Commercial Taxes Department
Government of Karnataka

VAT e-Filing System

 

 

  

 

 

 

 

-: INSTRUCTIONS :-

 

  

 

 

 

Print Page                                                     

HOME    

  

 

 

 

  

1.

Background

2.

About National Informatics Centre

3.

e-Filing system

4.

Benefits to the dealer

5.

Process of submission

6.

Requirements

7.

Getting login account

8.

First time logging in

9.

Regular Logging in

10.

The Options in e-filing

11.

Purchase Invoices

12.

Sale Invoices

13.

Statutory Forms

14.

Export Invoices

15.

Returns

 

  

1.

Background

 

  

Commercial Taxes Department (CTD) is using the e-governance system known as VATsoft with the software support from NIC Bangalore. Using VATsoft, the CTD is effectively maintaining the documents of the VAT dealers so that the department can provide better services to the dealers as and when dealers request. This also helps both the parties to build mutual trust and confidence in carrying out their activities.

To further improve the faith and confidence between the business community and department, the department has proposed to build a web-based system for e-filing of documents by the dealers. Most of them have welcomed this move and expressed their willingness to utilize this facility to submit the documents.

In this context, CTD has requested NIC to develop an e-filing system for VAT related activities. After going through the requirements, NIC has developed the system, called as ‘VAT-eFS – VAT e-Filing System’.

This manual is meant for use by VAT dealers of Karnataka. Users of the VAT e-filing system should have working knowledge of computers and well versed with the maintenance of different kinds of registers under the VAT Act.

The purpose of this document is to provide an interface between the dealers and the VAT e-filing system. It will help them to understand the usage of the e-filing system for electronic filing of VAT documents to CTD. This manual also explains the workflow involved in carrying out electronic submission of the VAT documents by the dealers to CTD.

 

 

Top

2.

About National Informatics Centre (NIC)

 

  

National Informatics Centre (NIC), Department of Information Technology, Ministry of Communication & IT, Government of India, is a premier organization in the field of Technology and provides state-of-the-art solutions to the information management, dissemination, e-Governance and decision support requirements of the Government and corporate sector. NICNET, with its Nationwide Network of state-of-the-art technology, computers, communication equipments and expert IT specialists, is well rooted and functioning at all Districts, State/ Union Territory Capitals and Central Government and helping information exchange of vital nature. With its Master Earth Station at New Delhi, micro earth station nodes have been established in all the State Capitals, District Head Quarters and select commercial centers.

 

The broad range of services being provided by NIC, includes system study, design, coding, testing, training, implementation, software maintenance and hand holding support. NIC has designed and developed a number of e-governance systems for the Government of Karnataka, which includes VATsoft for Commercial Taxes, Bhoomi for Land Records, Vaahan and Saarathi for Transport offices, RDS (Nemmadi) for Rural digital services, CIPA for police stations, Court system, Lokayukta system, FMS/LMS for Secretariat, water boards, websites, etc.

 

 

Top

3.

VAT-eFS : VAT e-Filing System

  

  

Commercial Taxes Department is happy to introduce VAT e-filing system for VAT dealers of Karnataka. e-filing is an internet/web based system, where in the dealers can submit important documents of VAT on this system to CTD.

 

In this system, the dealer can submit the details of purchase invoices, sale invoices and CST statutory forms. They can also view various documents/records maintained by the department. Dealer has provision to enter directly the documents or upload the files from his system.

 

TIP: In case of any problem, please contact the PRO – Phone.No-22252258 or the HELP DESK – Phone.No - 22208401.

 

Top

4.

Benefits to the Dealer

 

  

Entering and submitting the VAT documents through VAT e-filing system will benefit the dealer. The CTD will be able to process the request for issue of fresh CST statutory forms faster when the dealer submits the utilization & receipt reports of CST statutory forms on e-filing system. In respect of submission of purchase and sale invoices, the system validates the TINs of both the seller and the buyer from the departmental dealer master and tells about the invalid TIN’s of purchaser/seller. This avoids unnecessary queries from the Departmental officers while conducting audit and inspection.

 

The system will also display details of pending documents/payments of a dealer so that the dealer can take appropriate steps to avoid penalty and interest. Proper and in-time submission of documents through VAT e-filing system would avoid taking up audit and inspection work by the department in most cases.

This system helps the department to check the records of the dealers without asking them repeatedly to produce it before the officers of the department. The e-filing system has been designed and developed in such a way that it will help the dealer to view his records maintained and processed by the department.

TIP: Help us to serve you better.

 

Top

5.

Process of Submission

 

 

 

The following steps have to be followed to complete the submission process:

  

1.   New Entry:  Provision has been made to enter the document details directly using the data entry screen provided in the web-site. The dealer, who has not computerized his business and hence cannot upload XML file, can use this option.

  

2.      Upload XML/ZIP File: The dealer who has computerized his business activity can use this option to upload the XML file. However, the dealer has to prepare his XML file as per the XML format provided by the department. System will not read the XML file if there is any variation in the format. In case the XML file is more than 3Mb then the file can be split into 2 or more files. The size of the split file should be less than 3 Mb. Dealer on the other hand can ZIP the XML file and upload the same.

  

3.      Delete All Invoices – If the dealer feels that the XML file uploaded or invoices entered for a month is not valid, he can use the ‘Delete all invoice’ option which deletes all the invoices entered for the month.

  

4.      Verify and Submit: After entering the details directly or uploading the XML file successfully, the dealer has to verify the details and submit the document to the department. If any error is noticed, the dealer can go back to entry screen and correct the details and submit the details.

  

5.      Web ACK SLIP:  Once the document is submitted, the system generates the ACK SLIP. This is the proof of submission of document by the dealer to CTD.

  

6.      Print document:  After submission of the document, dealer has to generate the print out of the document and submit the hard copy to the department along with the return or any other request application as required.

 

 

Top

6.

Requirements

 

  

The followings are the minimum hardware & software required at the user level to use the e-filing system.

·        Client system with at least Pentium and 2 GB HDD and 64 MB RAM or above

·        Dot Matrix or Laser Printer

·        700 VA UPS

·        Internet connection

·        Operating system with browser

 

 

Top

7.

Getting login account

 

  

The dealer has to request the LVO/VSO concerned for the account in VAT e-filing system in prescribed form. This form can be downloaded from commercial taxes website. After scrutinizing the request, LVO/VSO will forward the application to the headquarters. After processing the application, the department will send the username and password to the dealer through courier/post. It is important for the dealer to maintain username and password securely and confidentially so as avoid being misused.

TIP: Maintain the username and password securely. Don’t share it with anybody. Ensure that only authenticated person uses this to work on the VAT  e-filing system.

  

 

Top

8.

Logging in

 

  

Once user enters the URL address given by CTD on the internet browser, the system asks for the username and password. Once user enters his username and password correctly, system shows the main page (Screen – 3) of the e-filing system. Otherwise it says login failed.

 

User can see his username and Trade name on the top. The user can use the ‘sign out’ option, which is there on top right corner, to log out from this system.

TIP: Keep on changing your password frequently, at least once in 30-45 days and maintain/remember the password.

  

 

Top

9.

First time logging in

 

  

When the first time user logs into the system successfully using the department given username and password, he will be displayed with the new screen, requesting to give his choice of username and password. The following screen will be displayed (Screen – 2).

The user has to enter his choice of the username of at least 5 characters, and password of at least 8 characters containing combination of alphabets (A-Z, a-z), numerals (0-9) and some special characters (@,#,$,%,*,^). User has to enter his password 2 times. Thereafter when he clicks the CREATE button, system generates the new username if it is not already existing in the system.

TIP: Remember to change the password of your account, whenever the authorized person, who is operating the VAT e-filing system, resigns/retires from your company/office/shop.

  

 

Top

10.

Options

 

  

The user will be shown with the following main page (Screen – 3), when his login is successful. The page has various options for user to view and update the data.

TIP: Every time check the last login date and time to ensure that nobody is using your account without your knowledge.

The following options are available in this main page.

·        Purchase Invoice – Here dealer can enter, upload, submit and print the purchase invoice details

·        Sale Invoice – Using this, dealer can enter, upload, submit and print the sale invoice details

·        CST Statutory Forms - Here dealer can enter, upload, submit and print statutory forms details

·        Export Invoice - Here dealer can enter, upload, submit and print export invoice details

·        Return Details - Dealer can upload and submit the return details for a month and print return details in Form VAT 100

·        VAT-1 – Dealer can see his VAT – 1 (registration data)

·        Change Password – Dealer can change the password of his username

·        TIN search – Based on the TIN, dealer can get the name and address of the any dealer of the Karnataka

·        Commodity List – Dealer can see the commodity list

·        LVO details – LVOs /VSOs name and address can be seen.

·        Instructions/Guidelines – About how to use the VAT e-filing system

·        Update Contact Info – Here Dealers can update initially entered contact information.

·        XML file format – Format of XML files

·        Contact details – CTD contact details, in case of difficulties.

·        Download Converter – Dealer can download the tool to convert the excel file to XML file.

·        FAQ – Shows details to the dealer about e-filing in a Question and Answer format.

    TIP: Remember to sign out/logout from the system after completion of your work.

  

 

Top

11.

Purchase Invoices

 

  

The VAT e-filing system has provision to enter or update the purchase invoices details. The details of the purchase invoices to be submitted, are those based on which the dealer has claimed the input tax credit (ITC). Purchase invoice menu has the following options:

 

1. New Entry

2. Upload ZIP/XML file

3. Delete All Invoices

4. Verify and Submit

5. Print

 

 

11.1     New Entry

 

Using the new entry option, the dealer can directly enter the purchase invoices details from his register. When the dealer clicks on the ‘NEW ENTRY‘option, he has to enter the return period (or tax Period) for which the purchase invoices are being entered. The return period (or tax Period) has to be entered in the YYYYMM (year and month is numeric) format. After entering the return period, user has to click ‘GO’ button. If purchase invoices entries are already available in the system for that return period, system shows those details. Here user can modify, delete or add the entries. If there are no purchase invoices entries in the system, it will inform the user and asks him to click ’NEW ENTRY’ button to confirm to continue to enter the details.  

 

The dealer can enter the purchase invoice details like Serial no, Seller’s TIN, Seller’s name and address, Invoice no, Invoice date, Invoice value (net of tax) and Tax charged and click on ’ADD’ button to save the entries. If the invoice number starts with ‘DB’ (eg: DB89087), then system accepts –ve values for the Net Value and Tax charged fields.  In the case of Sales Invoices the invoice number can start with ‘CR’ e.g.: CR0988 to accept the – ve values in Net value and tax charged fields) This record will come in the left hand bottom grid. Likewise one by one, all the entries can be added. As and when the invoices are entered, based on the Invoice date, the counts will either increase or decrease at the left hand bottom grid. If the invoice dates are many in number, then the left bottom grid is paginated with numbers like 1, 2, 3… at the bottom of grid. When user clicks on these numbers, the corresponding records of that page are displayed. On clicking any one row of the left hand side grid, another grid is displayed on the right which has the details of invoices entered for the selected date. The grid contains rows which is equal to that of the total invoice count in the left hand grid. To correct/delete the already entered details, check on the ‘SELECT’ option in the right hand side grid, corresponding to that entry. After correction click ’ADD’ to save or click ’DELETE’ to delete the entry. System will alert the dealer if the seller’s TIN is not available in the departmental dealer master file. Dealer can check up and effect correction if required. System accepts an invoice date which is not less than 6 months of the return period. System limits the size of name and address of seller to 30 characters of alphanumeric only. Special characters are not allowed here.

 

System will alert the dealer if the seller’s TIN is not available in the departmental dealer master file. You can check up and effect correction if required. System will also alert if the invoice date is not matching with the return period selected. However it will allow the dealer to enter the purchase invoice details of last few days of immediate previous month of return period. System limits the size of name and address of seller to 30 characters of alphanumeric only. Special characters are not allowed here.

 

TIP: Ensure that invoice number is entered as it is mentioned in the sale/purchase invoice. That is, if invoice number has alphanumeric value, enter as it is. For example:  A1234, B/2345 etc.

TIP: Ensure that no special characters are entered in seller/purchasers name and address.

 

 

11.2     Upload ZIP/XML File:

 

The e-filing system provides for option to upload the purchase invoices details in XML file. The dealer who has already computerized his accounts can use this option. He has to pick up the purchase invoices details in the XML file or the ZIP file of the XML file, from his system and upload to VAT e-filing system. This will avoid the process of entering all the purchase invoices to e-filing system.

 

TIP: If you have computerized your accounts of purchases and sales, request your Administrator/Software provider/Consultant to give a solution to convert your purchase invoices data into XML file as required by the department.

 

When user clicks the ’UPLOAD ZIP/XML FILE’ option, user has to enter the return period for which entries are being uploaded. Then he has to browse the ZIP/XML file from his system. Thereafter click on ’UPLOAD’ button, to upload the file. If the file is not a ZIP/XML, then it will not upload and warns the user. After successfully uploading XML file systems indicates the same with a message that ‘File uploaded successfully’. User has to click on ‘VALIDATE XML’ button to verify the correctness of format of XML file or the contents of the XML file in ZIP File so that data can be read and saved. If it is read successfully, the system indicates by enabling the ‘SAVE’ button else displays the error message.

 

TIP: Ensure that the structure and format of XML is followed to upload the XML file.

 

If any serious (fatal) error is noticed in the data, system will not allow saving the data. If no serious (fatal) errors are there, then it will allow for saving the details. The button for saving is available at the bottom. System also shows other minor errors, if any, with each entry so that after saving, these errors can be corrected in New Entry option. Like wise any number of XML /ZIP Files can be uploaded for a period. But once verified and submitted, the user cannot upload any further files for the period.

 

 

11.3     Verify and Submit

 

Using this option, user can verify the details and submit the document to the department. On click of ‘VERIFY AND SUBMIT’ option, user has to enter the return period. Once the return period (or tax period) is entered, system shows the entry-wise details of invoices and finally, summary of the entries.              After verifying the details, the user has to click ‘SUBMIT’ button to forward the entries to department. If user needs some correction in the entries, he can go back to new entry option to correct the details. Once user submits the document, he cannot do any corrections to the entries.

 

TIP: Verify the records/details before submitting.

 

After submitting the details, the system generates the ‘WEB ACK SLIP’. User can take the printout of the same.

 

TIP: Once the invoice details are submitted, you cannot change the entries. Subsequently if you notice the mistakes, inform the changes in the hard copy of the document to the concerned LVO/VSO.  

 

 

11.4     Print

 

User has been provided with the option to generate the printout of the entries by clicking print option.

Here the system asks user to enter the return period. Thereafter it shows all the entries of that return period, entered/uploaded by the user. User can take the printout of the same.

TIP: Submit the signed hardcopy of ACK SLIP and document from the e-filing system to your LVO/VSO for further processing, if it has not been signed digitally.  

  

12.

Sale Invoice

 

  

The entering, uploading and submitting of the taxable sale invoices (tax invoices) is very similar to the procedure followed for entry of purchase invoices. The same process is to be followed.

 

 

 

13.

CST Statutory Forms

 

  

User can also enter, upload and submit the details of transactions carried out on the Statutory Forms on the same lines. Here system asks the user to enter the Serial Number of the Statutory Forms and details of seller/buyer and invoice-wise details.

 

14.

Export Invoice

 

  

The entering, uploading and submitting of the export invoices (tax invoices) is very similar to the procedure followed for entry of purchase invoices. The same process is to be followed.

 

15.

Returns

 

Dealers can upload and submit the returns for a month and print the return details in Form VAT 100

 

 

Top

 

  

  

Tips

XML Formats

 

HOME