Octa GST File Formats

Octa GST
Import File Formats
Revision: 6
Date: 23-12-2017
Octa GST Import File Formats Rev: 6
Table of Contents
1 Introduction .................................................................................................................................... 3
2 Contacts .......................................................................................................................................... 3
3 Items ............................................................................................................................................... 4
4 Sales Invoices .................................................................................................................................. 5
5 Sales Documents ............................................................................................................................. 8
6 Documents Issued ......................................................................................................................... 11
7 Sales Summary .............................................................................................................................. 12
8 Sales Non-Taxable Summary ......................................................................................................... 13
9 Sales HSN Summary ...................................................................................................................... 14
10 Purchase Invoices ...................................................................................................................... 15
11 Purchase Documents ................................................................................................................ 18
12 Purchase Non-Taxable Summary .............................................................................................. 21
13 Purchase HSN Summary............................................................................................................ 22
14 ITC Reversal ............................................................................................................................... 23
15 State List .................................................................................................................................... 24
16 Unit Quantity Code ................................................................................................................... 25
©2017 Blowbits Solutions LLP Page 2

1 Introduction
This document defines the file based interfaces supported by Octa GST. Octa GST allows business
entities to integrate their back-office system by importing relevant business data from Microsoft
Excel 2007 & above as well as CSV files.
2 Contacts
The following table specifies the fields of Contacts CSV file.
No Field Name Field Type Required Description

1 ContactName String (200) Required Name of Customer/Supplier
2 ContactType String (1) Optional Type of contact.
If this field is not specified, then, it will be
considered as Both . Valid values are:
Value Description
C Customer
S Supplier
B Both (Customer and Supplier)
3 GstRegType String (5) Required GST Registration type of contact. Valid values are:
Value Description
REG Regular
COMP Composite
UIN Govt or notified bodies registered
with unique identification number
UNREG Unregistered
4 Gstin String (15) Optional GSTIN or UIN of contact. This field is not required
if supplier/customer is unregistered.
5 AddressLine1 String (100) Optional Line 1 of contact address
8 AddressLine4 String( 100) Optional Line 4 of contact address
9 City String (50) Optional City name
10 Country String (50) Required Country name
11 State String (50) Optional State name
If country is India, This field contains either State
Code or State-Name.
Refer State List (Section 15)

3 Items
The following table specifies the various fields of Items.

1 ItemDescription String( 200) Required Description of Item
2 ItemType String (1) Required Type of Item. Valid values are:
Value Description
G Goods
S Services
3 HsnSac String (8) Optional HSN/SAC of goods or services
4 HsnDescription String (30) Optional Description of HSN/SAC
5 UnitOfMeasure String (30) Optional Unit of measure/Unit Quantity Code (UQC)
This field is optional in case of services.
Refer Unit Quantity Code (Section 16)
6 ItemFor String (1) Optional Specify item to be used for Sales or Purchase.
If this field is not specified, then it will be
considered as Item for Both .
Valid values are:
Value Description
S Sales
P Purchase
B Both (Sales and Purchase)
7 TaxCategory String (3) Required Tax Category applicable to Item.
Valid values are:
Value Description
TAX Taxable
NIL Nil Rated
EXM Exempted
NGT Non-GST
8 GstRate Decimal (3, 2) Optional This field is required only if Item is taxable.
9 CessRate Decimal (3, 2) Optional Cess Rate.
Specify when item is taxable and cess rate is
also applicable.

4 Sales Invoices
The following table specifies the various fields of Sales invoices.

1 InvoiceNo String (16) Required Invoice Number
It can contain alphabets, digits and special
characters dash (-) and slash (/).
2 InvoiceDate String (10) Required Date of Invoice
DD-MM-YYYY
3 SaleType String (6) Optional Specify type of sales invoice.
considered as Standard invoice STD .
Valid values are
Value Description
STD Standard domestic sale in India
EXPWP Export with payment of Integrated
Tax (IGST)
EXPWOP Export without payment of
Integrated Tax (IGST)
SEZWP SEZ supply with payment of
SEZWOP SEZ supply without payment of
DE Deemed Export
4 CustomerName String(200) Required Name of customer

5 GstRegType String (5) Optional GST Registration type of Customer.
This field is not required in case of export supply.
Valid values are:
Value Description
REG Regular
COMP Composite
UNREG Unregistered
6 Gstin String (15) Optional GSTIN /UIN of customer. This field is not
required in case of unregistered customer or
export supply.
7 BillingAddress String (500) Optional Customer billing address as per invoice. Useful
for future reference
8 ShippingAddress String (500) Optional Customer shipping address as per invoice. Useful
for future reference
9 PlaceOfSupply String (50) Optional Place of supply. It is required for sales within
India. This field contains either State Code or
State-Name.
10 EcommerceGstin String (15) Optional GSTIN of e-Commerce operator if sale is through

e-Commerce operator.
11 ShippingBillDate String (10) Optional Shipping bill date/Bill of export date if supply is
DD-MM-YYYY for export or SEZ.
12 ShippingBillNo String (7) Optional Shipping bill no/Bill of export no if supply is for
export or SEZ.
It is a number with maximum seven digits.
13 PortCode String (6) Optional Port code if supply is for export or SEZ.
14 IsRcmApplied String(1) Optional This field specifies whether supply attracts
reverse charge or not. If this field is not present,
then, it will be considered as normal forward
charge supply.
Valid values are
Value Description
Y Reverse charge supply
N Forward charge supply (Normal)
15 InvoiceValue Decimal(15, 2) Required Total Invoice value

16 Keywords String (200) Optional Keywords field for tagging the vouchers.
This field is useful for searching the voucher in
various screens.
17 ItemType String (1) Required It identifies item type. Valid values are:
Value Description
G Goods
S Services
18 HsnSac String (8) Optional HSN/SAC of goods or services. It is required

based on business turnover as per GST rules.
If both HSN Code and HSN description are not
specified, then line item will not be included in
HSN summary.
20 ItemDescription String (200) Optional Description of Item.
Useful for future reference
22 Qty Decimal(15,3) Optional Quantity of item.
23 ItemTaxableValue Decimal(11,2) Required Taxable value of item.
24 ItemTaxCategory String (3) Required Tax Category applicable to Item. Valid values
are:
Value Description
TAX Taxable
NIL Nil Rated
EXM Exempted
NGT Non-GST
25 GstRate Decimal (3, 2) Optional This field is required only if Item is taxable
26 IGSTAmount Decimal (11,2) Optional Integrated tax (IGST) amount.
This field is required if supply type is interstate.

27 CGSTAmount Decimal (11,2) Optional Central tax (CGST) amount.

This field is required if supply is within state.
28 SGSTAmount Decimal (11,2) Optional State tax (SGST) amount.
29 CessRate Decimal (3,2) Optional Cess Rate
Specify when item is taxable and cess rate is also
applicable.
30 CessAmount Decimal (11,2) Optional Cess amount.
Specify when item is taxable and cess is also
applicable.
*New fields for invoice amendments will be added once amendment option is available on GST portal.

5 Sales Documents
The following table specifies the various fields of Sales documents (Credit note, Debit note, Refund
voucher, Advance receipt, Advance adjustment.

1 VoucherType String (2) Required Type of voucher
Valid values are:
Value Description
CN Credit note
DN Debit note
RV Refund voucher
AV Advance receipt
AA Advance adjustment
2 VoucherNo String (16) Required Voucher Number

In case of Advance adjustment, it must be
invoice number.
3 VoucherDate String (10) Required Date of Voucher
DD-MM-YYYY In case of Advance adjustment, it must be date
on which adjustment is done.
4 SaleType String (6) Optional Specify type of sales transaction.
considered as Standard sales transaction STD .
Valid values are
Value Description
EXPWP Export with payment of Integrated
Tax (IGST)
EXPWOP Export without payment of
SEZWP SEZ supply with payment of
SEZWOP SEZ supply without payment of
DE Deemed Export
5 CustomerName String(200) Required Name of customer

Valid values are:
Value Description
REG Regular
COMP Composite
UNREG Unregistered
7 Gstin String (15) Optional GSTIN /UIN of customer. This field is not
required in case of unregistered customer or
export supply.

8 PlaceOfSupply Decimal (15,2) Optional Place of supply. It is required for sales within
State-Name.
9 RefVoucherNo String (16) Optional Voucher No of Reference document against
which this voucher is issued.
In case of Debit/Credit note, reference

document is Sales Invoice no.
In case of Refund voucher reference document is

Advance Receipt no.
It is not required in case of advance receipt and

advance adjustment.
10 RefVoucherDate String (10) Optional Date of reference document
DD-MM-YYYY
11 RefVoucherValue Decimal (15,2) Optional Total value of reference document
reverse charge or not. If this field is not present,
then it will be considered as normal forward
charge supply.
Valid values are
Value Description
13 Reason String (50) Optional Reason of issuing Credit note, Debit Note and
Refund voucher.
This field contains either Reason Code (00-07) or
complete reason specified below:
The following reasons are defined by GST portal
Reason
01-Sales Return
02-Post Sale Discount
03-Deficiency in services
04-Correction in Invoice
05-Change in POS
06-Finalization of Provisional assessment
07-Others
14 VoucherValue Decimal(15, 2) Required Total voucher value
various screens.
18 ItemTaxCategory String (3) Required Tax Category applicable to Item.
Valid values are:

Value Description
TAX Taxable
NIL Nil Rated
EXM Exempted
NGT Non-GST
19 GstRate Decimal (3, 2) Optional GST rate
Specify when item is taxable and cess rate is also
applicable.
applicable
*New fields for amendments will be added once amendment option is available on GST portal

6 Documents Issued
The following table specifies details of various documents issued by the taxpayer.

1 DocumentType String Required Type of document
No Description
1 Invoice for outward supply
2 Invoice for inward supply from
unregistered person
3 Revised Invoice
4 Debit Note
5 Credit Note
6 Receipt Voucher
7 Payment Voucher
8 Refund Voucher
9 Delivery Challan for job work
10 Delivery Challan for supply on approval
11 Delivery Challan in case of liquid gas
12 Delivery Challan in case other than by
way of supply (excluding at S no. 9 to
11)
2 From String (16) Required Specify invoice/document series start number
3 To String (16) Required Specify invoice/document series end number
4 TotalNumber Number Required Specify total number of documents in this particular
series.
5 Cancelled Number Required Specify total number of cancelled documents in this
particular series.

7 Sales Summary
The following table specifies details of sales summary.
Include supplies which are not reported in Sales invoices and Sales documents.
Regular/UIN Supplier
Summary of Supplies (B2CS) made to unregistered persons. Intra-state and Inter-state <= 2.5 Lakhs
Composite Supplier:
Sales summary by composition levy

1 Description String (100) Optional Description of summary. Useful for future
reference
2 EcommerceGstin String (15) Optional GSTIN of e-Commerce operator if sale is through
e-Commerce operator.
It is not required in case of supplier registered
under composition.
3 PlaceOfSupply String (50) Optional Place of supply. It is required for sales within
State-Name.
It is not required in case of supplier registered
under composition.
4 TaxableValue Decimal(11,2) Required Taxable value
5 GstRate Decimal (3, 2) Optional GST rate or Composition levy
applicable.

8 Sales Non-Taxable Summary

The following table specifies details of sales summary of Non-taxable supplies (Nil Rated, Exempted,
and Non-GST).

reference
2 SupplyType String (5) Required Type of supply
Valid values are:
Value Description
INTER Inter-State Supply
INTRA Intra-State Supply
Valid values are:
Value Description
REG Registered
UNREG Unregistered
4 TaxCategory String (3) Required Tax Category of supply
Valid values are:
Value Description
NIL Nil Rated
EXM Exempted
NGT Non-GST
5 SupplyValue Decimal(11,2) Required Supply value

9 Sales HSN Summary

The following table specifies details of HSN sales summary.

1 HsnSac String (8) Optional HSN/SAC code of goods or services
If HSN Code is not specified, then HSN
description will be required.
2 UQC String (3) Required Unit Quantity Code (UQC)
3 TotalQuantity Decimal(15,2) Required Total quantity of supplied goods/services
TotalValue Decimal(15,2) Required Total value of goods and services
4 TaxableValue Decimal(15,2) Required Total taxable value of goods and services
6 IGSTAmount Decimal (15,2) Optional Total Integrated tax (IGST) amount.
7 CGSTAmount Decimal (15,2) Optional Total Central tax (CGST) amount
8 SGSTAmount Decimal (15,2) Optional Total State tax (SGST) amount
9 CessAmount Decimal (15,2) Optional Total Cess amount.

10 Purchase Invoices
The following table specifies various fields of Purchase invoices.

1 InvoiceNo String (16) Required Purchase invoice Number
2 InvoiceDate String (10) Required Date of purchase Invoice
DD-MM-YYYY
3 PurchaseType String (6) Optional Specify type of purchase invoice.
considered as Standard purchase invoice
STD .
Valid values are
Value Description
IMPG Import of goods from outside
India
IMPS Import of services from outside
India
SEZG Import of goods from SEZ
4 SupplierName String(200) Required Name of Supplier

5 GstRegType String (5) Optional GST Registration type of Supplier.
This field is not required in case of import of
goods & services from outside India.
Valid values are:
Value Description
REG Regular
COMP Composite
with unique identification
number
UNREG Unregistered
6 Gstin String (15) Optional GSTIN /UIN of supplier. This field is not
required in case of unregistered supplier and
import of goods & services from outside India.
7 SupplierAddress String (500) Optional Address of Supplier
8 SupplierState String (50) Optional State of Supplier.

It is required in case of goods/services received
from unregistered supplier located in India.
This field contains either State Code or State-
Name.
9 PlaceOfSupply String (50) Optional Place of supply as per invoice

It is required for purchases within India as well

as for import service. This field contains either
State Code or State-Name.
10 BillOfEntryDate String (10) Optional Bill of entry date if supply received from
DD-MM-YYYY outside India or SEZ.
11 BillOfEntryNo String (7) Optional Bill of entry no if supply received from outside
India or SEZ.
It is a number with maximum seven digits.
12 PortCode String (6) Optional Port code if supply received from outside India
or SEZ.
reverse charge or not. If this field is not
present, then, it will be considered as normal
forward charge supply.
Valid values are
Value Description
14 InvoiceValue Decimal(15, 2) Required Total Invoice value

various screens.
16 ItemType String (1) Required It identifies item type.
Valid values are:
Value Description
G Goods
S Services
17 HsnSac String (8) Optional HSN/SAC of goods or services. It is required

based on business turnover as per GST rules.
If both HSN Code and HSN description are not
specified, then line item will not be included in
HSN summary.
21 Qty Decimal(15,3) Optional Quantity of item.

23 ItemTaxCategory String (3) Optional Tax Category applicable to Item.

This field is not required if supplier is
registered under composition scheme.
Valid values are:
Value Description
TAX Taxable
NIL Nil Rated
EXM Exempted
NGT Non-GST
24 GstRate Decimal (3, 2) Optional This field is required only if Item is taxable
Specify when item is taxable and cess rate is
also applicable.
applicable.
*New fields for invoice amendments will be added once amendment option is available on GST portal.

11 Purchase Documents
The following table specifies the various fields of Purchase documents.
 Credit note, Debit note and Refund vouchers received from suppliers.
 Advance payment to supplier
 Advance adjusted against advanced paid in earlier return periods.

1 VoucherType String (2) Required Type of voucher
Valid values are:
Value Description
CN Credit note
DN Debit note
RV Refund voucher
AV Advance Payment
AA Advance adjustment
2 VoucherNo String (16) Required Voucher Number

In case of Advance adjustment, it must be
purchase invoice number.
3 VoucherDate String (10) Required Date of Voucher
DD-MM-YYYY In case of Advance adjustment, it must be
date on which adjustment is done.
4 PurchaseType String (4) Optional Specify type of purchase transaction.
considered as Standard purchase
transaction STD .
Valid values are
Value Description
STD Standard domestic sale in
India
IMPG Import of goods from
outside India
IMPS Import of services from
outside India
SEZG Import of goods from SEZ
5 SupplierName String(200) Required Name of supplier

6 GstRegType String (5) Optional GST Registration type of supplier.
This field is not required in case of import
of goods & services from outside India.
Valid values are:
Value Description
REG Regular
COMP Composite
UIN Govt or notified bodies
registered with unique
identification number
UNREG Unregistered

7 Gstin String (15) Optional GSTIN /UIN of supplier.

This field is not required in case of import
of goods & services from outside India.
8 SupplierState String (50) Optional State of Supplier.
It is required in case of goods/services
received from unregistered supplier located
in India.
This field contains either State Code or
State-Name.
9 PlaceOfSupply String (50) Optional Place of supply.
It is required for supply within India. This
field contains either State Code or State-
Name.
10 RefVoucherNo String (16) Optional Voucher No of Reference document against
which this voucher is issued.
In case of supplier Debit/Credit note,

reference document is purchase Invoice no.
In case of Refund voucher reference

document is supplier’s Advance Receipt no.
It is not required in case of advance

payment voucher and Advance adjustment.
11 RefVoucherDate String (10) Optional Date of reference document
DD-MM-YYYY
reverse charge or not. If this field is not
present, then it will be considered as
normal forward charge supply.
Valid values are
Value Description
N Forward charge supply
(Normal)
13 Reason String (50) Optional Reason of receiving supplier’s Credit note,
Debit Note or Refund voucher.
This field contains either Reason Code (00-
07) or complete reason specified below:
The following reasons are defined by GST
portal
Reason
01-Sales Return
02-Post Sale Discount
03-Deficiency in services
04-Correction in Invoice
05-Change in POS
06-Finalization of Provisional

assessment
07-Others
14 VoucherValue Decimal(15, 2) Required Total voucher value

This field is useful for searching the voucher
in various screens.
16 ItemType String (1) Required It identifies item type.
Valid values are:
Value Description
G Goods
S Services

19 ItemTaxCategory String (3) Optional Tax Category applicable to Item.
This field is not required if supplier is
registered under composition scheme.
Valid values are:
Value Description
TAX Taxable
NIL Nil Rated
EXM Exempted
NGT Non-GST
20 GstRate Decimal (3, 2) Optional GST rate

This field is required if supply type is
interstate.
This field is required if supply is within
state.
This field is required if supply is within
state.
Specify when item is taxable and cess rate
is also applicable.
applicable
*New fields for amendments will be added once amendment option is available on GST portal

12 Purchase Non-Taxable Summary

The following table specifies details of purchase summary of Non-taxable supplies (Composite, Nil
Rated, Exempted, and Non-GST)
Include supplies which are not reported in purchase invoices and purchase documents.

reference
2 SupplyType String (5) Required Type of supply
Valid values are:
Value Description
INTER Inter-State Supply
INTRA Intra-State Supply
3 TaxCategory String (3) Required Tax Category of supply
Valid values are:
Value Description
COMP Received from supplier registered
under Composition scheme
NIL Nil Rated
EXM Exempted
NGT Non-GST
4 SupplyValue Decimal(11,2) Required Supply value

13 Purchase HSN Summary

The following table specifies details of HSN purchase summary.

1 HsnSac String (8) Optional HSN/SAC of goods or services
If HSN Code is not specified, then HSN
description will be required.
3 UQC String (3) Required Unit Quantity Code (UQC)
4 TotalQuantity Decimal(15,2) Required Total quantity of supplied goods/services
5 TotalValue Decimal(15,2) Required Total value of goods and services
6 TaxableValue Decimal(15,2) Required Total taxable value of goods and services

14 ITC Reversal
The following table specifies details of various documents issued by the taxpayer.

1 Description String Required Description of ITC reversal/reclaim type
Description
(a) Amount in terms of rule 37 (2)
(b) Amount in terms of rule 42 (1) (m)
(c) Amount in terms of rule 43(1) (h)
(d) Amount in terms of rule 42 (2)(a)
(e) Amount in terms of rule 42(2)(b)
(f) On account of amount paid
subsequent to reversal of ITC
(g) Any other liability (Specify)
*Input credit to be reclaimed under GST rule must be specified as negative value.

15 State List
The following table describes list of states and their corresponding state codes.
State Code State Name

01 Jammu and Kashmir
02 Himachal Pradesh
03 Punjab
04 Chandigarh
05 Uttarakhand
06 Haryana
07 Delhi
08 Rajasthan
09 Uttar Pradesh
10 Bihar
11 Sikkim
12 Arunachal Pradesh
13 Nagaland
14 Manipur
15 Mizoram
16 Tripura
17 Meghalaya
18 Assam
19 West Bengal
20 Jharkhand
21 Odisha
22 Chhattisgarh
23 Madhya Pradesh
24 Gujarat
25 Daman and Diu
26 Dadra and Nagar Haveli
27 Maharashtra
29 Karnataka
30 Goa
31 Lakshadweep
32 Kerala
33 Tamil Nadu
34 Puducherry
35 Andaman and Nicobar Islands
36 Telangana
37 Andhra Pradesh
97 Other Territory

16 Unit Quantity Code

The following table specifies list of Unit Quantity Codes (UQC).
UQC Description UQC Description

BAG Bag MLT Millilitre
BAL Bale MTR Meter
BDL Bundles MTS Metric ton
BKL Buckles NOS Numbers
BOU BOU PAC Packs
BOX Box PCS Pieces
BTL Bottles PRS Pairs
BUN Bunches QTL Quintal
CAN Cans ROL Rolls
CBM Cubic Meter SET Sets
CCM Cubic Centimeter SQF Square Feet
CMS Centimeter SQM Square Meter
CTN Carton SQY Square Yards
DOZ Dozen TBS Tablets
DRM Drum TGM Ten Gross
GGK Great Gross THD Thousands
GMS Grams TON Great Britain Ton
GRS Gross TUB Tubes
GYD Gross Yards UGS US Gallons
KGS Kilograms UNT Units
KLR Kiloliter YDS Yards
KME Kilometers OTH Others

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Import File Formats

©2017 Blowbits Solutions LLP Page 2

No Field Name Field Type Required Description

©2017 Blowbits Solutions LLP Page 3

No Field Name Field Type Required Description

©2017 Blowbits Solutions LLP Page 4

No Field Name Field Type Required Description

4 CustomerName String(200) Required Name of customer

©2017 Blowbits Solutions LLP Page 5

15 InvoiceValue Decimal(15, 2) Required Total Invoice value

18 HsnSac String (8) Optional HSN/SAC of goods or services. It is required

©2017 Blowbits Solutions LLP Page 6

27 CGSTAmount Decimal (11,2) Optional Central tax (CGST) amount.

©2017 Blowbits Solutions LLP Page 7

No Field Name Field Type Required Description

2 VoucherNo String (16) Required Voucher Number

5 CustomerName String(200) Required Name of customer

©2017 Blowbits Solutions LLP Page 8

In case of Debit/Credit note, reference

In case of Refund voucher reference document is

It is not required in case of advance receipt and

©2017 Blowbits Solutions LLP Page 9

©2017 Blowbits Solutions LLP Page 10

No Field Name Field Type Required Description

©2017 Blowbits Solutions LLP Page 11

Sales summary by composition levy

No Field Name Field Type Required Description

©2017 Blowbits Solutions LLP Page 12

8 Sales Non-Taxable Summary

No Field Name Field Type Required Description

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9 Sales HSN Summary

No Field Name Field Type Required Description

©2017 Blowbits Solutions LLP Page 14

No Field Name Field Type Required Description

4 SupplierName String(200) Required Name of Supplier

7 SupplierAddress String (500) Optional Address of Supplier

8 SupplierState String (50) Optional State of Supplier.

9 PlaceOfSupply String (50) Optional Place of supply as per invoice

©2017 Blowbits Solutions LLP Page 15

It is required for purchases within India as well

14 InvoiceValue Decimal(15, 2) Required Total Invoice value

17 HsnSac String (8) Optional HSN/SAC of goods or services. It is required

©2017 Blowbits Solutions LLP Page 16

23 ItemTaxCategory String (3) Optional Tax Category applicable to Item.

©2017 Blowbits Solutions LLP Page 17

No Field Name Field Type Required Description

2 VoucherNo String (16) Required Voucher Number

5 SupplierName String(200) Required Name of supplier

©2017 Blowbits Solutions LLP Page 18

7 Gstin String (15) Optional GSTIN /UIN of supplier.

In case of supplier Debit/Credit note,

In case of Refund voucher reference

It is not required in case of advance

©2017 Blowbits Solutions LLP Page 19

14 VoucherValue Decimal(15, 2) Required Total voucher value

18 ItemTaxableValue Decimal(11,2) Required Taxable value of item.

20 GstRate Decimal (3, 2) Optional GST rate

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12 Purchase Non-Taxable Summary

No Field Name Field Type Required Description

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13 Purchase HSN Summary