001: PRINTER PORT SELECTION WHILE PRINTING
Important :
You can now update the XFA software from our software itself.
If you are using Multi User LAN version then please tell all other users
to come out of XFA otherwise it will not be updated.
To update : In X-FA menu (Select Company / Backup Data etc. )
select E: Update Xfa thru Internet
Then after some warning it will ask you File name to update, Just press ENTER on it whether any file name written or blank .
So it will update XFA thru internet. It will show on screen some processing &
it will take 2 to 8 minutes so please wait, do not press any key.
If you have Windows 64 Bit version then it will open many different windows
So don’t worry, It will close all windows once all files are downloaded.
After downloading it will ask to press any key, so press enter & it will start
XFA again. So in 1st XFA Menu it will show at the end in Box
VER: as Updated Date.
In this Menu “ D: “ Gst New changes Docu. Option you can view a Help Document with changes, So you will come to know if any updations are there.
Please update thru internet every morning for some months as many changes may come. But LAN users please tell all other users to come out first.
GST HELP DOCUMENT
SR.NO. UPDATION LIST PAGE NO.
00021 Json file generation for Eway Bill 15
00020 Sales Invoice Numbering with Prefix & Sufix 15
00019 Half Page Invoice Format 14
00018 CESS AMOUNT ENTRY & POSTING 14
00017 HSN CODE – ELIGIBLE OR NOT FOR ITC 14
00016 HOW TO CHANGE GST RATE OF HSN CODE W.E.F. PART. DATE 13
00015 SETUP COMPANY FOR COMPOSITE DEALER ENTRIES 13
00014 PARTY TYPE IN ACCOUNT MASTER FOR HELP IN ENTRY 12
00013 HSN CODE CRETAE WHILE SALE/PURC ENTRY,
ALSO HSN CODE CHANGE & MERGE OPTION 12
00012 RCM LIST & PURCHASE ITC SUMMARY 12
00011 B2CL, B2CS, CDNR, CDNUR, EXPORT, NIL-EXEMPT-NONGST 11
00010 B2B Sales Report in Gst Reports 10
00009 Sales / Purchase Gst Form wise Horizontal Summary 10
00008 Upload of Video for Import entry & Expense Entry 10
00007 How to make Import Purchase Entry 9
00006 Gst Purchase / Sales List Print 9
00005 Types in Sale / Purchase entries 8
00004 Other Info 7
00003 Invoice related Info 6
00002 HSN Code Entry 6
00001 Gst no. Entry 5
0001 : Gst no :
Gst no is based on your State code and Pan no. Total of 15 character,
first 2 characters of state code, next 10 characters of your PAN no &
last 3 characters are given by the department.
So, now State of the Party is very important, so please check always
State of the Party is correct or not.
Also check our company State in company details is correct or not.
You can copy & paste gst no or hsn codes from desktop file.
Just create a shortcut of notesgst.txt from X-Data folder on desktop.
Then copy your nos in it.
THEN IN X-FA
WHILE WRITING GSTNO OR HSNCODE
PRESS ALT + 2 TO OPEN NOTESGST.TXT IN OUR SOFTWARE , THEN COPY THE NO BY
CONTROL + C THEN PASTE IN OUR SOFTWARE IN GST NO FIELD OR HSNCODE FIELD BY
CONTROL + V THEN REMOVE THAT FROM NOTESGST.TXT F10 TO SAVE THE NOTESGST.TXT
FILE FROM X-FA.
We have given a new option for writing Gst no. of parties in
MAIN MENU --> GST/VAT/IT REPORTS --> PARTY GST NO
Here you will be displayed list of all parties with blank Gst nos.
Just select the party give its state & pan no, So please confirm
the State of the party is correct or not.
If pan no is blank then it will take Pan no from Gst no.
Here you can feed Gst no of the party & then say ' Y ' to save.
If you have not defined State or Gst no in any Party then while sale / purchase
Entry it will ask you. If any party if not registered under GST then you can give
Gst no as “ NA “
0002 : HSN / SAC CODE & ITEM SETTING :
We have given new option as HSN / SAC MASTER in Masters, here you can create
All your HSN code of your items or Service Account Code (SAC) for your services & define the Gst rate. You will be asked here
Hsn / Sac code
Hsn name (Description of that code)
The code you are creating is Goods / Service / Capital Goods
Gst rate of that code.
So once HSN codes are created, define items in your item master to which
HSN code they belong, so while making sale / purchase entry when you select
The item it will take the gst rate defined automatically & also SGST & CGST if
Local entry & IGST if out of state entry on basis of State define in the Party.
Even if you have not given Hsn code in any Item , while entry it will ask you
To give hsn code. But if any new Hsn code comes then you will have to stop
That entry come out & create that hsn code in Hsn Master.
0003 : Invoice related informations :
Please ask your consultant whether you can make different sales registers or all the Invoices should be in one serial only & in one sales register only.
So different sales register are allowed or not that should be confirmed by you.
Please make sure that evenif you are maintaining different Sales Registers
The Invoice no. should also be different. By use of Prefix / Suffix from Book Master, as it should not be repeated.
Please avoid use of prefix / suffix after invoice no. like /2017-18 etc.
As per our knowledge, all expenses / charges entered in Sales Invoice like Packing/Freight etc. are taxable so Consult your C.A. or Tax Consultant as how to charge such charges.
Now your Invoice will be printed as per details in your book master. In
Masters ( Book master
Give all details like, address, terms, gst no, invoice heading etc. here only.
0004 : OTHER INFORMATIONS :
In purchase any expenses or asset entry to be made then,
First create account of that expense or asset in Account master, then create group
for posting in item master whose code starts with 'X' and then define Ledger posting
account in that group, then while entry in purchase select that group & check posting account is proper or not which is shown below group
Also Consult your C.A. or Tax Consultant for filling Gst Returns.
Please keep Check & watch on data for Summary & Ledger posting is proper or not, as whole structure of the Data will get changed.
After final updation for Gst entry, you will get menu in sales / purchase entry
As
GST Entry or VAT Entry
So select GST entry option to make Gst entries. If you are not getting this option
Then please call us at office.
0005 : Types in Sale / Purchase entries :
For Urd Purchase Type, please Create separate Purchase Register as to maintain Serial.
There are following types given in Purchase entries.
Taxable Purchase :
Purchase from any gst registered person or company who charges Gst.
Composite Purchase :
Purchase from any gst registered person or company under Composite scheme, who does not charge Gst in their Bill.
Exempted Purchase :
If you want to maintain exempted purchase separately then use this type.
Urd Purchase :
Purchase from any un-registered person or company under Gst. Where in many cases Reverse Charge mechanism may apply.
Import Purchase :
Import Purchase. For this the Party should have “ IMPORT “ in their state field.
There are following types given in Sales entries.
Taxable Sales :
Sales to any person or company where Gst to be charged.
Exempted Sales:
If you want to maintain exempted sales separately then use this type.
Zero Rated :
Sales to SEZ .
Deemed Exports :
Deemed Export Sales.
Exports :
Direct Export Sales. For this the Party should have “ EXPORT “ in their state field.
0006 : Gst Purchase and Sales List :
Now you can see GST purchase and sales List in Excel from
Main Menu -> Gst/Vat/It Reports -> Gst Reports -> Sales List & Purchase List
Whichever you select will be exported to Excel, so check that file and
Save as Excel Workbook in any other folder.
In Purchase List It will print all URD – RCM applicable purchase also and
At the end columns it will print RCM – sgst, cgst & igst.
0007 : How to make Import Purchas Entry :
For import purchase entry , in purchase register when you selected the import Party
Its state should be “ IMPORTS” otherwise it will not accept the type as Import.
After party selection select the purchase type as “ IMPORT “
For e.g. you have imported goods worth Rs. 100000 & paid custom duty Rs. 4000
Then paid I-Gst on it. So before I-gst the cost is Rs. 104000.
So while entering Item (which should have proper HSN code with proper Gst Rate),
After Quantity when amount comoes you should give here Rs. 104000, so in next’
Red screen your I-Gst (e.g. 28 %) Rs. 29120 will be automatically calculated .
After this in second page in other charges (non-taxable) make total of all other
Expenses like Clearing & forwarding, Bank charge etc. for e.g. Rs. 15000, which to be added in cost of Goods imported, & put that figure in Other Charges field.
So now your total import entry is done. But the import party got Credit of
Rs. 148120. So you will have to pass journal entry as follows :
Import Party A/c Dr. Rs. 48120
To Custom Duty payable Rs. 4000
To I-gst on Import payable Rs. 29120
To Clearing & Forwd payable Rs. 12000
To Bank Charges payable Rs. 3000
So the import party will gert net credit of Rs. 100000 & other a/c will be zero when paid.
0008 : Upload of Video for Help :
We have uploaded Video no. 6 for How to make Import Purchase entry &
Video No. 7 for How to make Expenses Entry with Gst tax & Urd / RCM entry
Thru Purchase Entry.
You can see these on fxfa.in/gst.html
0009 : Sales / Purchase Gst Form wise Horizontal summary.
We have made summary report of sales & purchase with different Gst rates and
Form wise summary report in Main Menu ( Gst Reports ( Gst Reports
0010 : B2B Sales Report in Gst Reports :
We have given B2B Sales Report as per Gstin Government site offlinetool
Gstr1_Excel file & CSV File format .
You can go to gstin website & from DOWNLOAD option download offline Return Tool zip file & Extract in one folder & keep another copy of that folder also.
In this files 1 Excel file is of Gstr1_Excel file in which all sub sheets are ther for
B2B, B2CL, B2CS etc.
We have give B2B sales report option in
Main Menu -> Gst/Vat/It Reports -> Gst Reports -> Gstr1 B2B sales Report
In this option just select the month then select this report & one CSV file will be opened as per the Template you downloaded. You will have to check the Date format of your computer. In this file all fields are as per the template. If you have entered more than one Gst rate in one bill say 18% & 28 % Then it will be printed in two lines with same Invoice total value. So do not sum here Invoice value to tally with your sale purchase list. Just copy the whole sheet from 1st to last entry & paste in The template file then there upper side you will get total invoice value & this file will not count twice the invoice value of the same invoice.
Please check properly as this is new system and check figures with your list & summary. Then you can send this file to your consultant to check.
For Gst on Advance payment received you or any Refund Note have to add manually in the template sheet.
0011 : B2C L, B2C S, CDNR, CDNUR, EXPORT,
NIL RATED-EXEMPTED-NON GST Report in Gst Reports :
We have given B2C L, B2C S, CDNR, CDNUR, EXPORT, NILRATED-EXEMPTED-NON GST Sales Report as per Gstin Government site offlinetool
Gstr1_Excel file & CSV File format .
Check Video no. 11 at fxfa.in/Gst.html
For detailed explanation for these reports.
We suggest to copy & paste reports from our CSV files in GSTIN offline Utiltiy CSV files and Import in offline tool from Section wise Csv files as it is more
Safe & better option. In this matter please take advice of your Consultant also.
For Gst on Advance payment received you or any Refund Note have to add manually in the template sheet.
0012 : RCM LIST & PURCHASE ITC SUMMARY
We have given RCM LIST & PURCHASE ITC SUMMARY report in GST Reports. In Rcm List you will get all RCM vouchers entered thru purchases.
And in Purchase Itc Summary, you will get Summary of All accounts purchase or expenses oe assets of which Input Tax Credit has been taken to show your Consultant whether all accounts are Eligible to take ITC.
0013 : HSN CODE CREATE IN SALE / PURCHASE & HSN CODE CHANGE AND MERGE OPTION.
Now you can create New HSN Code while making sales or
Purchase entry & give to any Item where hsn code is blank by Pressing F2.
Also you can change any Hsn code if the code given is
Wrong from Utility ( Change Master Code.
Sameway you can merge any two Hsn code of same Gst Rate with help of a Password, if created by mistake from
Utility ( Merge Master Code.
0014 : PARTY TYPE IN ACCOUNT MASTER
We have introduced Party Type field in Account as
Follows.
T = Taxable * U = Urd * C = Composite
R = Transport * H = UIN Holder * X = Export
S = SEZ * D = Deem.Export * I = Import
You can assign the type as above to all your Debtors & Creditors, so as per type in Entry it will go to its respective type.
If you have already given type to a party then can change from Account Master ( Browse ( Party type
If any party is Transporter then please give its type as “ R “ so evenif it has GST no, in purchase Entry, it will ask RCM Applicabel ?
0015 : COMPOSITE DEALER :
If you are a Composite Dealer or writing accounts of a Composite Dealer, then in Setup Menu ( Company Details on first page just press F11, so in second page you will get Company Type here Give C as you are a Composite Dealer.
So after this whenever you make a Sales Bill entry, it will not ask you Sales Type like Taxable / Exempted / Nil rated etc., It will take automatically as Composite Sales and will not calculate Gst Tax on any item.
Also you can get Gst report of Purchase & Sales Summary on a Quarter Basis by giving Date.
0016 : CHANGE GST RATE IN HSN MASTER W.E.F. PART. DATE :
Government has changes gst tax rates on many items w.e.f. a particular date.
But in earlier period earlier gst rate would apply.
So go in Masters ( Hsn Master
Edit that particular hsn code & in gst rate 2nd date give the date defined by the government and give the new gst rate.
0017 : HSN CODE ELIGIBLE FOR ITC OR NOT :
As some Input tax credit of some expenses or assets are not eligible for ITC setoff against Gst payable, In HSN master there is an option as
“ Eligible For ITC ? “
By default this option is “ Y “ but if in any Hsn code if input tax credit is not available then make this option as “ N “ so in Form 3b it will be shown in
In-eligible ITC.
0018 : CESS AMOUNT ENTRY & POSTING :
In many Items Government is charging CESS, so you can do it from HSN master
Edit that particular Hsn code & in Cess rate give the rate of cess & w.e.f. date.
So while entry of sale or purchase it will calculate CESS on that item. Also the Ledger posting of Sale & Purchase both will be Credit & Debit in common default
Account : CESS (GST).
0019 : HALF PAGE INVOICE FORMAT :
We have given Half page Invoice printing format, which will be asked for default format for the first time while going for Invoice Printing.
You can change the default format from
Masters -- Book Master ( Edit particular Sales register and
Set the default Invoice format.
0020 : SALES INVOICE NUMBERING WITH PREFIX & SUFIX :
You can give prefix or suffix to your sales invoice numbers to make
Them unique from
Masters ( Book Master ( Edit
Edit your sales register & you can use prefix or suffix
Prefix as ABC/ & Sufix as /1819,
So while sales entry it will take your voucher no. 123 as invoice no
As ABC/123/1819
This will be helpful if you are maintaining two / three series of sales
Registers.
0021 : JSON FILE GENERATION FOR EWAY BILL :
Please see Video no. 20 to see how to generate Eway bill with help of JSON file.
We have given option to generate direct JSON file from our Invoice Data, to be Uploaded on eway bill site to Generate Eway Bill. So no need to generate CSV-Excel file then copy, paste, validate etc.
First you should print the Invoice from our software & if everything is correct thenonly go for EWAY Bill option.
When you select Eway bill JSON file, after all options selected You will be displayed the JSON file, Please check properly & thenonly Upload on eway bill site.
Now We have given option to generate direct JSON file from our Data, to be
Uploaded on eway bill site to Generate Eway Bill.
First you should print the Invoice from our software & if everything Is correct thenonly go for EWAY Bill option.
When you select Eway bill then JSON file after all options given, You will be displayed the JSON file, Please check properly & thenonly
Upload on eway bill site.
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