Guide to a Credit note under GST

A GST-registered supplier of goods or services must issue a tax invoice. However, suppose circumstances arise during the business that result in a taxable supply value reduction. The supplier must then issue a credit note, credit memo, credit memorandum, or credit invoice.

What is a credit note?

Reasons to issue a credit note

Process of issuing a credit note

Time limit to issue a credit note

Format of a credit note

Contents of a Credit Note

Steps to create a Credit note

What is a credit note?

A document sent from one party to another encapsulates the fact that the sender credits the other party’s account in his books. If there is any change in the taxable value of the supplied goods, then the supplier may issue a credit note which cites the particulars.

One of the major differences between credit and debit notes is that a debit note diminishes a buyer’s liability. A credit note is a seller's response to the buyer’s debit note. Credit notes can be used as a refund substitute because they enable a customer to buy products later without paying for them.

Reasons to issue a credit note

In line with Section 34(1) of the CGST Act, the supplier may provide a credit note when a tax invoice is created and needs to be modified to lower the tax burden indicated on it. The following are some of the most likely causes for the seller to provide a credit note:

• Due to buyer returns due to quality problems, service rejection, or receipt of damaged items.

• Higher charges were incorrectly collected from the buyer, or the buyer paid more than the invoiced value.

• Give the buyer a post-sale discount.

• The amount received by the customer is less than the amount stated on the tax invoice.

• Canceling any outstanding invoice payments.

• Any other comparable reason.

All credit note details issued during the month must be submitted in GSTR-1. The previously generated credit note can be amended, and the changes should be reported in the monthly GSTR-1. Related information will be automatically reflected in the recipient's GSTR-2B and GSTR-2A.

It enables a supplier to amend previously issued tax invoices. It smoothens the process of reducing tax liability without the time-consuming process of claiming refunds. In addition, all debit and credit notes issued according to Section 34 of the CGST Act must be reported to the IRP for e-invoicing.

The conditions for issuing a credit note under GST are as follows:

• It must be issued within the timeframes outlined in the following section.

• The original invoice number for the credit note should be included. This linking is no longer necessary under the new system.

Process of issuing a credit note 

The conditions for issuing a credit note under GST are as follows:

• It must be issued within the timeframes outlined in the following section.

• The original invoice number for the credit note should be included. This linking is no longer necessary under the new system.

• Supplier A accepted the debit note and prepared a credit note as an acknowledgement to buyer B.

Time limit to issue a credit note 

A debit or credit note may be issued at any moment. Debit and credit note issuance must be reported in the GST returns submitted for the month the notes are issued. GST law specifies the maximum time limit for displaying it in GST returns if it relates to a specific fiscal year. It should be announced on the earlier of the dates listed below-

• The supply was made on September 30th of the following year.

• The actual date on which the annual return for the relevant period was filed.

Format of a credit note 

No specific credit note format is required by law, but the supplier must include the following information in a credit note.

Contents of a Credit Note 

• Supplier's business name, address, and GSTIN

• The type of document, whether a debit or credit note.

• A unique serial number of no more than 16 characters. It can be numeric, alphabetic, alphanumeric, or contain special characters.

• Document issuance date

• The taxable value of the supply, the rate, the tax, and the buyer's tax credit amount.

• The supplier's or his authorized representative's signature is required.

Steps to create a Credit note 

Excel, Word, or any other program the business organization uses to make invoices can be used to construct a credit note. Here are the procedures for creating a credit note:

• Select the credit note design that will be used.

• Update the business logo.

• Enter the credit note's issue date and its particular note number.

• The reference to the invoice that the credit note is issued about.

• Add the GSTIN of the supplier and customer along with the place of supply.

• Save the credit note.