> ## Documentation Index > Fetch the complete documentation index at: https://help.pragmachartered.com/llms.txt > Use this file to discover all available pages before exploring further. # Record a GST notice > Capture a notice or order, check its dates, and keep related documents together. ![GST notices register showing the Record notice action](https://help.pragmachartered.com/images/compliance/notices.png) ## 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. **1. 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. **2. 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. **3. 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. **4. 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. **5. 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 ![A client's Tax › Notices tab listing that client's GST notices](https://help.pragmachartered.com/images/compliance/client-notices.png) 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 ![Settings › GST notices with the office Saturdays, reminder routing and holiday list](https://help.pragmachartered.com/images/compliance/notice-settings.png) 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: **1. 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**. **2. 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. > [card] Still stuck? > > [Open a case](https://app.pragmachartered.com/support) from **Help & support** in Pragma, or [book a walkthrough](https://help.pragmachartered.com/support/book-a-walkthrough.md) and the team will show you around on a call. Can't sign in? [Contact support](https://app.pragmachartered.com/contact-support). This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.