Generating an invoice is a critical step in processing an order on the Government e-Marketplace (GeM). Without a valid invoice, sellers cannot proceed with dispatching the order and missing the deadline can even disable the 'Generate Invoice' button on the dashboard.
In this guide, we’ll take you through a step-by-step process to generate an invoice on the GeM portal, ensuring a smooth and hassle-free transaction with government buyers.
Why is Invoice Generation Important?
- Mandatory for Order Processing: Without an invoice, the order cannot proceed.
- Avoid Delays & Disruptions: The 'Generate Invoice' button disappears if not used within the allowed timeframe.
- Ensures Compliance: Invoices must align with GST regulations and government procurement policies.
- Facilitates Faster Payments: A properly generated invoice speeds up the payment process.
Step-by-Step Guide to Generating an Invoice on GeM Portal
Step 1: Log in to Your GeM Seller Account
- Visit the GeM Portal and click on Login.
- Enter your registered User ID and Password.
- Once logged in, navigate to your dashboard.
Step 2: Access the Order Section
- Click on the 'Orders' tab.
- Locate the specific order for which you need to generate an invoice.
- Click 'Process Order' to move forward.
Step 3: Generate the Invoice
- Under the Product-Wise section, locate the 'Generate Invoice' button.
- If the button isn’t visible:
- The invoice might have already been generated.
- The invoice generation time limit may have expired.
- Upload your invoice (created using Tally, Excel, or any accounting software).
- If applicable, upload the E-Way Bill (for transport compliance).
- Fill in the required invoice details:
- Invoice Number (unique & GST-compliant).
- Invoice Date and Supply Date.
- Supply Type & Location.
- Enter product details:
- Quantity & Rate per unit.
- Applicable GST (IGST, CGST, SGST).
- HSN Code (for taxation purposes).
- Review all details carefully and click 'Generate'.
- Authenticate the invoice using OTP verification or eSign.
Step 4: Download the Invoice
- After successful generation, the invoice will be available for download.
- Click on 'Download Invoice' and save a copy for reference.
- If required, print a hard copy to attach with the shipment.
Step 5: Dispatch the Order
- Pack the order securely, ensuring compliance with buyer requirements.
- Download the Dispatch Slip from the portal and affix it to the package.
- Ship the order via a reliable logistics partner.
Step 6: Update the Delivery Status
- Once the order is delivered, update the status on GeM.
- The buyer will verify and generate the Consignee’s Receipt & Acceptance Certificate (CRAC).
- After CRAC approval, the buyer initiates the payment process.
Key Points to Remember
- Ensure your GST details are updated on the GeM portal.
- Double-check invoice details before submission to avoid discrepancies.
- Generate an invoice only after accepting the order.
- Verify buyer details & order specifications before dispatching.
- Maintain invoice copies for tax and audit purposes.
- Adhere to the stipulated timeline for order processing.
Conclusion
By following these simple yet crucial steps, sellers on the GeM portal can efficiently generate invoices, process orders, and ensure timely payments.
- Stay compliant with GeM invoicing policies.
- Avoid processing delays by completing each step within the deadline.
- Enhance your credibility as a trusted government seller.
For expert insights, detailed guidance, and regular GeM updates, visit Bidz365 and subscribe to Rohit Semwal’s YouTube Channel
Disclaimer: While we provide this guide for educational purposes, we recommend reviewing GeM’s official policies, privacy terms, and security guidelines before proceeding. We do not take responsibility for changes in third-party platform policies or security risks.