1. From reconciliation result to workpaper
A reconciliation file becomes a useful workpaper when another reviewer can understand the population, matching method, exceptions, actions taken and unresolved items without reconstructing the entire process from scratch.
The objective is to create an audit-friendly trail around the reconciliation while keeping the source data unchanged. The reconciliation result should support the GST review process, not replace the underlying invoice and accounting evidence.
2. Source-file controls
Record the GSTIN, period, source file names and relevant extraction/download details. Keep the original Purchase Register and GSTR-2B files unchanged. If a corrected source file is received later, preserve the original and clearly identify the replacement version.
| Control | What to retain |
|---|---|
| Population | GSTIN, period and number of records in each source. |
| Source identity | Original file name and, where used by the organisation, version/date reference. |
| Field mapping | Key fields used for GSTIN, invoice number, type, date, taxable value and tax. |
| Parameters | Value tolerance and date window used by the reconciliation. |
| Result | Final reconciliation workbook and reviewer evidence. |
3. Document the matching logic
The workpaper should explain the matching hierarchy in plain language. For example: supplier GSTIN + document type + normalized invoice number establish a strong relationship; taxable value, tax components and date are then compared; ambiguous candidates remain for review.
This matters because a reviewer needs to know whether an exact match means identical values, values within a configured tolerance, or only a similar invoice reference.
4. Build a prioritised exception queue
Do not review exceptions in random order. Prioritise records that can materially affect the GST working, repeated supplier exceptions, unusual tax differences, duplicate risks and records with insufficient evidence for automatic classification.
5. Supplier-wise review
Grouping exceptions by supplier GSTIN can reveal recurring problems. For example, several invoices may be absent from GSTR-2B, or the same supplier may repeatedly report a different taxable value or document number format. A supplier summary helps the tax team decide whether one coordinated follow-up can resolve multiple records.
6. Link reconciliation to GSTR-3B review
The reconciliation should feed into, but not automatically determine, the monthly ITC working. The reviewer should consider the reconciliation result alongside invoice/document evidence, applicable eligibility conditions, reversals, blocked credit and other relevant GST controls.
For workpaper purposes, distinguish between reconciliation status and ITC decision. A document can be matched but still require an eligibility review; a document missing from GSTR-2B can require investigation rather than an automatic permanent rejection.
7. Reviewer controls
- Confirm source population and period.
- Review data-quality exceptions.
- Check the matching parameters used.
- Review material exception records and supplier trends.
- Confirm that conclusions are supported by documents or documented explanations.
- Ensure unresolved items are carried forward or separately tracked.
- Retain the final workbook with appropriate access and version controls.
8. Suggested workpaper structure
A practical Excel workpaper can contain: Executive Summary, All Reconciliation, Matched, Partial Matching, Not in 2B, Not in Purchase Register, Review Required, Duplicate, Vendor Summary, Exceptions, Data Quality and Match Logic. Not every category will contain records every month, but the structure makes review consistent.
9. Close and retain
After review, retain the final reconciliation report and supporting evidence according to the organisation's document-retention policy. The workpaper should make it clear what was reviewed, what was resolved, what remains open and who performed or reviewed the reconciliation.
Continue with the GST Reconciliation Tool
Use the browser-based reconciliation tool to upload your Purchase Register and GSTR-2B, compare invoice-level records and export the review workbook.
Open GST Reconciliation Tool →