Account Record Rules - Goods and Services Tax 11.06.2017 | Learn About GST : Updates and Rules PDF Download

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1	
	
CHAPTER— 
ACCOUNTS AND RECORDS 
 
1. 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 
relevant documents, including invoices, bills of supply, delivery challans, credit notes, debit 
notes, receipt vouchers, payment vouchers, refund vouchers and e-way bills. 
 
 
(2) Every registered person, other than a person paying tax under section 10, shall maintain 
accounts of stock in respect of goods received and supplied by him, and such account shall 
contain particulars of opening balance, receipt, supply, goods lost, stolen, destroyed, written 
off or disposed of by way of gift or free sample and balance of stock including raw material, 
finished goods, scrap and wastage thereof.  
 
(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 note, 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 these rules; 
(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 
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1	
	
CHAPTER— 
ACCOUNTS AND RECORDS 
 
1. 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 
relevant documents, including invoices, bills of supply, delivery challans, credit notes, debit 
notes, receipt vouchers, payment vouchers, refund vouchers and e-way bills. 
 
 
(2) Every registered person, other than a person paying tax under section 10, shall maintain 
accounts of stock in respect of goods received and supplied by him, and such account shall 
contain particulars of opening balance, receipt, supply, goods lost, stolen, destroyed, written 
off or disposed of by way of gift or free sample and balance of stock including raw material, 
finished goods, scrap and wastage thereof.  
 
(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 note, 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 these rules; 
(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 
2	
	
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 there after 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 authorization 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; 
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1	
	
CHAPTER— 
ACCOUNTS AND RECORDS 
 
1. 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 
relevant documents, including invoices, bills of supply, delivery challans, credit notes, debit 
notes, receipt vouchers, payment vouchers, refund vouchers and e-way bills. 
 
 
(2) Every registered person, other than a person paying tax under section 10, shall maintain 
accounts of stock in respect of goods received and supplied by him, and such account shall 
contain particulars of opening balance, receipt, supply, goods lost, stolen, destroyed, written 
off or disposed of by way of gift or free sample and balance of stock including raw material, 
finished goods, scrap and wastage thereof.  
 
(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 note, 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 these rules; 
(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 
2	
	
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 there after 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 authorization 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; 
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(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 these rules 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 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 the 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 in force. 
 
2. 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 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 where necessary 
for access and any other information which is required for such access along with sample 
copy in print form of the information stored in such files. 
 
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1	
	
CHAPTER— 
ACCOUNTS AND RECORDS 
 
1. 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 
relevant documents, including invoices, bills of supply, delivery challans, credit notes, debit 
notes, receipt vouchers, payment vouchers, refund vouchers and e-way bills. 
 
 
(2) Every registered person, other than a person paying tax under section 10, shall maintain 
accounts of stock in respect of goods received and supplied by him, and such account shall 
contain particulars of opening balance, receipt, supply, goods lost, stolen, destroyed, written 
off or disposed of by way of gift or free sample and balance of stock including raw material, 
finished goods, scrap and wastage thereof.  
 
(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 note, 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 these rules; 
(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 
2	
	
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 there after 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 authorization 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; 
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(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 these rules 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 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 the 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 in force. 
 
2. 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 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 where necessary 
for access and any other information which is required for such access along with sample 
copy in print form of the information stored in such files. 
 
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3.   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 enrollment 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 provision of rule 1, any person engaged in the business of transporting 
goods shall maintain records of goods transported, delivered and goods stored in transit by 
him alongwith GSTIN of the registered consignor and consignee for each of his branches. 
 
(5) Subject to the provision of rule 1, 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. 
 
(6) 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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