How to update GST Rate - FAQ

1. How to download the HSN/SAC Master to create an upload template?

a. You can use the EXPORT option under Action user operations to export the entire master of HSN/SAC Master
b. You can also use the Web Report to download the data
            

2. I have pending Purchase / Sales orders which need to be updated as per the new item/margin pricing, what to do with such orders?

The Pending Orders need to be canceled and re-uploaded as per the new terms / margins. In order to do the changes in system you need to follow the below steps:
a. Update the Vendor / Customer / HSN/SAC Maser masters as applicable.
b. Cancel the pending Order which needs to be revised.
c. Take the dump of all such canceled Purchase orders from the web reports and update the margin/rate.
d. Re-upload the same into Ginesys via Bulk Excel Import Utility.
e. It is recommended to capture the Original Order No as reference for future purpose.

Ref Modules:

• Procurement - Operations - Order - Cancel Purchase Order

• Sales & Distributor - Operations - Order - Cancel Order

• Admin - Utilities - Manage - Data Import [PO Creation]

• Admin - Utilities - Manage - Data Import [Sales/Transfer Order]

• Admin - Utilities - Manage - Data Import [Sales/Transfer Order Cancel]

Note:

If there is no change in margin then there is no need to create a fresh order. One needs to reselect the Terms Manually in Sales Invoice.

3. I have updated my Item Master Price (RSP/WSP). How to update the pending Sales orders which are not yet dispatched?

Ginesys provides an option to populate the pending Sales Order as margins based on updated Item Master rates (RSP/WSP as applicable).However in this case only those Order will get updated which are fully pending. Thus one can avoid cancellation of these Orders (as mentioned in point no 1) in case there are no subsequent entries in system.

Inventory - Product Definition - Item {Action - Manage}

4. How to book invoices which will be received in the month of Jan 22 but invoiced by Vendor / Supplier in the month of Dec 2021?

You need to book those purchase invoice in backdate i.e., within 31-December-2021 itself.

5. I have pending Packets / Delivery Challan against B2B Customers which are not yet invoiced. What to do with such documents?

There can be scenarios wherein some packets/delivery challans are made but not yet invoiced as on 31st Dec, 2021. While invoicing the Item rate will be picked from the delivery challan itself. Now since they will be invoiced in Jan, 2022 you need to do the following to ensure that new margins / pricing is picked in those documents-

a. Take the pending (to be invoiced) delivery challan details dump from the web reports.

b. Use excel import to create multiple new delivery challans where the rate will be populated from the master automatically or user can provide manually as required.

c. While using bulk excel import one can create multiple delivery challans at one go.

d. In case the same customer site has multiple challans then use the remarks as reference to old Delivery Challan to break the delivery challans into multiple records.

Note: 

It is important to cancel the existing challans before creating new ones. If the old DC is created against Order then first follow steps of Point No 2 and then use the Order reference to upload the DC again. User can create DC Adhoc also in that case New Order creation /reference is not required

Ref Module:

• Admin - Utilities - Manage - Data Import [DC Adhoc]

• Admin - Utilities - Manage - Data Import [DC Against Order]

6. Goods in Transit as on 31.12.21  in case of To / Fro in case of COCO stores and to be received at Franchise Stores. What will be the tax rate populated during receipt?

In case of COCO / WH transaction the output tax applied will be 5% for goods upto 1000 thus the same will be populated while receiving the goods at destination location. The same will be applicable in case of goods received at Franchise Stores.

7. Goods in Transit in from Franchisee stores as on 31.12.21, to be received in January, 2022. What will be the tax rate populated during receipt?

In this case the tax rate will be applied as per the transaction date of Sales Return. Thus if someone wants to apply the old tax rate they need to make a Sales Return transaction as before 1st Jan 22.

8. Goods from suppliers which are invoiced in December, 2021 are received in January, 2022. What will be the process to book the same?

You need to book the purchase invoice within 31-December-2021 itself for the same.

9. What will be the tax rate picked up by the system on returning goods in the following modules: Purchase Return, Sales Return, POS Return which are made against reference to old documents created before 31-Dec-21?

System behavior is designed to pick up the latest rate as present on the return date. Rest, we shall be updating the system as per further clarification by the Government on this aspect.

Note :

In case of Vendor / Customer (B2B) / Franchisee the differential value can be adjusted using financial debit/credit notes as deemed fit.

10. What will be the tax rate picked up by the system in purchase/sale debit/credit notes which are created against the invoices generated before 1st Jan 22?

The default behavior of the system is to populate the default rate of the base selected document. However the system allows users to modify the GST rates in the transaction as per the latest rate as well.  

11. How should I budget for the difference of GST with increasing the MRP of my items?

The same can be can be handled in multiple ways:

a. Increase the price of existing Items in master and re-barcode the entire stock. In this process the history and previous reference with COGS will be intact.

b. You can also create new items with identical attributes with new MRP from the Conversion module. In this you need to specify the COGS as on the date of conversion manually. Remove the old sticker and paste the new Item Barcode. The old Item needs to be marked extinct once the new barcode is created.

The adoption here may vary from case to case basis and as per business need. Customers can discuss the same in detail with their respective CSM for more specific discussion and way forward.