Record a GST notice

Before you start

You need access to the client and permission to track notices; the client must be writable. Keep the original notice or order, its DIN/reference, tax periods, dates and any official extension or acknowledgement in front of you. Pragma does not fetch a notice, request an extension, file a reply or lodge an appeal with the GST portal. You enter and verify the applicable deadlines against the actual documents; a suggested date is not legal advice.

Create the notice or order record

Open GST notices → Record notice, or the client’s Tax → Notices tab. In the firm register select the active Client. Complete the record fields below and select Record notice. A duplicate reference for the client produces a warning: inspect the existing record before choosing Save anyway. Do not create another entry merely to correct an existing one.

Review and update its progress

Open the row and use Where it stands → Move to to select a permitted next status, including Reply drafted when a draft exists. Supply the date shown for that move, where requested; the form can also ask for Time (IST), a reference (up to 64 characters) and optional Note for the audit trail (up to 500 characters). Replied asks for Reply filed on and optional Reply ARN; Personal hearing asks for Hearing on and optional time; Order received asks for Order communicated on and optional Order reference; Appealed asks for Appeal filed on and optional Acknowledgement (APL-02) number. Closed asks Why it is closed and offers Closed on. A closed notice can be reopened to its previous status. These updates record what happened elsewhere, not a submission.

Record an extension if applicable

For a non-order record, open Reply date and extension → Record extension sought…, or Update extension… for an existing entry. Fill the extension fields in the table below and select Save extension. A request, refusal or revocation does not change the effective reply date: only Granted does. Use Remove (recorded by mistake) only when the extension entry was erroneous. Confirm the actual revised date against the authority’s communication.

Track personal hearings

In Personal hearings, select Add hearing. Complete Date, optional Time, Outcome and optional Note for each hearing; select Save hearings to commit the list. Discard changes cancels unsaved edits; removing a hearing from the draft also needs Save hearings. A hearing status update and this hearing list are distinct records.

Attach supporting files and review the record

In Files, select Attach as, then choose or drop your files. Check the scan badge before selecting Open; a file that has not passed scanning cannot be opened. Use Scan again for a failed scan, or Remove for a file attached in error. In Record, edit the original fields and any conditional reply, order or appeal details and select Save record when corrected. If another colleague changed it in the meantime, a version-conflict error requires you to review the latest record rather than overwriting it.

Notice and order record fields

Field	What to enter
Client	On the firm-wide form, choose the active client whose notice this is; the client’s own tab already identifies the client.
Form	Choose the form printed on the document. This selection controls the default Section, suggested reply window and whether the form shows Reply due/Due date or Order communicated on.
Reference number	Required DIN or reference printed on the document, 1–64 characters. The saved reference is uppercased; spacing/case variants may trigger the duplicate warning.
Issued on	Required date on the document; cannot be in the future or earlier than the selected form was in force. Changing it can change an untouched suggested reply date.
Tax periods	Required comma-separated GST financial years or months (for example, `2023-24, Oct 2024`); GST periods start July 2017 and a record holds at most 24. A period cannot start after Issued on. Check the Reads as preview and correct any Not a GST year or month errors before saving.
Section / Issuing authority	Optional provision as cited (up to 32 characters) and issuing office (up to 200). A form can prefill its section; replace it if the document states otherwise.
Tax demanded (₹) / Interest (₹) / Penalty (₹)	Optional non-negative amounts, in rupees to two decimal places, copied from the notice; keep distinct from later order amounts.
Reply due / Due date	For non-orders, enter the date on the actual document; the suggested date follows the selected form and issue date until edited. If entered, it cannot precede Issued on. An intimation without a reply window labels this Due date. Do not treat the suggestion as an official deadline.
Order communicated on	For a new order, the date it was communicated; the field accepts dates from Issued on through today. The appeal advisory uses the communication date, not the reply workflow.
Assigned to	Optional team member assigned to this client who tracks notices; choose Unassigned if none.
Notes	Optional internal context, up to 2,000 characters.

Extension and hearing fields

Field	What to enter
Extension	Select Requested, Granted, Refused or Revoked to reflect the authority’s actual response. The default is requested.
Asked on	Required request date between the notice issue date and today.
New reply date	Required proposed/granted date; it must be after the recorded original reply date when one exists. Only a granted extension moves the effective date.
Note	Optional explanation or authority reference, up to 300 characters.
Hearing Date	Required date for each hearing, not before issue date.
Hearing Time	Optional time in 24-hour `HH:MM` format.
Hearing Outcome / Note	Select the actual hearing outcome (scheduled, attended or adjourned); optionally add venue, officer or result, up to 300 characters. You can keep at most 20 hearings.

Files and later record details

Attach as offers The notice, Our reply, The order and Other. Files must be PDF, JPEG or PNG, up to 19 MB each. An upload may be rejected or fail scanning; the error is shown under the drop zone. Only clean scanned files can be opened, so retain the source copy while an upload is pending or blocked. When editing the Record, Reply filed on (not before issue date or after today) and Reply ARN (up to 64 characters) document a reply; Order communicated on and Order reference (up to 64 characters) document an order. Order: tax (₹), Order: interest (₹) and Order: penalty (₹) are optional non-negative order amounts distinct from those in the initial notice. Appeal filed on (not in the future) and Acknowledgement (APL-02) number (up to 64 characters) record an appeal where applicable. The appeal figures shown by the product are advisory: check the original order and authoritative deadline before acting. Deleting a notice deletes its hearings and attached files; close a real completed matter instead to retain its history.

One client’s notices

Open the client, choose Tax, then Notices, to see only that client’s notices and orders. Owners see the tab for every client; Managers and Preparers for clients they are assigned to. Connector admins and Client portal seats do not see it. It is the same register as GST notices, without the Client column and filter: search with Reference or form, narrow with Status, Due, Form and Assignee, open a row to work on it, and use Record notice to add one. The count beside the filters shows how many notices match. For an archived client the tab is read-only: Record notice is hidden and changes are refused with “This client is archived, so its notices are read-only. Restore the client to record or change a notice.” Restore the client to record or change a notice.

Set the GST office calendar and reminder routing

Some forms give a reply window in working days, and an appeal’s last day may fall on a closed day. Pragma counts those from the calendar of the GST office your firm’s notices come from, which you keep in Settings → GST notices. Everyone who tracks notices can see this page; only an Owner can change it. Other roles see “Only an owner of this firm can change these settings.”

Field	What to choose
Saturdays at the GST office	Saturdays open, Second and fourth Saturdays closed or Every Saturday closed. A working-day reply window skips these, with Sundays and the recorded holidays.
Notice reminders go to	Everyone tracking the client (every colleague who tracks the client’s notices) or The notice’s assignee first (only the assignee, when they receive reminders; otherwise everyone). This controls who the daily WhatsApp reminder sends a notice’s reply, hearing and appeal dates to.

Each choice saves as soon as you pick it.

Office holidays

With no holidays recorded, only Sundays and the chosen Saturdays are skipped, so a default reply date can fall a day or two early. Record the days the GST office your clients deal with is closed:

Add a holiday

Select Add holiday. In Add a holiday, enter the Date and a Name (up to 100 characters, for example Diwali), then select Add holiday.

Check the list

The table lists each holiday’s Date (with its weekday) and Holiday name. Use Search holidays and Year to find one, and Remove to delete a holiday recorded by mistake.

Reply dates already recorded keep their dates; only new suggested dates count a holiday you add. A date can hold only one holiday; adding a second is refused with “is already recorded as” and the existing name. A firm keeps at most 1,000 holidays; remove past years first if you reach that.

Still stuck?

Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.

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