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Documents to have available during the inspection
- The transaction or movement document: the applicable tax invoice, bill of supply, or delivery challan. Rule 138A of the CGST Rules lists these alternatives according to the movement. For an eligible invoice uploaded to the common portal, an Invoice Reference Number (IRN) may be produced instead of the invoice, subject to the rule’s process and validity period. CBIC E-Way Bill Rules, Rule 138A
- The e-way bill, if required: Rule 138A allows the person in charge to carry a physical copy or produce the e-way bill number electronically. The official portal FAQ explains that an officer can verify the number; a paper printout is not invariably required. E-Way Bill System FAQ
Keep the information readily accessible so it can be checked against the goods and the journey. The legal requirement is to produce the applicable documents; it does not make a GST registration certificate, driver’s licence, vehicle papers, or proof of phone purchase part of this Rule 138A checklist. Those may be relevant under other requirements.
Which movement document applies?
Choose the document based on the transaction or movement, rather than assuming every load travels with the same paperwork.
| Movement | Document to check |
|---|---|
| Taxable supply | Applicable tax invoice |
| Supply for which a bill of supply applies | Applicable bill of supply |
| Specified movement for a reason other than supply | Delivery challan, where the rules require one |
The applicable invoice, bill of supply, or challan depends on the facts and relevant rules. CBIC’s guidance on tax invoices and delivery challans describes specified movements for which a challan is used. CBIC, Tax Invoice, Credit and Debit Notes
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Is an e-way bill required for this load?
Do not treat ₹50,000 as a universal trigger without checking the exceptions. The official E-Way Bill System FAQ describes the threshold as applying to consignment value, while also identifying exemptions and specified cases where an e-way bill may be required below that value. Check the current rule, notifications, goods, and route for the particular shipment. E-Way Bill System FAQ
Before dispatch, the consignor or transporter should confirm whether an exemption applies and whether a specific notification changes the requirement. The driver should not assume that an e-way bill is unnecessary merely because the consignment is below the threshold.
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Check that the e-way bill matches the journey
When an e-way bill is required, verify the current record against the actual consignment and transport plan. The official FAQ says validity depends on distance and mode of transport; it also describes limited cases in which vehicle-number details are not mandatory for short same-state legs. Those details are conditional, so check the journey’s actual distance, mode, and applicable rules rather than relying on a general shortcut. E-Way Bill System FAQ
- Confirm that the document or IRN relates to the goods being carried.
- Check that the e-way bill number can be produced and that the bill remains valid for the journey.
- Make sure transport and vehicle details reflect the actual movement where required.
- Recheck exemptions and notifications that apply to the goods or route.
What happens during interception?
CBIC’s rules authorize interception and verification of a conveyance, with verification of documents and the goods carried. Circular 41/15/2018-GST also addresses production of documents during interception. The driver should be ready to show the applicable movement document and e-way bill copy or electronic number, and to cooperate with the authorized verification. CBIC Circular No. 41/15/2018-GST
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Dispatch checklist
- Identify whether the movement is a supply or another specified movement.
- Provide the driver with the applicable invoice, bill of supply, or delivery challan; if using an eligible IRN instead of an invoice, confirm that the Rule 138A process and validity conditions are met.
- Determine whether an e-way bill is required, checking the threshold together with applicable exemptions, below-threshold cases, and notifications.
- If required, ensure the e-way bill copy or electronic number is accessible and that its validity and transport details fit the planned journey.
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