Section 35 of the CGST Act and “Accounts and Records” Rules (hereinafter referred to as rules) provide that every registered person shall keep and maintain all records at his principal place of business. It has cast the responsibility on the owner or operator of warehouse or godown or any other place used for storage of goods and on every transporter to maintain specified records.
It also provides that every registered person whose turnover during a financial year exceeds Rs 1 crore shall get his accounts audited by a chartered accountant or a cost accountant.
Such registered person shall electronically file:
- An annual return using the Form GSTR 9B along with the reconciliation statement by 31st December of the next Financial Year,
- The audited copy of the annual accounts,
- A reconciliation statement, reconciling the value of supplies declared in the return with the audited annual financial statement,
- Other particulars as prescribed.
Every registered person shall maintain a true and correct account of:
- Production or manufacture of goods
- Inward and outward supply of goods or services or both
- The stock of goods
- Input tax credit availed
- Output tax payable and paid and
- Such other particulars as may be prescribed
In addition, the rules also provide that the registered person shall keep and maintain records of –
- Goods or services imported or exported or
- Supplies attracting payment of tax on reverse charge along with the relevant documents, including invoices, bills of supply, delivery challans, credit notes, debit notes, receipt vouchers, payment vouchers, refund vouchers and e-way bills.
Following accounts and records under GST will have to be maintained by every registered person:
- Accounts of stock in respect of goods received and supplied; and such account shall contain particulars of the opening balance, receipt, supply, goods lost, stolen, destroyed, written off or disposed of by way of gift or free samples and balance of stock including raw materials, finished goods, scrap, and wastage thereof
- A separate account of advances received, paid and adjustments made thereto
- An account containing the details of tax payable, tax collected and paid input tax, input tax credit claimed together with a register of tax invoice, credit note, debit note, delivery challan issued or received during any tax period
- Names and complete addresses of suppliers from whom goods or services chargeable to tax under the Act, have been received
- Names and complete addresses of the persons to whom supplies have been made
- The complete addresses of the premises where the goods are stored including goods stored during transit along with the particulars of the stock stored therein
- Monthly production accounts showing the quantitative details of raw materials or services used in the manufacture and quantitative details of the goods so manufactured including the waste and by-products thereof
- Accounts showing the quantitative details of goods used in the provision of services, details of input services utilized and the services supplied
Registered person shall maintain separate accounts for works contract showing:
- The names and addresses of the persons on whose behalf the works contract is executed
- Description, value, and quantity (wherever applicable) of goods or services received for the execution of works contract
- Description, value and quantity (wherever applicable) of goods or services utilized in the execution of works contract
- The details of payment received in respect of each works contract and
- The names and addresses of suppliers from whom he has received goods or services
The books of account shall be kept at the principal place of business and at every related place(s) of business mentioned in the certificate of registration and such books of account shall include any electronic form of data stored on any electronic devices. The data so stored shall be authenticated by way of digital signature.
Any entry in registers, accounts, and documents shall not be erased, effaced or overwritten and all incorrect entries, other than those of clerical nature, shall be scored out under attestation and thereafter the correct entry shall be recorded and where the registers and other documents are maintained electronically, a log of every entry edited or deleted shall be maintained. Further, each volume of books of account maintained manually by the registered person shall be serially numbered.
The period for the preservation of accounts:
All accounts maintained together with all invoices, bills of supply, credit and debit notes, and delivery challans relating to stocks, deliveries, inward supply and outward supply shall be preserved for seventy-two months (six years) from the due date of furnishing of annual return for the year pertaining to such accounts and records.
The following requirements have been prescribed for maintenance of records in electronic form.
- Proper electronic back-up of records.
- Produce, on demand, the relevant records or documents, duly authenticated, in hard copy or in any electronically readable format
Records to be maintained by owner or operator of godown or warehouse and transporters:
The transporters, owners or operators of godowns, if not already registered under the GST Act(s), shall submit the details regarding their business electronically on the Common Portal in FORM GST ENR-01.
A unique enrolment number shall be generated and communicated to them. A person in any other State or Union territory shall be deemed to be enrolled in the State or Union Territory.
Every person engaged in the business of transporting goods shall maintain records of goods transported, delivered and goods stored in transit by him and for each of his branches
Every owner or operator of a warehouse or godown shall maintain books of accounts, with respect to the period for which particular goods remain in the warehouse, including the particulars relating to dispatch, movement, receipt, and disposal of such goods.
The goods shall be stored in such manner that they can be identified item wise and owner wise and shall facilitate any physical verification or inspection if required at any time.
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