How to Generate Auto E-Invoice Bills in RetailGraph ERP | Generate e-Invoices Instantly

Generate Auto E-Invoice Bills in SwilERP Enterprise

How to Generate Auto E-Invoice Bills in SwilERP Enterprise


What is E-Invoicing?


'E-invoicing' or 'electronic invoicing' is a system in which B2B invoices are authenticated electronically by GSTN for further use on the common GST portal. An e-invoice, or electronic invoice, is a digital document that is exchanged between a supplier and buyer and validated by the government tax portal. E-invoicing is the proposed system where business-to-business (B2B) invoices are digitally prepared in an e-invoicing format and authenticated by the Goods and Services Tax Network. This system ensures that all businesses follow a standard format before reporting invoices to the GST portal. With new updates under GST from 1st August 2023, e-invoicing will be applicable for businesses with a turnover exceeding 5 crores. Auto E-Invoicing facility has been incorporated into SwilERP Enterprise Software:


Note:  Before doing this process, your SwilERP Enterprise software should be updated to the new version.

Now, start with SwilERP dashboard to initiate the process:

  1. Before starting of E-Invoice work, please check whether the following options are correctly updated or not in your Company/Customer/Product Master:
  1. HSN No and HSN Unit ( Mandatory):   Set the HSN code and HSN unit for products according to GST Portal in your 'Product Master'.  
  1. Station/State (Mandatory):   Mention the correct Station and State name.
  1. Pin Code (Mandatory):   Please check & update the Pin Code in your Company Information & also check & update the Customer's Pin Code in your Customer Master (It should be written without space).
  1. Mobile No (Optional):   Please check & update the Mobile No. in your Company Information & also check & update the Customer's Mobile No. in your Customer Master ( If mentioned, it should be written with ten digits without any special character).
  1. E-Mail ID(Optional):   Please check & update the E-Mail id in your Company Information & also check & update the Customer's E-Mail ID in your Customer Master (If mentioned, it should properly connect with "@").


Step 1.) Enter the Login Details before generating E-Invoice:

  1. Go to the GST > E-Invoice > Login Detail.
Note: You can follow this same procedure to generate an automated E-Invoice using the SwilERP software.

Reference Window:
SwilERP Dashboard Window

How to enter Login Details in the next slide:

  1. Tick mark If Provided through Third Party Service Providers CMS.
  2. Here you need to insert the Password . To know the password, contact your local service provider or generate a ticket on  www.swildesk.com.
  3. Next, please enter your E-Way website User ID & Password, which Government provides.
  4. Select the Path for exporting the E-Invoice file (select the Path as per your convenience). 
  5. After that click on "Ok" button.
Reference Window:
Login Detail Window

Step 2.) Generate Auto E-Invoice in SwilERP:

  1. Go to the  GST  tab.
  2. Select the  E-Invoice > Generate E-Invoice Bills (Auto).
Reference Window:
SwilERP Dashboard Window

How to generate Auto E-Invoice bills on the next slide:

  1. Select the Date Range 'Form to To'. (Please ensure the date range is not more than 48 hours). 
  2. In the Transaction Type , select the invoice for which you want to generate auto E-invoice bills (for example, you have selected Sales Invoice).

  3. Select the Party name if you want to generate the E-Invoices for the particular party.

  4. Choose the  Status : All/ Generated/ Not Generated. (To generate Auto E-Invoice bills select the Non-Generated option).

  5. You can also select the  Series  if required.

  6. Click on the View option. 

  7. After that, you'll see all your chosen criteria transactions in the below-given screen.

Reference Window:
E-Invoice Bill Window
  1. Tick-Mark  on the invoice to generate the auto E-invoice for the same. 
  2. After selecting the invoice, go to the  Generate E-invoice (SWIL) button  and c lick  on it. 
  3. If you want to cancel the generated auto E-Invoice bills click on the Cancel IRN (SWIL) tab as shown in the below image:
Reference Window:
Auto E-Invoice Bill Window

Step 3.) How to upload E-Invoice on Government Portal:

After clicking on  Generate E-invoice (SWIL) button,  you need to upload the same file to the government website. To upload, click on the  Generate E-invoice (SWIL), and a pop-up window will open, enter the Captcha code and click on the  Log-in option, and the file will be uploaded automatically.


How to view the auto generated E-Invoice number:

       After generating the E-Invoice the user wants to view the auto-generated E-invoice bill, then follow the below given steps:
  1. Select the Status as All (as you can see in given below reference window).
  2. Click on the View tab. Generated Auto E-Invoice Bills is showing in orange color.
Reference Window:
Auto E-Invoice Window