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Before paying a wholesaler, verify the GSTIN on the GST Portal, confirm that the registration was active on the invoice date, and reconcile every invoice field and tax amount with your purchase order. If an e-invoice applies, scan its signed QR code or verify the signed JSON and confirm an active IRN. A mismatch in identity, status, HSN, tax, quantity, value, address or IRN is a reason to pause payment and request independent proof or a corrected invoice.
Why should you verify a wholesaler before paying?
A GST tax invoice is intended to charge tax and pass on input tax credit. Verification protects you from paying the wrong entity, accepting an invoice that cannot support your tax records, or being overcharged for goods that were not supplied. GSTN guidance describes a tax invoice as the document used to charge tax and pass on input tax credit.
Use two separate tests: identity and transaction. Identity means the GST registration belongs to the supplier named in your quotation and bank details. Transaction means the invoice describes the goods, tax treatment, delivery and payment you actually agreed to. Passing one test does not make the other pass.
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- Stop and correct: the invoice omits a mandatory field, uses the wrong tax type or rate, or contains arithmetic that does not reconcile.
- Stop and independently verify: an e-invoice QR code or IRN does not match the invoice copy, order or supplier identity.
What information should you collect from the supplier first?
Ask for the exact legal name, trade name, GSTIN, registered address, quotation and the name on the bank account before an order is released. Keep the quotation and purchase order with the verification record; they provide the commercial baseline against which the invoice and delivery can be checked.
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Do not rely on a logo, email signature or a bank account alone. A trade name may differ from the legal name, but the GST Portal result must make the relationship clear. If the bank-account name, quotation identity and GST registration point to unrelated entities, obtain an explanation and documentary proof before transferring funds.
How do I check whether a GSTIN is genuine?
Use the GST Portal’s “Search Taxpayer” function and compare the result with the supplier’s quotation and proposed invoice. The lookup returns the trade name, legal name, address and PIN-code attributes, allowing you to test whether the registration belongs to the business you are buying from.
- Enter the supplier’s GSTIN exactly as supplied, without changing letters or digits.
- Record the returned legal name, trade name, principal address, PIN and registration status. Save a dated screenshot or exported result with the purchase file.
- Compare each attribute with the quotation, invoice header, delivery information and the identity given to your accounts team.
- Ask the supplier to explain any difference. A legitimate trade-name variation can be clarified; an unexplained legal-name or address mismatch should stop the purchase until resolved.
The portal result is an identity check, not proof that the goods exist or that the quoted tax is correct. Continue with invoice, order and delivery checks even when every registration attribute matches.
How can I tell whether the registration was active on the invoice date?
Check the registration status against the date printed on the invoice, rather than relying on a current “active” result alone. GSTN’s GSTR-1 guidance describes validity checking for a recipient GSTIN and acceptance of invoice details only when the recipient was active on the invoice date; the same date discipline is essential when reviewing a supplier’s registration.
- Note the invoice issue date and the date of supply, if shown separately.
- Run the GSTIN lookup and inspect the status and effective registration information available for that taxpayer.
- Confirm that the registration covered the invoice date and the relevant transaction. If the portal cannot establish that, ask for an official clarification before recording input tax credit.
A registration that becomes active after the sale cannot automatically validate an earlier invoice. Likewise, a registration that is cancelled or inactive for the relevant date requires the transaction to be reviewed before payment or credit is recorded.
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What details are mandatory on a wholesale GST invoice?
Use the following field list as a receiving-control sheet. GSTN guidance and the invoice rules identify these fields as mandatory or conditionally mandatory.
| Invoice element | What to verify |
|---|---|
| Supplier identity | Supplier name, address and GSTIN match the GST Portal result and quotation. |
| Invoice number and date | A consecutive serial number, unique for the financial year, plus the issue date. |
| Recipient identity | Registered buyer’s name, address and GSTIN or UIN are correct. |
| Unregistered recipient condition | When the recipient is unregistered and the taxable value is at least ₹50,000, the invoice should include the recipient’s name and address, delivery address, and State or Union Territory name and code. |
| Place of supply | The stated place of supply is consistent with the transaction and delivery facts. |
| Goods or services | HSN or SAC and a usable item description identify what was supplied. |
| Quantity and unit | Quantities and units agree with the purchase order and receiving record. |
| Value adjustments | Taxable value and each discount are shown and can be traced to the agreed price. |
| Tax lines | CGST, SGST or UTGST, IGST and cess rates and amounts appear as applicable. |
| Reverse charge | The invoice indicates whether tax is payable under reverse charge. |
| Authentication | The supplier’s signature or authorised digital signature is present where applicable. |
Do not accept a “tax invoice” that merely shows a total and GST percentage while omitting the underlying identity, classification or tax split. A missing field can prevent your accounts team from substantiating the transaction even if the supplier’s GSTIN is real.
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How do I reconcile the invoice with the purchase order?
Reconciliation catches errors that a portal lookup cannot see. Perform it before payment and again when the goods arrive.
- For every line, multiply quantity by unit price and compare the extension with the invoice amount.
- Apply the stated discount and confirm the resulting taxable subtotal. Check that discounts agree with the quotation or purchase order.
- Recalculate each applicable tax amount from the taxable value and stated rate. Confirm that the split between CGST plus SGST or UTGST, or IGST, follows the invoice’s place-of-supply treatment.
- Check cess, if any, separately rather than assuming it is included in the GST total.
- Reperform the rounding shown on each line and on the invoice total. A small rounding difference should be explainable, not an unexplained change to the tax base.
- Compare HSN or SAC, description, quantity, unit price, delivery address and promised terms with the purchase order.
- When goods are received, match packing or delivery evidence to the invoiced quantity and description. Do not approve charges for items that were not delivered.
Keep a written record of any approved variation, such as a substituted item or agreed price change. Otherwise, ask for a revised invoice before payment so the accounting record reflects the actual supply.
When is an e-invoice required, and what does the ₹5 crore figure mean?
E-invoice applicability depends on the current notified turnover threshold, exemptions and transaction type. A GSTN overview states that the notified aggregate-turnover threshold was ₹5 crore and above, applicable from 1 August 2023. That is a dated statement, not a guarantee that the complete 2026 rule set is unchanged.
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Before relying on an exemption or assuming that an e-invoice is required, check the latest CBIC and GSTN notification in force on the transaction date. A supplier being “enabled” on an e-invoice portal does not, by itself, establish legal applicability. Conversely, a supplier’s claim that e-invoicing is unnecessary should be tested against the turnover, exemption and transaction rules that apply at that time.
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For a B2B transaction covered by e-invoicing, the GSTN overview states that a GST invoice is valid only with a valid Invoice Reference Number (IRN). Treat the IRN as a transaction-level control, not merely a decorative number printed on a PDF.
How do I verify an e-invoice QR code and IRN?
Use the official e-invoice verification function to scan the signed QR code or upload the signed JSON. Compare the returned data with the invoice and your order; do not trust a QR image that only opens an unverified web page or a supplier-provided screenshot.
- Obtain the original invoice PDF or the signed JSON file. Avoid retyped or edited copies.
- Scan the signed QR code with the e-invoice verification function, or upload the signed JSON through that function.
- Check the supplier GSTIN, buyer GSTIN, invoice number, invoice date, total value, HSN and IRN returned by the verifier.
- Match those values character-for-character with the invoice copy, purchase order and supplier identity already checked.
- Confirm that the IRN status is active. Save the verification result with the invoice record.
Recipient guidance from IRIS stresses that verifying received e-invoices helps prevent mismatches, overcharging and charges for goods or services that were not received. A valid-looking QR code does not cure a wrong buyer GSTIN, incorrect value or fictitious delivery.
Can an IRN be cancelled after I verify it?
Yes. Recipient guidance states that an e-invoice cancellation can occur within 24 hours, until the next day. Record the verification time and check the IRN status again if payment is delayed, the supplier issues a replacement invoice, or the goods arrive after the initial check.
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Do not treat a cancelled IRN as an acceptable invoice merely because an earlier scan succeeded. Ask the supplier for the reason, verify any replacement IRN and ensure that the replacement document has the correct number, date, values and buyer details.
What should you do when a GST or invoice check fails?
Pause payment and classify the exception before deciding whether it is clerical or substantive. The remedy must address the specific mismatch.
| Exception | Action before payment |
|---|---|
| Legal name, trade name, address or PIN differs | Ask for an explanation and independent portal proof; do not silently edit the supplier record. |
| GSTIN is inactive or cannot be tied to the invoice date | Request a corrected, supportable document and have tax treatment reviewed. |
| Buyer GSTIN, place of supply or tax split is wrong | Obtain a corrected invoice before posting the transaction. |
| HSN, quantity, description or value differs from the order | Reconcile with procurement and receiving staff; require a revised invoice or approved variation. |
| Tax arithmetic or rounding does not work | Have the supplier recalculate taxable value, rates, cess and total. |
| QR result or IRN is missing, inactive or inconsistent | Request the original signed e-invoice or an independently verifiable replacement. |
| Supplier refuses to provide a GSTIN or verification evidence | Escalate to procurement and tax control; do not claim input tax credit from an invoice you cannot substantiate. |
Keep correspondence showing what was corrected and when. A replacement invoice should not erase the original exception from your audit trail.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How should two wholesalers be compared?
Compare suppliers using the same evidence and the same transaction assumptions. The lowest quoted price is not the best offer if its tax identity or invoice cannot support your records.
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|---|---|
| GSTIN identity and status | Do legal name, trade name, address, PIN and status match, and was the registration valid on the invoice date? |
| E-invoice applicability | Do the current threshold, exemptions and transaction rules require an e-invoice for this supplier and sale? |
| Invoice completeness | Are all required identity, numbering, classification, value, tax and signature fields present? |
| Tax correctness | Do HSN or SAC, place of supply, rates, tax split, cess and arithmetic agree with the order? |
| IRN and QR authenticity | Does independent verification return matching data and an active IRN? |
| Commercial performance | Do price, quantity, delivery address, received goods and payment terms match the written agreement? |
Choose the supplier whose documentation and delivered transaction can be substantiated, then retain the comparison notes if procurement policy requires a competitive record.
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What evidence should your accounts team retain?
Store the GSTIN search result, QR or IRN verification result, original invoice PDF or signed JSON, purchase order, delivery proof and payment record together. Include the invoice date and the time of each portal check so a later reviewer can distinguish the status you saw from a status that may have changed.
Preserve corrected invoices and the correspondence explaining every material change. Restrict edits to the source files; an altered PDF is not a substitute for an original signed document or an independent portal result.
What is the final prepayment decision?
Release payment only when the supplier identity matches the GST Portal, registration status is valid for the invoice date, mandatory invoice fields are complete, tax arithmetic and commercial details reconcile, and any required e-invoice has an independently verified active IRN. If any one of those controls fails, obtain a correction or independent proof first. GST rules, portal status, thresholds, exemptions, cancellation rules and interface behavior can change, so recheck the live GSTN and CBIC requirements for the transaction date.
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Can a valid GSTIN still result in an unusable invoice?
Yes. Registration validity does not prove that the invoice has the right buyer GSTIN, place of supply, HSN, quantities, tax split or delivered goods. Those transaction checks are separate controls and must be completed before the document is posted.
What if the supplier gives a GSTIN that belongs to a related company?
Ask which legal entity is contracting, invoicing and receiving payment, then make the quotation, bank details, GSTIN and invoice consistent with that entity. Do not assume that a group-company relationship permits one entity to invoice for another.
Does an e-invoice portal showing a supplier as enabled prove that every sale needs an IRN?
No. Legal applicability depends on the turnover threshold, exemptions and transaction rules in force on the sale date. Confirm those conditions in the current GSTN or CBIC guidance rather than relying on an enabled-portal label.
Should I pay while waiting for a corrected GST invoice?
Treat payment approval and tax-document approval as separate decisions under your internal controls. If the mismatch affects identity, tax, value, quantity or IRN, obtain the corrected or independently verifiable document before approving the transaction.
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