How To Generate an E-Way Bill

The implementation of GST in India has brought significant changes to the taxation system, one of which is the introduction of e-way bills when transporting goods inter or intra-state. In this complete guide to e-way bills, we will discuss the key aspects of e-way bills, including the following:

  • What is an E-Way Bill?
  • Format of an E-Way Bill
  • When to generate an E-way bill?
  • How to generate an E-way bill?
  • Who should generate an E-way bill?
  • Documents required to generate an E-way bill
  • Validity of an E-way bill
  • Situations when an E-way bill is exempted
  • Implementation of E-way bill across India
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What is an E-Way Bill?

An E-Way Bill is a mandatory document that all transporters need to carry when they are transporting goods with a value greater than ₹50,000. The transport can be inter-state or intra-state. E-Way bills contain details of the goods being transported, the consignor, the recipient as well as the transporter.

Certain updates have been made to the above rules, as follows:

  • For intra-state transport within the states of Delhi, Tamil Nadu and West Bengal, E-Way bills are required only when the value of the goods being transported is more than ₹1 lakh.
  • Additionally in Delhi, an E-Way bill is not required when the seller of the goods is a GST registered person but the buyer is not, as long as both parties are in Delhi.

Format of an E-Way Bill

An E-Way Bill is divided into 2 parts – Part A and Part B. Both these parts contain information that needs to be entered by the person generating the E-way bill.

The following details are required in Part A:

  • GSTIN of Recipient
  • Place of Delivery
  • Invoice or Challan Number
  • Invoice or Challan Date
  • Value of the Goods
  • HSN Code
  • Reason for transportation
  • Transport Number and Name
  • Transport Document Number and Date

Part B only contains the registration number of the vehicle transporting the goods.

Apart from the above, there is also information that is auto-generated at the time of generating e-way bills. These details are:

  • E-Way Bill Number
  • E-Way Bill Date
  • Name of the Party Who Generated the E-Way Bill

When to Generate an E-way Bill?

A valid E-Way bill with all the required details mentioned above must be generated for the following events:

  • When goods are being supplied
  • When goods are being transacted on a non-supply basis, for example:
    • Import/export
    • Goods being returned
    • Job Work
    • Line Sales
    • Sale based on approval
    • Goods being supplied in a semi knocked down or completely knocked down state
    • Goods being supplied for trade exhibitions, fairs etc.
    • Goods being used for personal consumption

Who Needs to Generate an E-way bill?

The following situations necessitate the generation of an E-way bill by a person who has a GST registration and is undertaking the transportation of goods:

  • One of the consignor, the consignee, the recipient or the transporter should generate an e-way bill, if the transport is being done through their own or hired means.
  • In cases where an unregistered seller is supplying goods to a registered buyer, the buyer is responsible for ensuring that all requirements are met.
  • If both, the supplier and the buyer, have failed to generate an e-way bill, the transporter must do so to move the products by land, rail, water and air.

In the two cases mentioned below, an e-way bill is required even if the consignment value does not exceed ₹50,000:

  • An intra-state transport of goods from from a Principal to a Job Worker
  • An inter-state transfer of handicraft goods by a supplier who has been granted exemption from GST registration.

How to Generate an E-way Bill?

The following methods are available to the supplier or the carrier for creating the E-way bill:

  • Generating E-Way Bills on the GSTN
  • Generating E-Way Bills through SMS
  • Generating E-Way Bills through E-Invoicing
  • Generating E-Way Bills automatically using an E-Way Bill Software

The GST E-Way Portal allows for the creation of e-way bills. You must be registered as a transporter and under GST to utilise the platform.

Once the e-way bill is generated, the e-way bill number is provided to all parties: the recipient, the supplier and the transporter.

Form GST EWB-01

Form GST EWB-01 is the document that needs to be carried by the transporter moving goods worth more than ₹50,000. Information regarding who needs to fill the form and when are provided below:

No. Who needs to fill? When to fill? Which part to fill?
1 Registered Person Before transfer of goods Part A
2 Registered Person i.e. supplier or recipient. The transport vehicle can be either owned or hired. Before transfer of goods Part B
3 Registered Person i.e. supplier or recipient when the goods are handed over to the transporter Before transfer of goods Part B
4 Transporter of goods Before transfer of goods Part A
5 Unregistered Person if the recipient is GST registered If transport is by air, sea or rail Part A

To know more, you can read our detailed guide to  how to generate an e-way bill .

Documents Required to Generate an E-way Bill

Documents needed to generate an e-way bill are:

  • Relevant invoice, bill of supply, or challan for the shipment of goods.
  • If a mode of road transport is involved, the vehicle number or the  transporter ID .
  • Transporter ID, Transport document number, and date—whether by ship, rail, or air.

Validity of an E-way bill

An e-way bill’s validity is determined by its generated date and time. Based on the distance the items have travelled, an e-way bill is valid for the duration specified below:

  1. If the type of conveyance is other than over-dimensional cargo and the distance is-
    1. Less than 200 km, the e-way bill will be valid for one day
    2. For every additional 200 km or part there forth, the e-way bill will be valid for one additional day.
  2. If the type of conveyance is for over-dimensional cargo and the distance is-
    1. Less than 20 km, the e-way bill will be valid for one day
    2. For every additional 20 km or part there forth, the e-way bill will be valid for an additional one day. 

The validity of an e-way bill may also be extended.  To extend the validity  of an e-way bill, the generator must do so either eight hours before or eight hours after the bill’s expiration.

Situations When an E-way Bill is Exempted

An e-way bill is not required in the following situations:

  • Petroleum gas that has been liquefied for delivery to consumers who fall under the NDEC’s non-domestic exempted category;
  • Kerosene sold with a PDS;
  • Postal luggage moved by the Postal Service;
  • Precious or semi-valuable stones, natural or cultured pearls, precious metals, and metals plated with precious metals;
  • Jewellery, goods made of gold or silver, and other items;
  • Currency;
  • Used domestic and personal items;
  • Coral, both worked and unworked
  • E-way bills are not necessary for transporting goods to an inland container depot or a container freight station for customs clearance from a customs port, airport, air cargo complex, or land customs station.
  • E-way bill generation is unnecessary when goods are transported by non-motorized transportation.
  • Alcohol intended for human consumption, petroleum crude, high-speed diesel, petrol, fuel for an aircraft turbine;
  • Under customs bond from an inland container depot or container freight station to a customs port, airport, air cargo complex, and land customs station, or one customs station or customs port to another customs station or customs port;
  • Where certain notifications exempt the transported items from paying taxes;
  • No E-way bill is necessary when the Central Government, State Government, or local government acting as a consignor transports goods by rail.
  • There is no need for an E-way bill where a defence formation acting on behalf of the Ministry of Defence is the consignor or consignee.
  • In the case of transporting empty freight containers, an E-way bill is not necessary.
  • E-way bill generation is unnecessary when items are being transported for weighing, and the distance between the consignor’s business and the weighbridge is less than 20 km. However, a delivery challan is required to be present while moving items.
  • Other than for the transportation of de-oiled cake, the items listed in the schedule annexe to Notification No. 2/2017-Central Tax (Rate) dated 28.06.2017 do not require the generation of an e-way bill.

Implementation of E-way Bill Across India

Since its implementation started on 1 April 2018, there has been an increase in the production of e-way bills for interstate-transit commodities. With all States and Union Territories joining the league in the generation of e-way bills for the movement of products inside the State/UT, the  state-by-state deployment of the e-way bill system  has had a good response.

However, several states have given their citizens respite by exempting them from the creation of e-way bills if their financial constraints fall below a threshold amount or in the case of specific designated things. For instance, Tamil Nadu has exempted its residents from generating e-way bills if the item’s price is less than Rs. 1 lakh.

Conclusion

E-way bill is a document used to track the movement of goods, prevent tax evasion, and guarantee that commodities being transported adhere to the GST Law. Since the advent of e-way bills, documenting transactions has become much more streamlined.

There are multiple ways to generate e-way bills, but the fastest and most convenient way is to use an e-way bill generation software like BUSY. After a quick one-time setup, you can auto-generate e-way bills in just a few clicks, even when you need to generate them in bulk.

Vineet Goyal
Chartered Accountant
MRN No.: 411502
City: Delhi

I am a chartered accountant with over 14 years of experience. I understand income tax, GST, and balancing financial records. I analyze financial statements and tax codes effectively. However, I also have a passion for writing, which is different from working with numbers. Recently, I started writing articles and blog posts. My goal is to make finance easier for everyday people to understand.