Quotes flagged when a buyer's GST lapses

How it works

When the GST network reports a change in a registration's status, Kinnow matches it against open quotes and orders and flags them. Separately, e-invoicing stops a suspended or cancelled buyer before anything is sent to the government portal.

Step by step: what happens when a customer's GST registration lapses

1. The portal reports a change. Kinnow keeps a check of each customer's GST registration status, refreshed about every hour. A GST service provider connected to your account can also push a change, such as suspended or cancelled, within minutes.
2. Kinnow finds your open papers. It looks for quotations and sales orders that carry that customer's GSTIN and are still open: draft, sent or approved quotations, and orders that are pending, approved, on credit hold or part-dispatched.
3. A warning is attached. Each one is marked with the new status. Quotations that are already lost and orders that are closed are left alone, because nobody is about to act on them.
4. The salesperson checks before going further. The warning reads "Counterparty GSTIN is suspended - check before converting or invoicing" on a quotation, and "check before dispatching or invoicing" on an order. The warning does not block anything on its own.
5. The e-invoice stops the rest. If someone still tries to invoice, e-invoicing refuses a suspended, cancelled or inactive buyer before anything goes to the government portal.
6. A restored registration clears the flag. When the status returns to active, the warning is removed, so an old warning does not outlast its cause.

What you see on screen

• On a quotation or sales order, a warning banner at the top with the status in words.
• In the sales orders list, a small warning triangle beside the order status, so you can scan a long list for affected orders.
• On the purchase side, the same idea for suppliers: "Supplier GSTIN is suspended - check before approving, receiving or paying". It covers open purchase orders and open bills.
• On the customer or supplier form, a "Verify with GSTN" button beside the tax ID checks the live status on demand. It shows a warning only, because you may be recording an old counterparty whose registration has since lapsed.

Who uses it

• Salespeople and order desk see the flag before they convert a quotation or dispatch an order.
• The accounts team sees the same flag before invoicing, and on suppliers before approving or paying a bill.
• The purchase team sees it on open purchase orders to a supplier whose registration has lapsed.