Rule 56. 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 the relevant
documents, including invoices, bills of supply, delivery challans, credit
notes, debit notes, receipt vouchers, payment vouchers and refund vouchers.
(2) Every registered person, other than a person
paying tax under section 10, shall maintain the accounts of stock in respect of
goods received and supplied by him, and such accounts shall contain particulars
of the opening balance, receipt, supply, goods lost, stolen, destroyed, written
off or disposed of by way of gift or free sample and the balance of stock
including raw materials, 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 notes, 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 the provisions of
this Chapter;
(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
anyplace(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 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 the 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 authorisation 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;
(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 the provisions of this Chapter
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 the 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 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 for the
time being in force.
