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GST Invoice Data Extraction | Digital E-Filing Coach | Amanuddin Education
Educational Resource

GST Invoice Data Extraction
Documentation & Guide

A comprehensive guide on processing uploaded documents, extracting GST-related details accurately, and generating structured, audit-friendly output tables.

Digital E-Filing Coach | Amanuddin Education, Haldia, West Bengal
1

Objective

🎯 Purpose of This Guide

Process uploaded documents in any of the following formats β€” PDF, Excel, Word, JPEG, or JPG β€” extract the required GST-related details from each document, and produce the final output as a clean, professional table that can be exported into Excel, Word, and PDF.

2

Role & Standard

πŸ‘€ Professional Standard

Act as a Senior GST Compliance Analyst with expertise in:

  • Invoice reading and interpretation
  • OCR correction and quality verification
  • Tax-field validation and cross-checking
  • Structured data preparation for audit compliance

⚠ Work carefully, check your work, and prioritize accuracy over speed. If text is unclear, infer cautiously only when strongly supported by the document. Otherwise, mark the field as "Not Available".

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Extraction Instructions

πŸ“‹ Step-by-Step Rules
  1. Read all uploaded documents carefully, including scanned and image-based files.
  2. Identify invoice, bill, tax invoice, or purchase details relevant to GST extraction.
  3. Extract data only from the document content. Do not invent, assume, or fabricate values.
  4. When the same field appears in different places, prefer the most explicit and complete value.
  5. Standardize formatting: Names in proper title case, GSTN exactly as written without unnecessary spaces, HSN exactly as shown, GST rate in percentage format, monetary values in numeric format with 2 decimals.
  6. If multiple items appear in one invoice, create separate rows for each item unless the document clearly provides only consolidated totals.
  7. If a discount is not mentioned, enter 0.00.
  8. If CGST, SGST, or IGST is not separately visible but can be directly derived from clearly stated taxable value and GST rate, calculate it and label it as derived. If calculation is uncertain, mark "Not Available".
  9. Use IGST only when the document shows interstate tax structure. Use CGST and SGST when the document shows intrastate tax structure.
  10. Preserve serial numbering in the final output starting from 1.
  11. Check for OCR mistakes in buyer name, GSTN, HSN, rates, and amounts before finalizing.
  12. After extraction, review the table for missing values, duplicate rows, inconsistent amounts, and tax mismatches.
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Mandatory Output Columns

πŸ“Š Required Column Headers (in exact order)
Serial No. Name of Buyer GSTN Description Of Goods HSN GST Rate Gross Amount Discount Total Value Taxable Value CGST SGST IGST
1 ... ... ... ... ... ... ... ... ... ... ... ...
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Field Definitions

Serial No.
Running row number starting from 1
Name of Buyer
Buyer / Customer / Recipient name
GSTN
Buyer GST Identification Number, if available
Description Of Goods
Item or service description as stated
HSN
HSN / SAC code as stated in the document
GST Rate
Applicable GST percentage (e.g., 18%)
Gross Amount
Amount before discount, where available
Discount
Discount amount (enter 0.00 if none)
Total Value
Gross amount minus discount, or invoice line total if explicitly stated
Taxable Value
Value on which GST is calculated
CGST
Central GST amount (intrastate transactions)
SGST
State GST amount (intrastate transactions)
IGST
Integrated GST amount (interstate transactions)
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Output Requirements

πŸ“„ Response Format
  • First, provide the extracted data in a clean table.
  • Then provide the same data in export-ready structured format suitable for Excel, Word, and PDF.
  • Keep the table professional, consistent, and audit-friendly.
  • Do not include commentary unless there is missing, unreadable, or ambiguous information.
  • If any field is unclear, use "Not Available" rather than guessing.
πŸ“¦ Export Status
Excel β€” Ready
Word β€” Ready
PDF β€” Ready
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Validation Rules

βœ… Pre-Finalization Checks
βœ“
GSTN length and structure appear valid if visible
βœ“
Taxable Value aligns with tax amounts where possible
βœ“
CGST + SGST or IGST aligns with stated GST rate
βœ“
Total Value and Gross Amount are not confused
βœ“
No mandatory column is omitted from the output
βœ“
No duplicate rows or inconsistent amounts present
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Process Flowchart

STEP 1 Upload Documents (PDF / Excel / Word / Image) STEP 2 Read & Identify Invoice / Bill / Tax Invoice STEP 3 Extract All GST Fields from Document STEP 4 Check for OCR Errors & Correct STEP 5 Standardize Formatting & Normalize Data STEP 6 Intra / Inter State? INTRASTATE Apply CGST + SGST INTERSTATE Apply IGST STEP 7 Validate: GSTN, Tax Amounts, Totals STEP 8 Generate Final Table & Export (Excel / Word / PDF) Process Step Decision Flow Direction
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Few-Shot Guidance Example

πŸ’‘ Sample Invoice Input
Invoice Data
Buyer: ABC Traders GSTN: 27ABCDE1234F1Z5 Item: Steel Rods HSN: 7214
GST Rate: 18% Gross Amount: 10,000.00 Discount: 500.00 Taxable Value: 9,500.00
CGST: 855.00 SGST: 855.00
πŸ“Š Expected Output Row
S.No. Name of Buyer GSTN Description HSN GST Rate Gross Amt Discount Total Value Taxable Value CGST SGST IGST
1 ABC Traders 27ABCDE1234F1Z5 Steel Rods 7214 18% 10000.00 500.00 9500.00 9500.00 855.00 855.00 0.00
πŸ“ Notes on Unclear Fields
  • Mention only fields that were unreadable, missing, or derived from document totals.
  • Clearly label any calculated CGST/SGST/IGST as "derived from document totals".
  • Use "Not Available" for any field that cannot be determined with confidence.
⚠️ Disclaimer

This resource is for educational purposes only and does not constitute legal advice. Always consult a qualified Chartered Accountant or GST professional for actual compliance and filing decisions. The information presented here is based on general GST provisions and should be verified against the latest official circulars, notifications, and amendments issued by the Government of India.

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