e-Way Bill System

2021

E-Way Bill System

User Manual for Tax Payers

S. No. Date Version

1. April 2018 1.1
2. July 2018 1.2
3. September 2018 1.3
4. July 2019 1.4

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 e-Way Bill System

S. No. Date Version

1 Apr-18 1.1
2 Jul-18 1.2
3 Sep-18 1.3
4 Jul-19 1.4
5 Jul 21 1.5

No part of this document shall be reproduced without prior permission of

National Informatics Centre, New Delhi.

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Table of Contents

List of Abbreviations ................................................................................................................................................6

1. Introduction .....................................................................................................................................................7
1.1 Background ..............................................................................................................................................7
1.2 Purpose and Intended Audience .............................................................................................................7
1.3 Scope .......................................................................................................................................................7
1.4 URL or Web site address ..........................................................................................................................7
https://ewaybillgst.gov.in................................................................................................................................7
2. E-Way Bill System .............................................................................................................................................8
2.2 E-Way Bill System under GST...................................................................................................................8
2.3 Objectives ................................................................................................................................................9
2.4 Stakeholders ............................................................................................................................................9
2.5 Benefits of e-Way Bill system ............................................................................................................... 10
2.6 Following are the enhancements in e-Way Bill System:....................................................................... 10
2.7 Features of the e-Way Bill system ........................................................................................................ 10
3. Registering and enrolling for e-Way Bill System ........................................................................................... 11
3.1 Registering by Taxpayers on the e-Way Bill System ............................................................................. 12
3.2 Enrolling by GST un-registered transporters ........................................................................................ 14
3.3 Forgot Password ................................................................................................................................... 16
3.4 Forgot User Name................................................................................................................................. 17
4. Opening the e-Way Bill System ..................................................................................................................... 18
4.1 Logging into e-Way Bill System ............................................................................................................. 18
4.2 Main Menu ........................................................................................................................................... 18
5. Options under e-Way Bill .............................................................................................................................. 19
5.1 Generate New ....................................................................................................................................... 20
Case I: Outward Transactions ..................................................................................................................... 21
Case II: Inward Transactions ....................................................................................................................... 23
5.1.1 Transaction Details .............................................................................................................................. 27
5.1.2 IRN Info at Print Page........................................................................................................................... 30
5.2 The Blocking/Unblocking of E-Way Bill Generation ................................................................................... 30
5.3 Suspended GSTIN............................................................................................ Error! Bookmark not defined.
5.4 Generate Bulk ....................................................................................................................................... 32
5.5 Update Part B/Vehicle .......................................................................................................................... 33
5.6 Update Vehicle-Bulk ............................................................................................................................. 35
5.7 Change to Multi Vehicle ....................................................................................................................... 35

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5.8 Extend Validity ...................................................................................................................................... 40

a) In Movement: ...................................................................................................................................... 41
b) In Transit: ............................................................................................................................................. 41
5.9 Update EWB Transporter...................................................................................................................... 42
5.10 Update EWB Trans.-Bulk....................................................................................................................... 43
5.11 Cancel ................................................................................................................................................... 43
5.12 Print EWB .............................................................................................................................................. 44
6 Consolidated EWB ........................................................................................................................................ 45
6.4 Generate New ....................................................................................................................................... 45
6.5 Generate Bulk ....................................................................................................................................... 46
6.6 Re-Generate.......................................................................................................................................... 47
6.7 Print Consolidated EWB........................................................................................................................ 49
7 Rejecting EWBs ............................................................................................................................................. 49
8 Generating Reports....................................................................................................................................... 50
8.4 My EWB Reports ................................................................................................................................... 51
8.5 Others EWB Reports ............................................................................................................................. 52
8.6 Master Reports ..................................................................................................................................... 52
8.7 Summary Reports ................................................................................................................................. 53
9 Masters ......................................................................................................................................................... 54
9.4 Products ................................................................................................................................................ 54
9.5 Clients ................................................................................................................................................... 55
9.6 Suppliers ............................................................................................................................................... 55
9.7 Transporters ......................................................................................................................................... 56
9.8 Bulk Upload........................................................................................................................................... 56
10 User Management .................................................................................................................................... 57
10.4 Create Sub-User .................................................................................................................................... 58
10.5 Freeze Sub-User .................................................................................................................................... 59
10.6 Update Sub-User................................................................................................................................... 59
10.7 Change Password.................................................................................................................................. 59
11 Registration............................................................................................................................................... 60
11.4 For SMS ................................................................................................................................................. 60
11.5 For Mobile............................................................................................................................................. 61
11.6 For GSP.................................................................................................................................................. 62
11.7 For API................................................................................................................................................... 63
11.8 Common Enrolment.............................................................................................................................. 63
12 Update ...................................................................................................................................................... 65

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12.4 As Transporter/Taxpayer ...................................................................................................................... 65

12.5 My GSTIN from Common Portal (CP).................................................................................................... 66
13 Grievance .................................................................................................................................................. 67
14 E-Way Bill System for Citizens ................................................................................................................... 67
14.4 Generate New EWB .............................................................................................................................. 68
14.5 Update Vehicle for Generated EWB ..................................................................................................... 69
14.6 Print EWB .............................................................................................................................................. 70
14.7 Cancel EWB ........................................................................................................................................... 71
15 Best Practices to follow ............................................................................................................................ 73
15.4 Mistakes while generating e-Way Bills ................................................................................................. 73
15.5 Best Practices to overcome these mistakes ......................................................................................... 74

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List of Abbreviations

Abbreviation Full Form

API Application Program Interface

CGST Central Goods and Service Tax

CKD Completely Knocked Down

EBN e-way Bill Number

EWB e-Way Bill

GSP Goods and Services Tax Suvidha Provider

GST Goods and Services Tax

GSTIN Goods and Services Tax Identification No.

GSTN Goods and Services Tax Network

GSTR-1 Goods and Services Tax Form -1

HSN Harmonized System of Nomenclature

ICT Information and Communication Technology

IGST Integrated Goods and Services Tax

IT Information Technology

MIS Management Information System

NIC National Informatics Centre

OTP One Time Password

PAN Permanent Account Number

QR Quick Response

RFID Radio-Frequency Identification Device

SGST State Goods and Services Tax

SKD Semi Knocked Down

SMS Short Message Service

URL Uniform Resource Locator

VAT Value Added Tax

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1. Introduction

1.1 Background
Introduction of Goods and Services Tax (GST) across India with effect from 1st of July 2017 is a very
significant step in the field of indirect tax reforms in India. For quick and easy movement of goods across
India without any hindrance, all the check posts across the country are abolished. The GST system provides a
provision of e-Way Bill, a document to be carried by the person in charge of conveyance, generated
electronically from the common portal. To implement the e-Way Bill system, ICT based solution is required.
Hence, as approved by the Goods and Services Tax (GST) Council, a web-based solution has been designed
and developed by National Informatics Centre and it is being rolled out for the use of taxpayers and
transporters.

1.2 Purpose and Intended Audience

This document aims to explain the operational procedure on how to use web-based e-Way Bill system. It also
explains the features of e-Way Bill system and role of the stakeholders involved in the system.

This document is intended for registered taxpayers under GST and un-registered transporters, who are the
main stakeholders of e-Way Bill system under GST.

1.3 Scope
The scope of this document covers:

 Explaining the features of the e-Way Bill system.

 Activities of various stake holders.
 Registering and enrolling for the e-Way Bill system.
 Processes involved in generation of web-based e-Way Bill.
 Enabling the various modes of the e-Way Bill generation.
 Managing the sub-users by the stake holders.

1.4 URL or Web site address

https://ewaybillgst.gov.in

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2. E-Way Bill System

2.1 Waybill under Earlier VAT system

In order to monitor the bulk trade which necessarily takes place through trucks, it was mandated under
VAT that each such consignment shall be accompanied by a ‘Delivery Note’ which were issued from
the VAT offices to the taxpayers. At the end of every month the taxpayer had to submit an utilisation
statement of the forms issued. The intention of the tax office was that to control the tax evasion being
done by few of the tax payers. The taxpayer also used to face a great deal of hardship while seeking
the blank Delivery Notes as he/she would have to make several visits to the tax office. At check-posts
the trucks, would get detained for a long time on frivolous grounds. Thus, it was a lose-lose situation
for the trade as well as the government. In order to overcome these challenges, a new idea/system was
introduced. In the new system, the taxpayer could upload the details of each transaction to the
departmental ‘Server’ through the internet, and once uploaded the ‘Server’ would automatically
generate a Delivery Note with a unique number, then this unique number could accompany the goods
vehicle as a proof of having uploaded the transaction. Such a system would by itself ensure that once
the Delivery Note is issued there could be no possibility of tax evasion. It was one of the most
successful and efficient system of prevention of tax evasion on one hand and an e-Governance
initiative that provided the speedy and efficient services to the taxpayers on the other hand. This
system was introduced and used by number of states.

2.2 E-Way Bill System under GST

Unique Selling Proposition (USP) of Goods and Services Tax is One Nation- One Tax – One Market.
Introducing a separate way bill for each State under the GST system would definitely complicate the
compliance and in turn affect the business of the taxpayers and transporters. Such a system of separate
e-Way Bill for each State would result in hindrance of movement of goods and free trade from one
state to another. The State and Central Government officers will also find it difficult to cross-verify
such e-Way Bills if generated independently by each State. A new process is thus required which
would ensure that a taxpayer, prior to movement of goods via a conveyance, would inform each
transaction’s details to the tax department, obtain an acknowledgement number for having thus
informed, and then use this acknowledgement number as a valid document accompanying the truck.
The idea is that the taxpayer be made to upload the details of each transaction to a common portal
through the Internet, and once uploaded, the common portal would automatically generate a document
which can be tracked and verified easily by any stakeholder.

E-Way Bill in GST Rule

 Information to be furnished by every registered person prior to commencement of the movement of

goods and generation of e-Way Bill.
 Upon generation of the e-Way Bill on the common portal, a unique e-Way Bill number (EBN) shall
be made available to the supplier, the recipient and the transporter on the common portal.
 The person in charge of a conveyance shall carry — (a) the invoice or bill of supply or delivery
challan, as the case may be; and (b) a copy of the e-Way Bill or the e-Way Bill number.

 The details of e-Way Bill generated shall be made available to the recipient, if registered, on the

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common portal, who shall communicate his acceptance or rejection of the consignment covered by
the e-Way Bill.
 The information furnished while generating e-Way Bill such as 1) GSTIN of recipient 2) Place of
delivery
3) Invoice Number 4) invoice date 5) Value of goods 6) HSN code etc. shall be made available to the
registered supplier on common portal who may utilize the same for furnishing details in FORM
GSTR-1.
 An officer authorized by the State can intercept any conveyance to verify the e-Way Bill or the e-
Way Bill number in physical form for all inter-State and intra-State movement of goods.
 A summary report of every inspection of goods in transit shall be recorded online by the proper
officer in specified format within twenty-four hours of inspection and the final report in specified
format shall be recorded within three days of the inspection.
 Where a vehicle has been intercepted and detained for a period exceeding thirty minutes, the
transporter may upload the said information in a specified format on the common portal.

2.3 Objectives
 Single e-Way Bill for movement of the goods throughout the country.
 To prevent the evasion of tax.
 Hassle free movement of goods across India.
 Tracking the movement of goods with e-Way Bill number.
 Easier verification of the e-Way Bill by the officers.

2.4 Stakeholders
The objective behind introducing e-Way Bill is to effectively address the expectations and concerns of
the stakeholders by leveraging the use of ICT.

The following are four key stakeholders of the e-Way Bill:

 Suppliers – Generate the e-Way Bills and reject the e-Way Bills generated by other party against
his/her name, if it does not belong to him/her.
 Recipients - Generate the e-Way Bills and reject the e-Way Bills generated by other party against
his/her name, if it does not belong to him/her.
 Transporters - Generate the e-Way Bills, consolidated e-Way Bills and update the vehicle numbers
for the e-Way Bills assigned to him for transportation by the taxpayers.
 Department Officers – Verify the e-Way Bills and consignments carried with the e-Way Bills.

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2.5 Benefits of e-Way Bill system

The major benefits of e-Way Bill system are as follows:

 The traders need not visit tax offices to collect and submit the Way Bill forms as used to be done in
VAT regimes in some states.
 Average waiting time at mobile squad reduces drastically – As the verification of the e-Way Bill is
done with the common portal, it will speed up the process of verification and allowing the vehicle to
pass faster.
 Self-policing by traders- A trader while uploading gives the identification of the buying trader who
will also account the transaction automatically.
 Environment friendly – The need of the paper form of the multiple copies of way bill is eliminated.
Hence, the tons of paper are saved per day.
 Generation of GSTR-1 returns – GSTR-1 return of the supplier is auto prepared; hence he need not
have to upload the same.
 Officials saved of monotonous work collecting and matching the manual way bill with the returns of
the taxpayers.
2.6 Following are the enhancements in e-Way Bill System:

 Auto calculation of distance based on PIN Codes for generation of e-Way Bill.
 Blocking the generation of multiple e-Way Bills on one Invoice/Document.
 Extension of e-Way Bill in case the consignment is in Transit/Movement.
 Report on list of e-Way Bills about to expire.
 Registration of Transporters in Common Enrolment: Registered Transporters, which are having
GSTIN in multiple states with same PAN, can use the common enrolment process

2.7 Features of the e-Way Bill system

 User friendly System – The system is user friendly with lots of easy to use operations by the users.
 Easy and quick generation of methods – There are a number of methods are provided using which
the users can easily and quickly generate the e-Way Bills.
 Checks and balances – The number of checks and balances have been introduced as per the
requirements so that errors/mistakes of the users are eliminated.
 Multiple modes for e-Way Bill generation – This system support different modes of e-Way Bill
generation. The user can register the mode of e-Way Bill generation and use them for e-Way Bill
generation.
 Creating own masters – The user has a provision to create his own masters like customers,
suppliers, products and transporters. The system facilitates to use them while generating the e-Way
Bill.

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 Managing sub-users – The taxpayer or registered person can create, modify and freeze the sub-users
for generation of the e-Way Bill and assign them to his employees or branches as per need. This
system also facilitates him to assign the roles/activities to be played by the sub-user on the system.
 Monitoring the e-Way Bills generated against me – The system facilitates the registered person to
know the number of e-Way Bills, generated by other registered persons, against him/her. There is an
option to user to reject these e-Way Bills, if they do not belong to him.
 Generating the GSTR-1 from the e-Way Bills – Based on the e-Way Bills generated, the system
pulls the GSTR-1 related information and pushes it to the taxpayers GSTR-1 returns. This avoids the
taxpayers in uploading these transaction details.
 Consolidated e-Way Bill – The system supports the transporters to prepare the consolidated e-Way
Bill and hand over to the person in charge of the conveyance instead of giving the multiple e-Way
Bills for movement of multiple consignments like parcel in one vehicle.
 Enabling the unregistered transporters to use e-Way Bill – There is a provision for unregistered
transporters to enroll and create a user for him to generate the e-Way Bills and update the vehicle
numbers.
 Common Enrolment – The system allows transporters who are GST registered to generate a
Common Enrolment number which will allow them to generate one registration number for
generating the e-way bills and updating Part-B throughout the country.
 Alerting the taxpayers – The system alerts and notifies the users through the web and SMS about
the various activities like new notifications, rejected EWB, verified EWB, etc.
 QR bar code on the e-Way Bill – The QR code on the e-way bill helps for easier and faster
verification of the e-Way Bill by the tax officers.
 Integrating with RFID for tracking the movement of the e-Way Bill – The provision has been
made to integrate with the RFID for tracking the movement of e-Way Bill by the tax officers,
without stopping the vehicle on the road.

3. Registering and enrolling for e-Way Bill System

There are four stakeholders who have some stake in the movement of the consignment from one place to
another and hence on the e-Way Bill. They are suppliers, recipients, transporters and tax officers. The
suppliers, recipients and transporters want to see that the consignment moves from source to destination
without any hurdles and tax officers want to see that the consignment is accounted by the supplier and
recipient.

The provision has been made for all the above-mentioned stakeholders to access the system. The GST
registered person can register on the e-way bill and create his user credentials to use the system. GST
registered person can be a supplier, recipient or transporter. In case the transporter is small operator and
not registered under the GST, then this system provides the mechanism to enroll and create his user
credentials to operate the EWB system.

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3.1 Registering by Taxpayers on the e-Way Bill System

The registration mechanism for the GST taxpayers for the e-Way Bill system is a simple process. One-
time GST taxpayer needs to register on the EWB system. To do that the taxpayer needs to have the
GSTIN issued under the GST system and mobile number registered with the GST system with him.
Once a user enters the URL address of the E-Way Bill System in his browser, the following screen
will be displayed.

Figure : e-Way Bill Portal

On the e-Way Bill portal, a first time GSTIN can register by clicking on the ‘e-way bill Registration’ link under
registration option. Then the user will be redirected to the ‘e-Way Bill Registration Form’.
The registration form is shown below.

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Figure : e-Way Bill Registration form 1.

The user needs to enter his/her GSTIN number along with the displayed captcha and shall click ‘Go’ to submit
the request. Once the request is submitted the user will be redirected to the following page.

Figure : e-Way Bill Registration, form2.

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In the above-mentioned form, Applicant name, Trade name, Address, Mail ID and Mobile Number are auto
populated once the user enters his/her GSTIN number along with displayed captcha. If the details have been
changed or are incorrect, the user needs to click ‘Update from GST Common Portal’ to pull the latest data
from the GST Common Portal. User needs to click on ‘Send OTP’ to get the OTP. Once OTP is received on
the registered mobile number, user needs to enter the OTP and click on ‘verify OTP’ to verify the same and
validate.

Next, the user needs to provide his choice of User ID or username, which he/she plans to use to operate his
account on this system. Username should be about 8 to 15 alphanumeric characters and can include special
characters. A Unique user name should be given by the user, which is not there in the system. Once a request
for registration is submitted, the system validates the entered values and pops up the appropriate message if
there is any error. Otherwise, the username with password is created and registered with e-Way Bill System.
The tax payer can use this registered username and password to work on the system.

3.2 Enrolling by GST un-registered transporters

As explained previously, the transporter, who is un-registered in GST system, cannot register using the
previous option. He/she needs to enroll on this system by providing his business details. After authenticating
these details, the system generates the 15 characters of Transporter ID and user credentials for him. The
enrolment form asks for his PAN details, business type, business place etc.

For enrolling, the un-registered transporter has to open the e-Way Bill portal and select the ‘Enrolment for
Transporters’ option. On selection of the same, the system shows the following screen.

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Figure : e-Way Bill Enrolment.

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 The user has to select the State and enter his legal name as given in his PAN and PAN number. The
system user gets it validated by on click of ‘Validate’ button.
 The user has to then select the type of enrolment and constitution of business (Partnership,
Proprietorship, Public/Private Limited etc.)
 After that he will enter his business details and contact details.
 The user can then upload the Address and ID proofs (PoA and PoI) by clicking on respective
‘Upload’ buttons.
 After this user has to create username and password based on his choice and rules mentioned for
username and password creation.
 The user has to then provide his declaration regarding the correctness of the given information by
clicking on the checkbox.
 Once the user clicks the ‘Save’ button, the system generates the 15 digits TRANS ID and shows him.
This TRANS ID, he can provide to his clients to enter in the e-way bill so as to enable the transporter
to enter the vehicle number for movements of goods.

3.3 Forgot Password

If the e-Way Bill user forgets his password for his username, he needs to enter the basic information of
GSTIN in the following screen. On successful verification, he can use this option to get the new one time
password through SMS to his mobile or mail on his email address. Using this password, he can login and
create his new password.

Figure : Forgot Password.

If the details entered are not matching with the GSTIN data available in the system, the system pops up
message saying so. If the tax payer has updated his details in GST Common Portal, but is not being reflected
in the e-way bill system, he can select ‘Update details from GST CP’. Now, the system pulls the latest data
from the Common Portal and updates and he can try again the same so that he can get the SMS to his new
mobile.

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3.4 Forgot User Name

If the user of the e-Way Bill system has forgotten his username, he needs to enter the basic information of
GSTIN in the following screen. On successful verification, he can use this option to get his user name. On
entry of his GSTIN, the system will send the username to his mobile number through SMS and mail on his
email address.

Figure : Forgot Username.

If the details entered are not matching with the GSTIN data available in the system, the system pops up
message saying so. If the tax payer has updated his details in GST Common Portal, but is not being reflected
in the e-way bill system, he can select ‘Update details from GST CP’. Now, the system pulls the latest data
from the Common Portal and updates and he can try again the same so that he can get the SMS to his new
mobile and mail on his email address.

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4. Opening the e-Way Bill System

4.1 Logging into e-Way Bill System

To open or login to the e-Way Bill system, user should have registered in the e-Way Bill system. The user
can read the chapter 3 to know how to register or enroll into the e-Way Bill system.
The user has to open the e-Way Bill portal and enter his username and password along with the displayed
captcha. On successful authentication, the system shows him the main menu of the e-Way Bill System.

4.2 Main Menu

The main menu lists the options available to a user to operate on the e-Way Bill.

Figure: Main Menu screen.

In the middle, the system shows the dash board for last 7 days for EWB activities pertaining to the user.

Just below the dash board, system displays the latest updates done in EWB system along with the link of
previous updates.

On the left-hand side, the system shows the main menu options which are explained in detail in subsequent
sections.

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5. Options under e-Way Bill

Figure : Options under e-Way Bill.

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5.1 Generate New

This option is used to generate the new e-Way Bill.

When the user clicks the ‘Generate New’ sub-option under ‘e-waybill’ option, the following EWB Entry
Form will be displayed, allowing the user to enter the e-way bill generation details.

Figure : Generating New e-Way Bill.

When user selects the ‘Generate New’ sub-option under ‘e-way bill’ option, system displays the e-way
bill entry form which is used to generate the new e-way bill (EWB).

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Before initiating a new EWB generation, the user should have the Invoice/Bill/Challan document/details in
his hand and he should know the, Transporter Id of the transporter, through whom he is going to move the
consignment or vehicle details (Part-B) through which the consignment will be moved.

In the EWB Entry Form, first the user needs to select the type of transaction i.e., Outward or Inward. The
outward transaction indicates that the user is supplying the goods and inward indicates that the user is
receiving the goods. Depending upon the type of transaction selected, the system will show the sub-type of
transactions. The user needs to select the sub-type accordingly.

Once the user selects the type of transaction and Sub Type in ‘Transaction Details’ section, system will
display only the relevant document types in ‘Document Type’ dropdown pertaining to the selected sub type
as shown in below tables.

Case I: Outward Transactions

To GSTIN
S No. Transaction Sub-Type Document Type Description
(Bill To)
This is used for the
regular sale
Other transactions, where
1 Supply Tax Invoice GSTIN/ sale has taken place
URP based on ‘Tax
Invoice’, ‘Bill of
Supply’.
Other
Bill of Supply GSTIN/
URP
This is used for the
export transactions,
where sale/export
2 Export Tax Invoice URP has taken place
based on ‘Tax
Invoice’, ‘Bill of
Supply’.
Bill of Supply URP
This is used when
Other
the goods are moved
3 Job Work Delivery Challan GSTIN/
for job work with
URP
‘Delivery Challan’.
This is used when
the goods are moved
in completely or
semi knocked down
condition or in lots.
Under this condition,
Other the tax payer will
4 SKD/ CKD/Lots Tax Invoice GSTIN/ move the parts of the
URP goods along with the
‘Delivery Challan’
and copy of the ‘Tax
Invoice’ and last
consignment with
‘Delivery Challan’
and original Invoice.
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Other
Bill of Supply GSTIN/
URP
Other
Delivery Challan GSTIN/
URP
This is used when
the goods are taken
out from the
premises of the tax
payers for the sales
5 Recipient Not Known Delivery Challan Self
at the door steps of
the clients.
The goods are taken
out with the
‘Delivery Challan’.
Others Self
This is used when
the goods are moved
between the business
6 For Own Use Delivery Challan Self places of the tax
payers. Generally, it
is moved with
‘Delivery Challan’.
This is used when
the goods are taken
out from the
premises of the tax
payers to the
7 Exhibition or Fairs Delivery Challan Self
premises of the
Exhibitions or Fairs.
The goods are taken
out with the
‘Delivery Challan’.
This is used when
the goods are taken
out from the
premises of the tax
payers for the sales
at the door steps of
the clients.
The goods are taken
out with the
8 Line Sales Delivery Challan Self
‘Delivery Challan’
and whenever the
sales are made to
the clients, the
‘Taxable Invoice’ or
‘Bill of Supply’ is
issued to the
amount of the sale
taken place.

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This is used when

the goods taken on
Self/ Other another type of
9 Others Delivery Challan GSTIN/ supply. It is
URP necessary to the tax
payers to specify the
sub-supply type.
If the sub type is
Self/ Other selected as other
10 Others Delivery Challan GSTIN/ then it is mandatory
URP to enter the
description in box

Case II: Inward Transactions

To
S Transaction Document GSTIN
Description
No. Sub-Type Type (Bill
From)
Other This is used for the regular purchase
1 Supply Tax Invoice GSTIN/ transactions, where purchase has taken place
URP based on ‘Tax Invoice’, ‘Bill of Supply’.
Other
Bill of Supply GSTIN/
URP
This is used for the import transactions, where
2 Import Bill of Entry URP purchase/import has taken place based on ‘Bill
of Entry’.
This is used when the goods are purchased and
moved in completely or semi knocked down
condition or in lots.
Under this condition, the tax payer will move
SKD/ CKD/
3 Bill of Entry URP the parts of the goods along with the ‘Delivery
Lots
Challan’ and copy of the ‘Tax Invoice’ or
‘Bill of Entry’ and last consignment with
‘Delivery Challan’ and original Invoice/Bill of
Entry.
Other
Tax Invoice GSTIN/
URP
Other
Bill of Supply GSTIN/
URP
Other
Delivery
GSTIN/
Challan
URP
Other
Job Work Delivery This is used when the goods are moved for job
4 GSTIN/
Returns Challan work with ‘Delivery Challan’.
URP
Other This is used when the goods are brought back
Delivery
5 Sales Return GSTIN/ from the client premises because of rejection of
Challan
URP the goods or not ready to accept the goods.

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This is used when the goods are taken out from

the premises of the tax payers to the premises
Exhibition or Delivery
6 Self of the Exhibitions or Fairs.
Fairs Challan
The goods are taken out with the ‘Delivery
Challan’.
This is used when the goods are moved between
Delivery
7 For Own Use Self the business places of the tax payers. Generally,
Challan
it is moved with ‘Delivery Challan’.
Self/
This is used when the goods taken on another
Delivery Other
8 Others type of supply. It is necessary to the tax payers
Challan GSTIN/
to specify the sub-supply type.
URP
Self/
Other
Others
GSTIN/
URP

Now the user has to select the type of document from the drop-down menu as per the document in his
hand. The user will enter the document number and select the date of document as given on the
document (invoice, bill, challan etc.) he is holding. The Document No. should be unique for all EWB
supposed to be generated by a user. Document Date should be less than or equal to current date.

For an outward type of transaction, in the ‘Bill From’ section, Name, GSTIN If the user has additional
places of business, the system will allow him/her to edit the address in ‘Dispatch From’ section.

For an inward type of transaction, in the “Bill From” section, Name, GSTIN, State and Address are
required to be filled by the user. These can be auto populated if the user has already entered the
consignor details in Supplier Master. Here when user enters 2-3 characters of the consignor, the system
displays the related consignor name based on the Supplier Master and allows the user to select the
concerning consignor name. All the other fields like GSTIN, State etc. are auto populated after
selection. However, the system allows the user to edit the auto- populated details.

If the supplier master is not created by the user, the system will allow him to manually enter the Name,
GSTIN and Address details. If the supplier is un-registered for GST, then the user has to enter the
GSTIN as URP, indicating that the supplier is ‘Unregistered Person’.

For an outward type of transaction, the user needs to enter the name, GSTIN, and Address of the consignee
in the ‘Bill To’ section. The consignee details can be auto populated if the user has entered the consignee
details in the Client Masters. When the user enters 2-3 characters of the consignee name, the system
displays the related consignee name and allows the user to select the consignee name which was updated
in the masters. All the other fields like GSTIN, State, and Address are auto filled and are also editable by
the user. If the master has not been entered for the consignee, the user shall enter the complete details
manually. Here, also the user has to enter the URP in GSTIN column, if the consignee is un-registered
person.

For an inward type of transaction in the ‘Bill To’ section, the Name, GSTIN and address of the recipient is
auto populated with the user details. If he has the additional places of business, he will be allowed to select the
place. Here in spite of auto update, the system allows the user to edit the address.
Now, the user needs to enter the details of products to be shipped under “Item Details” section. Products
details can be auto populated if the user has entered the product details in the Product Masters. By entering
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2-3 characters of the product name, which is being transported, the system allows the user to select the
product name which was updated in the masters. All other fields under this section like description, HSN, Unit,
Tax rate are auto filled from the master.

E-Way Bill cannot be generated with only SAC codes(99) for Services, minimum one HSN code belonging to
Goods is mandatory.
The user needs to then enter the quantity and total taxable value. Standard rates of tax (%) are auto-populated
in the dropdown while entering the HSN code. Tax payer has to select the applicable tax rate slab (in %)
from the dropdown of respective tax categories. However, for “CESS Non Advol Rate”, tax payer has to
select the applicate tax rate in Rupees instead of % like in other tax rate fields.

The user can add multiple products by clicking on button.

Based on the taxable value and tax rates, the system will calculate CGST, SGST, IGST and CESS
amount. The user is allowed a flexibility to edit the auto-populated amount if required. However, system
will not auto-populate the CESS Non Advol amount as it depends upon the quantity and unit. Hence the
tax payer has to manually enter the same in ‘CESS non-Advol. Amount’ field.

It may be noted that the system will show the CGST and SGST tax rate for intra-state movement and IGST
tax rate for inter-state movement.

Now, the user has to enter the details of transportation under ‘Transportation Details’ section.

Here the user will first enter the transporter name, transporter ID and approximate distance (km) to be
covered by the shipment.

The e-waybill system will Auto - calculate and display the estimated motorable distance between the
supplier and recipient addresses as per the PIN codes entered in “Bill From & Bill To” Section. User is
also allowed to enter the actual distance as per the movement of goods. However, it will be limited to +/
- 10% more than the auto calculated distance displayed. In case, the PIN Code of both source and
destination are same, the user is allowed to enter distance up to a maximum of 100KMs only. The user
has to update the Part-B and select the mode of transportation - road, rail, air or ship/road cum ship and
vehicle type. Next, he has to update the vehicle no. and transporter doc no. and date. If the goods are
being moved directly by the user himself, then he can enter the vehicle no. without entering the
transporter details.

Mode of transport Ship is now updated as Ship / Road cum Ship

 If the mode is ship/road cum ship, then vehicle type should be ODC (Over Dimensional Cargo) and
regular shall not be allowed.

 If the mode is ship/road cum ship, either vehicle number or trans doc/date is mandatory.

 If the mode is ship/road cum ship, in case user wants to generate part A e-waybill transporter id is
mandatory and vehicle number or trans doc/date not necessary.

If a user is carrying out the transportation through third party, then he will generate the EWB by
entering the, transporter id and transporter document number and date given by the transporter. The
transporter ID can be auto populated, if the user has entered the transporters details in “Transporter
Master”. By entering 2-3 characters of the transporter, the system will allow the user to select the

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transporter name which was entered in the master. If the transporter ID is entered, the generated EWB
will be forwarded to the concerned transporter login account, allowing the transporter to enter the vehicle
number while goods are getting moved.

If user is not having the Part-B details and transporter is going to update the Part-B, then he/she has to
compulsorily enter the transporter id to generate the ‘Part-A Slip’.

It may be noted here that either transporter ID or Vehicle number is required to generate the EWB.

If a transporter is generating the e-way bill on behalf of the consignor/consignee, then the complete
EWB entry form will be entered by him to generate the EWB. Here, the system allows him to enter both
the consignor and consignee details without blocking any column.

Once a request for EWB is submitted, the system validates the entered values and pops up appropriate
message if there is any error. Otherwise, the system generates the EWB with unique 12-digit number.

This EWB will not be valid for movement of the goods without Part-B updates in the EWB form. Once the
Part-B details are entered, the system will show the validity of the e-way bill calculated based on the
approximate distance to be covered by the shipment. This indicates the user to get the goods moved with
that valid date and time. Otherwise, the movement of goods becomes illegal.

The user can take the print out of the EWB using the ‘Print’ option provided as shown in below figure.

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Tips for easy and quick generation of e-way bill

1. Mandatory fields are indicated by

2. Mandatory fields for GSTR-1 are indicated with, it is advisable to enter these fields so
that automatically GSTR-1 is prepared for next month.
3. Please ensure that you have the document details of the goods, to be moved, in hand
before starting the data entry.
4. Please ensure that you have vehicle number in hand for road and transporter id,
document number and date for movement by rail, air, or ship before starting the data
entry.
5. Please ensure that your regular clients, suppliers, products and transporters details
are entered in the master’s option for easier, quick and accurate generation of e-way
bill.
6. Please ensure that document number is entered with alphanumeric value.
7. If the trans mode is ship and road cum ship then ODC is mandatory and Regular will not
be allowed and also either vehicle number or trans doc/date is mandatory.

5.1.1 Transaction Details

a) Duplicate Invoice

Checking of duplicate generation of e-way bills based on same invoice number. The e-way bill system is
enabled not to allow the consignor/supplier to generate the duplicate e-way bills based on his one document.
Here, the system checks for duplicate based on the consignor GSTIN, document type and document
number. That is, if the consignor has generated one e-way bill on the particular invoice, then he will not be
allowed to generate one more e-way bill on the same invoice number. Even the transporter or consignee is not
allowed to generate the e-way bill on the same invoice number of that consignor, if already one has been
generated by the consignor.

Similarly, if the transporter or consignee has generated one e-way bill on the consignor’s invoice, then any
other party (consignor, transporter or consignee) tries to generate the e-way bill, the system will alert that there
is already one e-way bill for that invoice, and further it allows him to continue, if he wants.

b) Transaction Type

There are four types of transactions - These types depend upon the number of parties involved in the billing
and movement of the goods.
The following paras explain the same.

1. Regular: This is a regular or normal transaction, where Billing and goods movement are happening
between two parties - consignor and consignee. That is, the Bill and goods movement from consignor to
consignee takes place directly.

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2. Bill to – Ship To: In this type of transaction, three parties are involved. Billing takes places between
consignor and consignee, but the goods move from consignor to the third party as per the request of the
consignee.

3. Bill from – Dispatch From: In this type of transaction also, three parties are involved. Billing takes
places between consignor and consignee, but the goods are moved by the consignor from the third party
to the consignee.

4. Combination of both: This is the combination of above two transactions and involves four parties.
Billing takes places between consignor and consignee, but the goods are moved by the consignor from
the third party to the fourth party, as per the consignee’s request.

Figure : Type of Transaction.

c) Document Number
Document Number field under Transaction Details tab is case sensitive which accepts alphanumeric value
with special characters / or –
Note: Any special character other than / or – will not be accepted in Documents Number field.

Figure : Document Number.

d) For Own Use

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On selection of option “For Own Use” as Sub Type, the pincodes of ‘Bill from’ & ‘Bill to’, will be same and
auto calculated pin to pin distance will be displayed as 100km.
e) Line Sales

When users select “Line Sales” as Sub Type, the maximum distance allowed is 300 KMS

Figure : Line Sales

a) Vehicle Number

On entering Vehicle number, first system checks the vehicle format and then checks vehicle number if it is
available in the Vahan system . If available the system shows the vehicle class details. If not, it alerts the user
that the vehicle is not available.

Figure : Vehicle Number Confirmation Message Figure : Vehicle Number Alert Message

Note: Temporary vehicle number can also be inserted as vehicle number for the purpose of E-Way Bill
generation.” Vehicle number format for Temporary RC Vehicle in e-Way Bill is shown below

Figure : Format for Temporary Vehicle Number

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5.1.2 IRN Info at Print Page

If e-waybill is generated from the e-Invoice portal, then IRN information is also shown in the e-waybill print.

Figure : IRN Info

5.2 The Blocking/Unblocking of E-Way Bill Generation

E-Way Bill system has a new feature of blocking/unblocking of the taxpayer’s GSTIN, as per the
rule. That is, if the GST registered taxpayer has not filed Return 3B for the last two successive
months in GST Common portal, then that GSTIN (as Supplier) will be blocked for further
generation of e-way bill.

5.2.1 Blocking

In this case, the taxpayers can come across the following two situations:
a.) A pop-up message (refer Figure 18), will appear every single time the blocked taxpayer tries to
generate new e-way bill or goes for bulk generation.
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5.2.2 Unblocking

Once the Return-3B is filed in the GST Common Portal, the blocked GSTIN will get
automatically updated as ‘Unblocked’ within a day in the e-Waybill system and the tax payer can
continue with e-way bill generation.
However, if the status is not updated in e-waybill system, then the taxpayer can do it immediately
by going to the e-Waybill portal and clicking on the option Search-> Update Block Status. Enter
the GSTIN, followed by the CAPTCHA and click on GO.

As shown in the Figure 20, the GSTIN and the blocked status will be displayed.

The user must now click on the button. This will fetch the status of filing from the GST Common Portal
and if filed, the status in e-Waybill system will subsequently get updated.

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5.4 Generate Bulk

The system also enables the user to generate bulk e-way bills. A bulk e-Way bill is used when a user needs to
generate multiple e-Way Bills at one shot.

For generating a Bulk e-Way Bill the user needs to have the EWB bulk convertor or the excel file, which
helps the user to convert the multiple e-Way Bills excel file into a single JSON file.

To generate a Bulk e-Way Bill, user needs to select the sub option ‘Generate Bulk’ under the option ‘e-
Waybill’. On clicking this option, the following screen will be displayed.

Figure : Generate Bulk

The user has to choose file and select the JSON to be uploaded (maximum allowed file size for upload is 5
MB). Once a JSON file is from the user’s system, the user needs to upload the same JSON file in the e-Way
Bill portal and can use the file to generate bulk e-Way Bill.

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Figure : Generating and Uploading Bulk EWB.

After processing the JSON file, the system generates the E-Way Bills and shows the EWB for each request.
If it is not possible it will show the appropriate error for each request.

Note: Please refer Bulk E-way Bill generation manual for detailed information and procedure to generate
bulk

5.5 Update Part B/Vehicle

This option is used to update the vehicle number of the e-Way Bill, if it has not been entered while
generating e-Way Bill or vehicle has been changed for moved goods because of various reasons like transit
movement, vehicle breakdown etc.

The present transporter is enabled to update the Part-B. If the transporter has not been assigned to the e-way
bill, the generator can update the Part-B.

When the user selects the ‘Update Part B/Vehicle’ sub-option under ‘e-Waybill’ option, the following screen
will be displayed. In this form the user needs to select one option form e-Way Bill No and Generated Date.

Figure : Updating of Vehicle No, form 1.

After entering the corresponding parameter, the system will show the list of related E-way bills for those
parameters. Here, the user will click on the select for the corresponding e-way bill for the vehicle update.
Next, the user will be redirected to the following form.

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Figure : Updating Vehicle No, Form 2.

Before going for updating vehicle number, the user should have the E- Way Bill for which the user wants to
update vehicle number and the new vehicle number in hand for the data entry.

In the vehicle updating form, the user needs to first select the mode of transport. He has to then enter the
vehicle number through which the transportation is being done, next the user enters the From Place, From
State, from where the transportation is being done.

The user also needs to give the reason for which the vehicle is being changed. The system allows the user to
select the reason for the transport change from the dropdown list. Next, the user needs to enter the
appropriate remark supporting the select reason. If the mode of transportation is rail, air, or ship/road cum
ship, then the user needs to enter the transporter document number instead of the vehicle number.

 For ship/road cum ship, vehicle type should be ODC. Regular should not be allowed.

 For ship/road cum ship, either vehicle number or trans doc/date must be mandatory.

 For ship/road cum ship, in case user want to generate part A e-waybill transporter id is mandatory.
vehicle number or trans doc/date not necessary.

Once a request for updating of vehicle number is submitted, the system validates the entered values and pops
up appropriate message if there is any error. Otherwise, the vehicle no is updated instantly and will be
aligned with the concern e-Way Bill.
Tips to remember

1. E-way bill is not valid for movement of goods without vehicle number on it.
2. Once E-way bill is generated, it cannot be edited for any mistake. However, it can be
cancelled within 24 hours of generation.
3. E- Way Bill may be updated with vehicle number any number of times.
4. The latest vehicle number should be available on e-way bill and should match with
the vehicle carrying it in case checked by the dept.

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5.6 Update Vehicle-Bulk

The system enables the user to update vehicle details in bulk for multiple e-way bills in one go. For updating
Part-B in Bulk, the user needs to have the EWB bulk convertor or the excel file, which helps the user to
convert the multiple Part-B of e-Way Bills excel file into a single JSON file update a Bulk Part-B of e-Way
Bills, user needs to select the sub option ‘Update Vehicle Bulk’ under the option ‘e-Waybill’.
The user has to select and upload the JSON (maximum allowed file size for upload is 5 MB) and upload the
same in the e-Way Bill portal and can use the file to update bulk Part-B of e-Way Bills.

After processing the JSON file, the system shows the list of e-way bills updated with Part-B for each request.

Figure : Bulk vehicle update.

5.7 Change to Multi Vehicle

This option allows consignment of one e-way bill to move in multiple vehicles. This option is used when
the good have moved to some place in a bigger vehicle and further it is not possible to move in same mode
of transport or vehicle. So, the goods are moved further in smaller vehicles.

For example, an e-way bill is generated and needs to be moved from A to C. Here, the consignment moves
from A to B via Rail or bigger vehicle. Now, it is not possible to move the consignment from B to C in the
same mode of transportation due to unavailability of that mode or may be due to hilly region where big
vehicles cannot be used. In such cases, the consignment needs to be moved in multiple smaller vehicles.

When the user clicks this option, system prompts the user to enter the EWB No. Once the user enters the
EWB no and clicks “Go”, system displays the following screen.

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Figure : Multi vehicle update- Screen

The user has to then select the “Yes” option and system displays the following screen.

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Figure : Multi vehicle update- Screen 2

Note: The total quantity of goods to be moved in vehicles cannot exceed quantity mentioned in this form

User has to then click “Submit” button and update the vehicle details through “Update part-B/Vehicle”
option by selecting the corresponding group as shown below.

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Figure : Update Vehicle No in case of Multi vehicle

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Figure : Generated Multi vehicle e-Way Bill

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5.8 Extend Validity

The provision has been provided to the taxpayer to extend the validity of E-way bill if the consignment is
delayed and cannot reach the destination before the expiry of the validity of e-way bill. The user can extend
the e-way Bill eight hours before or within eight hours after the existing validity time of EWB. The present
transporter of the e-way bill can only extend the validity.

Figure : e-way Bill validity extension, Form 1.

To avail this option, one must go to the form of extension validity and choose “Yes” for extension in the e-
Way Bill.

Figure : e-way Bill validity Extension, Form 2

If the user says he wants to extend the validity, the system prompts him to select the appropriate reason from
the dropdown and explain the reason in detail in the reason description/remarks field.

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Transportation Details (Part -B) will appear in the form where the user needs to select the position of the
consignment as In Transit / In Movement.

Figure : e-way Bill validity extension, Form 3

a) In Movement:
On selection of “In Movement” the system will prompt the user to select the “Mode” and “Vehicle details”.

b) In Transit:
On selection of “In Transit”, user needs to select the “Transit type” i.e. On Road, Warehouse or Others
followed by the Address details of the transit place.

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Subsequently, the user has to update Transportation Details-Part B as shown in above figure including the
approximate remaining distance to be covered from the present place of conveyance carrying the
consignment till the destination.

On click of the “Submit” button and subsequent validation of entered details by the system, validity of the
EWB is extended depending upon the distance to travel as per the defined EWB rules.

Note: By default, the validity of the extended EWB in the system is kept till midnight of the extended day.

5.9 Update EWB Transporter

The system enables the user to update the Transporter details against a particular EWB, if the transporter is
getting changed for the further movement of the goods. Here, the present transporter can only update the next
transporter and subsequently, the next transporter is enabled to update the Part-B till he has been changed. If
the transporter is not there, then the generator of the e-way bill can update the transporter.

To begin with, the user has to enter the EWB number and click ‘Go’ as shown in the screen below.

Figure : Update Transporter Details, Form 1.

The Transporter details can then be updated by the user as shown in below screen.

Figure : Update Transporter Details, Form 2.

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5.10 Update EWB Trans.-Bulk

Using this option, the user can update Transporter ID in bulk for multiple e-way bills in one go to reduce
large amount of data entries and save time.

When the user clicks this option, system displays the following screen.

Figure : Bulk Transporter Upload

User has to then choose and upload the JSON file in a specified format having the Transporter ID details.

After successful upload of the JSON file, user has to click “Update” and system will then update the
Transporter IDs in multiple EWBs as per respective entries in JSON file.

5.11 Cancel
The provision has been provided to the taxpayer to cancel the E-way bill for various reasons like goods are
not being moved, incorrect entry in the E-way bill entered by him etc.

When user selects the ‘Cancel’ sub-option under ‘E-way bill’ option, the following screen will be displayed.

Figure : Cancelling e-Way Bill.

Before going for e-Way Bill Cancellation, the user should have the e-Way Bill number in hand which he
intends to cancel.

Next, the user needs to enter the 12digit e-Way Bill number and select go. That particular e-way bill will be
displayed, and after giving a suitable reason for the cancellation of e-Way Bill, the user can cancel the e-way
bill.

Once the e-Way Bill is cancelled it’s illegal to use the same.

Note: The e-Way Bill once generated cannot be deleted. However, it can be cancelled by the generator
within 24 hours of generation. If it has been verified by any empowered officer, then it cannot be cancelled.
E-Way Bill can be cancelled if either good are not transported or are not transported as per the details
furnished in the e-Way Bill.

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5.12 Print EWB

When the user selects the ‘Print EWB’ sub option under ‘e-Waybill’ option, the following screen will be
displayed; the print of an e-Way Bill can be taken only by the generator and the transporter of the e-Way
Bill.

Figure : Print EWB, Form 1.

After entering the e-Way Bill number, the below mentioned form will be displayed. The system shows the e-
Way Bill with an option to take the print.

Figure : Print EWB, Form 2.

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A user can take a detailed print as well by clicking “Detailed Print” option.

6 Consolidated EWB

Figure : Options under Consolidated EWB

6.4 Generate New

A consolidated E-way bill is generated when the transporter is carrying multiple consignments in a single
vehicle. Consolidated E-way bill allows the transporter to carry a single document, instead of a separate
document for each consignment in a conveyance.

A user should have all the e-Way Bill numbers of the consignments, which the transporter shall transport in
one conveyance.

When the user selects the ‘Generating New’ sub-option under ‘Consolidated EWB’ option, the following
screen will be displayed.

Figure : Consolidated E-way bill Form.

In this form the user needs to check the mode of transportation from the given options,
Road/Rail/Air/Ship/road cum ship . Then the user enters the ‘From State’, ‘Vehicle Starts From’ where the
vehicle is starting and ‘vehicle no’.

Now, the user needs to enter the e-Way Bill Number. Once the EBN is entered the rest of the fields in the
form are auto populated. The user can add multiple consignments by clicking on . It may be noted that
user should be the generator or the transporter of the selected e-way bill to use in consolidated EWB.

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Otherwise, it will not allow him to update the details. Then click on submit. The system will display a
consolidated e-Way Bill with the consolidated EBN as given below.

Figure : Generated Consolidated E-way bill.

6.5 Generate Bulk

The e-way bill system enables the user to generate consolidated bulk e-way bills. A consolidated bulk e-Way
bill is used when a user needs to generate multiple consolidated e-Way Bills at one shot.

For generating a consolidated Bulk e-Way Bill the user needs to have the EWB bulk convertor or the excel
file, which helps the user to convert the multiple consolidated e-Way Bills excel file into a single JSON file.

To generate a consolidated Bulk e-Way Bill, user needs to select the sub option ‘Generate Bulk’ under the
option ‘Consolidated EWB’. The following screen will be displayed.

Figure : Consolidated Bulk e-way Bill, Form 1.

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The user has to choose file and select the JSON to be uploaded. Once a JSON file is from the user’s system,
the user needs to upload the same JSON file in the e-Way Bill portal and can use the file to generate
consolidated bulk e-Way Bill.

Figure : Consolidated Bulk e-way Bill, Form 2.

After processing the JSON file, the system generates the E-Way Bills and shows the consolidated EWB for
each request. If it is not possible it will show the error for each request.

Note: Please refer Bulk E-way Bill generation manual for detailed information and procedure to generate the
bulk e-Way Bills.

6.6 Re-Generate
The E-Way Bill system gives the user an option to update the transportation details for the consolidated
EWB and re-generate the new Consolidated EWB (CEWB).
A user can update the transportation or vehicle number for the consolidated EWB by selecting the sub option
‘re-generate’ under the option ‘consolidated EWB’. The following screen is displayed on clicking this
option.

Figure : Regenerate CEWB (based on CEWB No.)

On this screen, the user shall enter the 10digit consolidated EWB or by selecting the date on which the
consolidated EWB was generated. A list of consolidated EWB will be shown as shown in below figure; the
user shall select the particular consolidated EWB to update the vehicle number. The following screen will be
displayed.

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Figure : Regenerate CEWB (based on Date).

Figure : Update Vehicle Number,

On this form the user needs to update the vehicle number along with the place, state, reason for the change in
Transportation and Transporter Doc. No. and Date. The system will pop up an error message if any fields are

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Entered wrongly, otherwise the vehicle number will get updated to that particular consolidated E-way bill no.

6.7 Print Consolidated EWB

A user can take the print of consolidated EWB by selecting sub option ‘Print Consolidated EWB’ under the
option consolidated EWB. On clicking this option, following screen is displayed.

Figure : Print Consolidated EWB

Once the user enters the consolidated EWB number and clicks ‘GO’, the system will display the requested
consolidated EWB and the user can take the print out of the same.

7 Rejecting EWBs
This option is used by the taxpayer to watch the e-Way Bills generated by the other taxpayers against his /
her GSTIN as the other party as recipient or supplier and if the recipient is not getting the consignment
mentioned in the e-Way Bill, he/she can reject them using this option.

The user needs to have the e-Way Bill number which he/she wants to reject. The following screen is shown
once ‘Reject’ is selected from the main menu options.

Figure : Rejecting E-way bill.

The user needs to the select the date on which the e-Way Bill which he wants to reject, was generated and
click ‘Submit’ button. The system will show all the e-way bills generated on that particular date. The user
has to then select the concern EWB by checking the check box on the right side of the e-Way Bill as
illustrated in Figure 47.

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Figure : Rejecting E-way bill.

Note: As the other party, one can communicate the acceptance or rejection of such consignment specified in
the e-Way Bill. If the acceptance or rejection is not communicated within 72 hours from the time of
generation of e-Way Bill, it is deemed that he has accepted the details.

8 Generating Reports
There is an option for the user to generate various reports to manage his business – some are detailed and
others are summarized. The system also helps the user to generate action-based reports. The following
reports are available under this option:

Figure : Options under Reports.

Above options are explained in detail below for user’s understanding.

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8.4 My EWB Reports

Figure : Options under My EWB Reports

This will give the list of e-Way Bills generated by the user for a particular date which includes the following:

8.4.1 Outward Supplies- This will generate the list of e-Way Bills which have been shown as
outward supplies from the user for a particular date and additional column for mode of generation
(web,excel) is provided.
8.4.2 Inward Supplies- This will generate the list of e-Way Bills which have been shown as inward
supplies to the user for a particular date.
8.4.3 CEWB Generated by Me- This will show the list of all consolidated e-Way Bills generated
by the user for a particular date.
8.4.4 Cancelled EWBs- This will list the e-Way Bills cancelled by the user for a particular date.
8.4.5 Rejected EWBs by Me- This will list the e-Way Bills rejected by the user for a particular date.
8.4.6 Assigned for Transporters- This will list the e-Way Bills assigned by the user for
Transporters for a particular date.
8.4.7 Part-A EWBs- This will show the list of all the EWBs with Part-A updated but Part-B
pending for updation for the selected date range.
8.4.8 Doc No. Info- This will show Report on EWB's Generated based on Doc. Type and Doc No.
8.4.9 EWB about to Expire- Taxpayers or transporters can view the list of e-Way Bills about to
expire in a time period of 4 days (From current date (T) then (T)-1, (T)+1, (T)+2). They can keep
track of expiry dates for each of the consignments generated and now download excel is available
which stores the data
8.4.10 Month wise download EWB: This will allow user to download E-waybills for selected
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month and the report will be available from 8 am to 12 pm.

8.5 Others EWB Reports

Figure : Options under Others EWB Reports.

This option will give the list of e-Way Bills generated by the others against the user as the other party for a
particular date under various categories which are as follows:

8.5.1 Generated by Others- This will list the e-Way Bills generated by others for the user.
8.5.2 Rejected EWBs by others- This will list the e-Way Bills assigned to others by the user but
rejected by them.
8.5.3 Assigned to me for Transport- This will list the e-Way Bills assigned for transport to the
user by others. There are two different ways to search e-Way Bill assignment
i) EWB Date: This option provides list of e-waybills based on EWB date.

ii) Assign Date: This option provides list of e-waybills based on assign date.(Note: Date range
shouldn’t be more than 5 days).

Figure : EWB Assigned to me for transport

8.6 Master Reports

Figure : Options under Master Reports.

Following reports are available under this option:

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8.6.1 My Masters – This generates the list of master entries created by the user under different
categories namely Clients, Suppliers, Transporters and Products as shown below.

Figure : Generating Master Reports

8.6.2 EWB Masters – This will list the e-Way Bills based on Unit Quantity Code and State Code
as shown in below figure.

Figure : Generating EWB Master Reports

8.7 Summary Reports

Figure : Summary Reports

Using this option user can view the list all the EWBs generated by the user on a selected date along with
relevant parameters. The user can export the report in an excel by clicking on ‘Export to Excel” tab as shown
in below figure.

Figure : Generated by Me Report

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9 Masters

The e-Way Bill system allows the user to create his own business-related Masters. Master’s data simplifies
the data entry while generating the e-Way Bill. It helps user to generate e-Way Bill easily and quickly
without any errors. The master consists of Products, Clients, Suppliers, and Transporters.

Figure : Options under My Masters.

9.4 Products

When the user selects sub option ‘Product’ under option ‘Masters’, the following screen will be displayed.

Figure : Product Master.

The user needs to start entering with the basic details like the product name; a measurement unit of the
product in which he sells and a brief description about the product shall be entered by the user.

Next, the user needs to enter the HSN code. If the user doesn’t know the HSN code, the system allows the
user to select the HSN code from the search options and HSN name accordingly.

Next, the user needs to enter the rate of tax as applicable for the product - CGST, SGST, IGST, Cess, and
Cess Non-ad valorem. Once a request for product details is submitted, the system validates the entered values
and saves. Otherwise, the system pops up appropriate message if there is any error. The user can repeat this
for all his products. User can make multiple entries for the same product, if the unit of measurement and rate
of tax is in multiple for the same product. Accordingly, he can give the product name for his understanding
and remembering.

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9.5 Clients
A user shall select the sub option ‘Clients’ under option ‘Masters’ to enter the client details into the masters,
the following screen is shown when the clients tab is selected.

Figure : Customers Master, Form 01.

The user can enter the customer details as a GST registered or GST un-registered customer. When the GST
registered option is selected, the user has to enter the GSTIN of the customer. Once the GSTIN is entered,
the system shows the customer details in the combo box. If the GSTIN holder has additional place of the
business, then the combo will show main and additional places of business. The user has to select whichever
is required. If multiple places have to be selected, click button and select. Once submit is given, the
system saves the details of that particular customer in the masters.
If the user selects the GST un-registered option, the following screen is displayed.

Figure : Masters Customers Master, Form 02.

The user needs to enter the state, name, client address, place, pin code, mobile number, email of the client
along with approximate distance and click ‘Submit’.

Once a request for client details is submitted, the system validates the entered values and pops up appropriate
message if there is any error. Otherwise, the client details are captured into the masters and will be available
to use while generating e-Way Bill.

9.6 Suppliers
The user can also add the suppliers by selecting sub option ‘Supplier’ in the same manner like clients are

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added. Please see the procedure for the entry of customer in masters in above section.

Figure : Suppliers Master.

9.7 Transporters
Similarly, a user can enter the details of a registered transporter into the masters based on transporter number.
Once the transporter number is entered, the system allows the user to select and submit the same. This is used
to enable the registered person to allow the transporter to update the vehicle number in the e- Way Bill
whenever it is required.

Figure : Transporters Master.

9.8 Bulk Upload

The system enables the user to upload bulk Masters for Product, Client, Supplier and Transporter. For
generating a Bulk e-Way Bill the user needs to have the EWB bulk convertor or the excel file, which helps
the user to convert the multiple e-Way Bills excel file into a single JSON file.

To upload a Bulk Master, user needs to click the ‘Bulk upload’ under ‘My Masters’ module and then select
the option for Bulk Master as shown in screen below.

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Figure : Bulk Master upload, Form 1.

The user can then upload the JSON file for the selected option and generate the respective Master
accordingly.

Figure : Bulk Master upload, Form 2.

10 User Management
Some of the users or taxpayers need to generate the e-Way Bill from multiple business places or in 2-3 shifts
or many numbers of e-Way Bills under his account. Also, some of the users do not want to manage all the
activities under one username or account. Under these circumstances, he/she may not be able to manage this
with one user name and such tax payers can use the user management option to create multiple sub-users and
assign them different roles. The following sub-options help the user to manage the sub-users.

Figure : Options under User Management.

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10.4 Create Sub-User

The system enables the user to create a sub user.

Once the user clicks on the sub option ‘Create Sub user’ under the option user management, the system asks
the user to enter the mobile number and validates the same via the OTP. Once correct OTP is entered the
following screen is displayed.

Figure : Creating Sub-User.

In this form, the user can create the sub-user by entering a ‘suffix user id’ for the sub user and shall check the
availability of the user id. That is, if the tax payer’s username is ‘abcdef’ and he is giving suffix as ‘rvk’, then
the sub user id will be ‘abcdef_rvk’ is created.

Then the user needs to enter the name, destination, and mobile number, email id, enabling the user to
generate the EWB for all the offices or for a particular office.

The user can authorize the sub user to generate EWB, consolidated EWB, rejection of EWB, report
generation of EWB and updating the masters from the check boxes as illustrated in above figure.

The system will pop up an error if the entered fields are incorrect otherwise the system will create a sub-user
and send SMS pop up a message with password to the sub-user.

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10.5 Freeze Sub-User

The system gives an option to the user to freeze the sub user so that he cannot login in the EWB portal.
Once the user selects ‘Freeze sub-user’ under the option user management the following screen is displayed.

Figure : Freezing Sub-User.

The user shall select the freeze button to freeze a sub user. Once a sub-user is frozen, he/she won’t be able to
login E-way bill portal.

10.6 Update Sub-User

In the same manner explained under chapter 10.1 create sub user, a user can update a sub-user after
successful validation of the OTP sent on users mobile by the system.

10.7 Change Password

A user can change his login password using this option. Once the user clicks on ‘Change Password’ sub-
option under the option ‘User Management’ option, the following screen is displayed.

Figure : Change Password.

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In this form the user needs to first enter his existing password and then the new password which he wants to
use and click ‘Submit’. The system will then validate the entered details and change the login password of
the user with new entered password.

Note: Remember the new password entered. Don’t share your password with others and regularly change
your password.

11 Registration
E-Way Bill system provides the users to generate the e-Way Bills from different modes. One of them is the
web-based mode, which has been explained in chapter 5. There are other modes like SMS based, android app
based, API based and Suvidha based. For all these modes, the user needs to register on the web-based system
with other details for these modes. The following options explain the registration for these modes.

Figure : Options under Registration.

11.4 For SMS

User needs to have the registered mobile number which he/she used for registration on the e- Way Bill
portal. Once user selects option ‘For SMS’ under main option ‘Registration’, following screen is displayed.

Figure : SMS registration, Form 1.

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The user needs to verify the OTP received on his/her registered mobile number and email ID. The system
validates the OTP and directs the user to the following screen.

Figure : SMS Registration, Form 2.

Next, the user needs to select the User id from the drop-down menu, the mobile number of the selected user
will be auto populated by the system. Once the user gives the submit request the particular user can generate
e-Way Bill through SMS system.

Note: Please refer user manual on SMS system to generate e-Way Bill through SMS. A tax payer can register
maximum 2 mobile numbers for the e-Way Bill purpose.

11.5 For Mobile

The e-Way Bill system enables the user to generate an e -Way bill through android application as well.

Once a user selects ‘For Android’ under the option ‘Registration’, the following screen is shown.

Figure : Android Registration, Form 1.

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Figure : Android Registration, Form 2.

The user needs to select the concern user from the drop-down list. Once the user is selected, name and place
will be auto populated by the system. In order to enable the concern user with android app, user needs to
enter the IMIE Number of the concern user and save the details in the e-Way Bill system. Once saved the
concerned user will be able to generate e-Way Bill through android applications.

11.6 For GSP

Similarly, user can also register their GSP’s in the system using this option. After successful validation of
the
OTP, system will display the following screen.

Figure : GSP Registration.

Once the user enters the required GSP details in the form and clicks “Add”, system registers the selected
GSP for the user.

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11.7 For API

Using this, the user can enable API based generation of the e-way bills for his firm.

Please refer the API User Manual for detailed information in this regard.

Figure : API Registration, Form 1.

11.8 Common Enrolment

Using this, the transporters who are GST registered can generate a Common Enrolment number which will
allow him to use one registration number for generating the e-way bills and updating Part-B throughout the
country. Only Registered Transporters, which are having GSTIN in multiple states with same PAN number,
can register in common enrolment process.

User logs into the e-way bill system and selects ‘Common Enrolment” option in the Registration menu.

System displays details, such as the GSTIN, Tradename, Address, e-Mail id and Mobile no. Also, the
GSTINs registered with the same PAN are also displayed. If Applicant details are Correct, User enters the
OTP received to his mobile and clicks “Verify SMS OTP”

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Figure : Common Enrolment Registration.

Next, the system will open Common Enrolment form displaying all GSTIN's registered under same PAN &
allow user to create Username & Password for Common Enrolment Login & click “Submit".

System shows a message stating that “Registered successfully” and generates a unique Common Enrolment
number of 15 digits starting with 88 & displays the complete details.

Figure : Common Enrolment Registration.

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12 Update
Following options are available under Update module.

Figure : Options under Update.

12.4 As Transporter/Taxpayer

The E-Way Bill system allows a user to generate an e-way bill for other parties as a Transporter/Taxpayer.
By using this option, a user can change himself into a Transporter/Taxpayer, which enables him to generate
e-way Bill for other parties.

Any time, the user can change between tax payer and transporter.

A user needs to select ‘For Transporter/Taxpayer ‘under the option ‘Registration’. On clicking this option,
following screen will be displayed:

Figure : Transporter Registration.

Here the user needs to ‘verify OTP’ by entering the OTP received in his registered mobile number and mail
ID.
Once the OTP is verified, the system asks the user whether he/she wants to be register as a transporter so that
he can generate e-way bills for his clients. The user has to select the yes option to do the same, again if the
user wants to be a registered tax payer can check the no box and can save the details by clicking on ‘Save’.

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Figure : Transporter Registration, Form 2.

12.5 My GSTIN from Common Portal (CP)

The E-Way Bill system allows a user to update their business details from the GST common portal. Once
updated successfully, these details can be auto populated in various e-Way bill modules based on GSTIN as
and when required.

Figure : GSTIN Update Form

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13 Grievance
The system has a provision that allows the tax payers/ transporter to file a grievance for cases where a
vehicle has been intercepted by the officers and detained for a period exceeding thirty minutes unnecessarily.

Figure : Options under Grievance.

On clicking the ‘Detention Form [04]’ option, system opens the detention entry form and prompts the user to
enter the EWB number as shown below.

Figure : Detention Entry, Form 1

When user enters the EWB no. and clicks “Go”, system displays the following screen.

Figure : Detention Entry, Form 2.

14 E-Way Bill System for Citizens

A person who wants to generate e-way bills to move goods but is not registered under the GST system can
use this option.

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Figure : EWB Enrolment for Citizen

14.4 Generate New EWB

To generate an EWB, a person who is not registered on the GST System has to enroll himself on the
EWB Portal. For enrolling the same, the unregistered person has to open the e-Way Bill portal and select
the ‘Enrolment for Citizen’ option under Registration. Then the user will be redirected to the ‘Enrolment
Application form’.

Figure : User Details Entry

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The user has to select the State and enter his name along with the PAN number, followed by Address and
contact information.

For the purpose of authentication system will ask users to enter their Mobile Number and click on “Send
OTP”. The system validates the OTP. User enters the OTP received to his mobile and clicks “Verify OTP”.
User verifies the entered details & clicks “Continue to Bill Generation” which will redirect user to E-Way
Bill Entry Form.

The user has to update the Part-B and select the mode of transportation - road, rail, air or ship/road cum
ship and vehicle type. Next, he has to update the vehicle no. and transporter doc no. and date. If the
mode is ship/road cum ship, then vehicle type should be ODC (Over Dimensional Cargo) and regular should
not be allowed and if the mode is ship/road cum ship, either vehicle number or trans doc/date must be
mandatory.

14.5 Update Vehicle for Generated EWB

This option is used to update the vehicle number of the e-Way Bill, if it has not been entered while
generating e-Way Bill or vehicle has been changed for moved goods because of various reasons like transit
movement, vehicle breakdown etc.

The present transporter is enabled to update the Part-B. If the transporter has not been assigned to the e-way
bill, the generator can update the Part-B.

When the user selects the ‘Update Vehicle for Generated EWB” option under “E-Way bill for Citizens”. On
clicking this option, the following screen will be displayed.

The user has to enter registered mobile number and the E-way bill number to Get OTP and proceed with
Verification to enter the Vehicle details in Part B of generated E-way Bill.

Figure 90: Updating of Vehicle No, form 1.

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Figure : Updating of Vehicle No, form 2.

In the vehicle updating form, the user needs to first select the mode of transport. He has to then enter the
vehicle number through which the transportation is being done, next the user enters the From Place, From
State, from where the transportation is being done.

The user also needs to give the reason for which the vehicle is being changed. The system allows the user to
select the reason for the transport change from the dropdown list.

Once a request for updating of vehicle number is submitted, the system validates the entered values and pops
up appropriate message if there is any error. Otherwise, the vehicle no is updated instantly and will be
aligned with the concern e-Way Bill.

14.6 Print EWB

User wants to take print out of an e-way for many purposes like to provide a copy of EWB to the in-charge
of the conveyance or wants to keep one for his reference etc.

When user selects the “Print EWB” option under ‘E-Way bill for Citizens”, the following screen will be
displayed.

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Figure 92: Print EWB, form 1

The user has to enter their registered mobile number and 12digit E-way bill numbers to Get OTP and
proceed with Verification. The system will show the requested EWB. From this page the user can take the
print out for the EWB. System also gives an option to take a detailed print as well.

14.7 Cancel EWB

The provision has been provided to the user to cancel the E-way bill for various reasons like goods are not
being moved, incorrect entry in the E-way bill entered by him etc.

When user selects the “Cancel EWB” option under ‘E-Way bill for Citizens”, the following screen will be
displayed.

Figure 93: Cancel EWB form 1.

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Before going for e-Way Bill Cancellation, the user should have the e-Way Bill number in hand which
he intends to cancel.

Next, the user needs to enter the registered Mobile Number along with the 12digit e-Way Bill number and
select “Get OTP”. User enters the OTP received to his mobile and clicks “Verify OTP”.

That particular e-way bill will be displayed, and after giving a suitable reason for the cancellation of e-Way
Bill, the user can cancel the e-way bill.

Once the e-Way Bill is cancelled it’s illegal to use the same.

Note: The e-Way Bill once generated cannot be deleted. However, it can be cancelled by the generator
within 24 hours of generation. If it has been verified by any empowered officer, then it cannot be cancelled.
e-Way Bill can be cancelled if either goods are not transported or are not transported as per the details
furnished in the e-Way Bill.

Figure : Cancelling E-Way Bill form 2

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Figure : Cancelled E-Way Bill

15 Best Practices to follow

15.4 Mistakes while generating e-Way Bills

It has been observed that some of the Tax Payers and Transporters are making the mistakes while generating
the E-Way Bills. These mistakes may be happening as operators want to generate the e-Way Bills fast. The
followings are some of the general mistakes.
 In some cases, ‘Total of Tax Values of SGST, CGST, IGST and Cess’ are being entered more than
‘Value/Taxable Value’ of the product.
 In some cases, abnormal value is being entered for ‘Value / Taxable Value’, that is, more than ₹
10.00 Crores and so.
 In some cases, GSTIN of the other party is being entered wrongly.
 In some cases, PIN Codes are being entered wrongly.

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 In some cases, the HSN codes are being entered wrongly.

This may result in cancellation of e-Way Bill by the tax payers himself or rejection by the other party.

15.5 Best Practices to overcome these mistakes

To overcome these mistakes, the following actions may be taken by the Tax Payers/Operators.

 Enter your Clients/Customers and Suppliers master in the master menu – The tax payer has
been facilitated on the e-Way Bill system to create onetime master details of his/her customers and
suppliers by just entering the GSTIN. This helps in easily populating the customers and supplier’s
details by the system, just by typing his/her name at name field while generating the e-Way Bills.
This avoids the mistakes in GSTIN, Place, State and PIN codes of customers or suppliers.
 Enter your products master in the master menu – The tax payer can create his/her product
masters by entering the product details like name, HSN, rate of tax, etc. So that the product details
are auto populated by the system by just typing the 2-3 chars of product name. This avoids the
mistakes in HSN code, rate of tax, UQC, etc.
 Verify before submission - The operators can cross-check the values of parameters entered before
submitting.
 Manage sub-users carefully – Some of the tax payers may not operate directly themselves always
and also they may have multiple additional places from where they need to generate the e-way bills
for movement of goods. To achieve this, the tax payers can create the sub-users to manage the e-way
bill system depending upon the requirements. The different roles can also be assigned to these users.
However, the tax payers should take care while generating these users. Whenever, the
employees/operators/managers change, he/she should change the password or freeze the account
from miss-utilizing the same.
 Register for other facilities carefully – There are other facilities to register. They are SMS based
and Android based e-Way Bill management and registration to work as a transporter. The utmost
care should be taken while using these facilities to avoid miss-utilization. SMS based E-way Bill has
to be generated carefully to avoid mistakes while typing the parameters. The registration as
transporter facilitates the tax payers to generate the e-Way Bill for other parties as a transporter.
 API Interface - The best method for the large tax payers/transporters, who generate the large
number of e-Way Bills, is API interface. This is site-to-site integration of the systems for e-way Bill
generation. In this method, the tax payer system will directly request the E-way Bill system while
generating invoice in his system and get the e-Way Bill number. This can be printed on the Invoice
document and movement of the goods can be started. This avoids duplicate data entry and eliminates
complete data entry mistakes. To use this facility, the tax payers have to request the department for
this service. This facility is available only for the selected large tax payers or transporters, who
generate the more than the defined invoices in a month. These defined invoices in a month will be
changed as per the required by the government time-to-time.

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