Step-by-Step Guide: Using Invoice Management System in GSTZen

The user can take action on the invoices available in the Invoice Management System (IMS) dashboard in a few simple steps:

Step 1: Log in to your GSTZen account.

Step 2: Add GSTIN or Select the GSTIN from the list.

Step 3: Click on the MS Dashboard as shown below.

Step 4: Log in to the Government Portal with OTP.

Step 5: Upload your Purchase Register using the Upload option provided under the Tutorial Tab, either using Excel or Tally.

Please note: The record date is to be filled mandatorily in the purchase upload. However, this is an optional step. This step can be skipped, if you do not need any reconciliation.

Step 6: Next, click on the “Refresh Invoices” button. This will fetch the invoices from the Government Portal. The summary will be shown in a tabular form with all the available categories as per the current status.

Step 7: Click on “Run Matcher” to run the Intelligent Matcher.

Step 8: Click on the count visible at each heading. Alternatively, click on “Update Action” for the Invoice level details.

Step 9: Use the checkboxes available for taking actions like accept, reject and pending in GSTZen. Alternatively, you can also take action using Excel as mentioned in Step 10.

You can filter the invoices by Invoice type and Portal action.

Step 10: Take action using Excel. Excel can be downloaded from the bottom of the page.

Steps to update your preferred action using an XLS file:

A. Download the XLS file from GSTZen.
B. Open the XLS file and choose your preferred action from the dropdown menu in column Z.

C. Go to the GSTZen tab in the XLS file.

D. Click on Login and provide your GSTZen account login credentials.
E. Once you click on the Invoice upload, your actions will automatically save in GSTZen.
F. You may navigate to the Update Action tab in the GSTZen IMS dashboard and refresh the page to see the updated actions.

Step 11: Take action for all the transactions. Then, click on Save Changes. This will save the actions to the Government Portal.

Note :

1. The Refresh Invoices button can be clicked multiple times to fetch real-time data from the government portal.
2. The Actions taken in GSTZen shall be saved in Government Porta only if Save Changes is clicked.
3. Save your IMS actions to GST Portal. Then, click on recompute 2B. This generates the latest GSTR 2B based on your current actions.
4. You can also reset the actions taken by using the Reset Actions button.