Help centre / Tools and utilities

E-Invoice Manager

An e-invoice is a sale, credit note or debit note registered with the government portal, which answers with an IRN (Invoice Reference Number) and a signed QR code. This screen sends the vouchers, shows what came back, and keeps every call in a history.

1What this screen is for #

Menu path: Sale > E-Invoice Manager. Route /tools/gst-einvoice .
Needs the E-Invoicing subscription on the licence and the Execute right on Tools > E-Way Bill Manager (User Manager).
A voucher is listed when its transaction class has Enable E-Invoice on, or when it already holds an IRN. Only posted vouchers of your branches are listed.
The seller is the voucher's branch ; the buyer is the party's master address .
Your user names and passwords for the provider are kept in Settings > API Providers. They never come to the browser, and the server sends them only to an https:// address.

2Before the first e-invoice #

Settings > API Providers : one row marked Default for each of the types IRN Request , IRN Cancel and E-Invoice By IRN , with the provider's https:// address, the API key (the provider's CD key), Client ID and Client secret (the provider's user and password), and End-user name and password (the portal's API user). A row may be tied to branches; a tied row wins.
Which provider - the row's Provider name decides how the web talks to it:
Webtel : the address is the full address of each call. API key = CD key; Client ID and Client secret = the provider's user and password; End-user name and password = the portal's API user.
TaxPro GSP : the address is the provider's base address, the same on every row. API key = ASP id; Client secret = ASP password; End-user name and password = the portal's API user.
Adaequare : base address. Client ID = app id; Client secret = app secret; End-user name and password = the portal's API user.
ClearTax : base address. API key = the account's auth token; nothing else.

TaxPro GSP, Adaequare and ClearTax are written from those providers' public documents and have not yet been run against their services . Use the provider's trial (sandbox) address first: press Test connection , raise one IRN, read the History - and tell your software vendor what the provider answers before the live address is put in.

Branch master : GSTIN, formal name, address line 1, place, PIN code and state.
Ledger Account master of each party: GSTIN, address line 1, place, PIN code and state.
Unit master : the E-invoice unit code (NOS, KGS, BOX...). Item master : the HSN code.
Transaction Class master : Enable E-Invoice on, for the classes whose vouchers are e-invoices.
Settings > Account Settings , group GST E-invoice: when the IRN is raised (on save, by hand, or after approval), whether the e-way bill is asked for with it, and whether a voucher with a live IRN is locked.

3Working the list #

Set the dates and press Apply (F5) . Tick the vouchers to work on (the box in the header ticks all). At most 100 go in one run.
Check data (F6) sends nothing. It lists, for each ticked voucher, every thing to put right and where: the voucher, the branch, the party, the item, the unit, the transaction class, the E-way Bill Details, or API Providers.
Generate IRN (F7) runs the same checks and sends the vouchers that pass, one after another. A voucher the portal refuses does not stop the rest. A voucher that already holds a live IRN is never sent again.
E-invoice by IRN : when the portal holds the invoice but the books do not (the reply was lost, or the portal says duplicate ), tick the voucher, paste the 64-character IRN, and the acknowledgement and QR code are read back.
Cancel E-invoice : within 24 hours of the acknowledgement. Pick the reason, type the remarks, and tick Also cancel the voucher if the voucher is to be cancelled in the books too. The IRN is marked cancelled only when the portal confirms.
Transport details opens E-way Bill Details of the focused voucher: dispatch-from, ship-to, transporter, vehicle, and the export block. When they are complete, the e-way bill is asked for together with the IRN.
E-way bill by IRN : for a voucher whose IRN is live and which has no e-way bill yet. Open Transport details first, tick Generate E-Way Bill and fill the vehicle number (Road) or the Transporter ID; then tick the voucher and press the button. The number and its validity are stored with the IRN and the e-way status becomes Completed.
E-way status sets the status of the ticked vouchers by hand: Pending, Updated, Uploaded, Completed, Cancelled or Excluded. The program sets Updated when the details are saved and Completed when a number is received; Excluded is for a voucher that needs no e-way bill.
E-way bill (no IRN) : for a voucher that is not an e-invoice - a delivery note, a stock transfer, a van load, a sale to an unregistered party. It is listed here once its E-way Bill Details are saved (Transport details here, or E-way Bill on the voucher) and shows Not an e-invoice . The bill is asked for from the government's e-way bill system through TaxPro GSP or Adaequare : add a provider row of type Eway-Bill , Default, with the API user made on the e-way bill site (not the e-invoice one). Give the vehicle number - or only the transporter's id, and the transporter adds the vehicle later. On the site's yes the number is stored on the voucher and the e-way status becomes Completed. This call is written from the public specification and has not yet been run against the providers' services: try it first with the trial address. With Webtel or ClearTax use the E-way file.
E-way file makes the file for the government's e-way bill site from the ticked vouchers - for bills that are not raised through the provider. Excel is the government's own offline tool with its sheet filled, as on the desktop: open it, press the tool's Validate and Prepare JSON, upload that JSON. JSON is that upload file written here in the tool's own form; it has not been uploaded to the government site from this program, so check the first one there. A voucher goes in when its transport details are filled; what goes in becomes Uploaded.
E-mail sends the print of each ticked voucher that holds a live IRN - with the IRN and the QR code - to the party as a PDF. The list shows who each one goes to before anything is sent. Send all to sends every message to one address instead (a trial, or one address that collects them). The messages go from the company's mail account and are kept in the outbox.
Test connection asks the provider row of the branch picked in the filter (or your own branch) for an IRN that does not exist. An answer in the provider's own form proves the address and that the service is up; its words are shown. Nothing changes at the portal, and the test is neither kept in the history nor counted.
History (or a double-click) lists every call made for the voucher: when, by whom, accepted or refused, and the portal's words.

4Rules #

One voucher holds one live IRN.
A refused call changes nothing in the books; the IRN, acknowledgement and QR code already stored stay as they were.
While an IRN is live, the voucher cannot be altered, deleted or cancelled (Account setting E-invoice lock voucher ). The database itself refuses it, so the desktop is held as well. Cancel the e-invoice first, or raise a credit or debit note.
With E-invoice raise = After approval nothing happens on save; the IRN is asked for by itself when an approval leaves the voucher posted. The outcome is the last line of the approval's message, and a refusal is put on the bell of the approver and of the person who entered the voucher.
Where the party of the voucher is marked E-Commerce Operator in its ledger's address book, its GSTIN is sent as the e-commerce operator of the invoice.
With E-invoice raise = On save , saving a new voucher whose transaction class has Enable E-Invoice on opens the E-way Bill Details window first; saved there, the voucher is checked and sent. Closed without saving, nothing is sent and the IRN is raised by hand. With By hand nothing happens on save. An altered voucher is never sent by itself.
Every call is counted for the software vendor's usage billing: company, GSTIN, time, user and kind of call - never a password, never the invoice.

5Keyboard #

F2 From date · F5 Apply · F6 Check data · F7 Generate IRN · Esc close the screen.
In a dialog: F5 = OK, Esc = close.

6If something does not work #

"E-Invoicing is not licensed for this company. Contact your software vendor." / the menu does not show E-Invoice Manager

Why: The page belongs to the E-Invoicing subscription of the licence, and this company's licence does not carry it.
What to do: Ask your software vendor for the E-Invoicing subscription.

"Requested action(E-Invoice Manager) denied due to security restrictions. Contact Administrator !"

Why: You do not hold the Execute right on Tools > E-Way Bill Manager - the same right the desktop's manager asks for.
What to do: An administrator gives it in User Manager. Raising an IRN from a voucher you may save needs no such right.

"There is no provider row of type "IRN Request" marked Default for this branch (Settings > API Providers). Add the provider's address and your account there." (also for "IRN Cancel" and "E-Invoice By IRN")

Why: Each kind of call has its own row in API Providers: the provider's address for that call and your account. No row marked Default serves this voucher's branch.
What to do: Settings > API Providers: add or open the row of that type, tick Default, and leave Applicable branches empty or include the branch.

"Provider row "...": the address begins with http://. Your account's user names and passwords travel inside the message, so the web sends it only to an https:// address. Ask the provider for its secure address and change the row (Settings > API Providers)."

Why: The desktop program sent its messages to a plain http:// address. On the web that is refused: anybody between the server and the provider could read the passwords.
What to do: Ask the provider for the https:// address of the same call and type it in the row's Url.

"Provider row "...": the address is not a full web address (Settings > API Providers)."

Why: The Url of the row is blank or not a web address.
What to do: Type the provider's full address, beginning with https://.

"Provider row "...": provider "..." is not one the web can talk to yet (available: Webtel) (Settings > API Providers)."

Why: Each provider speaks its own message format. The web has the format of the providers named in the brackets.
What to do: Pick one of the named providers in the row's Provider name - Webtel, TaxPro GSP, Adaequare or ClearTax; another provider needs an addition by the software vendor.

"Provider row "...": not filled - ..." names columns such as "API key (the provider's ASP id)", "Client ID (the provider's app id)", "Client secret (the provider's app secret)", "API key (the provider's auth token)"

Why: Each provider names its account in its own columns of the row. Webtel: API key = CD key, Client ID and Client secret = the provider's user and password, End-user name and password = the portal's API user. TaxPro GSP: API key = ASP id, Client secret = ASP password, End-user name and password = the portal's API user. Adaequare: Client ID = app id, Client secret = app secret, End-user name and password = the portal's API user. ClearTax: API key = the account's auth token only.
What to do: Settings > API Providers: fill the columns named in the message, on every row of that provider.

"The provider refused the sign-in: ... Check the keys, user names and passwords of the provider row (Settings > API Providers). Nothing was sent."

Why: TaxPro GSP and Adaequare sign in first and then make the call. The sign-in was refused - the words after the colon are the provider's - so the invoice was never sent.
What to do: Correct the account on the provider row. With TaxPro GSP the portal's API user must be the one created on the e-invoice portal for this provider.

TaxPro GSP, Adaequare or ClearTax: the provider answers something the program does not expect ("The provider's answer could not be read", "The provider answered 404", a refusal that names a missing header or address)

Why: These three providers were written from their public documents and have not yet been run against their services. For them the row's address is the provider's BASE address (for example the trial address the provider gave you), the same on every row - not the address of one call as with Webtel.
What to do: Check the address first. Then use the trial (sandbox) account: press Test connection, raise one IRN, open History, and send the provider's words to your software vendor - the adapter is corrected from them.

"Provider row "...": not filled - API key (the provider's CD key); Client ID (the provider's user name); Client secret (the provider's password); End-user name (the portal's API user); End-user password (the portal's API password) (Settings > API Providers)."

Why: The row lacks one or more of the five values the provider asks for with every call. A value typed on the desktop long ago may also have become unreadable.
What to do: Open the row and type the values named; they are stored encrypted and never shown again.

"From date is not a date." / "To date is not a date." / "From date is after To date." / "List at most one year at a time."

Why: The two dates decide which vouchers are read.
What to do: Correct the dates and press Apply (F5).

"Only the latest 3000 vouchers of the period are listed. Shorten the period or pick a voucher type."

Why: The list is cut so that the screen stays quick.
What to do: Shorten the period, pick a branch or a voucher type, and apply again.

"No voucher of these dates is an e-invoice. ..." / a voucher is missing from the list

Why: A voucher is listed when its transaction class has Enable E-Invoice on or when it already holds an IRN, when it is posted, and when its branch is open to you.
What to do: Check the voucher's transaction class (Transaction Class master, Enable E-Invoice), that it is posted, and the dates.

"Tick at least one voucher." / "At most 100 vouchers go in one run; ... are ticked. Send them in parts."

Why: The buttons work on the ticked vouchers - or, with none ticked, on the voucher last clicked.
What to do: Tick the vouchers (the box in the header ticks all); send more than 100 in parts.

"E-invoice by IRN works on one voucher at a time: tick only one." / "Transport details are typed for one voucher at a time: tick only one." / "History is shown for one voucher at a time: tick only one."

Why: These three work on a single voucher.
What to do: Tick only that voucher.

"The voucher is cancelled. A cancelled voucher is not sent to the portal." / "The voucher is not posted yet (it is a draft or waits for approval). Only a posted voucher is sent."

Why: Only a voucher that stands in the books is registered with the government.
What to do: Post or approve the voucher first; a cancelled voucher is left alone.

"Transaction class ... does not have Enable E-Invoice on, so this voucher is not an e-invoice." / "Transaction class ... is a refund voucher. The portal takes invoices, credit notes and debit notes only."

Why: The transaction class decides whether a voucher is an e-invoice and of which kind.
What to do: Transaction Class master: switch Enable E-Invoice on for the class - or leave the voucher out.

"The voucher already holds a live IRN (...). Nothing more is to be sent."

Why: One voucher holds one live IRN.
What to do: Nothing to do. To send it again, cancel the e-invoice first (within 24 hours).

"Document number "..." is not accepted by the portal: at most 16 characters, only letters, digits, / and -, and it cannot begin with 0, / or -. Change the numbering of the voucher type." / "The voucher has no document number." / "The voucher has no date."

Why: The portal has its own rule for invoice numbers, and the voucher's number breaks it.
What to do: Voucher Manager: give the voucher type a prefix and numbering that fit the rule. A number already used cannot be changed.

"Branch ... has no GSTIN." / "Branch ...: GSTIN ... is not 15 characters of the right form." / "Branch ... has no formal (legal) name of 3 characters or more." / "Branch ... has no address line 1." / "Branch ... has no place (address line 3 or city) of 3 characters or more." / "Branch ...: PIN code "..." is not 6 digits." / "Branch ...: state "..." is not in the state list, so its code is not known." / "Branch ...: the GSTIN begins with ... but state ... has code ...."

Why: The seller of an e-invoice is the voucher's branch, and the portal wants its registration and address complete.
What to do: Branch master: fill what is named. The first two digits of a GSTIN are the state's code.

"... has no GSTIN. An e-invoice is for a registered party (or an export or SEZ supply); a sale to an unregistered party is not sent." / "...: GSTIN ... is not 15 characters of the right form." / "... carries the seller's own GSTIN. The portal refuses an invoice to oneself."

Why: The buyer is read from the party's master address.
What to do: Ledger Account master: correct the GSTIN. A sale to an unregistered party belongs to a transaction class without Enable E-Invoice.

"... has no name of 3 characters or more." / "... has no address line 1." / "... has no place (address line 3 or city) of 3 characters or more." / "...: PIN code "..." is not 6 digits." / "...: state "..." is not in the state list, so its code is not known." / "...: the GSTIN begins with ... but state ... has code ...."

Why: The buyer's address is incomplete in the party master, or its state does not agree with its GSTIN.
What to do: Ledger Account master: fill address line 1, the place, a 6-digit PIN code and the state as the state list spells it.

"The voucher has no item lines." / "The voucher has ... lines; the portal takes at most 1000." / "The item name "..." is shorter than 3 characters." / "...: the quantity is zero." / "...: the discount is more than the line's value."

Why: A line of the voucher cannot be sent as it stands.
What to do: Correct the voucher (it holds no IRN yet, so it can be altered).

"...: the item has no HSN code." / "...: HSN code ... is not 4, 6 or 8 digits."

Why: Every line of an e-invoice carries the item's HSN (or service accounting) code.
What to do: Item master: pick the HSN code. HSN master: correct a code of the wrong length.

"...: unit "..." is not one of the portal's unit codes (3 to 8 letters, such as NOS, KGS, BOX). Fill E-invoice unit code on the unit."

Why: The portal knows units by its own codes; the unit's own name is sent only when no code is filled, and here that name is not a code.
What to do: Unit master: fill E-invoice unit code.

"Ship-from address line 1 is blank." / "Ship-from place is blank or shorter than 3 characters." / "Ship-from PIN code "..." is not 6 digits." / "Ship-from state "..." is not in the state list." / "Ship-to GSTIN ... is not 15 characters of the right form (type URP for an unregistered party)." / "Ship-to address line 1 is blank." / "Ship-to place is blank or shorter than 3 characters." / "Ship-to PIN code "..." is not 6 digits." / "Ship-to state "..." is not in the state list."

Why: The voucher has E-way Bill Details, so its dispatch-from and ship-to addresses go with the invoice, and one of them is incomplete.
What to do: Transport details (or E-way Bill on the voucher): complete the address named.

"Distance ... km is outside 0 to 4000." / "Transporter id ... is not a GSTIN or transporter number of 15 characters." / "Vehicle number "..." is not 4 to 20 letters and digits." / "Transport document number "..." is longer than 15 characters or has a character other than letters, digits, / and -." / "By rail, air or ship the transport document number and date are needed."

Why: The transport details are complete enough for an e-way bill to be asked for with the IRN, but one value breaks the portal's rule.
What to do: Transport details: correct the value - or set Account setting E-invoice ask e-way bill to No to send the invoice alone.

"An export invoice needs the export block: open E-way Bill Details on the voucher and fill the port and the country." / "Port code "..." is not 2 to 10 letters or digits." / "Country code "..." is not the two-letter code."

Why: The transaction class says export, and the export block is missing or wrong.
What to do: Transport details: fill the port code and the two-letter country code.

"The voucher total ... differs from its parts by ...: taxable ..., CGST ..., SGST ..., IGST ..., cess ..., other charges ..., round-off ..., discount .... The portal would refuse it." / "Round-off ... is outside -99.99 to 99.99." / "The voucher total is zero."

Why: The portal adds the invoice up itself and refuses one whose total does not follow from its lines, taxes and charges (a rupee of difference is let through).
What to do: Open the voucher and look at its bill sundries: a charge or deduction with the wrong behaviour is the usual cause.

"Seller (state ...) and buyer (state ...) are in different states, but the voucher carries CGST and SGST instead of IGST."

Why: A sale across states carries IGST. The voucher's transaction class calculated the tax as for a local sale.
What to do: Use the inter-state transaction class on the voucher, or correct the party's state.

"Already holds a live IRN (...); nothing was sent."

Why: The voucher received its IRN between your list and your click - perhaps from another user, or when it was saved.
What to do: Press Apply (F5); the voucher now shows IRN live.

"Somebody else is sending this voucher right now. Refresh the list in a moment." / "Somebody else is working on this voucher right now. Try again in a moment."

Why: Two people pressed for the same voucher at the same time; only one call is made.
What to do: Wait a few seconds and press Apply (F5).

"Not sent: ... things to put right."

Why: The checks stopped the voucher before anything was sent. Every fault is listed under it, with where it is put right.
What to do: Put them right and press Generate IRN again.

"Refused: ... (code ...)"

Why: The government portal (or the provider) read the invoice and refused it; the words and the code are its own. Nothing in the books changed, and the refusal is in the voucher's History.
What to do: Usual causes: the buyer's GSTIN is cancelled or not active; the PIN code does not belong to the state; the HSN code is not in the portal's list; the portal user or password in API Providers is wrong; the document date is too old.

"... The portal already holds this document under IRN ...: press E-invoice by IRN to bring it into the books."

Why: The portal says duplicate: this document number was registered before - an earlier call got through although its reply never arrived, or the desktop sent it.
What to do: Tick the voucher, press E-invoice by IRN and paste the IRN named.

"The provider did not answer within 90 seconds. Whether the portal took the call is not known: press E-invoice by IRN, or look on the government portal, before sending it again."

Why: The call went out and no answer came back in time.
What to do: Look the document up on the government portal. If it is there, bring it in with E-invoice by IRN; if not, send again.

"The provider could not be reached (...). Nothing was sent." / "The provider answered 5xx .... Nothing was changed." / "The provider's answer could not be read. Nothing was changed."

Why: The server could not get through to the provider, or the provider is in trouble.
What to do: Try again a little later. If it stays, check the address in API Providers and ask the provider.

"The provider said the invoice was accepted but sent no IRN. Press E-invoice by IRN after looking the document up on the government portal."

Why: An answer without its IRN cannot be stored.
What to do: Find the IRN on the government portal and bring it in with E-invoice by IRN.

The IRN is there but the print shows no QR code

Why: The QR picture is the one the provider sends back with the IRN. When it sends the signed text alone, there is no picture to print yet.
What to do: Tell the software vendor; drawing the QR code from the signed text is planned with the printing work of phase 2.

"E-way bill by IRN is for a voucher whose IRN is live and which has no e-way bill yet." / "None of the ticked vouchers has a live IRN without an e-way bill." / "Holds no live IRN. Raise the e-invoice first; ..." / "Already holds e-way bill ...."

Why: This button asks for the e-way bill of an invoice the portal already holds under an IRN. A voucher without a live IRN, or one that has its number already, is left alone.
What to do: Raise the e-invoice first. With Generate E-Way Bill ticked in the details before that, the e-way bill comes together with the IRN and this button is not needed.

"The transport details are missing. Open Transport details, tick Generate E-Way Bill and fill the vehicle number (Road) or the Transporter ID."

Why: The e-way bill needs the transport: the mode and, by Road, the vehicle number, or the transporter's id.
What to do: Tick the voucher, press Transport details, tick Generate E-Way Bill, fill the block and save; then press E-way bill by IRN again.

"There is no provider row of type "Eway-Bill By IRN" marked Default for this branch (Settings > API Providers). ..."

Why: The e-way bill by IRN is a call of its own, with its own row in API Providers.
What to do: Add or open the row of type Eway-Bill By IRN, with the provider's https:// address and your account, and tick Default.

"The provider said the e-way bill was made but sent no number. Look the IRN up on the e-way bill portal."

Why: An answer without its number cannot be stored.
What to do: Find the bill on the e-way bill portal and type its number in E-Way Bill No of the details; set the e-way status to Completed.

"Pick the status." / "Pick one of the e-way statuses: Pending, Updated, Uploaded, Completed, Cancelled, Excluded." / "Its branch is not open to you."

Why: E-way status sets, by hand, where a voucher stands with its e-way bill.
What to do: Pick one of the six values. Only vouchers of your branches can be changed.

A delivery note, stock transfer or van load is not in the list

Why: The list shows e-invoices, and any other voucher once its E-way Bill Details are saved.
What to do: Open the voucher, press E-way Bill, fill and save the details. It then shows in the list as Not an e-invoice.

"The voucher holds a live IRN: its e-way bill comes from the IRN - press E-way bill by IRN." / "Already holds e-way bill ...; nothing was sent." / "The voucher is cancelled." / "The voucher is not posted yet (it is a draft or waits for approval)."

Why: E-way bill (no IRN) is for a posted voucher that has neither a live IRN nor an e-way bill.
What to do: For an invoice with an IRN press E-way bill by IRN. A voucher that already holds a number needs nothing.

"Transport details are not filled. Press Transport details, fill them and save, then try again." / "Give the vehicle number - or the transporter's id (GSTIN or TRANSIN), and the transporter adds the vehicle later." / "Give the transport document number and date - or the transporter's id (GSTIN or TRANSIN)." / "Vehicle number ... is not 4 to 20 letters and digits." / "Transporter id ... is not 15 characters of the right form."

Why: The e-way bill needs to know how the goods travel. By road that is the vehicle number; by rail, air or ship the transport document. With only the transporter's id the bill is raised without a vehicle (Part A) and the transporter completes it.
What to do: Tick the voucher, press Transport details, fill what is named and save. The other lines of the list (sub type, document type, PIN codes, states, HSN) are the same checks as for the E-way file.

"There is no provider row of type "Eway-Bill" marked Default for this branch (Settings > API Providers). ..."

Why: The e-way bill system is a different door of the government from the e-invoice system, with its own API user. It has a provider row of its own.
What to do: Settings > API Providers: add a row of type Eway-Bill for TaxPro GSP or Adaequare - the provider's base address, the provider's keys, and as End-user name and password the API user made on the e-way bill site. Tick Default.

"Provider row ...: an e-way bill without an IRN is asked for through TaxPro GSP or Adaequare; the web does not know ...'s message for it yet. ..."

Why: The row of type Eway-Bill names Webtel, ClearTax or another provider. Their message for this call is not known to the program.
What to do: Use the E-way file for the voucher, or take the e-way bill API from TaxPro GSP or Adaequare and add its row.

"Refused: ..." from E-way bill (no IRN), sometimes only "The e-way bill site refused with code ... and no words."

Why: The government's e-way bill site refused the document; the words or the code are its own. Nothing was changed in the books. The call is written from the site's public specification and has not yet been run against the providers' services, so a refusal that names a field of the message is to be reported.
What to do: Put right what the site names - most often a GSTIN, a PIN code that does not fit the state, or the distance. A bare code is explained in the error list on the e-way bill site. If it names a field you cannot change, send the History entry to your software vendor.

"Transport details are not filled. Press Transport details, fill them and save, then make the file again."

Why: The voucher's e-way status is blank or Pending: its E-way Bill Details were never saved. The desktop refuses the whole file for the same reason; the web leaves that voucher out and goes on.
What to do: Tick the voucher, press Transport details, fill and save. Its status becomes Updated; make the file again.

"Left out: ... things to put right." with lines such as "Sub type ... is not one the e-way tool knows." / "Document type ... is not one the e-way tool takes (Tax Invoice, Bill of Supply, Bill of Entry, Delivery Challan, Others)." / "Dispatch from: PIN code ... is not 6 digits." / "... state ... is not in the e-way tool's state list." / "One or more items have no HSN code of 4 to 8 digits." / "The voucher has ... lines by HSN, unit and rate; the e-way tool takes 250."

Why: The government's tool would refuse these when it validates, so the voucher is kept out of the file and the reasons are listed. The tool knows its own lists only: for a credit or debit note pick Others as the document type.
What to do: Open Transport details of the voucher and correct what is listed (the item's HSN code is on the Item master). A blank distance goes as 0: the government site then works it out from the PIN codes.

"No file was made: none of the ticked vouchers could go in." / "The voucher is cancelled; it is left out of the file." / "The voucher has no item lines with an item master; nothing to put in the file."

Why: Every ticked voucher was left out, each for the reason beside it.
What to do: Put the reasons right and make the file again.

The tool's Validate button, or the government site, refuses a line of the file

Why: The file carries what the voucher holds. The site checks more than the program can - the GSTINs against its own register, the distance against the PIN codes, the vehicle number's form.
What to do: Correct the voucher's Transport details or the masters, and make the file again. The JSON has not been uploaded to the government site from this program: check the first one you make there, and tell your software vendor what the site says if it is refused as a whole.

"Holds no live IRN - raise the e-invoice first." / "The voucher is cancelled."

Why: The e-mail of the manager is the e-invoice: only a voucher with a live IRN is sent.
What to do: Raise the IRN first. A voucher without an IRN is e-mailed from the voucher screen.

"The party has no e-mail address (E-way Bill Details, or the ledger's address book)." / "The party's address ... is not an e-mail address."

Why: The message goes to the e-mail typed on the voucher's E-way Bill Details and, where that is blank, to the e-mail of the party's ledger address.
What to do: Type the address on the ledger, or on the voucher's Transport details - or fill Send all to, and the voucher goes to that address instead.

"Send all to: ... is not an e-mail address." / "Copy to: ... is not an e-mail address." / "None of the ticked vouchers can be sent - see the reason beside each one."

Why: The two address boxes take e-mail addresses separated by commas.
What to do: Correct the address. A voucher marked Left out says why beside it.

"Not sent: ..." / "The print could not be made: ..."

Why: The company's mail account refused the message (the words are the mail server's), or the print of that voucher failed. Every attempt is in Communications > Inbox & Outbox.
What to do: For a refused account: Settings > Mail Accounts, test the account. Then send the voucher again.

Test connection says "Not reached": "The provider's address could not be reached: ..." / "The address answered, but not as the provider's service (HTTP ...)." / "The address answered, but not in the provider's message form: ..."

Why: Nothing at the address of the provider row answers as the provider's service: the address is wrong, the server cannot reach the internet, or the provider is down.
What to do: Check the address of the row of type E-Invoice By IRN in Settings > API Providers against what the provider gave you; then ask the provider.

Test connection says "Account refused"

Why: The service answered, and its words read as a refusal of the sign-in: a key, user name or password of the provider row is wrong, or the account is not active for this GSTIN.
What to do: Correct the row in Settings > API Providers. The provider's own words are shown under the result - quote them to the provider.

Test connection says "Answered" and the provider said the IRN is not available

Why: This is the good result. The test asks for an IRN that does not exist, so "not found" is what a working account answers.
What to do: Nothing to do. It proves the address and the service; a wrong password for raising an IRN shows only when an IRN is raised, because each kind of call has its own provider row.

"Branch ... has no GSTIN (Branch master). The provider is asked in the name of the branch's GSTIN, so nothing was sent." / "Pick a branch that is open to you."

Why: The test is made for one branch - the one picked in the filter, else the one you signed in to.
What to do: Fill the GSTIN of the branch, or pick another branch in the filter.

"The IRN is 64 characters of digits and the letters a to f. Copy it whole from the government portal." / "Type the IRN - this voucher holds none to read again."

Why: An IRN has a fixed form; part of it is missing or something else was pasted.
What to do: Copy the IRN again, whole.

"The voucher already holds another live IRN (...)." / "The voucher's branch has no GSTIN (Branch master)."

Why: The IRN read back must be the voucher's own, and the portal is asked in the name of the branch's GSTIN.
What to do: Check that the right voucher is ticked; fill the branch's GSTIN.

"Pick the reason for cancelling." / "Type the remarks - the portal asks for them." / "The remarks are ... characters; the portal takes at most 100."

Why: The portal wants one of its four reasons and remarks of up to 100 characters with every cancel.
What to do: Fill both.

"This voucher holds no live IRN: there is nothing to cancel." / "None of the ticked vouchers holds a live IRN." / "Holds no IRN: there is nothing to cancel." / "The IRN is cancelled already."

Why: Only a live IRN can be cancelled.
What to do: Tick vouchers that show IRN live.

"The IRN was acknowledged on ..., more than 24 hours ago. The portal no longer cancels it: raise a credit note for the invoice instead."

Why: The government portal cancels an IRN only within 24 hours of its acknowledgement.
What to do: Raise a credit note against the invoice.

"Refused: ... The IRN stays live."

Why: The portal refused the cancel; the IRN is not marked cancelled in the books (it is marked only when the portal confirms).
What to do: Read the portal's words. An invoice for which an e-way bill is active, for example, is cancelled only after the e-way bill.

"The e-invoice is cancelled at the portal. The voucher itself was NOT cancelled: ... Cancel it from the voucher screen."

Why: Also cancel the voucher was ticked. The IRN is cancelled, but the voucher's own cancel was refused - most often you lack the right to change that voucher's status.
What to do: Cancel the voucher from the voucher screen, or ask somebody who may.

"E-invoice is live ! This voucher holds an IRN (...) at the government portal, so it cannot be altered here. Cancel the e-invoice first (Sale > E-Invoice Manager, within 24 hours of raising it), or correct the invoice with a credit or debit note." (also: deleted, cancelled)

Why: The government portal holds the invoice as it was sent. Changing, deleting or cancelling the voucher in the books alone would leave the two apart (Account setting E-invoice lock voucher).
What to do: Cancel the e-invoice first, or raise a credit or debit note. An administrator can switch the lock off in Settings > Account Settings, group GST E-invoice.

"E-invoice is live ! Voucher (ID ...) holds an IRN at the government portal, so it cannot be altered or cancelled. ..." (also: "cannot be deleted", "its item lines cannot be altered", "its bill sundries cannot be altered")

Why: The same lock, said by the database itself. It holds every program - the desktop too - and every door of the web: the party, date, number, class, branch, currency and amount of the voucher, its item lines (item, unit, tax class, quantities, price, discounts, tax) and its bill sundries cannot change while the IRN is live, and the voucher cannot be deleted or cancelled. Printing, the e-way status, links to later vouchers and receipts against the invoice are not held.
What to do: Cancel the e-invoice first (within 24 hours of raising it), or raise a credit or debit note. With the lock switched off in Account Settings the database lets the change through.

After an approval the message ends with "E-invoice: IRN received." or "E-invoice was NOT raised - ... See Sale > E-Invoice Manager."

Why: The company raises the IRN after approval (Account setting E-invoice raise = After approval): the status change that left the voucher posted asked for the IRN by itself. The approval itself went through either way. A refusal is also on the bell of the approver and of the person who entered the voucher.
What to do: For NOT raised: open Sale > E-Invoice Manager, tick the voucher, press Check data, put right what is listed and press Generate IRN.

"... is marked E-Commerce Operator but has no GSTIN." / "... is marked E-Commerce Operator; its GSTIN ... is not 15 characters of the right form."

Why: The party of the voucher is marked E-Commerce Operator in its ledger's address book. The portal is then told the operator's GSTIN with the invoice, and it is missing or wrong.
What to do: Open the party's ledger and correct the GSTIN of its address, or take the E-Commerce Operator mark off if the party is not one.

"This voucher is not an e-invoice: its transaction class does not have Enable E-Invoice on (Transaction Class master), and it holds no IRN."

Why: The E-invoice button of the voucher screen was pressed on a voucher that is not an e-invoice.
What to do: Nothing to do - or switch Enable E-Invoice on for the class.

After Save the E-way Bill Details window opens by itself

Why: The company raises the IRN on save (Account setting E-invoice raise = On save) and the voucher's transaction class has Enable E-Invoice on. As on the desktop, the details that go to the portal with the invoice - supply and document type, ship-from, ship-to, transport - are asked for first.
What to do: Fill it and press Save (F5): the voucher is then checked and sent. Close it without saving and nothing is sent; the IRN can be raised later by hand.

"Saved. The e-invoice was not sent: the E-invoice details window was closed without saving. Send it when ready - E-invoice in the Actions panel, or Sale > E-Invoice Manager."

Why: The details window that opens after the save was closed with Close or Esc. The voucher IS saved; nothing went to the portal.
What to do: Press E-invoice in the Actions panel of the voucher and Generate IRN, or send it from Sale > E-Invoice Manager. A voucher that is not to be an e-invoice at all (a delivery note sharing the class, for example) is simply left.

After Save a dialog says "Not sent: ... things to put right" or "Refused: ..."

Why: The company raises the IRN as soon as a new voucher is saved (Account setting E-invoice raise = On save). The voucher IS saved; only its e-invoice did not go through.
What to do: Put right what is listed and press E-invoice > Generate IRN on the voucher, or send it from the E-Invoice Manager.

"E-invoicing is not available for this voucher." / "No call has been made for this voucher yet."

Why: The company has no E-Invoicing subscription or the feature is not installed on this database; or the voucher has simply never been sent.
What to do: See Opening the screen above.

This is the help InvoiceNET® ERP shows beside the E-Invoice Manager screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.

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