Overview

The Invoice Management System (IMS) in the GST ecosystem allows recipient taxpayers to manage and take actions on invoices filed by their suppliers, facilitating seamless reconciliation for Input Tax Credit (ITC) purposes. Octa GST provides the full support of IMS including:

• Pulling IMS data from Govt System
• View & search invoices in IMS
• Consolidated export of invoices in IMS
• Reconciliation of invoices in IMS with purchase register
• Bulk action based on the reconciliation
• Pushing IMS action to Govt System
• Regeneration & pulling GSTR-2B

#How to access IMS?

You can access IMS dashboard on the GST Portal at Dashboard > Services > Returns > Invoice Management System (IMS).

To access IMS in Octa GST:

• Login and open the company
• Click on IMS or Reco IMS menu on the left

#Documents in IMS

Invoices & credit/debit notes saved or filed by suppliers in GSTR-1/1A/IFF are displayed on the IMS dashboard.

The invoices are categorized as:

• No Action: Default category for all newly available records. Documents on which no action is taken by the taxpayers, will be deemed-accepted and will be populated in GSTR-2B.
• Accepted: These records will be auto-populated in GSTR-2B. These records will be removed from IMS once GSTR-3B is filed.
• Rejected: These records are excluded from GSTR-2B and removed from IMS once GSTR-3B is filed.
• Pending: Invoices set aside for later action. These records will be excluded from GSTR-2B but will continue to remain available in IMS.

A draft GSTR-2B is generated on the 14th of each month, including all accepted or No Action invoices. GSTR-2B needs to be re-generated if any action is taken on invoices in IMS. Only those invoices for which supplier has filed the return, are populated in GSTR-2B.

#Frequently Asked Questions

#Why some documents are missing in IMS?

The following documents are not populated in IMS but will directly flow to GSTR-2B:

• Document flowing from the following forms:
  • GSTR-5 (filed by non-resident taxpayers)
  • GSTR-6 (filed by ISD)
• ICEGATE documents
• RCM records (reverse charge is applicable)
• Document where ITC is ineligible due to:
  • POS rules (place of supply and receiver state is different)
  • Section 16(4) of CGST Act (time limit of claiming ITC)
• Documents where ITC to be reversed on account of Rule 37A

#Why I am not able to keep some documents pending in IMS?

In the the following cases, pending action is not available:

• Original Credit note
• Upward amendment of the credit note irrespective of the action taken by recipient on the original credit note
• Downward amendment of the credit note if original credit note was rejected by taxpayer
• Downward amendment of Invoice/ Debit note where original Invoice/ Debit note was accepted by him and respective GSTR 3B has also been filed

#I accidentally took wrong action on an invoice in IMS. What can I do?

No issue, action can be taken multiple times on an invoice/record before filling of GSTR 3B. In case of multiple actions on a record, latest action will overwrite the previous action. However, the action taken will be frozen at the time of filing the corresponding GSTR-3B.