Avalara TrustFile Bharat · 1800-270-2875 [email protected] or [email protected] 3 Introduction TrustFile Bharat (a.k.a. TFB) is a fully automated cloud-based solution for

1800-270-2875 [email protected] or [email protected] 1

Avalara TrustFile Bharat

Quick Start Guide

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Contents Introduction .......................................................................................................................................3

How to access Avalara Trustfile Bharat? ...............................................................................................3

Login..................................................................................................................................................3

How do I reset a lost password? ......................................................................................................3

Dashboard .........................................................................................................................................4

Dealers Page ......................................................................................................................................5

Create a New Dealer .......................................................................................................................5

Validations in Dealer’s Page. ............................................................................................................6

Updating a Dealer Profile ................................................................................................................7

How to Prepare a Return? ...................................................................................................................8

Prepare Return – Upto FY 2015-2016 ...................................................................................................8

Details Tab .....................................................................................................................................8

Annexure Tab .................................................................................................................................8

Within State Tab .............................................................................................................................9

OTS Tab........................................................................................................................................ 11

Liability Tab .................................................................................................................................. 12

Challan Tab................................................................................................................................... 13

Review Tab ................................................................................................................................... 14

Prepare Return for FY 2016-2017....................................................................................................... 15

Details Tab ................................................................................................................................... 15

TFB Template tab.......................................................................................................................... 15

Review Tab ................................................................................................................................... 18

Start Filing Your Returns.................................................................................................................... 19

Steps for bulk filing: ...................................................................................................................... 19

Filings History ................................................................................................................................... 21

View and Download Acknowledgement ......................................................................................... 22

Computation History page............................................................................................................. 22

Archive ............................................................................................................................................ 23

Frequently Asked Questions .............................................................................................................. 24

Avalara TrustFile Bharat Support ....................................................................................................... 25




Introduction TrustFile Bharat (a.k.a. TFB) is a fully automated cloud-based solution for MVAT Returns Preparation and

Filing. In this document, you are going to learn various TFB features and how to file your VAT returns

with an easy, fast and accurate interface.

How to access Avalara Trustfile Bharat? Logging into Avalara TrustFile Bharat is a simple and secure process. When you establish your account,

you'll receive an email message that includes a link to create a password.

For security, your password is secured and stored in our database in an encrypted form that even our

engineers don't have access to.

Also, make sure you create a new password in Avalara TrustFile Bharat every six months for security

reasons.

Once you are logged into the system, you will learn about-

1. Dealer Dashboard

2. Dealer Creation

3. Prepare Returns (VAT returns computation)

4. VAT Return Filings and

5. Filing History

Login 1. Go to https://trustfilebharat.avalara.com/

2. In the User Name text box, type the email address that you used to establish your account.

3. In the Password text box, type your password, and then click Log In

How do I reset a lost password?

1. If you can't remember your password, click Forgot Password?

2. Type your log-in name and Avalara TrustFile Bharat will email you a temporary password.

3. Log in at Avalara TrustFile Bharat.

4. Change the temporary password to one that you want to use.



https://trustfilebharat.avalara.com/


Dashboard After logging into Avalara TrustFile Bharat, you will first see the Dashboard with widgets and links to

your major tasks that you use in Avalara TrustFile Bharat for Preparing Returns and Filing your Returns.

The dashboard also gives you a quick view of:

1. The total dealers you have filed for and their frequency of filing for the current financial year.

2. Returns filing statistics for the current financial year-

a. Overall Return Filing status:

i. This shows the number of filings that are Yet to be due, and the Filings that are

due as on the current date.

b. Returns Due for Filing:

i. This will show the statuses of the current filings.

In the left side pane, you will see links to following TFB pages:

a. Dealers Page: You can either add a new dealer or modify an existing dealer.

b. Prepare Return: You can start preparing the MVAT returns.

c. File Return: You can file VAT returns in BULK. Just drag and drop, or Browse and select

the REM (.txt) files here.

d. History:

i. Filing History: You will see the status of the returns that you filed through

Prepare returns/ File returns page.

ii. Computations: You will see the pending and drafts of the returns you filed

through Prepare returns page.

e. Archives: You can store all your history files here. Currently, the tool only supports OLD return that are in EXCEL forms.




Dealers Page Creation of Dealer is a one-time setup, where we ask you to key in a few important Dealer details once

in our application. Post this, you can file multiple returns for the dealer and the application would

remember all the key details for the dealer like Tin no, MahaVat password, address etc. Once you create

a dealer, the dealer’s page will display the list of companies you keyed in. You can view/update/search the dealer’s information from this page.

Create a New Dealer

1. Click on Add button to enter into Dealer’s configuration page. Enter all the required information

of the dealer for generating a valid VAT return form.

2. Enter all the details on the tab. The field marked with * are mandatory fields.

3. Enter valid 11 digits TIN# without adding “V”.

4. Enter valid PAN #.

5. Receive Email – we ask you to tick this in 3 places on this tab.

6. Contact details – You could enter dealer’s e-mail id. On checking this flag, your dealer will

receive notifications on this e-mail id on filing acknowledgements.

7. Signatory E-mail id - You could enter dealer’s signatory e-mail id. On checking this flag, your

dealer’s signatory will receive notifications on this e-mail id on filing acknowledgements.

8. Your e-mail id – On checking this field, you would receive notifications on this e -mail id on filing

acknowledgements.

9. CST Registered – If your dealer has inter-state transactions, please do remember to check “yes” here. If not done, the CST form will not get generated on the application.

Once done entering all fields, Click Create button at the bottom of the page to save the dealer record.




Validations in Dealer’s Page.

The system will not allow you to create a dealer unless you enter all the mandatory Fields. Note the various validations below:




Updating a Dealer Profile

Click on any dealer name in the dealer’s main page, you will be then taken to a page where you can

update dealers information. In this page, you can also add/update the filing frequency for a given Financial Year.




How to Prepare a Return? Under Prepare Return’s page, the Details tab asks you to fill in the following details. On filling in these

details and saving it, a Return ledger will get created for you. You can pick up this ledger and complete it

later once created. The records of this ledger can be found later in History> Computation tab.

Prepare Return – Upto FY 2015-2016 Details Tab

In case a dealer’s information is not complete, the same is displayed in the tool. Click on here hyperlink to complete the dealer’s database.

Annexure Tab

1. Download the template and fill up details in the spreadsheet

2. TIN # details along with "Net Taxable amount and VAT amount"

3. For Non-TIN Holders transaction enter only "Net Taxable amount and VAT amount"

4. For Tax-free transactions enter amount only in "Net Taxable amount column"

5. Click on the Upload annexure link and select your saved template

6. Data will be populated in the system: It valid the TIN# and notify if it's invalid

7. If your annexure entries are limited, you can use the Annexure tab’s Sales and Purchases section to

add the TIN # manually by clicking on "Add" button




TFB computation template for old Annexures.

Within State Tab

In this section, we have included following sections:

1. Total Sales

2. Deductions associated with Sales

3. Net taxable Sales

4. Total Purchases

5. Deductions associated with Purchases

6. Set-Off




Enter appropriate values in these sections. Click on "Save" button and move to "OTS" (CST) tab.




OTS Tab

We have used the name OTS (Other Than State) for CST transactions.

In this section, we have included following sections of Form CST

1. Total Sales

2. OTS

3. OTS Taxable Sales

Please enter appropriate values in these sections.

The grey color fields are auto-populated from earlier filled values are non-editable.

Click on save button and move to Liability tab




Liability Tab

1. Click on "Calculate" button to compute liability (payable/refundable) for Within State Liability and

Other than State Liability.

2. Click on Save button and move to "Challan" tab




Challan Tab

1. Select the form type and fill in required details on the tab.

2. Click on Add button, details will be populated below.

3. Ensure you enter valid Challan number. Challan number is valid if: First 7 digits is BSR code, Next 8

digits is Date and Last 5 digits is identification number.

RAO (Refund Adjustment Order) Tab

1. Enter RAO details and click on "Add" button.




Review Tab

You are now almost done with your return preparation! If there are any errors while filling in the form,

you can see the error details on this tab.

Go ahead and rectify these errors. Once done, you can come back on this tab. This tab enables y ou to -

1. Download Form 231 (Excel as well as REM)

2. Download Annexure (Excel as well as REM)

3. Download CST

4. E-File all of these forms, through Send for Filing button.

5. Remember to check the relevant boxes and also to the terms mentioned on thi s screen, before you

send for Filing.




Prepare Return for FY 2016-2017 For preparing returns for FY 2016-2017, you need to click on FY 2016-2017 sub-menu option under Prepare Return menu.

Note: For FY 2016-2017, TFB offers returns preparation for Form 231, Form CST, Form 231_CST, Form

233 and Form 233_CST only.

Details Tab

1. Select a dealer in the dealer search text box.

2. Select other details like Form Type, Type of Return, Financial year, Month/ Quarter details to fill-

in the return form header details.

3. Click next to input details into TFB Template.

TFB Template tab

Under TFB Template Tab, you will be asked to download TFB computation template. When you click on

Download Computation Template button, a pop up will appear, asking you to download the template

either in .xlsm or .xlsb format. The difference between the two formats is .xlsb occupies less disk space

than .xlsm format. Note: .xlsm is compatible in all windows o/s and so it is a recommended version.




What is TFB computation template?

TFB computation template is an excel template which will allow you to input your Sales/Purchases

annexure details and Return form details in the same excel workbook. The input template has a few

basic inbuilt validations which will capture errors while entering the data and hence saves your time in preparing the returns.

TFB Input Template for FY 2016-2017 returns

How to work with TFB Input template?

1. Select_RateOfTax sheet – This sheet will display all the Rate of Taxes available for the MVAT

returns. Upon selecting the required rate for sales and purchases annexures, columns of net

amount and the respective tax amount will be added to the annexures.

2. Sales Annexure/Purchases Annexure Sheet- Go to TransactionCodeList sheet, Select

TxnCodeSales/TxnCodePurchases list containing sales/purchases code and copy it in your




working sheet, then fill in all the annexure details in your working sheet and copy it to the TFB

template or you can directly select the transaction code in the TFB template and continue filling

up the details.

In case you are directly inputting the details in the template, we advise you to select the

transaction code first and then fill in rest of the details. By doing so, the template will grey out

the non-applicable sales/purchases column in the sales/purchases annexure sheet. The columns

that you see here is similar to that of the state template except for Net (Local sales/purchases)

and Tax (Local sales/purchases) columns will appear at the end. You need to enter the net

amount only, the respective tax amount and the Gross total will be automatically calculated in

the template.

3. Form 231 – Once you have filled-in the annexure details properly, go to Form231 sheet, you will

find the suggestive entries for Box6 (Computation of sales Tax collected separately) and for

Box11 (Tax Rate-wise breakup of within state purchases from RD and URD eligible for set-off).

You may also need to refresh the entries by clicking the ‘Click here to update suggested entries

for Box6 and Box11’ Button. If you see the suggestive entries are matching the annexure entries,

you can copy it to the main Box6 and Box11. Enter other details like FORM 231 adjustments

here and continue to Form CST.

4. Form CST- Click on the button saying ‘Click here to update Suggested entries for Box A’ to get

the Rate of tax and sales turnover details from sales annexure tab. After matching the

suggestive entries with sales annexure details, you can copy the entries to the main Box A of CST

form. Fill-in other manual entries in the sheet to complete the form.

5. Challan – Enter Challan details for the return. Once the challan details are entered, the amount

will be reflected back in form 231/233. 6. RAO – Enter RAO details for the return.

After filing up all the details, you need to save the sheet and upload it back to TFB tool. Upon uploading

in TFB Template tab, a message saying File uploaded successfully will be displayed and TFB will prepare the return form for you in the background.




Review Tab

After the input template has been upload successfully, you need to click on REVIEW tab to review the

returns. The final return form (excel return in MVAT template) prepared by TFB will be made available

for download. You must open the return/REM and verify the form before submitting it to MVAT portal.

If errors found in the return, the same will be displayed in the Messages sheet as well as in Filing Error

log table in the Review page. Errors mentioned as line number in the return form corresponds to the

row number in the TFB template. You have to correct the errors in the TFB template and then upload it to TFB by going to TFB template tab.

Verify the Final return again and then if everything looks good, you need to check the I agree… check

box and click on Send for Filing button. If errors are still found on submitting, the same will be displayed in the Filing Error log table. If no errors, this section will be blank and you can click on send for filing.

To know the filing status, go to History>Filing History and get the latest status.




Start Filing Your Returns If you are close to meeting your filing deadlines and wish to file all the pending returns in one go, then

Trustfile Bharat’s File Return feature is the one you are looking for.

Steps for bulk filing:

1. Click on File Return option.

2. In the File Return’s page, click on Browse button and select the REM text file(s) from the folder

or drag and drop all the REM files in the drop area.

3. When you drop the REM text file(s) in the drop area, a record will be created in the Filing Details

section. The record will then ask you to enter the state password if the dealer is not already

created in the database. After entering the password, you need to click on the File Return

Button.

Note: The Password that you entered will be saved in the database and the same password will

be used for filing returns for subsequent months. If you have changed the password with the

state then the same should be updated through dealer’s page.




After you have clicked the File Return button, the Action column will be updated with ‘Check Filing

History’ message. If there are any errors found during the processing, the same will be displayed in the

Actions column.




Filings History This page will provide a list of filings done through the application and Filing Log for the same. You will

also see various filing statuses of the returns you filed either through File Return page or through

Prepare Return page.

Status 1: Ready to File

Status 2: Processing

Status 3: Return Upload Success

The filing statuses are updated automatically; you can also click on the Refresh button on the top right

of the page to refresh the statuses manually.




View and Download Acknowledgement

1. Click on ‘Eye’ icon of the record to view Web-Filing logs.

2. Click on ‘Download’ button to download receipt/ Acknowledgements.

Computation History page

The computation history page contains return drafts/pending files that are prepared using TFB’s

prepared Returns feature. You can pick a dealer from the table and continue to complete the filings

process from here.




Archive

You can make use of TFB Archive feature to store all your history return files in a secure cloud storage

with no extra cost and maintenance. Storing your files in TFB archive will allow you to download the files anywhere and anytime.




Frequently Asked Questions 1. My return has failed with following error message:

Failure Reason:'2016 2nd Quarter' FilingPeriod not found or is not active for filing.

A) If you receive a similar message for monthly or quarterly filings, it means that state has not yet enabled the filing for that quarter or month. Please check the trade notification from MVAT for more details.

There could also be a possibility that you have filed this return outside TrustFile Bharat and the option to file for the same period is not available.

2. My return has failed with following error message:

Failure Reason: Act: CST not present in system

A) You will receive this error when the dealer is registered for CST and you are fil ing returns for only VAT. You need to input CST number in the return form and then file. If you are using TFB preparation to prepare the returns, then you need to select 231_CST or 233_CST in the details tab of returns preparation.

3. My return has failed with following error message:

Return filing under Process...

A) This error is generated from state website itself. This means that when a return is submitted in the last 24 hours, MVAT doesn't allow you to file another return until the return is generated from state.

4. In history page, I see the filing is stuck in processing state.

A)- Due to slowness in MVAT site, the processing of a return can take somewhere between 5 to 30

minutes.




Avalara TrustFile Bharat Support If you have queries/suggestions about Avalara TrustFile Bharat, please contact Avalara Bharat on our toll free number 1800-270-2875, or Email us at [email protected] or [email protected].





Documents

Avalara TrustFile Bharat · 1800-270-2875 [email protected] or [email protected] 3 Introduction TrustFile Bharat (a.k.a. TFB) is a fully automated cloud-based solution for