How to file GSTR 9 step by step?

GSTR-9 is an annual return that taxpayers registered under the Goods and Services Tax (GST) regime must file. It provides a comprehensive summary of outward supplies, inward supplies, input tax credit availed, and taxes paid during a financial year, serving as a reconciliation of monthly/quarterly returns (GSTR-1 and GSTR-3B).

Filing GSTR-9 accurately requires careful compilation of data and adherence to a systematic process. Here's a step-by-step guide to help you through the process:

Pre-Filing Preparations: Essential Checks Before You Start

Before you begin filing GSTR-9, ensure you have the following information and documents readily available:

• Audited Financial Statements: If applicable, keep your audited financial statements, including the balance sheet and profit & loss account, handy for cross-verification.
• GSTR-1 and GSTR-3B Data: Ensure all GSTR-1 (details of outward supplies) and GSTR-3B (summary return) for the relevant financial year have been filed.
• Books of Accounts: Your detailed books of accounts (purchase register, sales register, expense ledger, etc.) are crucial for accurate data entry and reconciliation.
• Reconciliation Statement: It's highly recommended to perform a preliminary reconciliation between your GSTR-3B, GSTR-1, and your books of accounts. This helps identify any discrepancies beforehand.
• Previous Year's Data (if applicable): If you are filing GSTR-9 for the first time or need to carry forward any adjustments, ensure you have access to previous periods' data.

Step-by-Step Filing Process for GSTR-9

The process primarily involves navigating the GST Portal, reviewing auto-populated data, making necessary adjustments, and finally submitting the return.

Step 1: Accessing the GST Portal and Dashboard

1. Login to the GST Portal: Open your web browser and navigate to the official GST Portal. Log in using your GSTIN and password.
2. Navigate to Returns Dashboard: After logging in, go to the 'Services' menu, then 'Returns', and select 'Returns Dashboard'.
3. Select 'Annual Return': On the 'Returns Dashboard', you will find an option to click 'Annual Return'. Alternatively, you might find a direct link on your dashboard itself.
4. Choose Financial Year: On the 'File Annual Returns' page, select the specific 'Financial Year' for which you intend to file GSTR-9 from the dropdown menu and click 'Search'.
5. Important Message Pop-up: An important message will pop up, detailing the steps to be performed for the Online/Offline filing of GSTR-9. Carefully read through this message, as it provides crucial instructions.
6. GSTR-9 Status: The system will then display the status of GSTR-9 (e.g., 'NOT FILED'). Click on 'PREPARE ONLINE' or 'PREPARE OFFLINE' based on your preference. For most taxpayers, the online method is sufficient.

Step 2: Understanding GSTR-9 Sections

The GSTR-9 form is divided into six main parts, each requiring specific details related to your business transactions during the financial year.

• Part I: Basic Details: Auto-populated details like GSTIN, Legal Name, Trade Name, and Financial Year.
• Part II: Details of Outward and Inward Supplies declared during the financial year: This section summarizes your sales, advances, credit notes, debit notes, and amendments. Data here is largely derived from your GSTR-1.
• Part III: Details of ITC declared during the financial year: This part deals with the Input Tax Credit (ITC) availed, reversed, and reclaimed. It is primarily derived from your GSTR-3B.
• Part IV: Details of Tax Paid as declared in returns filed during the financial year: Provides a summary of the tax paid under various heads (IGST, CGST, SGST, Cess) through GSTR-3B.
• Part V: Other Information: This section captures details like particulars of demands, refunds, supplies from composition taxable persons, HSN-wise summary of outward supplies, and inward supplies.
• Part VI: Late Fee, if any, Payable and Paid: This section calculates any late fees applicable for delayed filing and allows for payment.

Step 3: Review Auto-Populated Data and Reconcile

Once you proceed to the GSTR-9 filing page, you will notice that many fields are auto-populated based on the GSTR-1 and GSTR-3B returns you have already filed.

• Download Summary: It's highly recommended to download the GSTR-9 summary (PDF) and the GSTR-1 and GSTR-3B summary for the entire financial year.
• Verify Auto-population: Carefully compare the auto-populated figures with your internal books of accounts.
• Identify Discrepancies: Note down any differences between the auto-populated data and your reconciled figures. Common discrepancies arise due to:
  • Errors in GSTR-1 or GSTR-3B filing.
  • Transactions reported in a different financial year in the monthly returns but pertaining to the current financial year's books.
  • Misclassification of supplies or ITC.

Step 4: Providing Missing or Corrected Details (Parts II, III, IV)

Based on your reconciliation, you will need to manually enter or edit data in various tables.

• Part II - Outward Supplies (Tables 4, 5):
  • Table 4: Enter details of outward supplies on which tax is payable. This includes taxable supplies, zero-rated, deemed exports, advances, and amendments.
  • Table 5: Furnish details of outward supplies on which tax is not payable (e.g., exempt, non-GST, Nil-rated) and those declared by Composition taxpayers.
• Part III - ITC Details (Tables 6, 7, 8):
  • Table 6: Provide details of Input Tax Credit availed during the financial year from various sources (inward supplies, imports, RCM, etc.).
  • Table 7: Declare details of ITC reversed during the year.
  • Table 8: Contains details of ITC as per GSTR-2A and ITC as per GSTR-3B. You must reconcile these figures and provide reasons for any difference.

Step 5: Addressing Additional Information (Part V)

Part V requires specific details that might not be auto-populated from monthly returns:

• Table 10 & 11: Declare details of transactions for the previous financial year that were reported in the current financial year's GSTR-1 and GSTR-3B.
• Table 12 & 13: Provide details of ITC reversals for the previous financial year declared in the current financial year, and ITC availed for the previous financial year declared in the current financial year.
• Table 14: Furnish details of refunds claimed and demands of taxes.
• Table 15: Provide information on supplies received from composition taxable persons, deemed supply under Section 143, and goods sent on approval basis.
• Table 17 & 18: Provide HSN-wise summary of outward and inward supplies respectively. This is a critical section for many businesses.

Step 6: Calculating and Paying Late Fees (if applicable)

If you are filing GSTR-9 after the due date, the system will automatically calculate any applicable late fees.

• Late Fee Calculation: The late fee is typically ₹100 per day for CGST and ₹100 per day for SGST (total ₹200 per day), subject to a maximum limit.
• Payment: If a late fee is applicable, you will need to pay it through the electronic cash ledger or by generating a challan.

Step 7: Preview, Save, and File

After entering all the required details:

1. Save GSTR-9: Continuously save the details as you fill them to prevent data loss.
2. Preview Draft: Click on 'PREVIEW DRAFT GSTR-9 (PDF)' to download the draft return. Thoroughly review this PDF for any errors or omissions. This is your final chance to correct data before filing.
3. Proceed to File: Once you are satisfied with the draft, click 'PROCEED TO FILE'.
4. Liability and Payment: The system will show any outstanding tax liability or late fees. Make the necessary payments if required.
5. File GSTR-9: Select the authorized signatory and file the return using either:
   • DSC (Digital Signature Certificate): Mandatory for companies and LLPs.
   • EVC (Electronic Verification Code): Sent to the registered mobile number and email ID of the authorized signatory.

Upon successful filing, an Acknowledgement Reference Number (ARN) will be generated, confirming your submission.

Key Considerations for Accurate Filing

• Accuracy is Paramount: Ensure all figures entered are accurate and reconcile with your books and previously filed returns. Errors can lead to notices or penalties.
• HSN Summary: Pay special attention to the HSN-wise summary in Part V (Table 17 & 18), as it requires specific details on supply values and UQCs.
• ITC Reconciliation (Table 8D): Reconciling ITC as per GSTR-2A with ITC availed in GSTR-3B is crucial. Explain any significant differences.
• Amendments and Adjustments: Remember to include any amendments made to GSTR-1 or GSTR-3B of the financial year in subsequent periods.

Summary of GSTR-9 Sections