Chapter VII Accounts and Records
56. Maintenance of
accounts by registered persons.- (1) Every registered person shall keep and
maintain, in addition to the particulars mentioned in sub-section (1) of section 35, a true and correct account
of the
goods or services imported
or exported or of 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 and refund vouchers.
(2) Every
registered person, other than a person paying tax under section 10, shall maintain the accounts of stock in respect of goods received
and supplied by him, and such accounts shall contain particulars
of
the
opening
balance, receipt, supply, goods lost, stolen, destroyed, written off or disposed of by way
of gift or free sample and the balance of stock including raw materials, finished
goods, scrap and wastage thereo
(3) Every registered
person shall keep and maintain a
separate account of advances received,
paid and adjustments made thereto.
(4) Every
registered person, other than a person paying tax under section 10, shall keep and
maintain an account, containing the details of tax payable (including tax payable in accordance with the provisions of
sub-section (3) and sub-section (4) of
section 9), tax collected and
paid, input tax, input tax credit claimed, together with a
register of tax invoice, credit notes, debit notes, delivery challan issued or
received during any tax period.
(5) Every registered
person shall keep the particulars of -
(a) names and complete
addresses of suppliers
from whom he has received the goods or
services chargeable to tax under the Act;
(b) names and complete
addresses of the persons to whom he has supplied
goods or services, where required under the provisions of
this Chapter;
(c) the complete
address of the premises where goods are stored by him, including
goods stored during transit along with the particulars of the stock stored therein.
(6) If any taxable goods are found
to be stored at any place(s) other
than those declared
under sub-rule (5) without the cover of any valid documents, the proper officer shall
determine the amount of tax payable on such goods as if such goods have been
supplied by the registered person.
(7) Every registered person shall keep the
books of account at the principal place of business and books of account relating to additional place of business mentioned
in his certificate of registration and such books of account shall include any electronic form of data stored on any
electronic device.
(8) Any entry
in registers, accounts and documents shall not be erased, effaced or overwritten, and all incorrect
entries, otherwise 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.
(9) Each volume of books of account maintained manually by the registered person shall be serially numbered.
(10) Unless proved
otherwise,
if
any
documents, registers, or any books of account
belonging to a registered person are found at any premises other than those mentioned in the
certificate of registration, they shall be presumed to be maintained by
the
said registered person.
(11) Every agent referred to in clause (5) of section 2 shall maintain accounts
depicting the,- (a) particulars
of
authorisation
received
by him from
each principal to receive or
supply goods or
services on behalf of such principal
separately;
(b) particulars including description, value and quantity (wherever applicable) of goods or services received on behalf of every principal;
(c) particulars including description, value and quantity (wherever applicable) of goods or services supplied on behalf of every principal;
(d) details of accounts furnished to every principal;
and
(e) tax paid on receipts
or on supply of goods or services effected on behalf of every
principal.
(12) Every registered person manufacturing goods shall maintain
monthly production accounts showing
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.
(13) Every
registered person supplying services shall maintain the accounts showing quantitative details of goods used in the provision of services, details of input services utilised and the services supplied.
(14)
Every registered person executing
works contract shall keep separate accounts for works contract showing -
(a) the
names and addresses
of the
persons on whose behalf
the works contract is executed;
(b)
description, value
and quantity (wherever applicable) of goods or services received
for
the execution of works contract;
(c) description, value and quantity (wherever applicable) of goods or services utilized in the execution of works contract;
(d) the details of payment received
in respect of each works contract;
and
(e) the
names and addresses of suppliers from
whom he received
goods or services.
(15) The records under the provisions of this Chapter may
be maintained in electronic form
and the record so maintained shall be authenticated by means of a digital signature.
(16)
Accounts maintained by
the registered person together with all the invoices,
bills of supply, credit and debit notes, and delivery
challans relating to stocks, deliveries, inward supply and outward supply shall be preserved for the period as provided
in section 36 and
shall, where such accounts and documents are maintained manually, be kept at every related place of business mentioned in the certificate of registration and shall be accessible
at every related place of business where such accounts
and documents are maintained digitally.
(17) Any
person having custody over the goods in the capacity of a carrier
or a clearing and forwarding
agent for delivery
or dispatch thereof
to a recipient on behalf of any
registered
person shall maintain true and correct records in respect of such goods handled by
him on behalf of such registered
person and shall produce the details thereof as and when required by the
proper officer.
(18)
Every registered person shall, on demand, produce the books of accounts which he is required
to maintain under any law for the time being in force.
57. Generation
and maintenance of electronic
records.- (1) Proper electronic back-up of records shall be maintained and preserved in such manner
that, in the event of destruction of such records due to accidents or natural causes, the information can be restored within a reasonable period of
time.
(2) The registered person maintaining electronic records
shall produce, on demand, the relevant records or documents,
duly authenticated by him, in hard copy or in any
electronically readable format.
(3)
Where the accounts
and records are stored electronically by any registered person, he
shall, on demand, provide the details of such files, passwords of such files and explanation for codes used, where necessary, for access and any
other information which is required for such access along with a sample
copy
in print form of the
information stored in such files.
58.
Records
to be maintained by owner or operator of
godown or
warehouse and
transporters.- (1) Every person required
to maintain records and accounts
in accordance with the provisions
of sub-section (2) of section 35, if not already
registered under the Act, shall submit the details regarding
his
business
electronically on the common
portal
in
FORM GST ENR-01, either directly
or through a Facilitation Centre notified
by the Commissioner and, upon validation of the details
furnished, a unique
enrolment number shall be generated and communicated to the said person.
(2) The person enrolled under sub-rule (1) as aforesaid in any
other State or Union territory shall be deemed to be enrolled in the State or Union territory.
(3) Every
person who is enrolled under sub-rule (1) shall, where required,
amend the details furnished in FORM GST ENR-01 electronically on the common portal either directly or
through a Facilitation Centre notified by the Commissioner.
(4) Subject
to the provisions of rule 56,-
(a) any person engaged in the business
of transporting goods shall maintain
records of goods transported, delivered and goods stored in transit by him alongwith the Goods
and Services Tax Identification
Number of the registered consigner and consignee for each of his branches.
(b) 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.
(5) The owner
or the operator of the godown shall store the goods in such manner that they can be identified item-wise and owner-wise and shall facilitate
any physical verification or inspection by the
proper officer on demand.
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