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Information Checklist

Applies to: All subscriptions

Purpose

Collect everything Complifly needs from the customer, once, in a usable form. Incomplete or malformed data supplied late is the most common cause of an implementation slipping without anyone being able to point to a decision that caused it.

Audience

Implementation consultants running collection, and the customer's project manager assigning owners.

Prerequisites

Steps

1. Organisation and registrations

Item Format Quality criterion
Legal entity names Text, exactly as registered Must match the registration character for character. A near-match causes rejections that look like a mapping fault
Every GSTIN in scope 15-character identifier, one per row Include dormant registrations. An omitted registration that later issues a document produces an out-of-scope rejection
Registered address per GSTIN Address line, location, PIN code, state code State code must match the GSTIN's own state prefix
Dispatch-from addresses, where different Same fields Only where goods leave from somewhere other than the registered address
PAN 10 characters Consistent with the GSTIN
TAN If the TDS module is licensed —

2. Users and access

Item Format Quality criterion
User list Name, email, job function Email must be the one the user actually reads; account activation depends on it
Intended role per user One of the platform roles Map from job function, not from job title. See Roles and Permissions
GSTIN access per user Which registrations each user may see Users at a single site rarely need every registration
Segregation-of-duties decision Enforced or relaxed A control decision, made by the customer, recorded in writing
Administrators At least two One administrator is a single point of failure at the worst possible moment

3. Master data

What you must collect depends entirely on which modules you have licensed. A customer running only e-Invoice and e-Way Bill loads far less than one running Invoice Generation, because in the first case the party and item details arrive inside each document from the ERP — there is no customer or item master to populate.

Item Module Format Quality criterion
Organisation, GSTINs and registered addresses All subscriptions Legal name, GSTIN, address, PIN, state code Must match the registration record exactly. This is the only master every subscription needs
Customer master Invoice Generation only Name, GSTIN(s), addresses, credit terms Several GSTINs per customer is normal; set the default deliberately
Item master Invoice Generation only Code, description, HSN or SAC, unit, default rate HSN and SAC must be the correct length for the code family
Rate master Invoice Generation only Rate per HSN or SAC, with effective dates Effective dates matter — a rate applied a day early is a real defect
Numbering series Invoice Generation only Prefix, format, current position Must be unique per GSTIN per financial year
Transporter identifiers e-Way Bill Transporter ID per carrier used Not a master you load — there is no transporter master. These are entered on the bill, so the dispatch team simply needs the IDs to hand
TAN and deductor details TDS only TAN, deductor category One per TAN where a group holds several
Privacy notices and purposes Data Privacy only Notice text, processing purposes Drafted by the customer's legal advisers, not the implementer

If you have only e-Invoice and e-Way Bill, the first row is the only one you must supply. Buyer names, item descriptions and tax amounts all travel in the ERP payload and are validated on arrival — they are not loaded in advance.

Reference data that everyone needs — state codes, supply types, HSN and SAC code lists, unit codes, transport modes, cancellation reasons — is shipped with the platform. You do not collect or load it.

Master data quality is the strongest predictor of a smooth go-live for the modules that use it. A malformed GSTIN or a wrong-length HSN code does not fail quietly — it fails at the moment a user is trying to issue a real document.

4. ERP samples

Item Format Quality criterion
A sample payload per document type The ERP's own native format, unmodified Do not hand-clean it. The mapping must be built against what the ERP really emits, including its quirks
The ERP's date format Worked example An ambiguous date format is the most common mapping defect
Code values used by the ERP Value list per coded field For example, how the ERP represents an invoice versus a credit note
Multi-line examples At least one document with several lines Single-line samples hide array-handling problems
Edge cases Export, reverse charge, zero-rated, discounts, rounding These are where mappings break, and they are always found late if not supplied early

Ask for the edge cases explicitly. Customers supply a clean domestic invoice by default, and every difficult mapping question then arrives during user acceptance testing.

5. Business rules and decisions

Decision Options Who decides
Segregation of duties Enforced or relaxed Customer's finance control owner
Automatic IRN generation on ingest On or off Customer. Off by default — it is a legal act performed without a person present
Write-back to the ERP On or off Customer and ERP team. Off by default; not retrospective
Document type routing Default or overridden Customer's tax lead
Approval thresholds Values, if the Invoice Generation Module is licensed Customer's finance lead
Notification recipients Distribution lists Customer. Use a list, never an individual's mailbox

6. Branding and print

Item Format Quality criterion
Logo Image file Legible at print size; a large logo scaled down often is not
Print template preferences Per GSTIN if they differ —
Statutory declarations or footers Text Supplied by the customer's tax lead, not drafted by the implementer

Validation

Do not accept a data set as complete until it passes these checks. Validating on receipt costs an hour; validating during user acceptance testing costs a week.

Check Method Pass condition
GSTIN format Check every value is 15 characters with the expected structure No malformed values
GSTIN state consistency Compare each GSTIN's state prefix with its stated state code They agree on every row
Legal names match registration Spot-check against registration records Exact match, including punctuation and spacing
HSN and SAC lengths Check each code against the valid lengths for its family No wrong-length codes
Duplicate parties Group by GSTIN No GSTIN appears under two different party records
Rate effective dates Inspect the earliest and latest dates Sensible; no rate effective before its statutory date
ERP samples parse Load each sample into the mapping tool Every sample parses and every intended field is addressable
Edge cases present Count the sample types supplied At least one export, one reverse charge and one multi-line document
Users have real email addresses Send a test message Delivered, not bounced
Two administrators exist Count At least two, at different individuals

Troubleshooting

Symptom Cause Action
Master data arrives in an unusable shape Format not agreed before extraction Supply the template first. Re-extracting is cheaper than cleaning by hand
Mapping works in testing and fails on real documents Samples were hand-cleaned before being supplied Insist on raw output from the ERP, quirks included
Rates apply from the wrong day Effective dates supplied without timezone or convention agreed Confirm the convention explicitly and re-verify a sample rate after loading
Users cannot activate their accounts Email addresses are shared mailboxes or aliases that nobody reads Collect individual addresses; account activation depends on a person receiving the message
Rejections citing a party's registration status Cancelled or suspended counterparty GSTINs in the master data Flag and clean before go-live; verification results age, so re-check close to the date
Difficult mapping questions surface during user acceptance testing Edge cases not supplied during collection Request them explicitly by name. Customers do not volunteer them
An unlisted GSTIN issues a document after go-live Dormant registration omitted from the list Onboard it. This is why the list must include dormant registrations
The logo prints illegibly High-resolution image scaled down, or an unsuitable aspect ratio Test a real print before go-live, not a screen preview