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Create the e-way bill on the official E-Way Bill System after assembling the invoice or challan, GSTIN or transporter details, item data, and transport information. Before submission, match every six-digit PIN to the actual dispatch or delivery address and the selected state. If the vehicle or transport document is not yet available, save a Part-A Slip and complete Part-B before movement.
What an e-way bill is and when the process applies
An e-way bill is the electronic document used for a consignment moving under the GST e-way-bill rules. The E-Way Bill System FAQ describes it as “a document required by a person in charge of the conveyance carrying any consignment of goods of value exceeding fifty thousand rupees.” The FAQ’s stated threshold is Rs. 50,000 for consignments covered by the requirement; whether a particular movement is covered can depend on the applicable GST rule and exemption, so check the current portal guidance for an exception before dispatch.
The bill records the commercial document, the parties, the goods, the origin and destination, and the transport details. Once generated, record the EWB number and keep the invoice, bill of supply or delivery challan available with the consignment.
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Gather the data before opening the form. Preparing it in advance reduces rejected submissions and prevents a driver from leaving with an incomplete document.
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- Commercial document: the tax invoice, bill of supply or delivery challan, including its number and date.
- Party details: supplier and recipient GSTINs, or the portal’s URP option where a party is unregistered. Confirm the legal names and addresses shown on the commercial document.
- Goods data: each item’s description, HSN details, quantity or unit information where requested, and taxable or consignment value.
- Transport identity: the transporter ID and transporter document number, or the vehicle registration number for road movement.
- Locations: the actual dispatch-from and ship-to addresses, including their six-digit PIN codes and states.
- Portal access: a GST-registered mobile number for OTP authentication. An unregistered transporter must first enrol and obtain a transporter ID.
A transporter ID (TRANSIN) is 15 digits according to the official FAQ. Keep the number exactly as issued; do not substitute an invoice number or a vehicle registration in that field.
Step-by-step: create the e-way bill online
1. Sign in or enrol as a transporter
- Open the official E-Way Bill System portal and register or sign in with the GSTIN. The portal sends an OTP to the mobile number registered with GST.
- If the carrier is not GST-registered, complete transporter enrolment and obtain the 15-digit transporter ID before starting the movement record.
Use the taxpayer or transporter account that is responsible for entering the movement. Keep the OTP-enabled phone available for authentication and recovery.
2. Start a new e-way bill
Choose the option to generate a new e-way bill. Select the supply type and then enter the document type, document number and document date exactly as printed on the invoice, bill of supply or delivery challan. A mismatch in punctuation, numbering or date can make later reconciliation difficult.
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Enter the supplier and recipient GSTINs, or select URP when the relevant party does not have a GSTIN. Check that the displayed names and states are the parties on the commercial document.
Enter the dispatch and delivery addresses that describe where the goods are actually leaving from and where they are going. In a “Bill From – Dispatch From” transaction, the dispatch fields must contain the actual premises from which the goods leave, not merely the billing entity’s registered address.
4. Add item, HSN and value information
Enter every consignment item with its HSN details and value. Use the figures from the source document and make sure the total value corresponds to the transaction being transported. Do not omit a line simply because the carrier already has a packing list; the e-way bill must describe the goods covered by the movement.
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5. Select the transport mode and provide Part-B data when available
Choose road, rail, air or ship as applicable. Road movement uses the vehicle number in Part-B. Rail, air and ship movements use the relevant transport-document number. If the transport identity is not available yet, continue with a Part-A Slip rather than entering an estimated vehicle number.
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6. Preview and validate before submission
Use the preview screen as a final control, not as a formality. The official user-manual guidance recommends maintaining customer and supplier masters to reduce GSTIN, place, state and PIN errors and instructs operators to cross-check values before submitting.
- Compare the document number and date with the invoice, bill or challan.
- Check that supplier, recipient, dispatch-from and ship-to names and GSTINs are the intended parties.
- Confirm item descriptions, HSN details and values.
- Confirm the transport mode and the Part-B value, if already known.
- Run the PIN checks in the next section before clicking submit.
7. Submit and save the EWB number
Submit only after the preview matches the source documents and physical route. The system returns an e-way bill number. Save the number in the invoice or dispatch record and retain an electronic copy or printout for the person in charge of the conveyance.
How to verify a PIN code before generating the bill
The PIN check is a location and state check, not just a six-digit formatting check. A correctly formatted PIN can still be wrong for the premises or state selected in the form.
Use this three-part verification
- Match the document: compare the PIN with the invoice, bill of supply or delivery challan and with the actual dispatch-from or ship-to address.
- Match the state: confirm that the selected state in the e-way-bill form is the state to which that PIN belongs.
- Match the physical location: ensure the PIN describes the warehouse, branch, customer site or other premises from which the goods leave or where they are delivered.
The API validation rule validates PIN codes against the selected state. If a PIN is absent from the master database, generation may still proceed only when the PIN’s first three digits match the postal department’s state pattern. That fallback does not make an unverified address acceptable: confirm the actual location and preserve evidence of the address used.
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Both origin and destination PINs should be six digits. In a “Bill From – Dispatch From” case, use the dispatch premises’ PIN in the dispatch fields even when the invoice is issued by a different registered location.
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What to do when the vehicle number is not available
You do not have to wait for the final vehicle registration to begin the record. Save a Part-A Slip after entering the supply, document, party, goods and location information. Part A captures the consignment details but does not complete the transport authorization.
Before the goods move, add Part-B with the correct transport identifier:
| Movement | Part-B value | Completion point |
|---|---|---|
| Road | Vehicle registration number | Enter the vehicle that will actually carry the goods |
| Rail | Transport-document number | Use the railway transport document for the movement |
| Air | Transport-document number | Use the air consignment document |
| Ship | Transport-document number | Use the applicable shipping document |
Part-B completes the e-way bill. A Part-A Slip alone is not the finished bill to rely on for dispatch. For road transport, enter the vehicle registration exactly; the FAQ says vehicle numbers are checked against the Vahan system, and a number that is unavailable there may later be disallowed.
Dispatch-day checklist
Run this checklist immediately before loading:
- Supplier and consignee names match the commercial document.
- Supplier, consignee and any dispatch-from GSTINs are correct.
- The dispatch-from premises is the place where the goods are physically loaded.
- The ship-to address is the intended delivery location.
- Document type, number and date match the invoice, bill or challan.
- Goods, HSN details and values match the consignment.
- Transport mode is correct.
- Road vehicle registration or other Part-B transport-document number is present and exact.
- The EWB number is recorded and an electronic copy or number is available to the person in charge of the vehicle.
Carry the invoice, bill of supply or delivery challan together with the e-way bill number or electronic copy during movement. Keeping both available avoids a situation in which the electronic record exists but the driver cannot identify it when asked.
How long the e-way bill remains valid
The regular validity rule published in the current FAQ is one day for every 200 kilometres, or part of 200 kilometres, for a regular vehicle. Over-dimensional cargo receives one day for every 20 kilometres, or part of 20 kilometres. Validity expires at midnight on the last day calculated under the applicable rule.
Calculate the validity using the actual source-to-destination movement rather than a convenient round number. The version 1.03 API validation rules list 4,000 kilometres as the maximum actual source-to-destination distance accepted by that validation set. If a route or consignment falls outside the portal’s validation limits, resolve the data or regulatory issue before attempting to dispatch.
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Fixing an error after submission
Submitted e-way bills cannot be edited according to the official FAQ. If a GSTIN, document value, address, PIN, item or transport detail is wrong, cancel the e-way bill and create a replacement with the corrected data. Do not ask the driver to rely on a handwritten correction to the electronic record.
Before cancellation, check whether the goods have already moved and whether the applicable cancellation window or tax procedure imposes an additional restriction. The portal’s current instructions should control the action for the particular transaction.
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The official FAQ lists web, SMS, Android and iOS, bulk, site-to-site and GSP modes. The best option depends on how often the business dispatches and how much review the operator needs.
| Situation | Suitable approach | Main control to preserve |
|---|---|---|
| Occasional dispatches | Web entry, with SMS or mobile entry where practical | Time to inspect the final address and PIN before submission |
| Many invoices entered by staff | Bulk upload | Structured files, duplicate detection and a controlled review queue |
| ERP or billing-system driven dispatch | Site-to-site or API integration | Automated field mapping and validation before the request is sent |
The official bulk-generation guidance says that uploading multiple requests avoids duplicate keying and reduces data-entry mistakes. Automation does not remove the need to validate the dispatch PIN, state and actual premises; it moves those controls into the master-data and pre-submission checks.
The version 1.03 API documentation describes system-to-system generation and an EWB-number response. A business integrating an API should map invoice fields to the required supply, party, item, address and transport fields, capture the returned EWB number, and log validation errors for correction rather than silently retrying bad data.
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The PIN is rejected for the selected state
Recheck the six digits against the physical address and the state selected in the form. A PIN copied from the billing address may be wrong when dispatch occurs from another warehouse. Correct the address or state before trying again.
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The PIN is not in the portal master
Confirm the first three digits against the postal department’s state pattern and verify the premises independently. The API rule allows generation in this limited situation only when that prefix matches the state pattern; it is not permission to invent or approximate a PIN.
The vehicle number is unavailable
Use a Part-A Slip until the carrier assigns a vehicle, then add Part-B. For road movement, verify the registration against the vehicle’s records because the FAQ notes validation against the Vahan system.
The preview shows a wrong GSTIN, address or value
Stop before submission and correct the source data or master record. Once submitted, the bill cannot be edited; a wrong bill must be cancelled and replaced.
A bulk file creates duplicate or inconsistent entries
Use stable invoice keys, maintain current customer and supplier masters, and review the returned results line by line. Bulk upload reduces repeated typing only when the underlying master data is accurate.
Minimum hand-off packet for the driver or carrier
At loading, provide the commercial document and the e-way bill number or electronic copy. Tell the carrier which vehicle or transport document is recorded in Part-B and retain the same EWB number in the dispatch system. If the vehicle changes, update the transport details through the permitted portal process before the movement continues.
The safest sequence is therefore: prepare the document and address data, validate both PINs against the actual locations and states, create Part A when transport details are pending, complete Part B with the real vehicle or transport-document number, preview every field, submit, and send the resulting EWB number with the goods.
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