OCTA GST
Contact Sales

GSTR-2B Reconciliation

Import Purchase Register

GSTR-2B Reconciliation

GSTR-2B reconciliation is one of the most important activities for every taxpayer. Any taxpayer who files GSTR-3B must perform GSTR 2B reconciliation before filing GSTR-3B, because it directly impacts the calculation of GST liability and the Input Tax Credit (ITC) they can claim. ITC refers to the credit available on inputs, input services, or capital goods received for business purposes which is reflating in the GSTR-2B.

Reconciliation helps the taxpayer verify whether the ITC appearing in GSTR-2B matches the ITC recorded in their books of accounts, and whether the ITC in their books is also reflecting in GSTR-2B. This process ensures accuracy and prevents excess or ineligible credit claims.

Through GSTR-2B reconciliation, a taxpayer can:

  • Ascertain how much ITC they can avail.
  • Identify how much ITC should be reversed.
  • Accurately calculate total tax payable after deduction of eligible ITC
  • Communicate with vendors if invoice is not reflecting in gstr 2B
  • Helps to prepare GSTR 3B

How to Import Purchase

In Octa GST, the term Purchase does not only mean buying goods. It refers to all inward supplies that are accounted in the books. This includes purchases of goods, input services such as legal, professional, IT, rent, or utilities, and capital goods like machinery, furniture, or equipment. Any invoice that is accounted under GST law — whether for goods or services — is treated as a Purchase Invoice in Octa GST. Therefore, when you upload or reconcile Purchase data in Octa GST, you are effectively managing all types of inward invoices, not only goods purchases.

Download the Octa Purchase template

Octa GST has a dedicated Purchase Template for uploading purchase data for GSTR-2B reconciliation. To download the template, navigate to the Purchase Section of Octa GST. After clicking the Purchase button, the Purchase Dashboard will open. Click on the Import button, then click on Template; the template will be downloaded.

How to fill Octa Purchase Template

After downloading the Purchase Template, we have to fill it using the data from our books of account. To fill the template, open the downloaded template, which contains two sheets: Overview and Purchase. The Overview sheet does not require any changes and can be skipped. All data entry should be done in the Purchase sheet, where some fields are mandatory and must be fill; these fields are highlighted in dark blue. Key mandatory fields include Company GSTIN, Tax Period, Document Type, Document Number, Document Date, and Item Taxable Value. Completing these fields is essential to ensure that the data can be successfully imported into Octa GST.

  1. Company GSTIN - The first field in the Purchase Template is Company GSTIN, which is a mandatory field. This must be filled because Octa GST allows data insertion at the PAN level, and if a PAN has multiple GSTINs, Octa needs to identify the correct GSTIN for the input. Therefore, for proper verification and identification of the correct GSTIN, filling the Company GSTIN field is essential.
  2. Branch - This is an optional field in the Octa GST Purchase Template. A GSTIN can have multiple branches under the same GSTIN, and if a taxpayer wants to identify branch-wise input in Octa GST, they can enter the branch code in this field. Octa GST will show an error if the branch is not already identified in Octa under the Branches tab. Therefore, if you want to insert a branch code, it must first be added and identified in Octa under the Branches tab, where branches can be created and managed.
  3. Tax Period - It identified in which period the invoice is recorded
  4. Document Type - it identified the type of document like invoice, credit note, and vouchers
  5. Purchase Type - it is not mandatory filed, if you escape this filed octa will understand it is the standard invoice or credit note, but if it the invoice is pertain for import than in filter option we can identify type of purchase
  6. Doc No - Document number is essential for any data so it is mandatory filed
  7. ERP Reference No - for identification of any accounting ERP number we can insert this it is not mandatory filed
  8. ERP Reference Date - if ERP Date want to insert for reference octa allow to insert that data
  9. Transaction Id - transaction ID identified the id granted by ERP some ERP have functionality to generate the transaction id for identification of such transaction if user want to insert that ID they can insert in this filed
  10. Transaction Date - This filed is option if want to inset any specific date can insert here
  11. Supplier GSTIN - Octa GST allow to insert the data of purchase from register as well as unregister supplier. that's why this filed is in light blue colour which reflect the condition that id GSTIN exist than it consider the B2B receipt's and if not exist so it means it is unregister purchase
  12. Supplier Name - this filed is optional if we want to provide the name of supplier we can insert name of supplier
  13. Supplier Address - It is also option filed can be blank
  14. Supplier State - It is also option filed can be blank
  15. Place of Supply - it is condition filed it helps octa to identifies the transaction that for POS. in case of purchase other than some cases like hotel or other always place of supply will be the taxpayer POS means. and here we have to provide the state code
  16. Port Code - it is the conditional field because it can be blank is purchase is normal purchase but if the purchase is import of good than port code number given is mandatory.
  17. Reference Doc No - It is also option filed can be blank
  18. Reference Doc Date - It is also option filed can be blank
  19. Reverse Charge - if there is any reverse charge document we can filter this as "yes" and if we escape that it will consider as regular purchase
  20. Discount - Any discount on purchase can be enter in this filed and also can skip if there is no discount or we have account net of discount
  21. Other Charges - Other Charges like TDS, Freight.Insurance, State Cess etc can be enter here
  22. Round Off - This is round off amount of total document value
  23. Doc Value - total document value can be insert here, If this field is not specified, then document value will be auto calculated based on taxable value and tax amounts of line items"
  24. Doc Tags - Document tags are additional document attributes which govern the special processing of document. right now if any purchase from composite supplier can tag that supply from here as tag #composite
  25. Keywords - "Keywords field for tagging the documents. This field is useful for searching the documents in various screens"
  26. Doc Label1 - Document Label field assigned in Business ERP for tracking transaction. Like cost centre, group etc.
  27. Doc Label2 - Document Label field assigned in Business ERP for tracking transaction. Like cost centre, group etc.
  28. Doc Label3 - Document Label field assigned in Business ERP for tracking transaction. Like cost centre, group etc.
  29. Item Reference No - Line Item reference in Business ERP for tracking transaction.
  30. ItemType - It identifies item type. Valid values are
  • Goods
  • Services
  • Capital Goods
  1. HSN Code - HSN code of goods or services.
  2. HSN Description - Description of HSN
  3. Unit Of Measure - Unit of measure/Unit Quantity Code (UQC)
  4. Qty - Quantity of item
  5. Item Taxable Value - mandatory to provide the values, this is the taxable value of any supply received
  6. Tax Category - in this filed we can classify type of purchase we have made,
  • Taxable
  • Nil Rated
  • Exempted
  • Non GST
  1. GST Rate - this field is condition filed if the supply is taxable supply we can in sert the tax rate for calculation of tax amount
  2. IGST - This field is required if supply type is interstate and Item is taxable. If this field is applicable and kept blank, then tax amount will be auto calculated based on Taxable value and GST rate.
  3. CGST - This field is required if supply type is interstate and Item is taxable. If this field is applicable and kept blank, then tax amount will be auto calculated based on Taxable value and GST rate.
  4. SGST - This field is required if supply type is interstate and Item is taxable. If this field is applicable and kept blank, then tax amount will be auto calculated based on Taxable value and GST rate.
  5. Cess Rate - if cess is applicable can insert the rate of cess
  6. Cess - insert the amount of cess
  7. ITC Eligible - this filed if provided to identify the purchase type that purchase is normal purchase or purchase is eligible for ITC or not, if it kept blank than invoice is count as eligible for ITC and if the itc is not availeble as per book we can please "No"
  8. ITC ineligible Reason - "This field specifies ITC ineligible rule/section as per GST law than we have to select in which section it is not eligible for ITC
  • Rule38
  • Rule42
  • Rule43
  • Sec17_5
  • Sec16_4
  • POS Mismatch

Import Purchase Data

To import the Purchase Data Template, navigate to the Purchase Section in Octa GST and click on Import. Then click on Select and choose file you want to import, followed by clicking Open to upload it into the system.

Error while uploading the purchase data

When importing the Purchase Template, there is a possibility that errors may occur. If an error appears, click on the Error Report button to download the report. Review the errors carefully and refer to the Help Section in Octa GST for guidance on correcting them before re-importing the data.

If the data does not contain any errors, the system will display the count of records you are importing. Click on Continue, and the system will then show how many invoices have been added or updated successfully in Octa GST.

What is the meaning of Update records

If an update is shown, it means the same document was previously uploaded in Octa GST. Any document that was uploaded earlier will be updated rather than creating a duplicate document in Octa GST, ensuring data consistency and avoiding redundancy.

How to edit purchase document in octa

If any document has already been uploaded in Octa GST and you want to update it, click on the Purchase button. In the Purchase Dashboard, click on the Document button to view all uploaded documents. You can search for the specific document by Document Number or GSTIN. Once you find the document, click on the Edit button , make the required changes in the fields, and then click Save to update the document in Octa GST.