Entering E-Way Bill Details on Transaction Records

The list below shows the transactions supported by the E-Way Bill feature:

Bill
Invoice
Credit Memo
Cash Sale
Cash Refund
Bill Credit

To enter E-Way Bill details on transaction record:

Create or edit an existing transaction record.
Select customer or vendor for the transaction.
Click the Billing subtab.

In the India E-Way Bill Details section, refer to the following table:

Field	Description
Status	Indicates the E–Way Bill status of the transaction. Not Exported – This is the initial status of an E–Way Bill eligible transaction. This indicates that the transaction has not been selected yet for E–Way Bill generation Exported – This indicates that an E–Way Bill has been generated for this transaction, but no E–Way Bill No. and E–Way Bill Date yet. Updated - This indicates that the E–Way Bill No. and E–Way Bill Date has been entered on the transaction. This is the final status for E–Way Bill processing. Not Applicable – This indicates that the transaction is not eligible for E–Way Bill generation. This is because either the transaction does not meet the E–Way Bill threshold, does not have GST, or only contain expense item record. This is a read-only field but you can manually override the default value by checking the Override E-Way Bill Defaults box.
Sub Type	The default value for this field depends on the subsidiary type, transaction type, customer or vendor registration type, and GST tax type of the transaction. Overseas or SEZ customers under Regular subsidiaries will have a subtype Export for Invoice and Cash Sale, and subtype of Import for Bill. Non Overseas or non SEZ customers under Regular subsidiaries will have a subtype of Supply for Invoice, Cash Sale, and Bill. Entities under Composite subsidiaries will have a subtype of Supply for Invoice, Cash Sale, and Bill. Credit Memo or Cash Refund will have a subtype of Sales Return, regardless of customer registration type. Bill Credit will have no default subtype value. You need to manually select the subtype for this transaction by checking the Override E-Way Bill Defaults box.
Doc Type	The default value for this field depends on the subsidiary type and tax rate type of the transaction. Regular subsidiary with normal tax rate type will have the doctype of Tax Invoice. Regular subsidiary with exempted tax rate type will have the doctype of Bill of Supply. Overseas or SEZ vendor registration type under Regular subsidiary will have a doctype of Bill of Entry. Composite Dealer subsidiary will have a doctype of Bill of Supply. This is a read-only field but you can manually override the default value by checking the Override E-Way Bill Defaults box.
E–Way Bill Transaction Type	The default value for this field depends on the transaction’s shipping address. Purchase transactions will have an E–Way Bill Transaction Type of Regular Sales transactions will have an E–Way Bill Transaction Type of Regular if there is no shipping address, or if the shipping address is the same as the billing address. Sales transactions where shipping and billing address is different will have the following E–Way Bill Transaction Type: Bill To - Ship To – for Invoice and Cash Sales Bill From - Dispatch From – for Credit Memo and Cash Refund This is a read-only field but you can manually override the default value by checking the Override E-Way Bill Defaults box.
Transportation Mode	Select any of the four modes of transportation from the list. If you select Road, you must enter the Vehicle No. and select a Vehicle Type (Regular or Over Dimensional Cargo). If you select Rail, Air, or Ship, you must enter the Transport Doc No. and Transport Date. The Vehicle Type must be set to Regular.
Distance (KM)	Enter the approximate distance to be covered. Distance must not be greater than 4,000 km.
Transport Name	Enter the name of the transporter.
Transport ID	If the transportation is done through a transporter, enter a valid TRANSID or GSTIN transporter ID. This field is required if the Transportation Mode is set to Road and there is no Vehicle No. available.
Transport Doc. No.	Enter the transporter document number. This field is required if Transportation Mode is Rail, Air, or Ship.
Transport Date	Enter the transporter document date. This field is required if the Transportation Mode is Rail, Air, or Ship.
Vehicle No.	Enter the vehicle number. This field is required if the mode of transportation is Road and there is no available Transporter ID.
Vehicle Type	Enter the vehicle type. This field is required if the mode of transportation is Road.
Vendor Doc. No.	Enter the vendor's document number.
Vendor Doc Date	Enter the vendor’s document date.
E-Way Bill No.⁽¹⁾	Enter the E-Way Bill Number from the E-Way Bill portal.
E-Way Bill Date⁽¹⁾	Enter the E-Way Bill date and time from the E-Way Bill portal.
Valid Until	Enter the E-Way Bill validity date and time.
Remarks	Displays additional information received during e-invoice generation from the Invoice Registration Portal (IRP).
⁽¹⁾ Entering values to both fields will automatically update the E–Way Bill status to Updated.

Field

Description

Status

Indicates the E–Way Bill status of the transaction.

Not Exported – This is the initial status of an E–Way Bill eligible transaction. This indicates that the transaction has not been selected yet for E–Way Bill generation
Exported – This indicates that an E–Way Bill has been generated for this transaction, but no E–Way Bill No. and E–Way Bill Date yet.
Updated - This indicates that the E–Way Bill No. and E–Way Bill Date has been entered on the transaction. This is the final status for E–Way Bill processing.
Not Applicable – This indicates that the transaction is not eligible for E–Way Bill generation. This is because either the transaction does not meet the E–Way Bill threshold, does not have GST, or only contain expense item record.

This is a read-only field but you can manually override the default value by checking the Override E-Way Bill Defaults box.

Sub Type

The default value for this field depends on the subsidiary type, transaction type, customer or vendor registration type, and GST tax type of the transaction.

Overseas or SEZ customers under Regular subsidiaries will have a subtype Export for Invoice and Cash Sale, and subtype of Import for Bill.
Non Overseas or non SEZ customers under Regular subsidiaries will have a subtype of Supply for Invoice, Cash Sale, and Bill.
Entities under Composite subsidiaries will have a subtype of Supply for Invoice, Cash Sale, and Bill.
Credit Memo or Cash Refund will have a subtype of Sales Return, regardless of customer registration type.
Bill Credit will have no default subtype value. You need to manually select the subtype for this transaction by checking the Override E-Way Bill Defaults box.

Doc Type

The default value for this field depends on the subsidiary type and tax rate type of the transaction.

Regular subsidiary with normal tax rate type will have the doctype of Tax Invoice.
Regular subsidiary with exempted tax rate type will have the doctype of Bill of Supply.
Overseas or SEZ vendor registration type under Regular subsidiary will have a doctype of Bill of Entry.
Composite Dealer subsidiary will have a doctype of Bill of Supply.

This is a read-only field but you can manually override the default value by checking the Override E-Way Bill Defaults box.

E–Way Bill Transaction Type

The default value for this field depends on the transaction’s shipping address.

Purchase transactions will have an E–Way Bill Transaction Type of Regular
Sales transactions will have an E–Way Bill Transaction Type of Regular if there is no shipping address, or if the shipping address is the same as the billing address.
Sales transactions where shipping and billing address is different will have the following E–Way Bill Transaction Type:
- Bill To - Ship To – for Invoice and Cash Sales
- Bill From - Dispatch From – for Credit Memo and Cash Refund

This is a read-only field but you can manually override the default value by checking the Override E-Way Bill Defaults box.

Transportation Mode

Select any of the four modes of transportation from the list.

If you select Road, you must enter the Vehicle No. and select a Vehicle Type (Regular or Over Dimensional Cargo).

If you select Rail, Air, or Ship, you must enter the Transport Doc No. and Transport Date. The Vehicle Type must be set to Regular.

Distance (KM)

Enter the approximate distance to be covered. Distance must not be greater than 4,000 km.

Transport Name

Enter the name of the transporter.

Transport ID

If the transportation is done through a transporter, enter a valid TRANSID or GSTIN transporter ID. This field is required if the Transportation Mode is set to Road and there is no Vehicle No. available.

Transport Doc. No.

Enter the transporter document number. This field is required if Transportation Mode is Rail, Air, or Ship.

Transport Date

Enter the transporter document date. This field is required if the Transportation Mode is Rail, Air, or Ship.

Vehicle No.

Enter the vehicle number. This field is required if the mode of transportation is Road and there is no available Transporter ID.

Vehicle Type

Enter the vehicle type. This field is required if the mode of transportation is Road.

Vendor Doc. No.

Enter the vendor's document number.

Vendor Doc Date

Enter the vendor’s document date.

E-Way Bill No.⁽¹⁾

Enter the E-Way Bill Number from the E-Way Bill portal.

E-Way Bill Date⁽¹⁾

Enter the E-Way Bill date and time from the E-Way Bill portal.

Valid Until

Enter the E-Way Bill validity date and time.

Remarks

Displays additional information received during e-invoice generation from the Invoice Registration Portal (IRP).

⁽¹⁾ Entering values to both fields will automatically update the E–Way Bill status to Updated.

Check the Override E-Way Bill Defaults box to override the default value of the following fields under the India E-Way Bill Details section:
- Supply Type
- Sub Type
- Doc Type
- E-Way Bill Transaction Type
Enter other necessary information.
Click Save.

Considerations when entering E–Way Bill Details on Transactions

To generate E-Way Bill, one of the item types in the transaction must be goods.
For transactions created prior to enabling the E–Way Bill feature, E–Way Bill Status under Billing subtab is blank. You must edit and save the transaction record for the E–Way Bill threshold rules to apply.
Every time the threshold setup is updated, it will only apply to transactions processed after the latest update. To apply to transactions processed prior to the last threshold update, you must edit and save the previous transactions.
To avoid generating incorrect GST Cess details in an E-Way Bill report, you must not edit the Details column of the Tax Details subtab in a transaction record.
If the entity’s registration type is Overseas the shipping address must be India to generate E-Way Bill using the Invoice Reference Number (IRN).

To enter E-Way Bill details on transaction record:

Considerations when entering E–Way Bill Details on Transactions

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