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.”

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: 

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.

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.