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Generate the e-way bill only after confirming that the movement is covered by the GST rules, the invoice or delivery document is correct, and the transport details are ready. Before the vehicle leaves, verify the bill number, Part B, route distance, vehicle or transport-document entry, and the resulting validity period. If anything is wrong after submission, cancel the bill and create a new one; submitted bills cannot be edited.
The procedure below follows the current GST e-way bill guidance for India. Portal screens and validations can change, so use the live government portal and its latest notices when you perform the transaction.
1. Decide whether the movement needs an e-way bill
The general portal rule covers movement of goods whose consignment value exceeds ₹50,000 in the specified GST circumstances. The requirement applies to GST-registered persons and enrolled transporters, but the threshold is not a universal rule for every movement: exemptions, special categories of goods, and special movement conditions can alter the result. Check the applicable rule or notification for the goods and the type of movement before relying on the general threshold. The official portal overview and FAQ are the operational references for this decision.
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Do not treat an e-way bill as optional merely because the supplier or recipient is unregistered. Where the system asks for a GSTIN for an unregistered party, the official FAQ instructs users to enter URP (Unregistered Person) in the corresponding GSTIN field.
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The document is tied to the movement, not to a particular accounting package or device. You may create it through the common web portal, a supported mobile workflow, or an approved API integration; the channel does not change the legal obligation or the government validations.
Questions to settle before opening the portal
- Is the consignment above the applicable value threshold, and does an exemption cover it?
- Is the movement a supply, a return, a transfer, a job-work movement, or another permitted category?
- Who is responsible for generation: the supplier, the recipient, or the transporter?
- Will the goods travel by road, rail, air, or ship?
- Will the vehicle or transport-document number be available at initial generation, or will it be entered later in Part B?
2. Assemble and check the source information
Keep the source document open while entering the bill. Depending on the transaction, this is the tax invoice, bill of sale, or delivery challan. The e-way bill should describe the same transaction and goods that the accompanying document describes.
Document and party information
- Document type and document number.
- Document date, within the period accepted by the system.
- Supplier name, address, state, PIN code, and GSTIN, if registered.
- Recipient name, address, state, PIN code, and GSTIN, or
URPwhen the party is unregistered. - Place of dispatch and place of delivery, including the correct state and PIN combinations.
Goods information
- HSN or other required goods classification.
- Description, quantity, and the correct unit quantity code.
- Taxable value and the applicable tax amounts.
- Consignment value consistent with the invoice, bill of sale, or challan.
- Supply type and the appropriate sub-supply category selected from the portal’s permitted master values.
Transport information
- Approximate distance for the actual journey, not merely the distance between two office addresses.
- For road movement, the valid vehicle number when it is known.
- For rail, air, or ship movement, the relevant transport-document number and date.
- Transporter ID when a transporter is generating or managing the movement.
- The first transport detail that will be entered in Part B before dispatch.
Reconcile the PIN code and state for both ends of the journey before submission. A typographical error in a PIN or state can produce a technically valid-looking bill that does not describe the physical route.
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Sign in to the official GST e-way bill portal with the credentials for the responsible GSTIN or enrolled transporter. The exact labels can be revised by the system, but the transaction follows this sequence.
- Open the generation function. Choose the option for creating a new e-way bill and identify whether the movement is being created by the supplier, recipient, or transporter.
- Select the supply and document details. Choose the supply type, sub-supply type, document type, document number, and document date from the allowed values. Enter the document number exactly as it appears on the source document.
- Enter the parties. Provide the supplier and recipient GSTINs, or use
URPfor an unregistered party. Confirm that the logged-in identity is permitted to generate the bill for the GSTIN being used. - Enter the goods. Add each relevant line with HSN, description, quantity, unit, value, and tax information. Check that the total value agrees with the source document.
- Enter dispatch and delivery locations. Select the correct state and enter the corresponding PIN codes. If the goods are billed to one party but delivered to another permitted location, use the transaction’s actual dispatch and delivery details.
- Enter transport mode and distance. Select road, rail, air, or ship and provide the distance for the actual route. Do not use a default distance simply because it appears in an old template.
- Complete Part B where possible. For road transport, enter the vehicle number in the required format. For rail, air, or ship, enter the transport-document number and date. If those details are unavailable, the system can issue an e-way bill number without a validity period; validity starts only when the first Part B transport detail is entered.
- Review and submit. Compare every field with the source document and the transport booking before pressing submit. Record the generated e-way bill number and retain the transaction output with the invoice or challan.
When the first Part B entry is made, make sure it describes the transport that actually starts the movement. A later correction to Part B does not restart the validity clock.
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4. Validate the bill before the vehicle moves
Generation is not the final check. Use the bill’s preview, printout, download, or system response to perform a separate validation against the documents and the planned journey.
Identity and authorization checks
- The supplier generating the bill must correspond to the supplier GSTIN.
- A recipient generating it must correspond to the recipient GSTIN.
- A transporter generating it must use the transporter ID associated with that transaction.
- The document type, supply type, sub-supply type, transport mode, and unit code must be values accepted by the system.
Document checks
- Document number and date match the invoice, bill of sale, or challan character for character.
- The document date is not in the future and is within the system’s accepted age window.
- Transport-document date is present and logically consistent when rail, air, or ship is selected.
- Amounts, quantities, HSN entries, and tax values reconcile with the source document.
Address and route checks
- Each state matches the PIN code and the actual dispatch or delivery location.
- The entered distance represents the route the goods will travel. Include a realistic route when highways, diversions, or intermediate handling make the journey longer than a straight-line estimate.
- For road movement, the vehicle number is complete and in the accepted registration format.
- For non-road movement, the transport-document number is present instead of a vehicle number.
What the API validation rules reveal
The GSTN API generation documentation (version 1.03) gives useful technical checks for integrations. It specifies a maximum distance of 4,000 km, a 180-day document-age limit, valid vehicle-number formatting, permitted master codes, and mode-specific transport fields. These are API-level rules; a web form may present them differently, and the live portal’s response is authoritative for the transaction.
When an API request sends distance as zero, the system can use its PIN-code database distance where one exists. If the supplied distance differs from the stored PIN-to-PIN value beyond the documented tolerance, the API can reject the request. If no database distance exists, it may allow generation with an alert, while responsibility for entering the correct distance remains with the generator. Do not interpret an alert as approval to use an arbitrary figure.
5. Understand when validity begins and how long it lasts
The current official FAQ states that validity begins when the first Part B transport entry is made: the first vehicle entry for road transport or the first transport-document entry for rail, air, or ship, whichever is entered first. The FAQ’s wording is: The validity of the e-way bill starts when first entry is made in Part-B i.e. vehicle entry is made first time in case of road transportation or first transport document number entry in case of rail/air/ship transportation, whichever is the first entry.
See the Goods and Services Tax e-Way Bill System FAQ.
For the current operational calculation, count one day for every 200 km or part thereof for regular transport. For over-dimensional consignments (ODC), count one day for every 20 km or part thereof. The regular rate changed from 100 km per day to 200 km per day effective 1 January 2021; older indexed pages that still show 100 km are stale for current portal use.
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| Movement category | Current distance rule | When the clock starts | Important qualification |
|---|---|---|---|
| Regular transport | 1 day for every 200 km or part thereof | First Part B transport entry | Use the actual journey distance. |
| Over-dimensional consignment (ODC) | 1 day for every 20 km or part thereof | First Part B transport entry | Confirm that the movement qualifies as ODC under the applicable rules. |
An e-way bill generated without Part B can therefore have a unique number but no running validity period. Enter the first transport detail before dispatch and then compare the displayed expiry with the planned delivery schedule.
6. Choose manual entry or API integration
Both methods create the same government document. The practical choice is about volume, data flow, and when transport details become known.
| Consideration | Common web portal | Supported API integration |
|---|---|---|
| Best fit | Occasional or low-volume transactions and manual review. | High-volume generation from an ERP, billing, or transport workflow. |
| Data entry | Fields are entered and checked in the portal interface. | Structured requests are sent using the API schema and master codes. |
| Transport details | Part B can be completed during generation or later. | Requests may return a number without validity when Part B is omitted. |
| Validation handling | Errors and alerts appear in the portal response. | Software must capture error codes, alerts, and the generated number. |
| Operational risk | Manual transcription and duplicate entry. | Mapping errors, stale master data, or incorrect identity credentials. |
An integration should validate data before sending it, preserve the government’s response, and prevent a failed request from being silently treated as a generated bill. Map GSTIN, URP handling, state and PIN codes, HSN, units, document dates, transport mode, vehicle numbers, and transport-document fields explicitly.
API-specific controls to implement
- Authenticate the requester and verify that the supplier, recipient, or transporter identity matches the role making the request.
- Reject unsupported supply, sub-supply, document, mode, and unit codes before transmission.
- Enforce document-date and transport-document-date checks, including the documented 180-day age limit.
- Validate road vehicle numbers with the required format and require the appropriate transport document for rail, air, or ship.
- Apply the documented 4,000 km maximum and handle zero-distance responses and PIN-database alerts visibly.
- Store the e-way bill number, response status, Part B details, and any alert or error message for audit and recovery.
7. Correct a mistake before movement
After submission, an e-way bill cannot be edited. The official FAQ states: If there is a mistake, incorrect or wrong entry in the e-way bill, then it cannot be edited or corrected.
Cancel the incorrect bill and generate a new one with the corrected information. Do not dispatch against a bill that has the wrong GSTIN, document number, goods, value, destination, vehicle, or transport mode.
Safe replacement procedure
- Stop the dispatch while the discrepancy is investigated.
- Compare the submitted bill with the invoice, challan, booking, and vehicle or transport-document record.
- Cancel the incorrect e-way bill through the current portal workflow, subject to the system’s cancellation conditions and timing.
- Generate a replacement with the corrected data.
- Confirm the replacement number and Part B entry, then remove the cancelled number from the dispatch packet and internal transport instructions.
If the error is discovered after the consignment has started, obtain current professional or departmental guidance before taking action; the remedy can depend on the nature of the discrepancy and the stage of movement.
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8. Handle exceptional delay and extension requests
When an exceptional delay threatens the validity window, the transporter carrying the consignment can use the extension workflow with the reason for delay and updated Part B details, subject to the current system’s eligibility, timing, and field requirements. Check the live portal instructions before relying on an extension, because the available workflow and required information can change.
An extension is not a substitute for entering accurate original transport details. Keep evidence of the delay, the vehicle or transport-document change, and the updated route information with the consignment record.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.9. Check current portal notices before relying on a recent validation
Portal announcements can temporarily change what the system enforces. In an update dated 30 July 2026, the portal stated that changes involving e-way bill closure and mandatory Ship-to GSTIN were on hold. It also listed an HSN-specific invoice-value validation relaxation effective 1 February 2026 and other validations effective 2 December 2025. These notices are time-sensitive: read the current announcement or release notes immediately before implementing a rule in software or revising a dispatch procedure.
Do not copy a validation rule from an old screenshot, cached FAQ, or legacy integration document without checking the live result. The current FAQ and portal announcements take precedence over older pages when their figures or requirements conflict.
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- Requirement and any exemption were checked for this movement.
- Invoice, bill of sale, or delivery challan is present and matches the bill.
- Supplier and recipient GSTINs, or
URP, are correct. - Goods, HSN, quantities, units, values, and tax amounts reconcile.
- Dispatch and delivery states and PIN codes describe the actual locations.
- Distance reflects the planned route and is within the system’s accepted range.
- Road vehicle number or rail, air, or ship transport-document number is entered in Part B.
- The first Part B entry has started the validity clock and the displayed expiry covers the planned movement.
- The driver or transporter has the current e-way bill number and the supporting document.
- Any cancelled bill has been removed from operational paperwork, and any replacement number is clearly identified.
11. Troubleshoot common failures
The portal rejects the GSTIN or requester
Confirm that the logged-in account matches the role used to generate the bill. A supplier must generate against the supplier GSTIN, a recipient against the recipient GSTIN, and a transporter against the transporter ID. Check whether an unregistered party should be represented by URP rather than a guessed GSTIN.
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The distance produces an alert or error
Verify both PIN codes, state selections, and the actual route. If an API request used zero distance, inspect whether the PIN database supplied a value. Where the database has no value, enter a defensible route distance and retain the basis for it; an alert leaves the generator responsible for correctness.
The bill has a number but no validity
Part B transport information has not yet been entered. Add the first vehicle entry or transport-document number before dispatch and then read the validity shown by the system.
The vehicle number is rejected
Remove typing errors, use the registration format accepted by the portal, and ensure that the selected mode is road. For rail, air, or ship, provide the required transport-document number instead of forcing a vehicle value.
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Compare the stored response with the government’s response, not merely the local timeout message. Make the integration idempotent where possible, search by the returned e-way bill number before retrying, and prevent duplicate generation when the first request may already have succeeded.
Quick Recap
12. The shortest reliable workflow
- Determine coverage, threshold, and exemptions.
- Reconcile the source document, parties, goods, destination, and transport plan.
- Generate through the official portal or a supported API.
- Validate identity, codes, dates, values, PINs, distance, and mode-specific transport fields.
- Enter the first Part B transport detail and verify the displayed validity.
- Record the e-way bill number with the dispatch documents.
- If a submitted field is wrong, cancel and regenerate rather than attempting an edit.
- Check the latest portal notices whenever a validation or extension rule is important to the movement.
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