Cleartax GST Offline Guide

ClearTax GST www.cleartax.com/GST gstsupport@cleartax.in 080-67458707
Features
How to Set Up the Offline Utility
How to Create, View & Export Data
How to File Returns
Guide to use ClearTax GST Offline
(Excel Utility to Create Invoices)
Download ClearTax GST Offline
It’s FREE

ClearTax GST Offline is a “no-internet” billing software which works in MS
Excel. You can create Free invoices & file returns on ClearTax GST with
one-click upload
● Create FREE Invoices offline for your business & clients
● Then Export & Upload Invoices on Cleartax GST to File Returns
Easily
● Store all invoices on your computer and access them anytime with or
without internet
Download & Share ClearTax GST Offline
Note: ClearTax constantly updates its Excel Utility to add new feature. Please keep checking this link.

Features of ClearTax GST Offline Excel Utility
Features of ClearTax GST Offline Version 1.0
● Create Sales & Export Invoices, Outward Bill of Supply and Reverse Charge
● Print Invoices with one click (as many times as you want)
● Validations & Guides to avoid errors
● Directly upload excel file to prepare GSTR-1 on ClearTax GST Online Software
Upcoming Features
● Self invoicing & purchase invoices
● CDNs, Advances etc.

Why should you use ClearTax GST Offline
● It’s FREE
● Internet is not required to create invoices
● You can create Sales & Export Invoices, Outward Bill of Supply and Reverse Charge
● You can file returns in one-click by uploading the invoices directly to ClearTax GST
● It is easy to use and there is not much learning required
● It is better than other accounting & invoicing software as it can simply run in excel
and no extra download is required
● It is less than 350 KB and gets downloaded in seconds

Technical Requirements to Use ClearTax GST Offline
To create invoices with ClearTax GST Offline Excel Utility, you need to have
● Operating System : Windows
● Excel versions : 2013 or 2016
● Internet connection : Not required

Part 1: Setting Up ClearTax GST Offline

Download the Offline Utility & Enable Editing
● Download the Offline Utility from https://cleartax.in/s/gst-offline-tool-excel-utility
● After you open the utility, click on Enable Editing to start editing it

Enable Macros
● Once you click on Enable Editing, you will notice that a pop up of Security
Warning will be displayed, click on Enable Content

Add Organisation Details
● Fill in all the details about your organisation
● Note that fields marked as (*) are mandatory to be filled
● In case you miss to fill any of these details, a validation message will be
shown

Part 2: How to Create Invoices

Add Item Master
● You can create a list of all items you deal in the Item Master sheet or add an item
while creating the invoice

Add Item Master (contd.)
● Under Item_SKU provide a code for each item. Remember this code should
be unique for each item. 2 items cannot have same code
● Under Item_Type mention whether you have sold goods (G) or services (S)
● Under Item_HSN_SAC mention the HSN of the item. If you don’t know your
HSN, search it here or you can enter ‘None’
● Provide a description for each item (shoes, bags. etc.)

● Under Item_Unit select the unit of the item. For example: KGS for Sugar, Rice
etc., PCS for Books, Laptop. To know the relevant unit, use the list displayed
on the sheet named Static
● Mention item selling price and purchase price
● For Item_Discount enter the percentage of discount provided, if any
● Under Item_Notes enter any details you wish to mention according to your
own convenience

● GST Rates - Select the Rate of Tax and while you create a bill, this rate will
be auto-populated according to the place of supply i.e. inter-state supply or
intra-state supply. Please note that even if you leave this field blank, you may
fill the field while creating the invoice described later
● Once you fill this sheet, every time you create a bill, item details will be
auto-populated. Alternatively, you may also create an item while creating an
invoice

Add Your Customer List
● To add all your customers at once, go to the sheet named Customer master

Add Your Customer List (contd.)
● Click on the field Unique ID and provide an ID for each customer
● For Contact_Type select ‘C’ for company and ‘I’ Individual
● Fill the GSTIN field. If your customer does not have a GSTIN, use their
provisional ID shared by Central Excise or State VAT department
● The Pan Number (PAN) field is automatically filled. Ensure that this detail is
correct

● Under Contact Person, enter the name of the person who is to be contacted
● Under Address mention the billing address of the customer
● In case the billing and shipping address for the customer is same you may
simply copy and paste the billing address details under shipping address
● Under Email Id enter a valid email ID
● Under Phone Number enter a valid number
● Please note that even if you leave any field blank, you may fill the field while
creating a bill

● You can also add a new customer when creating invoices. To do this click on
Create New Customer. Fill all the details and click on Save to Customer
Master

Create An Invoice
● To create new invoices, go to Add Invoice
● Enter the date when bill is issued in DD-MM-YYYY format
● Set the Invoice number under Customize Invoice
- Enter the sequence such as 1
- Enter the prefix such as INV
- Enter the suffix such as AUG

Create An Invoice (contd.)
● Click to Select Customer and select the customer from the drop down menu.
You can also add a new customer if it is not already added by clicking on
Create New Customer

● As you select the customer, the state provided under registered address will
be selected as Place of Supply by default. To change, select the appropriate
place of supply from the drop down menu
For example: For the business Pavan & Co, the address provided was the
territory of Andaman and Nicobar Island, hence Place of Supply will be auto
populated by default as Andaman and Nicobar Island.

● In case the goods or services sold falls under reverse charge, select the
option of YES or else select NO against Reverse Charge radio buttons

● Then, click to add item, and select the item from the drop down menu. If a
new item is to be added, click on Create New Item, fill all the details and click
on Save to Item Master

● You will find all the details of the item have been pre-filled
● If needed, enter the quantity of item sold under Quantity
● The rest of the data will be automatically populated

● In case any detail is not filled correctly or has been missed, an error message
will pop up showing the error
● As we can see in the image above, since the rate of Cess was not entered,
this error message popped up and the invoice could not be saved

● After you have filled all the fields, click on Save and Print. Now, 2 copies i.e.
Original Invoice and Customer Copy will be available for print

● Your invoice will be auto-saved in a folder at the location where this tool is
saved, as shown here

Part 3: How to View or Delete Invoices

View Invoices in the Software
● Go to All Invoices sheet and view all your saved invoices

View the Saved Copy of Invoices in PDF Format
● Open the folder where the tool is saved on your desktop
● Invoices are saved month-wise in different folders
● Select the month of which the invoice need to be viewed and open the
required invoice

Delete A Saved Invoice
● Go to All Invoices sheet and choose the invoice you want to delete, select
and delete the entire row

Part 4: How to Export Data to ClearTax
GST

Export Item Master as CSV
● Click on Export Item Master as CSV
● As you click it, a message showing the location of the file will pop up. You will
find the exported item master in that folder

Export Item Master as CSV (contd.)
● Login to your account with ClearTax GST Software at https://gst.cleartax.in/
and go to Settings

Export Item Master as CSV (contd.)
● Now select the option of More and select Item Master
● Once you click on Item Master, you will be directed to browse and upload the
CSV file
● Upload the file and all the details will be saved under your Item Master

Export Customer Master as CSV
● Click on Export customer Master as CSV
● As you click here, a message showing the location of the file will pop up

Export Customer Master as CSV (contd.)
● Login to your account with ClearTax GST Software at https://gst.cleartax.in/
and click on Settings

● Click on Settings
● Now select the option of More and select Customer Master

● Once you click on Customer Master, you will be directed to browse and
upload the CSV file
● Upload the file and all the details will be saved under your Customer Master

Export Invoices to ClearTax GST Online
● To upload the invoices on our online software, click on Export All Invoices As
CSV
● As you click here, a message showing the location of the file will pop up

Export Invoices to ClearTax GST Online (contd.)
● Login to your account. Select the business for which you wish to prepare and
file the return and click on Work On This.

● Then select Work On GST Returns
● Click on Import More

● Follow the steps as shown in this image:

● Select and upload the relevant files from your computer. Once the files are
uploaded, all invoices will also be uploaded to the ClearTax GST Software.
The status will be reflected as shown below:

Part 5: How to File Returns on ClearTax
GST

File GST Returns
● To file returns on ClearTax GST Software, you need to first upload invoices as
mentioned earlier. Now, click on Returns
● Select the option of Start Now

File GST Returns (contd.)
● Your GSTR-1 summary will be available automatically
● Review the GSTR-1 Summary and complete your filing

Definition & Explanation of Various Sheets
& Terms

This is the master database sheet for the SME/Businesses. There are 11 fields,
out of which 4 are mandatory fields. These fields are marked by "*". Users cannot
proceed to next step without filling these.
Organisation Details

As per the feedback from businesses, we have given the user an option to list down
all the items/goods/services which the business has to offer. These items will
appear in a drop down box while creating an invoice and will speed up the invoice
creation process. However, if there is a need to add a new item which is not present
in the Item Master, it can be added easily by clicking add item button and selecting
Create New Item in the Add Invoice sheet. To save the user from the misery of
adding the item details again in the item master, new item will be automatically
appended to the list and will appear in the drop down box.
Item Master

Most of the businesses/ SMEs have a fixed number of clients which repeat orders
from time to time. To ease the process of creating invoice, we have given the user
an option to list down the details of recurring customers. Selecting a customer from
this drop down will result in generation of the required details with a click of a single
button. Just like in the Item Master, a new customer will be added to the Customer
Master automatically.
Contact Master

This sheet will help a user to create GST-compliant invoices in a matter of seconds.
Customer is chosen first, then all the items can be either selected from the drop
down box or can be manually added. CGST,SGST,IGST,CESS will be calculated
automatically depending upon the delivery state and organisation state . Validations
are present in the sheet to point out manual errors.
For example: If a user forgets to mention the number of quantity, that cell will be
automatically colored in yellow.
Save and Print option lets the user print and save the invoice. Invoice generated
will be printed in a PDF format and the same PDF file will be saved in the location
where the Excel file is Present.
Add Invoices

All the PDFs will be stored in the folder that will be named after the month in which
the invoice was created. Bill number will be appended to the PDF name along wit
the day on which the invoice will created. This will enable the user to systematically
track the number of invoices created in that month.
Add Invoices (contd.)

All invoices will have all the invoices which were created using this excel file. This
will enable the user to search for any invoice which was created if need arises. User
also has an option to reprint the invoices.
Add Invoices Sheet

Frequently Asked Questions

Question 1: What is the price of the offline utility?
● It’s Free forever
Question 2 : Which version of Excel is required to use this tool?
● Excel versions 2013 and 2016 will support the file
Question 3: Does it work on Apple Mac?
● No, All the features don’t work on Mac
Question 4: I have Windows XP? Does it work on that?
● File will be functional on Windows XP if the system has Excel 2013 or a newer
version installed

Thanks for reading!
● Go to www.cleartax.in/GST to file or create bills
● Share this guide and help others
● Read our guides, email or call us for any support

Cleartax GST Offline Guide

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