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Before a vehicle departs, open the official E-Way Bill System and verify the bill number, active (not cancelled) status, displayed valid-until time, completed Part-B transport details, and the vehicle number physically carrying the goods. Keep the invoice or other prescribed document and the e-way bill number with the person in charge. Do not rely on a Part-A slip or an old distance calculation; the bill-specific expiry shown by the portal controls the immediate dispatch decision.
What must be true before dispatch
An e-way bill is ready for a road journey only when all of these checks pass:
- The record is generated and active. A cancelled bill cannot support the movement.
- Part-B is complete. For road transport, this includes the vehicle details. A Part-A slip by itself is temporary and is not the completed e-way bill.
- The displayed validity has not ended. Compare the portal’s valid-until date and time with the planned departure and expected movement.
- The recorded vehicle matches the actual vehicle. The registration number in Part-B must identify the conveyance carrying the goods.
- The transport documents are available. The person in charge should have the invoice, bill of supply, delivery challan, bill of entry where applicable, and the e-way bill number.
If any one of these conditions fails, hold the vehicle until the record is corrected or an eligible validity extension is completed in the official system.
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1. Obtain the correct bill number
Ask the consignor, the person who generated the bill, or the assigned transporter for the e-way bill number. Check the number against the invoice or delivery paperwork so that you do not inspect a bill for a different consignment. The official portal is the authoritative place to verify whether the electronic record exists and what its current status is.
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2. Search the bill and confirm that it is generated
Use the portal’s e-way-bill search or print/view function and enter the bill number and any requested identifying details. A result showing only a Part-A slip means the temporary data was entered but the transport details have not completed the bill. For road movement, Part-B information must be entered before the record can serve as the e-way bill.
The API documentation for the E-Way Bill System identifies status values for active and cancelled records. Treat an active record as eligible for the remaining checks; treat a cancelled record as unusable and obtain a valid replacement or correction from the responsible generator.
3. Read the bill-specific valid-until time
Record the exact validity displayed on that bill. Do not substitute a distance-based calculation from a spreadsheet, an old printout, or a remembered rule. The portal’s bill-specific expiry is the operational value to use when deciding whether the vehicle can leave.
Check the time before loading is completed, not merely when the truck reaches the gate. If the planned route, trans-shipment, or likely delay would carry the movement beyond the displayed expiry, resolve the problem before departure through the procedure described below.
4. Inspect Part-B vehicle details
Compare the full registration number in Part-B with the number plate of the vehicle at the loading point. Check every character, including state code, series letters, and digits. A mismatch can make the electronic record inconsistent with the actual conveyance even when the bill is otherwise active.
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If a vehicle has been replaced because of a breakdown or trans-shipment, the bill generator or the assigned transporter must update Part-B as permitted by the portal. The API documentation says Part-B updates are available only while the bill is active and cannot be made after validity has expired.
5. Confirm that the person in charge has the supporting document
Place the invoice, bill of supply, delivery challan, or applicable bill of entry with the driver or other person in charge. Also provide the e-way bill number in a form that can be quoted accurately. The National Informatics Centre (NIC) FAQ states that an officer can use the number to perform the required verification; an electronic copy is not the only way to identify the bill.
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6. Save evidence of the check
For an internal dispatch record, note the bill number, status, displayed expiry, vehicle number, and the time the check was made. A downloaded or printed view can help reconcile what was checked, but it does not override a later cancellation, expiry, or vehicle change shown in the live system.
Part-A slip versus a completed e-way bill
This distinction causes many preventable dispatch errors. Part-A contains consignment information, but it does not complete the transport record. NIC describes Part-B transportation details as the step that converts the temporary Part-A slip into an e-way bill. For a road journey, the vehicle number belongs in Part-B.
| Record seen in the portal | What it means | Dispatch decision |
|---|---|---|
| Part-A slip only | Temporary consignment information without completed road-transport details | Do not dispatch until Part-B is entered |
| Generated, active bill with Part-B | Electronic bill exists and transport details are recorded | Continue with expiry, vehicle, and document checks |
| Cancelled bill | The record is no longer usable for the movement | Stop and obtain a valid bill or correction |
How validity is calculated—and why the displayed expiry matters
When the validity clock starts
The NIC FAQ says validity starts when the first Part-B entry is made. That means a bill can appear in the system before the transport clock has begun, but the relevant start point is tied to the first Part-B entry rather than simply to the time the invoice was issued.
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Official figures that do not agree
The official materials retrieved for this check contain a material conflict. The NIC FAQ describes one day for each 100 kilometres, or part of 100 kilometres, for regular vehicles and one day for each 20 kilometres, or part, for over-dimensional cargo. The retrieved CGST Rules PDF describes one day up to 100 kilometres and one additional day for each further 100 kilometres, or part, and says each day is 24 hours from the relevant date.
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At the same time, the E-Way Bill System homepage says Notification 94/2020 dated 22 December 2020 changed the distance rate from 100 kilometres per day to 200 kilometres per day with effect from 1 January 2021. The available official pages do not establish which static FAQ or rules copy reflects the current enforced treatment in every case, nor whether the 200-kilometre notice applies without exceptions.
| Official material | Distance figure or timing description | How to use it |
|---|---|---|
| NIC E-Way Bill FAQ, accessed 13 October 2026 | 100 km per day for regular vehicles; 20 km per day for over-dimensional cargo; expiry at midnight of the last day | Do not use as a substitute for the bill’s displayed expiry because the portal homepage shows a later 200-km notice |
| E-Way Bill System homepage, accessed in 2026 | Notification 94/2020 dated 22 December 2020: 200 km per day effective 1 January 2021 | Use as an indication that older static tables may be stale; verify the individual bill in the live portal |
| Retrieved CGST Rules PDF | One day up to 100 km, then one additional day for each further 100 km or part; each day described as 24 hours from the relevant date | Do not override the current bill-specific expiry with this static wording |
Because the sources conflict, the safe operational rule is simple: rely on the valid-until date and time displayed on the specific bill in the official system. If the displayed result appears inconsistent with the applicable notification or your tax adviser’s interpretation, pause dispatch and confirm the position with the GST helpdesk or a qualified tax professional. Do not present the old 100-kilometre table as settled current law.
Checking and correcting the vehicle number
Use the number on the vehicle, not a planned vehicle
Part-B must describe the conveyance actually carrying the goods. A truck allocated in a transport order is not enough if a different truck arrives. Read the registration plate at the gate and compare it with the portal record immediately before departure.
Resolve Vahan alerts
The E-Way Bill System is integrated with the Transport Department’s Vahan vehicle system. If the portal cannot find or validate a registration number, it may display an alert. NIC directs users to check the vehicle record and contact the relevant Regional Transport Office (RTO) when registration data is missing or inconsistent. Temporary registration numbers are treated as a special case in the NIC vehicle FAQ, so follow the portal’s instructions rather than replacing the number with an approximate permanent registration.
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Update after a breakdown or trans-shipment
When the conveyance changes, the bill generator or assigned transporter may update Part-B with the new vehicle number, subject to the portal’s rules. Make the update while the bill is still active. An update attempted after expiry is blocked by the API rules, so a vehicle change is not a reason to continue moving on an expired record.
What to do when validity is close to expiry
Compare the remaining validity with the real movement, including loading time, checkpoints, expected stoppages, and any planned trans-shipment. If the bill is likely to expire before the movement is completed, use the official extension process when the circumstances qualify. Do not wait until the vehicle is already outside the dispatch location if the problem can be identified earlier.
The API documentation for version 1.03 describes an extension window beginning eight hours before expiry and ending eight hours after expiry. An extension request requires a reason, the present location, and the remaining distance. Only the current transporter may extend the bill when a transporter is assigned; if no transporter is assigned, the generator may do so. Check the live portal for the available option and eligibility before relying on this window.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What to do when an e-way bill has expired
NIC’s FAQ says goods are not supposed to be moved after the e-way bill’s validity has expired. Stop the movement and resolve the record before proceeding. The FAQ identifies exceptional circumstances that can justify an extension, including a natural calamity, a law-and-order problem, a trans-shipment delay, or a vehicle accident. These are not a general permission to keep travelling after expiry; the extension must be completed through the official process and accepted by the system.
- Keep the vehicle stationary or prevent further movement while the bill is expired.
- Identify the cause of the delay and gather the present location and remaining-distance information.
- Have the current transporter submit the extension, or have the generator submit it when no transporter is assigned.
- Enter the required reason and location details in the portal and confirm that the system shows the extended validity.
- Only then resume movement, with the updated bill number and supporting documents available to the person in charge.
If the portal does not offer an extension or the facts do not fit an eligible exceptional circumstance, obtain advice from the GST helpdesk or a qualified tax professional before moving the goods. Creating a new record or changing a vehicle number does not automatically cure an expired movement.
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Documents and roadside verification
Rule 138A is quoted in the NIC FAQ in this form: “No. He can merely quote the e-way bill number to the proper tax officer. Tax officer based on that number will do all the requisite verifications.” This means the person in charge does not have to depend on a particular paper printout or electronic device to identify the bill to an officer. It does not remove the need to carry the underlying invoice or other applicable document.
- Invoice: use it for an ordinary taxable supply when applicable.
- Bill of supply: use it where the transaction is documented that way.
- Delivery challan: use it for movements supported by a challan.
- Bill of entry: carry it where the import movement requires one.
- E-way bill number: ensure the number can be read or quoted correctly so the officer can retrieve the electronic record.
Thresholds, exemptions, and special movements
The E-Way Bill System portal gives ₹50,000 as the general threshold for applicable goods movements, subject to prescribed rules. That figure is not a universal exemption test. The NIC FAQ notes exemptions and special cases, including specified handicraft and job-work movements that can require an e-way bill below ₹50,000.
Before deciding that no bill is needed, check the nature of the goods, the transaction, the route, and the applicable rule or exemption. A value below ₹50,000 alone does not prove that the movement is exempt, and a value above the threshold does not by itself answer every documentation question.
Common failure messages and the practical response
| What you see | Likely issue | Action before departure |
|---|---|---|
| Only a Part-A slip is available | Part-B transport details have not been entered | Have the generator or transporter complete Part-B, including the road vehicle number |
| Status is cancelled | The electronic record has been cancelled | Do not use it; obtain a valid active bill and reconcile the invoice details |
| Vehicle number differs from the truck | Vehicle changed or Part-B was entered incorrectly | Update Part-B through the authorised generator or transporter while the bill remains active |
| Registration-number alert | Vahan data is missing or inconsistent | Check the Vahan record and contact the relevant RTO; follow the temporary-registration procedure if applicable |
| Validity ends before the planned movement | Insufficient remaining validity or an anticipated delay | Use the eligible extension process before continuing; do not rely on a manual recalculation |
| Bill has already expired | Movement is outside the displayed validity | Stop movement and seek an extension if the circumstances and portal window permit |
| Portal and an old table show different validity | Official static materials contain conflicting distance figures | Use the expiry displayed on the individual bill and seek clarification if it appears wrong |
A gatekeeper checklist for dispatch teams
A warehouse or transport desk can use this sequence for every road consignment:
- Match the e-way bill number to the invoice, bill of supply, delivery challan, or bill of entry.
- Open the official record and verify that it is generated and active, not cancelled.
- Confirm that Part-B is present and that the road vehicle number is recorded.
- Read the bill’s displayed valid-until date and time and compare it with the planned departure and route.
- Stand beside the vehicle and compare its registration plate character by character with Part-B.
- Resolve any Vahan or RTO registration alert before the truck leaves.
- Give the person in charge the underlying document and the e-way bill number.
- Record who checked the bill, when it was checked, and any vehicle or validity update made before departure.
This workflow separates three different questions that are often confused: whether a record exists, whether it is still valid, and whether it describes the vehicle actually carrying the goods. Passing one question does not automatically pass the others.
When to seek help instead of guessing
Escalate rather than dispatch when the portal shows an expiry that conflicts with the applicable notification, when the vehicle-registration record cannot be reconciled with Vahan, when an extension option is unavailable after a documented exceptional delay, or when the movement may fall under a special exemption. The bill-specific electronic record and the rules currently applicable to the transaction control the decision; a printed FAQ table, a spreadsheet, or an informal calculation cannot replace them.
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