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VAT e-Returns

Introduction
Gujarat has ushered in the era of Value Added Tax on goods since 1st April, 2006. With the implementation of VAT, the Sales Tax Act and Rules have been repealed and new VAT Act and Rules have come into effect.
As per rule 19 of the Gujarat VAT Rules, 2006, a dealer is required to file returns periodically. The Commercial Tax Department has launched a website with URL www.commercialtax.gujarat.gov.in. The web portal offers different kind of information on VAT in Gujarat besides services to dealers including online return.

A dealer has to get registered on web portal to avail the facility of e- filing of return. This is a one-time activity. The facility of online return has been put open on web-portal for all dealers.
Since e-filing is a new concept, this booklet has been prepared with a view to provide step-by-step guidance to the dealers in filing e-return. This booklet contains details and screen shots for e-filing the return in Form 201 along with annexure and Form 201A, 201B and 201C.
E-filing of returns will save time for the dealer and the Department will be in a better position to quickly verify, analyze, assess and grant refund, if any. The dealers are requested to file e-returns for the period from April 2006 to till date, manual returns for which may have already been filed.

Operational Instructions:

Procedure to file e-return is very simple. A computer with internet connectivity is required for the purpose. There are five easy steps to file e-return. These steps are :

Step 1. Registration on the Website
Step 2. Login.
Step 3. Preparation for the return.
Step 4. Uploading the return (.xls and .csv)
Step 5. Acknowledgement.

Step 1. Registration on the website:
To register on web site, connect to Internet and write

URL in the address bar as under:
http://www.commercialtax.gujarat.gov.in.
Once the web site is connected the Home page will appear as shown below(screen –1)

On the left hand corner of the home page there is a sign- up link. Please click on it.

1. Sign-Up

Click on this button.



A new screen will open (Screen –2). This screen displays the details required to be filled by the dealer for registering on the web portal. Please enter the details on the screen as per the instructions given in the table below.


Sr. No.

Label Type

Data Type


Action to be performed

1.

TIN

Numeric

Enter your TIN.

2.

Registration Effective Date

Date

Enter your Registration Date. (This date is mentioned in the registration certificate issued to you by the department.)

3.

Password

Alphanumeric

Enter your Password (should be at least 8 characters in length and preferably alphanumeric.)

4.

Confirm Password

Alphanumeric

Enter the same Password

5.

Security Question

Characters

Enter the question for security purpose. (This will be required if you forget your password. So please remember it.)

6.

Security Answer

Characters

Enter the answer for security purpose. (This will be required when you forget your password so remember it.)

7.

I accept the terms

Check box

Read the terms and tick the check box



After filling up the details as above, please click on submit .Details will be verified by the system and if they are found correct, system will give successful registration message immediately on the screen itself. This registration is one time requirement. Next time you have to login with the password adopted by you in this step. Your Login id is your 11 digit TIN.


Step 2. Login




A dealer registered on the web site is required to Login for the purpose of filing e-return. Process of login is as under:

Connect to Internet and open the website http://www.commercialtax.gujarat.gov.in. Home page, there is a column on left hand side as indicated in screen –3.


1. Login Id:

Enter your

TIN No.

2. Password:

Enter your

Password

3. Type:

Dealer


Please enter following details in the screen (Screen-3) shown above:

Login id - Your 11 digit TIN .
Password – Password that you have entered at the time of Sign-Up. (If you have not yet registered on the Website then just click on the

Sign-Up button to register yourself).
Type – Select Dealer

If the details entered by you are found correct; you will be logged in. You are entitled for number of e-services. Please select VAT returns link on the left hand side column (Screen-4).

Note:-

If the “VAT Returns” link is not visible to you on login, then probably you are not eligible to file e-Returns. To get you registered, kindly contact control room at CST office or send a fax to control room fax number.


1. Click on

VAT Returns to file

your returns


On clicking this link you will get the following form –

Downloading necessary Templates:
To fill up the return, you are required to download the templates from the website. It is advisable to download these templates once and store for future use. You should have Microsoft Excel Sheet (version may be 97, 2000 or 2003) installed in your computer for this purpose.

Note: If you have downloaded the templates before the last updated date mentioned on the download page, then you need to download new template.

To download the templates for filing e-Returns, just click on required form name (template) as mentioned in the below table.

Monthly Dealer

Sr. No.

Return Type

Document Type

Mandatory/Optional

Upload Format to be uploaded

1.

Monthly-Normal

Form 201

Mandatory

.xls

2.

Monthly-Normal

Form 201A

Mandatory

.csv

3.

Monthly-Normal

Form 201B

Mandatory

.csv

4.

Monthly-Normal

Form 201C

Can be file only for Quarter end months

.xls

5.

Monthly-Deferred

Form 204

Can be filed only for deferred branches in addition to all the above forms

. xls

6

Monthly-Exempted

Form 203

Can be filed only for exempted branches in addition to all the above forms.

. xls

7

Annually

Form 205

Mandatory. Can be filed only at the year end.

.xls

8

Annually

Form205A

Mandatory. Can be filed only at the year end

.xls


Quarterly Dealer


Sr. No.

Return Type

Document Type

Mandatory/Optional

Upload Format to be uploaded

1.

Quarterly-Normal

Form 201

Mandatory

.xls

2.

Quarterly-Normal

Form 201A

Mandatory

.csv

3.

Quarterly-Normal

Form 201B

Mandatory

.csv

4.

Quarterly-Normal

Form 201C

Can be file only for 2nd and 4th Quarter end months

.xls

5.

Annually

Form 205

Mandatory. Can be filed only at the year end.

.xls

6.

Annually

Form205A

Mandatory. Can be filed only at the year end

.xls



Quarterly-LumpSum Dealer


Sr. No.

Return Type

Document Type

Mandatory/Optional

Upload Format to be uploaded

1.

Quarterly-LumpSum

Form 202

Mandatory

.xls

2.

Quarterly- LumpSum

Form 202A

Mandatory

.csv

3

Annually

Form 202Annually

Mandatory. Can be filed only at the year end.

.xls

4.

Annually

Form202A

Mandatory. Can be filed only at the year end

.csv



In case you want to download the Form201A or Form201B, select the templates as per your no of records.

Sr. No.

Return Type

Document Type

Description

1.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201

Mandatory

2.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201A Upto 500 Records

When your Sales entries are from 0-500 records select this template.

3.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201A Upto 20000 Records

When your Sales entries are from 501-20000 records select this template.

4.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201A Upto 40000 Records

When your Sales entries are from 20001-40000 records select this template.

5.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201B Upto 500 Records

When your Purchase entries are from 0-500 records select this template.

6.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201B Upto 20000 Records

When your Purchase entries are from 501-20000 records select this template.

7.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201B Upto 40000 Records

When your Purchase entries are from 20001-40000 records select this template.

8.

Monthly-Normal/Monthly-Deferred/Monthly-Exempted/Quarterly-Normal

Form 201C

Mandatory at Quarter ends for Monthly-Normal/Monthly-Deferred/Monthly-Exempted dealers and at 2nd and 4th quarter ends for Quarterly-Normal Dealers.

9.

Monthly-Deferred

Form 204

When one of your branches is deferred, this attachment is also to be given.

10.

Monthly-Exempted

Form 203

When one of your branches is exempted, this attachment is also to be given.

11.

Quarterly-LumpSum

Form 202

Mandatory. If you are a Quarterly-LumpSum dealer, this form has to be filled.

12

Quarterly-LumpSum

Form202A up to 500 records.

When you are a LumpSum dealer and your Purchase entries are from 0-500 records select this template.

13

Quarterly-LumpSum

Form202A up to 20000 records.

When you are a LumpSum dealer and your Purchase entries are from 0-20000 records select this template.

14

Quarterly-LumpSum

Form202A up to 40000 records.

When you are a LumpSum dealer and your Purchase entries are from 0-40000 records select this template.

15

Annually-LumpSum

Form202

Mandatory for annual returns for LumpSum dealers.

16

Annually-LumpSum

Form202A up to 500 records.

When you are a LumpSum dealer and your Purchase entries are from 0-500 records select this template.

17

Annually-LumpSum

Form202A up to 20000 records.

When you are a LumpSum dealer and your Purchase entries are from 0-20000 records select this template.

18

Annually-LumpSum

Form202A up to 40000 records.

When you are a LumpSum dealer and your Purchase entries are from 0-40000 records select this template.

19

Annually

Form 205

Mandatory for Annual Returns.

20

Annually

Form 205A

Mandatory for Annual Returns.


Note: *

Quarter means period of three months ending on 30th June, 30th September, 31st December and 31st March.

* You can upload multiple templates of for 201A and 201B if you have needed to upload more than 40,000 sales/purchase entries. At the max you can upload 9 sheets for 201A and 201B.


Step –3 Preparation for the Return:
After downloading requisite templates, data can be entered in these templates in following steps:

  1. Open downloaded templates and fill the template with appropriate data.

  2. Enter the kind of data as per the color shown in the background. The colour scheme is:


Light Green => Only integers are to be entered in the cell.

Dark Green => Only select data from the displayed list only.

Light Blue => Only characters are to be entered in the cell.

Orange => Only dates are allowed to be entered in the cell.

Pink =>Only characters and integers are to be entered in the cell.
Form201, Form 201C, Form 203 and Form 204


  1. Download Form201.xls file and save it in your local machine.

  2. Open using Microsoft Excel and fill the required details and save the excel sheet.



Following is sample template for Monthly Return Form 201



Form201A and Form201B

  1. Download Form201A/Form201B .xls file and save it in your local machine.

  2. Open using Microsoft Excel and fill the required details.


Note:

1) Download the template depending upon the no. of records to be entered.

2) Total are calculated automatically so no need to enter total.

3) For Form 201A and Form 201B either name or RC number should be there.
Following is sample template for Monthly Return Form 201A




  1. Following are the steps to save as .csv file

    • Click on File menu and select Save As option as shown below





    • Click on Save As and you will get following dialog box as shown below





    • Select “CSV (comma delimited) option and Click on Save button.

    • You will get following dialog box.





    • Click on Yes. Note this is just the warning message, you ignore this. The file will be saved as .csv at the location that you had selected.



Step-4 Upload and submit the form:

If after, downloading templates, if you had logged out of the system, please log-in again and to upload filled templates as described in following steps:

Go to the page where you had previously gone at the time of downloading the templates.

Note: Screens for downloading templates and uploading them on web site are the same.


(Here we are taking the case of a monthly-normal return)


Sr. No.

Label Type

Action to be performed

1.

Return Type

Select the return type according to return you want to file.

2.

Branch Name

In case if one of your branches is exempted or deferred or if you are approved for Separate Return Filing, then you need to select the branch name for which you want to file the return. The Location will be selected automatically. However if you are a normal dealer then the branch name combo box will not be shown to you.

3.

Return period

Select the return period which can be only previous months of current year. In case you are a quarterly dealer, you will be asked to select one of the quarters. First quarter is April-June. Second Quarter is July-September. And so on.

4.

Year

The default year selected will be the current year. Change the year if you want to file the return of the previous year.

5.

Return From and To

If you select Partial option in Return Period you will get this option. Fill the return period from and to date.

6.

Document Type

Select the Form type that you want to upload.

7.

Sheets to Upload

If you select Form 201A and Form 201B you will get this option. At least 1 is to be entered on uploading a single sheet. Enter the value depending on the number of the sheet to be uploaded. Thus, you can upload multiple sheets of same return type depending on the number of records you want to upload for a return type. Once the Total no if sheet is entered you cannot changed it.

8.

Uploaded Sheets

This will show the status of the no. of sheets you have uploaded yet. This will be updated automatically. You do not have to enter this value.

9.

Select Type

Select Original if you are filling the return first time or select Revised return if you are filing revised return.

10.

Upload File

Upload the appropriate template file. .xls for Form201 and 201C. .csv for 201A and 201B.


Note:

On the click of the Upload button you will get the message box showing the “The total no. of sheets you wish to upload cannot be changed once the file is uploaded. Continue Uploading?” This means once you click on the upload button you won’t be able to change the value that you have specified in the field Sheets to Upload.


On uploading the template, it will show you different status.

  1. Uploading the file

  2. Validating the data

Following are the screen layouts showing the different status.


Here the status is showing that the template is getting uploaded. After this following status is shown.



Here the status is showing that the data is being validated.


After validation if there is some error in data entry, then it will show the error list showing the error message with the row number and sheet details. You need to correct the data and upload the templates again.

The system will not allow submission/upload of return(s)/annexure(s) till the errors are corrected.



If there are no errors in the uploaded template you will find a submit button on the summary page.

Click on the submit button to file the returns.



On click of submit if it shows: “Form uploaded successfully” then it means your form has been uploaded successfully.

Note:

Form 201A and B will be uploaded only if 201 is uploaded and submitted successfully.

In case of Exempted and deferred branches returns, the form203 and 204 for a branch will only be uploaded and submitted if Form201 is submitted for the same branch.

Form 201A and B will only be accepted as .csv.

Step – 5 Generate the Acknowledgement Receipt:
After successfully uploading base template (form 201) along with its attachments, (Form 201A, 201B , 201 C, 203, 204 if required ), you need to generate acknowledgement receipt. On click of the button “Generate Acknowledgement” there will be a pop-up saying “Once acknowledgement is generated, no more forms can be attached”.



OK button

Will generate the acknowledgement receipt. Once acknowledgement receipt is generated, you will not be allowed to file e-Returns for same period again. However, the Revised return can be filed. Note that revised return will also be allowed only once for a period, provided original is filed earlier.

Cancel button – If you choose to cancel then the receipt will not be generated.

Take a printout of generated acknowledgment receipt as shown below. (Screen –11).


You see the return data that you have uploaded. For this click on the
Return History on the left side menu. You will see list of return that you have filed till date.
You can select the following parameters to view returns between a specific period and for a specific attachment.




Sr. No.

Label Type

Action to be performed

1.

Tax Type

Select the return type according to return you want to file.In this case VAT

2.

Returns Period From

Select the period between which you have filed the return .

3.

Return period To

Select the period between which you have filed the return .

4.

Acknowledgement No.

Select the acknowledgment number of the return you want to see.

5.

Form No

Select the specific form whose details you want to view



These fields are non mandatory.



If you click on the acknowledgment number you will see list of forms and annexures that you have uploaded, as shown in the screen shot shown here-below




If you click on document name you will be able to see all the details of Turnover, etc. which you have filled.

Important Points to be kept in mind:

  1. The returns will be only accepted and filed if the dealer has uploaded the mandatory forms irrespective of uploading the optional forms.

  2. For Form201A and B only .csv will be accepted.

  3. Dealer can not file return for the present incomplete month and future month. He can only file return for his previous months, i.e. at present one can file returns from April 2006 to March, 2007.

  4. It is required to upload the same template that is downloaded from the website. Copy of any other template file will not be accepted.

  5. Quarter means period of three months ending on 30th June, 30th September, 31st December and 31st March.

  6. Hard copy of returns needs to be submitted at the respective Ghatak office. It is must. A separate receipt will be issued for the same.

  7. Please do not share the password with anybody.

  8. Please also file e-returns from April 2006 to November, 2006, manual returns for which may have already been filed by you.







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