Updating E-Way Bill Details on Transactions

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

Bill
Invoice
Credit Memo
Cash Sale
Cash Refund
Bill Credit

To update E-Way Bill details on a transaction record:

Create or edit a transaction record.
Select the 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 for an E-Way Bill eligible transaction. It means the transaction hasn’t been picked yet for E-Way Bill generation. Exported – This means an E-Way Bill has been generated for the transaction, but there’s no E-Way Bill number or E-Way Bill date yet. Updated – This means the E-Way Bill number and E-Way Bill date have been entered on the transaction. This is the final status for E-Way Bill processing. Not Applicable – This means the transaction isn’t eligible for E-Way Bill generation. Either the transaction doesn’t meet the E-Way Bill threshold, doesn’t have GST, or only contains expense items. This is a read-only field, but you can manually override the default 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. Overseas or SEZ customers under Regular subsidiaries have Export as the subtype for invoice and cash sale, and Import for bill. Non-overseas or non-SEZ customers under Regular subsidiaries have Supply as the subtype for invoice, cash sale, and bill. Entities under Composite subsidiaries have Supply as the subtype for invoice, cash sale, and bill. Credit memo or cash refund always have Sales Return as the subtype, no matter the customer registration type. Bill credit has no default subtype. You must select one 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. Regular subsidiaries with a normal tax rate have Tax Invoice as the document type. Regular subsidiaries with an exempted tax rate have Bill of Supply as the document type. Overseas or SEZ vendor registration types under Regular subsidiaries have Bill of Entry as the document type. Composite Dealer subsidiaries have Bill of Supply as the document type. 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 have Regular as the E-Way Bill transaction type. Sales transactions have Regular as the E-Way Bill transaction type if there’s no shipping address or if it matches the billing address. If the shipping and billing address are different on a sales transaction, you’ll see the following E-Way Bill transaction types: 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 by checking the Override E-Way Bill Defaults box.
Transportation Mode	Select any of the four transportation modes from the list. If you select Road, you must enter the vehicle number and select a vehicle type (Regular or Over Dimensional Cargo). If you select Rail, Air, or Ship, you must enter the transport document number and transport date. The vehicle type must be Regular.
Distance (KM)	Enter the approximate distance to be covered. It can’t be more than 4,000 km.
Transport Name	Enter the transporter's name.
Transport ID	If you’re using a transporter, enter a valid TRANSID or GSTIN transporter ID. This is required if transportation mode is Road and there’s no vehicle number available.
Transport Doc. No.	Enter the transporter document number. This is required if transportation mode is Rail, Air, or Ship.
Transport Date	Enter the transporter document date. This is required if the transportation mode is Rail, Air, or Ship.
Vehicle No.	Enter the vehicle number. This is required if the transportation mode is Road and there's no transporter ID.
Vehicle Type	Enter the vehicle type. This is required if the transportation mode 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 in 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 for an E-Way Bill eligible transaction. It means the transaction hasn’t been picked yet for E-Way Bill generation.
Exported – This means an E-Way Bill has been generated for the transaction, but there’s no E-Way Bill number or E-Way Bill date yet.
Updated – This means the E-Way Bill number and E-Way Bill date have been entered on the transaction. This is the final status for E-Way Bill processing.
Not Applicable – This means the transaction isn’t eligible for E-Way Bill generation. Either the transaction doesn’t meet the E-Way Bill threshold, doesn’t have GST, or only contains expense items.

This is a read-only field, but you can manually override the default 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.

Overseas or SEZ customers under Regular subsidiaries have Export as the subtype for invoice and cash sale, and Import for bill.
Non-overseas or non-SEZ customers under Regular subsidiaries have Supply as the subtype for invoice, cash sale, and bill.
Entities under Composite subsidiaries have Supply as the subtype for invoice, cash sale, and bill.
Credit memo or cash refund always have Sales Return as the subtype, no matter the customer registration type.
Bill credit has no default subtype. You must select one 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.

Regular subsidiaries with a normal tax rate have Tax Invoice as the document type.
Regular subsidiaries with an exempted tax rate have Bill of Supply as the document type.
Overseas or SEZ vendor registration types under Regular subsidiaries have Bill of Entry as the document type.
Composite Dealer subsidiaries have Bill of Supply as the document type.

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 have Regular as the E-Way Bill transaction type.
Sales transactions have Regular as the E-Way Bill transaction type if there’s no shipping address or if it matches the billing address.
If the shipping and billing address are different on a sales transaction, you’ll see the following E-Way Bill transaction types:
- 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 by checking the Override E-Way Bill Defaults box.

Transportation Mode

Select any of the four transportation modes from the list.

If you select Road, you must enter the vehicle number and select a vehicle type (Regular or Over Dimensional Cargo).

If you select Rail, Air, or Ship, you must enter the transport document number and transport date. The vehicle type must be Regular.

Distance (KM)

Enter the approximate distance to be covered. It can’t be more than 4,000 km.

Transport Name

Enter the transporter's name.

Transport ID

If you’re using a transporter, enter a valid TRANSID or GSTIN transporter ID. This is required if transportation mode is Road and there’s no vehicle number available.

Transport Doc. No.

Enter the transporter document number. This is required if transportation mode is Rail, Air, or Ship.

Transport Date

Enter the transporter document date. This is required if the transportation mode is Rail, Air, or Ship.

Vehicle No.

Enter the vehicle number. This is required if the transportation mode is Road and there's no transporter ID.

Vehicle Type

Enter the vehicle type. This is required if the transportation mode 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 in 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 for the following fields under the India E-Way Bill Details section:
- Supply Type
- Sub Type
- Doc Type
- E-Way Bill Transaction Type
Enter any other necessary information.
Click Save.

Considerations when Updating E-Way Bill Details on Transactions

To generate an E-Way Bill, at least one item in the transaction has to be Goods.
For transactions created before you enabled the E-Way Bill feature, the E-Way Bill status on the Billing subtab will be blank. You must edit and save those transactions for the threshold rules to apply.
Whenever you update the threshold setup, it only applies to transactions processed after the update. To apply it to older transactions, edit and save those records.
To avoid incorrect GST Cess details in your E-Way Bill report, don’t edit the Details column of the Tax Details subtab in a transaction.
If the entity’s registration type is Overseas the shipping address must be in India to generate an E-Way Bill using the Invoice Reference Number (IRN).

To update E-Way Bill details on a transaction record:

Considerations when Updating E-Way Bill Details on Transactions

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