Complete Guide to File GSTR-7 with Offline Utility

1. FAQs of GSTR-7 Offline Utility

1Q. Can I file complete Form GSTR-7using Offline Utility?

No. Filing of Form GSTR 7 can take place only online on the GST Portal.

Using Offline Utility, you will be able to prepare details of Table 3 and Table 4 (in offline mode) but remaining activities for filing Form GSTR 7 like payment and filing is to be completed on portal only.

Once you have uploaded the json file on the GST Portal, you may continue to proceed to file.
Liabilities will be computed. Only after making payment, Form GSTR 7 can be filed.

Q2. What are the features of GSTR-7 Offline Utility?

The Key Features of GSTR-7 Offline Utility are:

  • The GSTR-7 details of Table 3 and 4 can be prepared offline, with no connection to Internet.
  • Most of the data entry and business validations are in built in the offline utility, reducing errors upon upload to GST Portal.

Q3. From where can I download and use the GSTR-7 Offline Utility in my system?

To download and open the GSTR-7 Offline Utility in your system from the GST Portal, perform following steps:

  1. Access the GST Portal: gst.gov.in.
  2. Go to Downloads > Offline Tools > GSTR7 Offline Utility option and click on it.
  3. Unzip the downloaded Zip file which contain GSTR7_Offline_Utility.xls excel sheet.
  4. Open the GSTR7_Offline_Utility.xls excel sheet by double clicking on it.
  5. Read the ‘Read Me’ instructions on excel sheet and then fill the worksheet accordingly.

Note: Always use latest version of offline utility to upload details on GST Portal.

Q4. Do I need to login to GST Portal to download the GSTR-7 Offline Utility?

No. You can download GSTR-7 Offline Utility under ‘Download’ section without logging in to the GST Portal.

Q5. Do I need to login to GST Portal to upload the generated JSON file using GSTR-7 Offline Utility?

Yes. You must login in to the GST Portal to upload the JSON file generated using GSTR-7 Offline Utility.

Q6. What are the basic system requirements/ configurations required to use GSTR-7 Offline Tool?

The offline functions work best on Windows 7 and above and MSEXCEL 2007 and above.

Q7. Is Offline utility mobile compatible?

As of now GSTR-7 Offline utility cannot be used on mobile. It can only be used on desktop/laptops.

Q8. How many worksheet-tabs are there in GSTR-7 Offline Utility?

There are 5 worksheet-tabs in GSTR-7 Offline Utility. These are:

  1. Read Me
  2. Home
  3. 3 TDS
  4. 4 Amend (may be TDSA)
  5. Suppliers Master

Q9. What is the use of Read Me worksheet-tab?

The Read Me tab/sheet contains Introduction and help instructions for you to read and use them to fill data in GSTR-7 Offline Utility easily.

Q10. What is the use of Home worksheet-tab?

The Home tab is the main page of the utility. It is used to perform following 5 functions:

  1. Enter mandatory details— GSTIN, Financial Year and Tax Period—without which you will not be able to validate the data which you entered in table no 3 or 4 and also you can’t import the json file into the offline utility.
  2. Generate JSON file, for upload of GSTR-7 return details prepared offline on GST portal, using Generate JSON File to upload button
  3. Generate Summary of data entered in various worksheets using the Get Summary
  4. Import and open Error File downloaded from GST portal using Open Downloaded Error JSON Files
  5. Import and open Data File downloaded from GST portal using Open Downloaded GSTR-7 JSON File

Q11. What is the use of 3 TDS worksheet-tab?

The 3 TDS (Details of Tax Deducted at Source) sheet contains Table 3. It is used to perform following 3 functions:

  1. Enter Tax Deducted at Source details.

Note: Column B, GSTIN of deductee, can be filled using the drop-down list of GSTINs

which you entered in Suppliers Master sheet. The drop-down list can be enabled using Enable Suppliers’ Master drop down button. Trade/legal name will be shown along with GSTIN from Master sheet.

  1. Validate the entered Tax Deducted at Source details using the Validate Sheet
  2. Navigate to the Home page using the Go Home

Q12. What is the use of 4 Amend worksheet-tab?

The 4 Amend (Amendments to details of Tax Deducted at Source in respect of any earlier tax period) sheet contains Table 4. It is used to perform following 3 functions:

  1. Enter Amendments details related to previous tax period(s) or take action on auto populated rejected details of TDS.

Note: Column D and F, GSTIN of deductee, can be filled using the drop-down list of

GSTINs you enter in Suppliers Master tab. The drop-down list can be enabled using Enable Suppliers’ Master drop down button.

  1. Validate the entered amendments details using the Validate Sheet
  2. Navigate to the Home page using the Go Home

Q13. What is the function of “Enable/Disable Suppliers’ Master drop down” toggle button in 3TDS and 4 Amend sheets?

The function of “Enable/Disable Suppliers’ Master drop down” toggle button in 3TDS and 4 Amend sheets is explained below:

  • Enable Suppliers’ master drop down enables dropdown and disables copy/paste Thus, if you click on “Enable Suppliers’ Master drop down” button, then the dropdown will be available in “GSTIN of deductee” column. You can either use the dropdown to enter deductee’s GSTIN or enter it manually one by one. You cannot copy/paste GSTIN from any other sheet.
  • Disable suppliers’ master drop down disables dropdown and enables copy/paste Thus, if you click on the “Disable Suppliers’ Master drop down”, the dropdown will disappear. Then, you can either enter deductee’s GSTIN manually or copy/paste it from any other sheet. It will be validated at the time of json upload on the portal.

Q14. What is the use of Suppliers Master worksheet-tab?

The Suppliers Master tab contains GSTIN Master Sheet. It is used to perform following 3 functions:

  1. Enter details of the deductee or suppliers, which would be then readily available for you to fill in Table 3 and Table 4 of the worksheet.
  2. Validate the entered details using the Validate Sheet
  3. Navigate to the Home page using the Go Home

Q15. Can the offline utility populate name of the taxpayer based on GSTIN?

No, the offline utility cannot populate name of the taxpayer based on GSTIN, as database will not be there to fetch the details of the taxpayer in Excel/offline utility.

Q16. How many TDS details of the suppliers can I enter in the offline utility?

You can enter maximum 10,000 rows of TDS details of the suppliers in the offline utility.

Q17. I am a tax deductor. I’ve made payment for four different products to one of my suppliers. Shall I report each payment in four different rows of the offline utility?

No. Row with a duplicate GSTIN is not allowed in the utility. You should report whole amount in one row only. Add up all the payments and enter one single consolidated amount in the “Amount paid to deductee on which tax is deducted *” column.

Q18. I have mistakenly entered rows with the same GSTIN. Should I use the

“Delete” option from the dropdown of “Action” column to delete these rows?

No, delete the incorrect data in the utility manually using the “Delete” button of your keyboard.

Ignore the Delete option when preparing GSTR-7 for the first time upload for that period.

Note: Add and Delete options of the “Action” column are meant for adding or deleting data on the GST portal. This option may be used for subsequent uploads and use it only to delete those particular rows which you want to delete from the already-uploaded data on the portal.

Q19. Can I enter negative or decimal amounts in the offline utility?

No, you cannot enter any negative value in the utility. But, you will be able to enter decimal values. All decimal values would be rounded off to two decimal places. But, total liability will be rounded off to whole number.

Q20. Can the offline utility validate all details entered in the excel/offline utility?

No, the offline utility will not be able to validate all the details as it would have no connection with GST portal at the time of data entry. Only limited validations would be available in the offline utility tool, namely: GSTIN structure format, computation of tax amount and duplicates entries, if any.

Q21. After clicking “Validate Sheet” button, I can see cells highlighted in red and “Sheet Validation” column only shows “Error in row”. Where is the error description?

Point your mouse-cursor on each of the red-highlighted cells to read the error description of each cell. A yellow description box will appear. Correct the errors as mentioned in the description box. Alternatively, click Review > Show All Comments link in the ribbon-tab of the excel to view the comments for fields with errors.

Q22. When will I be able to validate all details entered in the excel/offline utility?

The validations that have dependency of online connectivity would be done at the time of upload of JSON File created using offline tool.

Q23. Does the downloaded Error JSON File contain all the entries I have uploaded on the GST Portal?

No, the downloaded Error JSON File contains only the erroneous entries.

Q24. I’ve uploaded GSTR-7 JSON File and it was processed without error. Do I need to download the generated file?

No, it is not necessary for you to download the GSTR-7 JSON File processed without error. You need to download it only if you want to update, add or delete the details added previously. You can download the uploaded file if so required by you.

Q25. Is there a list of key Dos and Don’ts we need to keep in mind while making entries in the utility?

Yes. Please refer to the following list of Dos and Don’ts for your easy reference

For more FAQs related to Form GSTR-7 and Online filing of Form GSTR-7 on the GST Portal, please refer to
https://tutorial.gst.gov.in/userguide/returns/index.htm#t=GSTR7_FAQ.htm

Manual of GSTR-7 Offline Utility

GSTR-7 Offline Utility Overview

GSTR-7 Offline utility is an Excel-based tool to facilitate return creation in offline mode.

Deductors/GST practitioners may use the offline utility to fill details of the transactions that attract the provision of deduction of TDS in Table 3 of GSTR-7 and amendments related to previous period(s) in Table 4 thereof.

Once return is prepared using offline utility, it is to be uploaded on GST Portal for payment of liabilities, signing and filing.

Every registered person who is obligated under the law to deduct prescribed percentage of TDS at the time of making payment or crediting to supplier, would be required to file this return in form of GSTR-7, within 10 days after the end of the month in
which payment made or credited to his supplier.

Steps to Prepare TDS Return in Form GSTR-7 Using Offline Utility

To Prepare TDS Return in Form GSTR-7 using offline utility, perform following steps:

A. Download the GSTR-7 Offline Utility
B. Open the GSTR-7 Offline Utility Excel Worksheet
C. Add table-wise details in the Worksheet
D. Generate JSON File to upload
E. Upload the generated JSON File on GST Portal
F. Preview Form GSTR-7 on the GST Portal
G. Open Downloaded GSTR-7 JSON File(s), if required
H. Open Downloaded Error GSTR-7 JSON File(s), if any

To know about the following steps of filing Form GSTR-7 on the GST Portal, please refer to https://tutorial.gst.gov.in/userguide/returns/index.htm#t=GSTR7_Manual.htm.

A. Payment of tax
B. File Form GSTR-7 with DSC/EVC
C. View Debit entries in Electronic Cash Ledger for tax payment
D. Download Filed Return

A. Download the GSTR-7 Offline Utility

To download the GSTR-7 Offline Utility, perform following steps:

Downloading the GSTR-7 Offline utility is a one-time activity. However, the utility may get updated in future. So, always use the latest version available on the GST Portal.

1. Access the www.gst.gov.in URL. The GST Home page is displayed.
2. Click the Downloads > Offline Tools > GSTR 7 Offline Utility option.

You can download the GSTR-7 Offline Utility from the Portal without logging in to the GST Portal.

3. Returns page is displayed. Click the Download hyperlink.

Make sure you carefully read the Important message and System Requirement details displayed on the page.

4. An Information popup opens. Click PROCEED

5. Returns page is displayed again and a zipped GSTR 7 Offline Utility folder gets downloaded.

B. Open the GSTR-7 Offline Utility Excel Worksheet

To open the downloaded GSTR-7 Offline Utility Excel Worksheet, perform following steps:

1. Extract the files from the downloaded zipped folder GSTR7_Offline_Utility.zip and you will see GSTR7_Offline_Utility excel file in the unzipped folder. Right-click and click Open.

2. Click Enable Editing.

3. Click Enable Content. Then, click the Read Me tab.

The Worksheet comprises 5 tabs—Read Me, Home, 3 TDS, 4 Amend and Suppliers Master.

4. Read Me page is displayed. It contains introduction and help instructions. Scroll down to read all the instructions carefully. Once you have completed your reading, you can now proceed to enter TDS details in the worksheet.

C. Add table-wise details in the Worksheet

To add table-wise details in the Worksheet, perform following steps:

1. Go to the Home tab and enter GSTIN, Financial Year (select from the drop-down list) and Tax Period (select from the drop-down list).

2. Go to the Suppliers Master tab and enter GSTIN and other details of the deductee or suppliers. This will help you easily populate data in the Table 3 and Table 4

Entering details in the update the details in Suppliers Master sheet is not mandatory. You can update the details in Table no 3 and 4 without updating the details in suppliers Master.

2a. Column B S.NO., will get automatically populated after you click the Validate Sheet button.

2b. Fill Column C, GSTIN of deductee/Supplier *, with active GSTIN. You can verify validity of GSTIN from the GST portal: Home > Search Taxpayer > Search by GSTIN/UIN.

This is the only mandatory field in this sheet.

2c. In Column D, Legal name, enter legal name of the deductee/supplier (this field is not mandatory)

2d. In Column E, Trade name if any, enter trade name of the deductee/supplier (this field is not mandatory)

2e. In Column F, Action, select “Delete” only if you want to delete from the Master sheet. (this field is not mandatory)

3. Click the Validate Sheet button. No Errors popup appears. Click OK.

4. Go to 3 TDS tab and enter details in Columns B, C, D, E, F and G.

4a. In Column B, GSTIN of deductee you will see a drop-down list containing all the GSTINs you entered in the Suppliers Master tab. For each row, you can either select the GSTIN from this list or enter it manually. If you want to only copy/paste GSTINs from another sheet, click Enable Suppliers’ Master drop down button and it will be changed to “Disable Suppliers’ Master drop down” and you will be able to use the copy/paste functionality.
For a particular GSTIN of the supplier, there cannot be any duplicate records. All rows of this sheet must contain a unique GSTIN.

4b. While entering amount paid to deductee in Column C, Amount paid to deductee on which tax is deducted*, make sure you don’t enter any negative amount. You can enter decimal values. The utility will automatically round of all decimal values you enter to two decimal places.

4c. While entering tax details in the following columns, make sure the total taxable amount—IGST (Integrated Tax) or Central Tax (CGST) or State/UT Tax (SGST)— is 2% of the amount entered in Columns C.

  • Column D – Integrated Tax
  • Column E – Central Tax
  • Column F – State/UT Tax

Only IGST is applicable if location of supplier and place of supply are in different state/Union territory or supplies from SEZ. Otherwise, Central Tax (CGST) or State/UT Tax (SGST) will be applicable and these two must be of the same amount.

4d. When you go to Column G, you will see a drop-down list with two options: Add and Delete. Select Add for each row with TDS data.

Please note that Add and Delete options are meant for adding or deleting data in the GST portal. Ignore the Delete option when preparing GSTR-7 for first-time upload, and for the subsequent uploads use it only to delete those particular rows from the already-uploaded data of the portal.
In case, you need to delete some data you have entered in the sheet before upload, delete it manually using the “Delete” button of your keyboard.

5. Once you have entered all the TDS details, click the Validate Sheet button.

5a. In case of successful validation, Column H of this sheet will be empty and you can directly perform Step 8.

5b. In case of unsuccessful validation, error-intimation popup will appear and the cells of the Column H will show “Error found in row”. Close the popup by clicking OK.

6. Point your mouse-cursor on each of the red-highlighted cells to read the error description of each cell. A yellow description box will appear. Correct the errors as mentioned in the description box.

Alternatively, click the Review ribbon-tab > Show All Comments link to view the comments for fields with errors.

7. After you have corrected all the errors, again click the Validate Sheet button.

8. As no errors were found, Column H of this sheet will be empty and a No errors popup appears. Click OK.

9. If you have to make any amendments related to previous month(s), go to the 4 Amend tab. Otherwise, perform steps mentioned in the following hyperlink: Generate JSON File to upload

9a Enter details from Column B, C, D, E, F, G, H, I, J, K, L, M and click the Validate Sheet button. Perform Steps 5 to 8 mentioned above, in this sheet also, until all the cells of the sheet are error-free.

9b In Columns B and C, select Month and Year from the drop-down list.

9c When you go to Columns D and F, you will see a drop-down list containing all the GSTINs you entered in the Suppliers Master tab. For each row, you can select the GSTIN from this list. If you want to only copy/paste GSTIN from another sheet, click Enable Suppliers’ Master drop down button and it will be changed to “Disable Suppliers’ Master drop down” and you will be able to use the copy/paste functionality.

For a particular GSTIN of the deductee, there cannot be any duplicate records. All rows of this sheet must contain a unique GSTIN.

9d In Columns G, select Yes or No from the drop-down list.

9e In Column H, don’t enter any negative amount. You can enter decimal values. The utility will automatically round of all decimal values you enter to two decimal places.

9f While entering tax details in Columns I, J and K, make sure the total taxable amount—IGST (Integrated Tax) or Central Tax (CGST) or State/UT Tax (SGST)— is 2% of the amount paid to the deductee.

Only IGST is applicable if location of supplier and place of supply are in different state/Union territory or supplies from SEZ. Otherwise, Central Tax (CGST) or State/UT Tax (SGST) will be applicable and these two must be of the same amount.

9g In Column L, if records were rejected by the deductee, mention if any action has been taken on those records. This is not a mandatory field and you may leave it blank.

9h When you go to Column M, you will see a drop-down list with two options: Add and Delete. Select Add for each row with TDS data.

Please note that Add and Delete options are meant for adding or deleting data in the GST portal. Ignore the Delete option when preparing GSTR-7 for first-time upload, and for the subsequent uploads use it only to delete those particular rows from the already-uploaded data of the portal.
In case, you need to delete some data you have entered in the sheet before upload, delete it manually using the “Delete” button of your keyboard.

D. Generate JSON File to upload

To generate JSON File to upload, perform following steps:

1. From the tab you are on, go to the Home tab by either clicking the Go Home button or clicking the Home tab.

2. On the Home tab, scroll down and click on the Get Summary button.

3. Summary of all the entries filled in 3 TDS and 4 Amend sheets is displayed.

4. Scroll up and click the Generate JSON File to upload button.

5. A Save As pop-up window appears. Select the location where you want to save the JSON file, enter the file name and click the SAVE button.

6. A window pop-up appears with a message that the file has been generated and placed at the desired location and now it can be uploaded on the portal. Click OK.

E. Upload the generated JSON File on GST Portal

To upload the generated JSON File on the GST Portal, perform following steps:

1. Access the www.gst.gov.in URL. The GST Home page is displayed.

2. Login to the portal with valid credentials.

3. Dashboard page is displayed. Click Return Dashboard. Alternatively, you can also access the Return Dashboard by the following navigation: Services > Returns > Returns Dashboard

4. The File Returns page is displayed. Select the Financial Year & Return Filing Period (Month) for which you want to file the return from the drop-down list and click the SEARCH button.

5. The GSTR-7 tile is displayed, with an Important Message box on the right. In the GSTR-7 tile, click the PREPARE OFFLINE button.

6. The Upload section of the Offline Upload and Download for GSTR-7 page is displayed. Click the Choose File button.

7. Browse and navigate the JSON file to be uploaded from your computer. Click the Open button.

8. The Upload section page is displayed. A green message appears confirming successful upload and asking you to wait while the GST system validates the uploaded data. And, below the message, is the Upload History table showing Status as “In-progress”.

9. Once the validation is complete, one of the following two instances can occur:

9a No error was found. Then, the Upload History table will show the Status as “Processed” and Error Report as “NA”.

I. You can download the successfully uploaded details under ‘Download’ section. Go to Download section and click the Generate File button. A green message is displayed confirming your request and asking you to wait for 20 minutes.

While you wait for the file to be generated, you can preview the successfully uploaded details in the Form GSTR-7 on the GST portal. To do this, follow the steps mentioned in the following hyperlink: Preview Form GSTR-7 on the GST Portal

II. After 20 minutes, a link is displayed. Click on the link to download your validated zipped file.

III. Unzip and save the Json File in your machine.

9b Error was found. Then, the Upload History table will show the Status as “Processed with Errors” and Error Report as “Generate error report”.

Error Report will contain only those entries that failed validation on the GST portal. The successfully-validated entries can be previewed online. To preview, follow the steps mentioned in the following hyperlink: Preview Form GSTR-7 on the GST Portal

I. Click Generate error report hyperlink. A confirmation-message is displayed and Columns Status and Error Report change as shown.

II. Once the error report is generated, Download error report link is displayed in the Column Error Report. Click the Download error report link to download the zipped error report.

III. Unzip and save the Json File in your machine.

F. Preview Form GSTR-7 on the GST Portal

To preview Form GSTR-7 on the GST Portal, perform following steps:

1. Access the http://www.gst.gov.in URL. The GST Home page is displayed.
2. Login to the portal with valid credentials.
3. Dashboard page is displayed. Click Return Dashboard. Alternatively, you can also access the Return Dashboard by the following navigation: Services > Returns > Returns Dashboard d

5. The File Returns page is displayed. Select the Financial Year & Return Filing Period (Month) for which you want to file the return from the drop-down list and click the SEARCH button.

6. The GSTR-7 box is displayed, with an Important Message box on the right. In the GSTR-7 box, click the PREPARE ONLINE button.

7. The details you had successfully uploaded on the portal using the Offline Utility would be displayed in boxes 3 and 4. Click the PREVIEW button. The draft Summary page of your Form GSTR-7 gets downloaded.

8. The downloaded PDF is displayed. It is recommended that you review the summary of entries made in different sections carefully. The PDF file generated would bear watermark of draft as the details are yet to be filed.

G. Open Downloaded GSTR-7 JSON File(s), if needed

To open the downloaded GSTR-7 JSON File, perform following steps:

1. Open GSTR-7 Offline Utility and go to the Home tab. Click the Open Downloaded GSTR-7 JSON File button.

2. Browse the JSON(.json) file and click the Open button.

3. Select the downloaded JSON (.json) file and click on OK to proceed.

4. Success message will be displayed. Click the OK button to proceed.

5. Now all the TDS entries that were successfully uploaded on the GST Portal would be auto-populated in the respective sheets: 3 TDS and 4 Amend

6. Modify the TDS details as per requirement.

7. After making the modifications, click the Validate Sheet button to validate the sheets.

8. After each section is successfully validated, click the Get Summary button to update the summary on Home tab.

9. Summary is displayed for all the sections.

GST portal allows you to modify and upload JSON multiple times before it is filed. An important point to note here is that if some TDS details exist from previous upload, it will be updated with latest uploaded details. All new TDS entries will be added as new entries.

H. Open Downloaded Error GSTR-7 JSON File(s), if any

To open the downloaded Error GSTR-7 JSON File, perform following steps:

1. Open GSTR-7 Offline Utility and go to the Home tab. Under the section Error File Handling, click the Open Downloaded Error JSON Files button.

2. A file dialog box will open. Navigate to extracted error file. Select the file and click the OK button.

3. Success message is displayed. Click the OK button to proceed.

4. Navigate to 3 TDS and 4 Amend sheets. The erroneous entries that failed validation is displayed. Correct the errors, as mentioned in the column “GST Portal Validation Errors” in each sheet.

5. After making the corrections, click the Validate Sheet button to validate the sheets. On successful validation, Column “GST portal Validation Errors” would become empty and No errors popup appears. Click OK.

6. From the tab you are on, go to the Home tab by either clicking the Go Home button or clicking the Home tab to generate summary. Follow steps mentioned in the following hyperlinks: Generate JSON File to upload andUpload the generated JSON File on GST Portal

Categories FAQ, GST

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