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To generate an e-way bill, sign in to the official GST e-Way Bill portal, enter the transaction and party details in Part A, then complete Part B with the applicable transport information. A Part-A Slip is not a completed e-way bill: the required Part B details must be added before the system generates the bill. Check the portal’s current validations and the rules for the particular movement; whether an e-way bill is required, and any exemption, can depend on the goods, transaction, state notifications and route.
What you need before starting
Gather the documents and information for the actual consignment before opening the form. The official GST e-Way Bill System FAQ identifies the invoice, bill of supply or delivery challan, along with relevant transporter and vehicle details, as source information for generating a bill.
- The source document number and date.
- The supplier and recipient details, including their GSTINs when applicable, and the relevant addresses and places of dispatch and delivery.
- Item descriptions, HSN codes, quantities and units, values and tax amounts.
- The supply, sub-supply and document type that match the transaction.
- Transportation information: the vehicle number for road movement, or the relevant transport-document details for another mode.
Use the underlying transaction document as the authority for what you enter. The exact fields presented can vary with the transaction type; follow the live portal form and its current error messages rather than assuming every transaction uses an identical set of fields.
Who can generate it?
The portal supports generation by the consignor, consignee or transporter, subject to the party’s role in the transaction and the portal’s validation. Its API documentation checks that the identity requesting generation corresponds to the relevant supplier, recipient or transporter field. A GST-registered person registers on the e-Way Bill portal using the GSTIN and authenticates with an OTP sent to the mobile number registered with the GST Portal. A transporter who is not GST-registered must enroll on the e-Way Bill portal.
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If a party does not have a GSTIN, the official FAQ directs users to enter URP in that party’s GSTIN field. Use it for the unregistered party’s field, not as a replacement for a registered party’s GSTIN.
Generate the e-way bill step by step
1. Sign in and choose the appropriate route
Sign in to the official GST e-Way Bill portal with the account authorized for the consignor, consignee or transporter role relevant to the transaction. Choose the portal’s generation option that matches that role and transaction. The portal’s menu labels can change, so select the live option for generating an e-way bill rather than relying on an outdated screen path.
For ordinary, one-off use, the web form is generally the direct route. Official materials also describe bulk generation, SMS/mobile, API or site-to-site integration, and GSP methods for workflows that need them. These are different ways to submit data; none removes the need to supply accurate transaction and transport details or pass the applicable validations.
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Enter the document number and date, supply and sub-supply type, document type, party details, item details, values and relevant dispatch and delivery information. Match each selection to the transaction and the portal’s allowed values. In particular, verify the party roles and GSTINs, the item HSN and unit, and the totals against the invoice or other source document.
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The API documentation for version 1.03 says document dates cannot be in the future, party GSTINs must be valid or entered as URP where appropriate, and HSNs are checked against the GST master. It also describes validation of master-coded values, including supply, sub-supply, document type and unit. The live portal may display a more specific message for a field or transaction; resolve that message against the current official instructions.
3. Check the transaction data before submission
Review the entry as a compliance check, not just a form-filling task. The API documentation describes duplicate e-way bill prevention based on the consignor’s document number and checks that invoice components reconcile with the total invoice value. The documented calculation rule includes a Rs. 2 grace value. It also describes a relaxation for specified RSP HSNs under Notification No. 20/2025 effective 2026-02-01. These are system-documentation details, not permission to disregard an error: check the current portal behavior and applicable official notice for edge cases.
The same API documentation specifies a 250-item limit in its validation. Because the limit is documented for the API, confirm how the live form or your integration handles a large item list instead of assuming that every submission method behaves identically.
4. Complete Part B with transport details
Enter the transportation information required for the mode being used. For road movement, provide the applicable vehicle number. For another mode, provide the relevant transport-document details. The right details depend on the actual movement and the portal fields presented.
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Without the required Part B transport entry, the record remains a Part-A Slip. It is not the completed e-way bill. Once the relevant transport information is available and Part B is completed, the portal can generate the e-way bill.
5. Review the generated record and keep its number available
After generation, check the displayed details and unique e-way bill number (EBN) against the source document and planned movement. Rule 138 says the EBN is made available to the supplier, recipient and transporter. The official FAQ says the person in charge of the conveyance should have the relevant invoice, bill of supply, delivery challan or bill of entry, as applicable, and a copy of the e-way bill or its number. The number may be carried electronically.
How to validate an e-way bill before movement
Validation has two parts: the portal’s technical checks and your review that the generated record describes the real transaction and movement. A successful submission alone does not establish that the consignment is legally required to have a bill, or that every exemption and state-specific requirement has been addressed.
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| Check | What to compare | Why it matters |
|---|---|---|
| Generator and party roles | Confirm the logged-in generator corresponds to the supplier, recipient or transporter role used for the transaction. | The API documentation validates role consistency; a mismatch can prevent generation. |
| GSTINs and party status | Check each registered party’s GSTIN and use URP only for an unregistered party. |
The API checks GSTIN validity. Portal announcements also describe a supplier GSTIN status check that prevents generation when the supplier status is not Active. Check the current portal message if a status error appears. |
| Document and dates | Compare document type, number and date with the source document; ensure the document date is not in the future. | The API documentation describes future-date validation and duplicate-document checks. For transport documents, it says the transport-document date cannot be earlier than the document date. |
| Supply and master-coded values | Match supply, sub-supply, document type, transport mode and unit to the transaction and the portal’s available codes. | The system validates selections against allowed master values. |
| Goods and HSN | Compare descriptions, HSN, quantities and units with the invoice or other source document. | The API documentation says HSN is checked against the GST master and specifies a 250-item limit for its documented validation. |
| Invoice arithmetic | Reconcile item values, taxes and other components with the total invoice value. | The API documentation describes total-value validation, a Rs. 2 grace value and the stated RSP-HSN relaxation under Notification No. 20/2025 effective 2026-02-01. Check current official guidance before relying on an exception. |
| Route and transport details | Verify dispatch and destination details, the transport mode and the vehicle or transport-document entry in Part B. | Part B must reflect the intended movement; a Part-A Slip alone is incomplete. |
| Distance | Check the entered distance against the route. If the portal has a stored PIN-to-PIN pair, review the distance tolerance message. | Portal announcements describe a 10% tolerance against stored PIN-to-PIN distance. Where the PIN pair is absent from the portal database, the generator is responsible for entering the correct distance. Treat the announcement as historical guidance and follow the current portal validation. |
Common validation failures and what to check
GSTIN, status or role mismatch
Recheck the GSTIN against the source transaction and confirm the account is generating under the correct supplier, recipient or transporter role. If the supplier status is not Active, the portal announcement says generation is prevented. Do not substitute another party’s identity to get past the validation; correct the underlying party selection or resolve the status with the relevant official channel.
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Invalid date, document or code
Compare the document date and number with the original invoice, bill of supply or delivery challan. The API documentation rejects a future document date and describes a rule that a transport-document date cannot predate the source document date. If the system rejects a supply type, document type, unit or mode, select the valid portal code that actually matches the transaction rather than choosing a merely similar label.
HSN, item count or value discrepancy
Verify HSNs against the GST master, check the quantity and unit for each line, and reconcile the invoice components to the total. If the submission exceeds 250 items, note that the 250-item figure is specified in the API validation documentation; check the current portal or integration instructions for the applicable submission path. Do not assume the documented RSP-HSN relaxation applies to a different HSN or transaction.
Distance warning or vehicle/transport data missing
Confirm the PIN codes and route, then follow the live distance validation. The portal announcements describe a 10% tolerance only against stored PIN-to-PIN distance; the generator must enter a correct distance when the pair is not stored. If road movement is underway, ensure the applicable vehicle number is in Part B; for other modes, provide the transport document details. Until required Part B details are entered, the record is only a Part-A Slip.
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An issued e-way bill cannot simply be edited. The official GST e-Way Bill System FAQ says that an incorrect or wrong entry cannot be edited or corrected; the option is to cancel the bill and generate a new one with correct details.
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Rule 138, as described in the official rules PDF, permits cancellation within 24 hours when the goods were not transported or did not move as entered. Cancellation is not permitted after the bill has been verified in transit. If the bill is already in transit or the 24-hour period has passed, do not assume a replacement or cancellation is available; check the current official rule and portal instructions for the situation. Before generating a replacement, correct the source data and check the new record in full.
Validity, applicability and current-rule caution
Validity and applicability should be checked for the actual consignment. The current e-Way Bill portal home page states that regular e-way bill validity changed from 100 km per day to 200 km per day effective 2021-01-01. Newer official FAQ1 guidance says regular transport validity is one day per 200 km or part thereof, and Over Dimensional Cargo validity is one day per 20 km or part thereof. A separate official FAQ and the rules PDF still contain 100 km wording. Because official materials conflict, do not rely on legacy 100 km language as the current general interval; confirm the portal’s current guidance and any applicable notification for the specific movement.
The portal FAQ includes separate questions about when validity starts and how it is calculated. Check the generated bill and the current official instructions for the start time and calculation that apply to the movement rather than inferring them from an older rule or from the day the goods were invoiced.
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Whether an e-way bill is required, and whether an exemption or different requirement applies, depends on the goods, movement, transaction facts and potentially state notifications. This guide explains portal workflow and documented validations; it is not a determination for a particular consignment.
Choosing a generation method
| Method | Best fit | What to consider |
|---|---|---|
| Portal web form | Manual or occasional generation. | Enter each transaction using the live form and review its errors and generated record. |
| Bulk generation | Businesses handling multiple records in a workflow. | Use the official format and validation rules that apply to the bulk method; accurate source data remains essential. |
| SMS/mobile | Workflows using the system’s supported mobile or SMS route. | Confirm current enrollment, access and transaction requirements in official portal guidance. |
| API or site-to-site integration | Businesses integrating generation into their own systems. | Follow the applicable API documentation and maintain accurate party, HSN, unit and transaction master data. The cited API documentation is version 1.03; verify current documentation and live validations before relying on implementation details. |
| GSP route | Workflows using a GST Suvidha Provider-supported route. | Confirm the official process and the provider’s current support for the required workflow; the official materials identify the route but do not establish a particular provider’s features or suitability. |
A further caution for integrated workflows: the portal’s 2026-07-30 announcement says proposed EWB closure and mandatory Ship-to GSTIN changes were placed on hold. A proposal or announcement of a planned feature should not be treated as a current mandatory field unless a later official notice or the live portal establishes that it has taken effect.
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