Credit Note Rejection in IMS and GSTR 3B locking

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This query is : Resolved

Sreejith V V (Querist)

18 June 2025 Sir,
As per the latest advisory issued by the GST department we could not edit Auto populated value of outward supplies in GSTR 3B. How to deal with the following,

Where a genuine credit note, such as one issued for a post-sale discount, is rejected by the customer. If we are unable to edit the auto-populated value, it seems this amount will be added back to our tax liability, resulting in an additional tax payment that is not genuinely owed.

Furthermore, issuing another credit note to rectify this would lead to duplication in the GSTR-1 return, creating a discrepancy between GSTR-1, the annual return, and our books of accounts.

Aashok Kumar Sharma

Aashok Kumar Sharma

(Expert)

12 August 2025 Handling Credit Note Rejections in IMS and GSTR-3B Locking
Understanding the Issue:
When a genuine credit note (e.g., for post-sale discount) is rejected by the customer, it means you cannot reduce your outward supplies accordingly.
The auto-populated GSTR-3B value includes that credit note adjustment, so if you can’t edit it, your tax liability appears reduced incorrectly.
Issuing another credit note to fix this would cause duplication in GSTR-1.
Recommended Approach:
Record the credit note as issued in your books and GSTR-1, because legally you have issued it.
If the customer rejects the credit note, treat it as a reversal of the credit note in your books in the subsequent tax period.
This means you add back the amount of the credit note to your outward supplies in the next GSTR-1 and GSTR-3B.
This way, your GSTR-1 and GSTR-3B returns will reflect the reversal, avoiding discrepancy and duplication.
Journal Entry Example:
When credit note is rejected by customer:

In the next month, add back the credit note value to sales and tax liability by issuing a debit note or invoice for the same amount.
Why this helps:
Maintains consistency between GSTR-1, GSTR-3B, and books.
Avoids duplication and wrongful tax credits or liabilities.
Complies with GST portal’s restriction on editing.
Additional Tips:
Maintain proper documentation of credit notes issued and their rejection by the customer.
Inform your customer about the accounting treatment.
Monitor your GSTR-1 and GSTR-3B filing timelines closely to avoid mismatches.

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