For generating a Bulk IRN the user needs to have the bulk converter tool, which helps the user to convert the multiple invoices excel file into a single JSON file. The Excel to JSON file converter has been provided on the portal. The taxpayer will be required to upload the JSON to the e-invoice system, which in turn will generate bulk Invoice Reference Number (IRN) and digitally sign the e-invoice with the QR code. The QR Code will contain vital parameters of the e-invoice and return the same to the taxpayer who generated the document in the first place.
Step by Step Process to Generate Invoice reference number
For generating a Bulk Invoice reference numbers, user needs to have the EINV (Electronic INVoice) bulk convertor which helps the user to convert the multiple invoices excel file into a single JSON file.
In order to download this tool, visit the trial e-invoice portal. Go to Help> Tools > Bulk Generation Tools option provided in E-Invoice portal as shown below. Please make sure you are using 2010, or higher version of MS office.
Figure: Bulk IRN Generated Tool
E-invoicing system will display 4 different JSON preparation Tools as Format A, Format B, Format C and Format D. These formats have been made as per the requirements of different classes of tax payers and transactions.
Taxpayer can select and download the most appropriate format of JSON preparation tool as shown below under ‘Bulk generation Tools’.
Figure : Bulk generation Tools
Step1: To generate a Bulk Invoice reference numbers, user needs to select the sub option ‘Bulk Upload’ option under ‘e-invoice’. On clicking this option, the below screen will be displayed.
Figure : Bulk Update form 1
Step2: Upload JSON: On click of ‘Browse’ button, the system will request to select the JSON file.
User has to upload the IRN request file (maximum allowed file size for upload is 2 MB) to the e-invoice system. After IRN request file is uploaded the following screen will be displayed.
Step 3: Generation of IRN: Next on click of ‘Confirm button the system processing the JSON file and generates the e-invoices and displays the 64 character length Invoice reference number for each request. If it is not possible it will show the appropriate error for each request.
Figure 14: Generating and Uploading Bulk IRN form 2
The user can export the e-invoices in excel file by clicking on ‘Download Excel’.
Note: Please refer Bulk E-Invoice generation manual for more details.
IRN (Invoice Reference Number of 64 character length) shall be unique to each invoice and hence be the unique identity for each invoice for the entire financial year in the entire GST System for a taxpayer.
The system will also update the invoice details to E-Waybill system. E-Way bill system will create Part-A of e- way bill using this data to which only vehicle number will have to be attached in Part-B of the e-way bill.
#2 Cancel IRN
The provision has been provided to the taxpayer to cancel the invoice reference number for various reasons like incorrect entry, duplicate entry etc.
To cancel IRN user selects the ‘Cancel’ sub-option under ‘E-invoice’ in menu then the below screen will be displayed.
Figure: Cancelling IRN
Note : Before going for IRN Cancellation, the user should have the e-invoice in hand which he intends to cancel.
Next, the user has to select and enter the Ack No. Or IRN as per the availability and clicks go. The system will display the e-invoice and will prompt user to select the reason of cancellation, enter remark and clicks Submit.
Figure : Cancel IRN
System will display Success message and the cancelled e-invoice is displayed with a “Cancelled” watermark.
#3 Print E-Invoice
E-invoicing System allows users to take print the e-invoice. When the user selects the ‘Print’ sub-option under
‘e-invoice’ option, the below screen will be displayed.
Figure : Print E-Invoice, Form 1.
The user has to Select Ack No or IRN based on the availability. Next, user enters the 64 character invoice reference number or 11 digit Ack No as per the selection and clicks go.
Figure: Print E-Invoice, Form 2.
The system displays the e-invoice with an option to take the print. User can take a print by clicking “Print”
#4 Bulk IRN Cancellation
The provision has been provided to the taxpayer to cancel the invoice reference number in bulk for various reasons like incorrect entry, duplicate entry etc.
Note: Before going for bulk IRN Cancellation, the user should have the “e-Invoice Cancel by IRN JSON File” ready in hand that is intended to be cancelled.
For preparation of E-Invoice JSON file for bulk IRN cancellation, Please go to the “Bulk Generation Tool” under Help->Tools in the homepage of e-invoice portal and download “E-invoice Cancel by IRN-JSON Preparation” tool.
Step 1: To cancel bulk IRN, user taps the ‘Bulk IRN Cancel’ sub option under ‘E-invoice in menu then the below screen will be displayed.
Figure : Bulk IRN cancellation form 1
Step 2: Upload JSON: On click of ‘Browse’ button, the system will request to select the JSON file. User has to upload the Bulk IRN Cancel request file (maximum allowed file size for upload is 2 MB) to the e-invoice system.
Figure : Bulk IRN cancellation form 2
Step 3: After processing the JSON file, the system e-invoice system will cancel IRN and displays status as cancelled. If it is not possible it will show the appropriate error for each request.