What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
To support an Indian GST input tax credit (ITC) claim, keep the source invoice and related purchase documents together with a clear account of the transaction, tax and credit claimed. Maintain the records at the relevant registered place of business, keep them accessible and backed up if stored electronically, and retain them for the statutory period. An invoice is necessary in many cases, but by itself it does not establish that a purchase qualifies for ITC.
What records should you keep for a purchase?
Build your purchase-record system around the documents and accounts required by the CGST Accounts and Records Rules. The exact documents depend on the transaction, but a purchase file may include:
- The supplier’s tax invoice or debit note, and any related credit note or corrected document.
- Delivery challans and receipt vouchers, where relevant.
- Payment vouchers, refund vouchers, bills of supply and e-way bills, where relevant to the transaction.
- The purchase entry and the corresponding account of ITC claimed and tax payable, collected and paid.
Maintain the required registers of tax invoices, credit notes, debit notes and delivery challans issued or received during the tax period. The CGST Act also requires a true and correct account of inward and outward supplies, stock, ITC availed, and output tax payable and paid. Records for each additional place of business covered by the registration are part of that record-keeping obligation. See the CGST Act, sections 35–36, and the CGST Accounts and Records Rules.
How to organize purchase entries
The rules do not prescribe a single filing layout for every business. A practical approach is to make each purchase entry traceable to its source invoice and related transaction documents. Use a consistent reference—such as the supplier invoice number and date—across the purchase record and its supporting documents, then retain any correction or amendment with the original trail rather than silently replacing the earlier record.
#1 Best Overall
- Two-Part Carbonless Invoice Book: Each invoice book has 50 sets of invoices, each with a white/light yellow section, with the yellow section retained in the invoice book to maintain detailed records.
- Consecutively Numbered: Enlarged red 6-digit numbers in the upper right corner of each invoice receipt book help you quickly navigate through your orders.
- Wraparound Divider Flap: A thick folded cardboard divider is integrated into the back of each invoice book for use between each two-part sales order to prevent the written content from rubbing off on subsequent copies of the invoice, resulting in wasted invoices.
- 2 Packs/50 Sets (100 Sets Total): Each invoice book provides 50 sequentially numbered carbonless sets of 2 invoice books for long-term use.
- Customizable Space: Each invoice book for small business has space at the top to add a company seal or sticker.
Keep records at the principal place of business and applicable additional places identified in the registration certificate. The rules call for separate records for each activity, such as manufacturing, trading or services. They also require supplier names and full addresses. For a registered person other than a composition taxpayer, stock records should account for opening balance, receipts, supplies, losses, write-offs and closing balance.
Check the invoice before relying on it
CBIC’s invoice FAQ identifies these key details to check: supplier name, address and GSTIN; recipient name, address and GSTIN where the recipient is registered; a unique invoice number and issue date; description and value of goods; tax rate and amount; and signature. See CBIC’s GST FAQ.
Rank #2
- QUALITY INVOICES: Adams Order books provide a professional invoice or customer receipt; a great way to create and maintain a professional image for small businesses and service providers
- 50 TWO-PART CARBONLESS FORMS: Customers get the perforated white top copy; retain the canary and pink copies for your records
- WRAP-AROUND COVER: Fold the back cover between sets to keep invoices neat and legible
- ROOM FOR CUSTOMIZATION: A blank space at top leaves room for your company stamp; a big savings over custom-printed forms
- CONSECUTIVELY NUMBERED: Large 6-digit numbers in the upper right hand corner help you thumb through orders quickly
Check that the document belongs to your business and matches the purchase recorded in your books. Preserve a related debit note, credit note or other prescribed tax-paying document when it affects the transaction. A missing or inconsistent document can make it harder to substantiate the entry; keeping the paperwork organized does not cure an otherwise ineligible claim.
What else determines whether ITC can be claimed?
Under the CGST Act, possession of a tax invoice or debit note from a registered supplier, or another prescribed tax-paying document, is one condition for taking ITC. The Act also lists receipt of the goods or services, payment of the charged tax to the Government and filing the section 39 return, subject to the Act’s other provisions and restrictions. Consult the CGST Act, section 16 for the statutory conditions.
Quick wins for a faster PC:
Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Clear out junk files and repair common Windows errorsFree Scan →Rank #3
- QUALITY INVOICES: Adams Invoice books provide a professional invoice or customer receipt; easily customize by using the extra space at the top and your company stamp
- 50-TWO PART CARBONLESS FORMS: Customers get the perforated white top copy; retain the yellow copy for your records
- WRAP-AROUND COVER: Fold the back cover between sets to keep invoices neat and legible
- CONSECUTIVELY NUMBERED: Large 6-digit numbers help you thumb through invoices quickly
- STOCK UP: Each book includes 50 white/canary sets; order several to keep your favorite forms on hand
There is also a supplier-payment rule: if the recipient does not pay the supplier the value of the supply plus tax within 180 days, the ITC availed is added to output tax liability with interest in the prescribed manner. Credit may be taken again after payment. The proviso excludes supplies subject to reverse charge.
Do not rely on the September-based ITC claim deadline shown in the CBIC-hosted Act text linked above as current advice: that page displays older wording for section 16(4), and the current amended deadline is not established here. Check the current statutory text and applicable amendments or notifications before acting on a claim deadline.
Rank #4
- This value 3 pack of Adams Invoice Books give you 150 two part carbonless invoices with a perforated white customer receipt and yellow duplicates for your records; 3 50-invoice books per pack
- Unique horizontal invoice sheets capture the purchased by and shipped to addresses; a compact 5-9/16 x 8-7/16 page still leaves plenty of room for details on up to 12 items sold
- Wraparound back cover prevents write-through between sets; pull out the perforated white customer receipt and the yellow carbonless duplicates stay behind for your records
- Unique 6 digit invoice numbers help you thumb through orders quickly; blank space up top gives you room for a company stamp—an affordable custom touch
- In value packs with three 50-invoice books for your small business; buy ahead to keep on site or take on the road for pop-up shop sales
Paper, digital or mixed records
The law permits electronic accounts, so a business can use paper, digital or mixed record keeping. Whichever method you choose, make sure it captures the required documents and registers, lets you retrieve a source document from its purchase entry, and keeps the records readable and available for the relevant registered locations.
For electronic records, maintain proper backups so information can be restored within a reasonable period after accidental or natural loss. Electronic edits and deletions must have a log. When records are demanded, they must be producible in authenticated hard copy or readable electronic form. If requested, provide access details, explain codes and record layout, and supply sample print copies. See the Accounts and Records Rules on electronic records.
Free tools Windows power users keep installed
One-click scans. No signup required.
Best Value
- 2 part carbonless forms (White originals, Canary duplicates) for invoicing customers
- Wraparound cover attached to back to place between sets
- Consecutively numbered within each book
- 50 sets per book
- Space at top for company stamp
How long to retain GST purchase records
The ordinary section 36 retention period is 72 months from the due date for furnishing the annual return for the year to which the accounts and records relate. It is not simply 72 months from the invoice date. If an appeal, revision, other proceeding or investigation for an offence under Chapter XIX concerns the records, retain them until one year after final disposal or until the ordinary period expires, whichever is later. The statutory wording is in CGST Act section 36.
For a workable retention process, preserve the linked invoice, purchase entry and related transaction records together for the applicable period. For electronic files, test that backups can be restored and that records remain readable rather than assuming a saved file will always be usable.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
