How To Generate E-invoices In Bulk

Generating electronic invoices, or E-invoices, in bulk can be a time-saving and efficient way for businesses to manage their billing processes. With the growing popularity of E-invoicing, it has become increasingly important for businesses to adopt automated methods to generate Invoice Registration Numbers (IRN) for large volumes of invoices. In this context, there are several software tools and platforms available that can help businesses generate E-invoices in bulk. 

In this article, we will provide a step-by-step guide to generate E-Invoices in bulk.

What is an E-Invoice Bulk Generation Facility?

The Invoice Registration Portal (IRP), offers a time and effort saving facility for taxpayers to upload invoices to the portal in bulk. Users who want to upload bulk invoices need to download the Bulk Generation Tool (we will show how to do this later in the article). It is an Excel based tool that generates e-invoices by exporting invoice data from the tool the taxpayer uses to generate invoices for their business, whether an accounting software, billing software or an Enterprise Resource Planner (ERP). The taxpayer can then upload this to the IRP as a JSON file. After the authentication of the invoices is done, the system generates a unique IRN and QR code for each individual invoice. The digital signature associated with the taxpayer’s GSTIN is also added to each e-invoice automatically.

Prerequisites For Bulk E-Invoice Generation Facility

There are a few prerequisites for a bulk generation facility of an e-invoice. These are listed below:

• The EINV bulk convertor tool must be installed on the system used to create the bulk invoices file. Download the tool from the portal.
• The taxpayer must register on the E-Invoice Portal. They can use the same credentials as the E-Way Bill Portal if they are already registered there.

How to Download the Bulk Generation Tool

The steps to download the bulk generation tool are as follows: 

Step 1: Log on to  the E-Invoice Portal

Step 2: On the homepage, select ‘Help’

Step 3: From the drop-down list, select ‘Tools’. Under Tools, choose the option of ‘Bulk Generation Tools.

Step 4: There would be four forms for the bulk generation tools, which would be on the right side of the page. Depending on the need, download the appropriate one.

Formats Under Bulk E-Invoice JSON Generation

There are four formats for the JSON preparation tool. These formats were developed to meet the needs of various taxpayer classes and transaction types. The user must download the one that is most suitable for his company.

1. Format A: E-invoice details of exports and estimated exports in one sheet. (B2B, SEZ)
2. Format B: E-invoice details of exports and estimated exports in two sheets. (B2B, SEZ)
3. Format C: E-invoice details of exports, deemed exports, along with payment and reference in multiple sheets (B2B, SEZ)
4. Format D: E-invoice details of exports, deemed exports, and payments and references in one sheet. 

Format A

For entering invoice and item details, Format A has just one worksheet. The user can set up the JSON file for a bulk upload to the Invoice Registration Portal (IRP) of several e-invoices.

• This format can be used by companies whose invoices contain just one or two items.
• This format is the most suitable one for B2B transactions.
• This format does not allow for the entry of payment or reference details.

Format B

Two worksheets are included in Format B for the invoice and item details, which must be input individually. This format is advised in the following situations:

• For companies that have multiple items on their invoices. 
• The user must ensure that each item is referenced with the document number, document type, and document date of the invoice because the item data is entered in two different worksheets.
• Format B prohibits the entry of the payment and reference information.
• The invoice worksheet itself allows for the entry of additional data, such as export-related specifics.
• The Part-B details can also be put in the Invoice worksheet if e-way bills need to be generated.

Format C

For invoice details, item details, payment details, reference details, and supplementary details that must be entered separately, Format C includes five worksheets. This format should be used in the following cases: 

• Businesses with numerous components in their invoices that include payment information, reference information, etc. 
• The user must ensure that each item is referenced with the document number, document type, and document date of the invoice, as the item data is entered in various worksheets. 
• The Invoice sheet can be used to enter additional data, such as export information. 
• The Part-B information of the e-way bill can also be entered in the Invoice sheet.

Format D

Invoice details, item details, payment details, reference details, and any other details must all be recorded on the same worksheet in Format D. this format should be accessed in the following situations:

• Businesses have many items on their invoice, including payment information, reference information, etc.  
• The Invoice sheet can be used to enter additional data, such as export information.
• The Invoice sheet can also be used to insert Part-B details of an e-way bill if one has to be generated.

How to Upload E-Invoice JSON and Generate IRN?

After downloading the bulk generation tool, follow the given steps:

Step 1: Enter your details correctly in the ‘Profile’ sheet.

Step 2: In the ‘Invoice’ sheet, fill in all the details.

Step 3: Once the invoice information has been submitted, use the “Validate” option to confirm that the e-invoice schema is followed.

Step 4: Press the “Prepare JSON” button after successful validation. Details of the numerous invoices entered will be contained in the JSON file that will be generated.

Step 5: Log on to the e-invoice portal. Go to Bulk upload under e-invoice. Choose a file by clicking on it.

Step 6: Click on upload after selecting the previously created JSON file. Make sure that the JSON file is no larger than 2MB. The JSON file’s contents will be summarised on the screen.

Step 7: Select ‘Confirm’. Each invoice will be given a 64-character-long Invoice Reference Number (IRN) if there are no errors, and users will be allowed to download the IRN in excel format.

The e-way bill system will then get an update on the invoice details. The e-way bill system will use this information to generate Part-A of the e-way bill. Only the vehicle number must be attached in Part B of the e-way bill.

Conclusion

Since data may be directly exported from the taxpayer’s automated system into the bulk creation tool, it can assist in the generation of several IRNs at once and prevent data entry errors like duplication. Thus, the Bulk generation tool is essential in making e-invoicing easier.

Use BUSY E-Invoicing Software to generate single as well as bulk e-invoices automatically, without going to the E-Invoice Portal at all. Just set it up once, and then you will be able to generate accurate e-invoices in just a few clicks!