Reconciliation

IMS reconciliation with purchase register and taking appropriate action on invoices is important for correct generation of GSTR-2B and ITC claim in GSTR-3B. Please follow the steps below to reconcile & take appropriate actions in IMS.

#Import Purchase Register

• Click on the Purchase menu in the left.
• Click on Import button.
• Select the appropriate format and import the purchase register from Excel or CSV file(s).

Before importing the purchase register, Octa GST will validate the input data. If it finds any error in input data, you will see a preview of errors with an option to generate the error report. Please fix the errors and retry to import the data. Please note that purchase register will be imported only if there are no errors in the input data.

#Pull IMS

• Click on the IMS menu in the left.
• Click on Fetch button, select the state and continue.
• Octa GST will pull the IMS data in the background.

#Match & Reconcile

Click on the Reco IMS menu in the left and click on Match & Reconcile button on the top to start the automatic invoice matching process. Octa GST will match & link the invoices in purchase register and IMS based on various matching logics.

#Dashboard

IMS reconciliation dashboard will show the number of records and total ITC based on the actions taken on the IMS documents. In the initial stage, all documents would be in No Action status.

Click on View Reconciliation button to view the supplier-wise summary.

#Supplier Summary

This will show the summary of actions taken for each supplier along with ITC value for each action. If you want to check the summary of a specific supplier, you can find the suppliers by using the Supplier filter.

Double click on any row to view the invoices reported by that supplier, or click on All Documents button to view all records in IMS.

#Invoice Reconciliation

This page shows the invoice level reconciliation along with status of matching which can be one of the following:

• Match: Invoice in IMS is matching with purchase register.
• Almost Match: Invoice in IMS is matching with purchase register but there are some minor differences (e.g. few paisa difference in tax amount, some difference in invoice number etc.).
• Mismatch: Invoice in IMS does not match with purchase register.
• Missing: Invoice is missing in purchase register (may be not yet booked).

Based on the reconciliation status, you can take the appropriate action on the invoices. The recommended action for each status is mentioned below:

Reconciliation Status	Recommended Action	Remarks
Match / Almost Match	Accept	Accept the invoices, credit/debit notes since they match with purchase register
Mismatch	Accept / Pending	Depending on your preference, you can accept the invoice if you want to take partial ITC as available in IMS. Or you can keep it pending and wait for the amendment by supplier.
Missing	Pending	Keep the invoice pending in IMS and so that once it is booked in purchase register, you can accept and claim the ITC.

To take action on a single invoice, simply select that row and click on any of the action buttons on the top. To take action on multiple invoices at once:

• Apply appropriate filter for target invoices
• Select all rows by clicking the check-box in the table header
• Click on the action button and the same action will be applied on all selected invoices

Don't worry if you have taken a wrong action by mistake. You can take action multiple times. Any action you take on IMS invoices, will be saved in Octa GST only. These actions will be pushed to Govt Portal only when it is explicitly requested by you.

#Pushing IMS Actions

Once the reconciliation is complete and you have taken appropriate actions on all invoices in IMS, you will need to push these actions to Govt Portal. You can do this using one the following 2 methods:

#Automatic (Using OTP)

If you have connected Octa GST to Govt Portal using OTP authentication, you can use automatic mode:

• Open Reco IMS page
• Click on Push Actions button
• All actions will be pushed to Govt Portal in the background. You can check the status in Robot section.

#Manual (Govt Portal)

You can also directly use the Govt Portal to apply these actions in IMS.

Export the actions to be updated

• Open Reco IMS page
• Click on Reconciliation Report button to generate the IMS reco report.
• Once the report is ready, download the report from Robot section
• Open the IMS worksheet
• Apply a filter on IMS Status on Portal column and select To be updated
• These actions need to be updated on Govt Portal

Apply the actions in Govt Portal

• Login to Govt Portal
• Open Services → Returns → Invoice Management System (IMS) Dashboard
• Click on View button on Inward Supplies
• Open the relevant section and apply the action as per the reconciliation report generated in the previous step

#Re-generate GSTR-2B

Based on the actions taken in IMS, GSTR-2B data will change. So don't forget to re-generate GSTR-2B once the actions are applied on invoices in IMS.

#Automatic (OTP)

If you are using OTP mode, you can simply open GSTR-2B and click on Fetch button to download the latest GSTR-2B. Octa GST will automatically re-generate GSTR-2B if required.

#JSON Files

If you are importing GSTR-2B JSON files, you will need to re-generate GSTR-2B on Govt Portal:

• Login to Govt Portal
• Open Services → Returns → Invoice Management System (IMS) Dashboard
• Click on View button on Inward Supplies
• Click on Compute GSTR-2B button