E invoice generation using offline tool

This query is : Resolved

PARVATHY R (Querist)
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12 May 2025 We have a query relating to e invoice generation. We are using an offline tool for generation of e invoice. As it is an export business, we are having details of shipping bills but the offline tool does not ask for this information. So we are unable to fill these details.
Now the query is can we file GSTR 1 without any issue and no further compliance will be required while claiming refund.

Please guide us.

Aashok Kumar Sharma

Aashok Kumar Sharma (Expert)
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12 August 2025 1. E-invoice & Export Details
E-invoice offline tool generally captures mandatory details as per the e-invoice schema.

However, details like Shipping Bill number and date are not part of the e-invoice schema as of now.

The export details (like Shipping Bill) are typically reported in GSTR-1 under the export invoices section (Table 6A).

2. Can you file GSTR-1 without Shipping Bill details?
Yes, you can file GSTR-1 with the e-invoice data without shipping bill details.

For exports, GST law requires export invoices to be reported in GSTR-1 and shipping bill details to be mentioned for export documents.

Shipping Bill details are not part of the e-invoice schema but can be separately declared in GSTR-1, particularly under Table 6A (export invoices) or in other relevant sections.

If you don’t mention shipping bill details in GSTR-1, it may cause some mismatch in export data but will not necessarily block GST refund.

3. Claiming Refund
For claiming GST refund on export, the shipping bill and other export documentation are important.

The refund process is primarily dependent on the export invoice and shipping bill details filed with customs.

Even if e-invoice offline tool does not capture shipping bill details, you must ensure the shipping bill details are filed correctly in GSTR-1.

If your offline tool does not support this, you can add export invoice details including shipping bill info directly in the GST portal while filing GSTR-1 or via the JSON file upload.

Proper reconciliation of export invoices and shipping bills is critical for smooth refund processing.

4. What to do practically?
Continue to generate e-invoices using the offline tool for export invoices.

Prepare a separate Excel or system record with shipping bill details linked to export invoices.

While filing GSTR-1 on GST portal, upload/export data with shipping bill details included for exports.

Alternatively, you may need to add shipping bill details manually for export invoices in the GST portal's export invoice section.

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