Generate and manage an e-way bill

Generate an e-way bill from a sales invoice, delivery challan or credit note, then update the vehicle, extend, change transporter, cancel or print it.

Arthlekha sends the e-way bill to the government e-way bill system (NIC) and saves the EWB number on your document. There is no separate e-way bill screen. You work from the invoice, challan or credit note.

Before you start

• GST registration must be on. See GST Configuration.
• Set up your e-way bill login in 2. e-Invoice & e-Way Bill on the GST Configuration page. Without it, the buttons below do not appear.
• Fill in your GSTIN, address and pincode in Business Profile.
• Give each customer a correct pincode and state in Customers.
• Every line must have an HSN code. On a challan, every line also needs a unit (UOM).
• When an e-way bill is needed depends on value, state and type of goods. Check the current rules on the e-way bill portal.

Generate from a sales invoice

1. Open the invoice. See View, print and share an invoice.
2. Find the E-WAY BILL part of the GST card at the top.
3. Click Generate E-Way Bill. If the button says Generate (Optional), Arthlekha thinks the value may be below the limit. It is only a hint; you can still generate.
4. The E-Way Bill — Transport Details window opens. Details saved on the invoice, such as vehicle number, are filled in.
5. Check Supply Type and Transaction Type. Transaction type is set for you from the dispatch and ship-to pincodes.
6. Enter the Vehicle No and the Distance (km). The distance is filled from NIC when it can be found; you can type over it.
7. Fill in the transporter and transport document details if you have them.
8. Click Generate E-Way Bill.

The EWB number now shows in the card with its Valid until date. You can also start from the Sales Register: open the row menu and choose Generate E-Way Bill.

Generate from a delivery challan

1. Save the delivery challan first.
2. Click the E-Way Bill button on the challan form, or E-Way Bill JSON in the "saved" box, or the purple icon on the challan's row in the list.
3. The Generate E-Way Bill JSON window opens. Enter Vehicle No \* (required), Type, Dist. km and Mode.
4. Add Transporter Name, Transporter GSTIN / ID, LR / Doc No and Doc Date (DD/MM/YYYY) if you have them.
5. Click Generate & Save. The EWB number is saved on the challan.

If you cannot generate online, click or download JSON for manual upload. Upload the file on ewaybillgst.gov.in. Then edit the challan, open More options · transport, e-way bill, reference and type the number in E-Way Bill No.

An e-way bill for a stock transfer challan is not generated here. Raise it on the NIC portal and record the number on the challan.

Generate from a credit note

Use this when goods come back to you on a credit note.

1. Save the credit note. The GST card appears above the form.
2. In the e-Way Bill tile, click Generate.
3. Enter the vehicle, distance, mode and transporter details.
4. Click Generate & Save.

If goods move from or to an address other than the usual one, fill in Dispatch-From & Ship-To on the credit note before you generate. Challans have the same choice under SHIP-TO · CONSIGNEE (E-Way Bill) and DISPATCH-FROM (E-Way Bill).

Change the vehicle (Part-B)

Use this when goods move to another vehicle on the way.

1. On the invoice, click Manage in the e-way bill card.
2. Choose Update Vehicle (Part-B).
3. Enter the New Vehicle No. and From Place (current location).
4. Pick the Reason and Mode. Add Remarks if needed.
5. Click Update on NIC.

The Add Vehicle button (it shows Vehicle: and the number once one is saved) is different. It only changes the vehicle number on the invoice and its printout, not on NIC.

Extend validity

1. Click Manage, then Extend Validity.
2. Enter Remaining Distance (km) and Current Vehicle No..
3. Pick Consignment Status: In Movement or In Transit. For In Transit, also pick Transit Type and enter the address where the goods are.
4. Pick the Reason and add Remarks.
5. Click Extend on NIC. The new Valid until date shows on the card.

NIC allows extension only in a short window around expiry. The window opens near the end of validity. Check the current rules on the e-way bill portal.

Change the transporter

1. Click Manage, then Update Transporter.
2. Enter the 15-character Transporter GSTIN / Transporter ID.
3. Click Update on NIC.

Cancel an e-way bill

Cancelling cannot be undone, and the EWB number cannot be used again. NIC allows it only within 24 hours of generation, and only if no officer has checked the goods on the way.

1. On the invoice, click Cancel in the e-way bill card.
2. Pick the Reason (NIC code) and type a Remark (sent to NIC).
3. Click Cancel EWB on NIC. Click Keep EWB to go back without cancelling.

For a challan, click the red icon on its row, or open the e-way bill window. Pick the Reason, add a Remark and click Cancel E-Way Bill. The challan's e-way bill number is cleared so you can make a new one.

The credit note screen has no cancel button. Cancel those on the e-way bill portal.

Print the e-way bill

After generating, Arthlekha gets the official copy from the portal. When you print the invoice, the EWB number and validity print on the invoice. A separate e-way bill page with Part-A, Part-B and a QR code is added after it. Print it the usual way; see View, print and share an invoice.

Fields

Common problems

• The card says "Not required for this invoice" — the e-way bill login is not set up. Set it in GST Configuration.
• E-Way Bill already generated: ... — this document already has one. Use Manage, or cancel it first.
• E-Way Bill needs at least a 4-digit HSN code on every line — edit the invoice and add HSN codes to the lines listed.
• Cannot generate E-Way Bill — line ... is missing HSN or UOM — edit the challan and fill both on that line.
• Company GSTIN not set in business profile. — enter your GSTIN in Business Profile.
• NIC E-Way Bill credentials required. Go to Settings > GST API Settings. — set up the login in GST Configuration.
• Transporter ID must be 15 characters — check the transporter GSTIN or ID.
• Cannot extend E-Way Bill: no valid 'from' location. — add a dispatch-from pincode on the invoice, or your pincode in Business Profile.
• Cancel failed: ... — usually the 24-hour limit has passed or the goods were checked. Read the message from NIC.

Related

• e-invoice
• Delivery challan
• Credit note
• GST Configuration

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