How to Generate ewaybill in GST?

Last Update Date : August 13, 2018

how to generate e-way bill

The ewaybill generation has become mandatory for any inter-state transport of goods within India where the value of consignment is more than Rs 50,000. A lot of you might be confused as to how to generate eway bill. This bill should be generated not only for the transportation of goods but also for other reasons such as purchase from an unregistered person, inter-branch transfer, sales return and transfer because of job work.

The ewaybill portal gives a coherent gateway to generate eway bills (single as well as consolidated options), update vehicle number on the already generated bill, cancellation of e-Way bills, rejection of e-Way Bills, etc.

There are two modes of generating the ewaybills:

  1. On the web-based portal
  2. Via SMS

[ Read: What is e-Way Bill under GST ]

Pre-requisites of eWaybill Generation

There are certain prior conditions that are required to be fulfilled for generating an e-Waybill for any mode of generation. These pre-requisites are:

  1. The person should be registered on the e-Way bill portal.
  2. The bill/ invoice/ challan of the related consignment of goods should be in hand.
  3. The transporter ID or the vehicle number should be present in case the transport is by road.
  4. If the transport is to be done by rail, ship or air, the transported ID, Transport document number and the date should be mentioned in the document

Introducing e-Waybill Manager by earlyGST

earlyGST by H&R Block has introduced an easier way of generating e-Way bill through our e-Way Bill Manager that can be integrated with your ERP, thereby reducing manual intervention. This tool allows you to create single as well as consolidated e-Way bills. It also consists of various MIS reports such as cancelled bill, rejected e-Way Bill which can be used as an audit trail.

Avail our services for generating and managing your e-Way Bills by earlyGST

How to generate ewaybill using government web based portal?

Here is a step by step guide which will help you in generating e-Way bill online:

Step 1: Login to the Govt. e-Way bill portal

Enter your Username, password and then enter the Captcha code. Click on login

ewaybill login portal

Step 2: Under the ‘e-Waybill’ option, that appears on the left-hand side of the dashboard, click on ‘Generate new’ from the drop-down list.

waybill generation

Step 3: Enter the details in the fields of the e-Waybill form that appears on the screen.

  • Transaction type:
    a) If you are the supplier of the consignment, select ‘Outward’
    b) If you are the recipient of the consignment, select ‘Inward’
    c) Select the relevant sub-type under ‘Outward’ or ‘Inward’, whatever you have selected, which applies to you.

how to fill e way form

  • Document type: Select either one from Invoice/ bill/ challan/ credit note/ bill of entry. Select ‘others’ if the document you have is not listed there.
  • Document Number: Enter the document or the invoice number.
  • Document Date: You should select the date of the invoice/ challan/ document, here.
  • From/ To: Enter the details of the ‘to/ from’ section. The section depends on your role as a supplier or a recipient. You will have to enter details in the section that applies to you.

fill eway bill form

Note: Mention ‘URP’ in the GSTIN field, if the supplier/ recipient is an unregistered person.

  • Item Details: Add the HSN code-wise details of the consignment in this section.
    a) Product name
    b) Description
    c) HSN
    d) Quantity
    e) Unit
    f) Value/ Taxable value
    g) Tax rates of CGST/ SGST/ IGST in %
    h) Tax rate of Cess in % (if any)

items details of ewaybill

  • Transporter Details: In this section, the mode of transport of goods (road/ rail/ air/ ship) and the approximate distance covered in kilometres should be mentioned.
    Apart from this, either one of the details given below can be mentioned:
    a) Transporter name
    b) Transporter ID
    c) Transporter Document no. and Date
    Or
    d) Vehicle number (only in case of Road)

transporter details in e-waybill

Step 4: Click on the ‘Submit’ button.

After you submit the details, the system will validate the data that you have entered and show up an error, if any.
Otherwise, your request for generating a new ewaybill will be processed, and your Form EWB-01 form gets generated with a unique 12-digit number.

e-way bill system portal

You have to print and carry the generated e-way bill for transporting goods.

How to generate eway bills through SMS?

A person who wants to generate a single e-way bill but doesn’t have the facility to use the web can still generate the bill by using the SMS facility.
The SMS facility proves to be beneficial in times of emergency or urgency for a lot of big businesses too. However, if you want to generate an E-Way bill via SMS, you will have to first login to the portal, click on ‘Registration’ tab present on the left-hand side of the dashboard and then select ‘For SMS’ from the drop-down list.
You can register a maximum of two mobile numbers against one GSTIN. Also, you can register only those mobile numbers for the SMS facility that are already registered with the website.

Format of SMS for eway bill generation

Type the message (code input) and then send the SMS to the mobile number of the State from which you are registered. There are a certain set of SMS codes which can be used for e-Way bill generation/cancellation. You have to type the relevant code, wait for the validation, verify and then proceed.

Let’s see how the SMS facility can be used for different actions:

  • EWBG: e-Way bill generate request for suppliers
    The SMS format for this request will be as follows:
    EWBG TranType RecGSTIN DelPinCode InvNo InvDate TotalValue HSNCode ApprDist Vehicle
    You can send this SMS to the registered mobile number of the State you are operating from.
    Example:
    Suppose Mr Arnab from Karnataka is delivering goods worth Rs. 150000 with HSN code-7215, against an invoice no. 2005 that he created, dated 25/1/2018 to a unit of Mr Chandra at Bangalore, Karnataka via vehicle number KA 12 DB 2236 and covering a distance of 75 km.
    The draft SMS that Mr Arnab will have to type will be:
    “EWBG OSUP 29AACPX0893K2ZK 560021 2005 25/1/2018 150000.00 7215 KA12DB2236”
    Since Mr Arnab is operating from Karnataka, he will have to send the SMS to ‘9731979899’ (officially registered mobile number for the users of Karnataka)
    If there is no error, Mr Arnab will receive a message, as follows:
    “E-Way bill generated successfully. e-way bill no: 182000000189 and date is 25/1/2018”
  • EWBT: E-Way bill generate request for transporters
    The SMS format of this request follows:
    EWBT TranType SuppGSTIN RecGSTIN DelPinCode InvNo InvDate TotalValue HSNCode ApprDist Vehicle
    You will then have to send this SMS to the registered mobile number of the State you are operating from.
    Example:
    Vinayak Transports from Karnataka is delivering goods worth Rs. 100000 with HSN Code- 7215, on behalf of Mr Arnab of Karnataka, against the invoice no. 468 dated 28/1/2018 to a unit of Mr Chandra at Bangalore, Karnataka via vehicle number KA 22 CB 3466 and covering a distance of 69 km.
    The draft SMS that Mr Arnab will have to type will be:
    “EWBT OSUP 29AACPX0893K2ZK 29AAEPN1334K2ZP 560021 468 28/1/2018 100000.00 7215 69 KA22CB3466”
    This message will be sent to ‘9731979899’ (officially registered mobile number for the users of Karnataka)
    If there is no error, a message will be received, as follows:
    “E-Way bill generated successfully, E-Way Bill no: 102000000177 and date is 28/1/2018”
  • EWBV: E-Way Bill vehicle update request
    The SMS format for this request is as follows:
    EWBV EWB_NO Vehicle ReasCode
    This SMS will have to be sent to the State’s registered mobile number that the user is operating from.
    Example:
    Vinayak Transports from Karnataka is delivering goods worth Rs. 100000 with HSN Code- 7215, on behalf of Mr Arnab of Karnataka, against the invoice no. 468 dated 28/1/2018 to a unit of Mr Chandra at Bangalore, Karnataka via vehicle number KA 22 CB 3466 and covering a distance of 69 km has generated the E-Way bill no. 102000000177 dated 28/1/2018.
    Suppose the vehicle breaks down in the middle of the journey on 28/1/2018 afternoon and Vinayak Transports arranges an alternate vehicle with registration number KA 24 CB 3567 for the same delivery.
    The draft SMS that Vinayak Transports will have to type will be:
    “EWBV 102000000177 KA24CB3567 BRK”
    The transporter will have to send this SMS to ‘9731979899’ (officially registered mobile number for the users of Karnataka)
    They will receive an instant reply if no errors are found, which will include the following details:
    “Vehicle details updated successfully and date is 28/1/2018”
  • EWBC: E-Way bill cancel request
    The SMS format of this request is as follows:
    EWBC EWB_NO
    Example:
    Mr Arnab from Karnataka wants to cancel the E-Way bill that he had generated including the bill number 182000000189.
    He will have to draft an SMS which will be as follows:
    “EWBC 182000000189”
    He will then have to send this SMS to ‘9731979899’ (officially registered mobile number for the users of Karnataka)
    If there are no errors, he will receive an automatic reply:
    “e-way bill is cancelled successfully.”

How to generate consolidated ewaybill?

If you are a transporter/ supplier and you want to transport multiple consignments in a single vehicle, you can select the consolidated E-Way bill feature that is available on the web-based portal.

Let us see the step by step process of generating a consolidated bill:

Step 1: Login to the e-Way bill portal.

Step 2: Under the ‘Consolidated EWB’ option that appears at the left-hand side of the dashboard, select ‘Generate new’.

Fill Consolidated e-waybill

Step 3: You are required to fill the following details:

  • Select appropriate mode of transport – Road/ Rail/ Ship/ Air
  • Select ‘from state’ from the drop-down list
  • Enter the location from where the transportation of goods takes place in the ‘vehicle starts from’ field
  • Enter the vehicle number
  • Enter the already generated E-Way Bill number

generated eway bill

After entering the bill number, rest of the fields are auto-populated. Click on the ‘Submit’ button.

After submitting the details an E-Way bill in Form EWB-02 is generated with a unique 12-digit number.

generate waybill online

How to Update Vehicle Number in existing ewaybill

If you haven’t entered the vehicle number while generating the ewaybill or the vehicle has to be changed for transporting goods due to unforeseen reasons, the option to update the vehicle number in the E-Way bill can be used.

However, before you go to update the vehicle number on the portal, you should have the E-Way bill number and the new vehicle number handy for the entering the data. In the vehicle updating form, you will be required to enter the vehicle number through which the goods are transported and the place and the state from where the transportation is being done. In case you had entered a vehicle number while generating the E-Way bill and now you want to enter the number of a new vehicle, you will have to give a reason for which the vehicle is being changed. The system has allowed the users to select the reason for vehicle change. You will then have to enter the relevant details in the remarks field. In case the mode of transportation is a ship, air or rail, you will have to enter the transporter document number in place of vehicle number.

If while validating your request the system doesn’t find an error, the new vehicle number will be updated instantly and it will be aligned with the respective E-Way bill.

Cancellation of ewaybill

Cancellation of eway bill has been only provided to the suppliers. They can cancel the ewaybill within 24 hours of generation. To cancel the E-Way bill, you will have to select the ‘Cancel’ option from the ‘E-Way bill’ option. You will have to keep on hand the bill number that you intend to cancel. You will then be required to enter the 12-digit bill number and select go. You will be shown that particular bill, and you will be asked for a reason why you want to cancel the E-Way bill. After giving a suitable reason, you can cancel the bill. E-Way bill cannot be cancelled after the inspection is done by the department. Moreover, if the validity of bill is expired then e way bill will be automatically cancelled and transporter should create fresh E-Way Bill.

In the trial run started by the government, ewaybill has already been rolled out in more than 15 states and joined e-way Bill platform like Andaman & Nicobar, Andhra Pradesh, Arunachal Pradesh, Assam, Bihar, Chandigarh etc. ewaybill is a procedure to ensure that goods being transported comply with the GST law and also an effective tool to track the movement of goods and check tax evasion. In the 26th GST Council Meeting held on March 10th, 2018, the government announced certain modifications that have been made to the e-Way Bill Rules for inter-state movement and will come into effect from April 1, 2018.Hope these modifications will bring some positive vibes for the logistics industry.

Avail our services for generating and managing your e-Way Bills by earlyGST
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