How to Get GST Sales and Purchase Bills: A Complete Guide
Managing business finances effectively requires keeping accurate records of both sales and purchases. Under the Goods and Services Tax (GST) system, every registered business is required to maintain proper invoices or bills for all sales and purchases. These bills are essential for tax compliance, accounting, and business decision-making. If you are wondering how to get GST sales and purchase bills, this guide will take you through the process in a simple, step-by-step manner.
Understanding GST Sales and Purchase Bills
Before diving into the process, let’s understand what these bills are:
GST Sales Bills (Outward Supplies): These are invoices issued by your business when you sell goods or services. They include details such as the buyer’s information, GST number, item description, quantity, price, and applicable GST. Sales bills are used to report outward supplies in your GST returns.
GST Purchase Bills (Inward Supplies): These are invoices received from your suppliers when you purchase goods or services. Purchase bills include the supplier’s details, GST number, item details, price, and tax applied. They are essential for claiming input tax credit (ITC) under GST.
Both types of bills are legal documents that ensure transparency and help maintain proper financial records.
Why You Need GST Sales and Purchase Bills
Tax Compliance: Businesses must report all sales and purchases in GST returns. Missing or inaccurate bills can lead to penalties.
Claiming Input Tax Credit: Purchase bills are required to claim ITC, reducing your GST liability.
Accurate Accounting: Sales and purchase bills form the backbone of your accounting records, ensuring correct profit and loss calculations.
Audit Readiness: Well-maintained bills make audits smoother and reduce the risk of legal issues.
Business Insights: Reviewing sales and purchase data helps track trends, manage inventory, and optimize costs.
How to Get GST Sales Bills
1. From the Company or Seller
The most straightforward way is to request the sales bills directly from the company that sold the goods or services. You can do this:
During Purchase: Ask for a GST-compliant invoice at the time of transaction.
Via Email or Portal: Many businesses provide digital invoices automatically after payment.
Through Customer Service: Request copies of past invoices by giving details like invoice number, date, and GSTIN.
2. Using Accounting or Billing Software
Businesses often use accounting software to manage sales. These platforms allow you to:
Filter invoices by date, product, or customer
Download multiple invoices in PDF, Excel, or CSV formats
Track payments and GST details
This is especially useful for companies with high sales volumes, as it makes managing and retrieving sales bills much easier.
3. From the GST Portal
If you have access to a company’s GST account, sales bills can be retrieved from the official GST portal:
Log in using the registered credentials.
Navigate to the ‘Returns’ or ‘Invoices’ section.
Select the required period.
Download outward supply data, which includes all sales invoices for the period.
This ensures that your sales bills are official and GST-compliant, which is important for filing returns and audits.
How to Get GST Purchase Bills
1. From the Supplier
Your supplier is the primary source for purchase bills. You can obtain them:
At the time of purchase (printed or digital invoices)
Via email or online portals
By requesting a copy for past purchases, providing purchase date and invoice number
Always verify that the supplier’s GST number and bill details are correct to claim ITC.
2. From Accounting Software
Many businesses record purchase bills in accounting systems. Features often include:
Storing digital copies of purchase bills
Filtering purchases by supplier, date, or GST number
Exporting bills in Excel, PDF, or CSV for filing or reconciliation
This makes it easier to organize purchases and ensures accurate accounting.
3. From the GST Portal
The GST portal also allows businesses to view inward supplies (purchases) reported by their suppliers:
Log in with your GST credentials
Navigate to the ‘Returns’ section
Access auto-populated purchase data for a selected period
Download the purchase invoices or reports for reconciliation
This helps ensure that the ITC you claim matches the supplier’s reported outward supplies.
Key Details to Verify in GST Bills
Whether sales or purchase bills, certain information must always be accurate:
GSTIN of the buyer or seller
Invoice number and date
Item or service description
Quantity and price
GST rates (CGST, SGST, IGST)
Total amount including tax
Correct details are essential for GST compliance, accurate accounting, and claiming ITC.
Tips for Managing GST Bills
Maintain Digital Records: Digital invoices are easier to store, access, and share.
Organize by Date or Supplier/Customer: Makes retrieval and reconciliation faster.
Back-Up Regularly: Prevents loss due to system crashes or accidental deletion.
Reconcile Bills with Accounting Records: Ensures accuracy in GST returns and financial statements.
Use Automated Tools: For businesses with many transactions, automated systems reduce errors and save time.
Common Challenges and Solutions
Missing Bills: Contact the supplier or seller immediately to obtain copies.
Incorrect GST Details: Request a revised invoice or credit note from the supplier.
High Volume of Transactions: Use accounting software or batch download features to manage large data sets.
Portal Access Issues: Download bills ahead of filing deadlines to avoid delays due to website downtime.
Conclusion
Obtaining and managing GST sales and purchase bills is a fundamental part of running a compliant and efficient business. Sales bills track outward supplies, while purchase bills allow you to claim input tax credit. Both are essential for accounting, GST filing, audits, and business insights.
Whether through direct requests from suppliers, accounting software, or the GST portal, the key is to maintain accuracy, organize records, and regularly update your bills. Proper management of GST sales and purchase bills not only ensures legal compliance but also provides valuable insights for making informed business decisions.
By following the steps outlined in this guide, you can systematically obtain, store, and use GST bills, creating a streamlined process for accounting, taxation, and business analysis.
