of using an e-invoice JSON file include standardising invoice data, reducing the chances of errors, easier invoice reconciliation, faster processing and validation by the GST system, and improved compliance with tax regulations.
- Is there a specific software needed to generate e-invoice JSON files?Yes, businesses need to use GST-compliant billing or accounting software to generate JSON files for e-invoices. This software ensures that all necessary fields are included and formatted correctly according to GST e-invoicing standards.
- Can you modify an e-invoice template?While you can customise certain aspects of an e-invoice template to suit your business needs, it must still comply with the mandatory fields and structure defined by GST regulations. The core structure in the JSON format should remain intact to ensure compliance.
- Where can I find official e-invoice samples and templates?Official e-invoice samples and templates in JSON format can be found on the GST portal and through authorised e-invoicing software providers. These samples help businesses understand the required format and fields for compliant e-invoicing.
