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1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errorsTo prepare a GST e-way bill, identify whether the consignment is covered by Rule 138, collect the invoice or other source document and consignment details, enter Part A, add transport details in Part B, generate the bill before movement starts, and ensure the person in charge can show the supporting document and e-way bill number during transit. The general Rule 138 threshold is a consignment value exceeding ₹50,000, but exemptions, notifications, commodity treatment, route, state rules and the reason for movement can change the result.
This is a general Indian GST workflow. For a real dispatch, verify the current rule, applicable notifications and the result shown by the live e-way bill portal for that shipment.
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When an e-way bill is generally required
Rule 138 of the Central Goods and Services Tax Rules, 2017 generally requires relevant information to be furnished electronically before the movement of covered goods when the consignment value exceeds ₹50,000. The rule is not limited to an ordinary sale. It can apply to movement connected with a supply, certain movements for reasons other than supply, and an inward supply from an unregistered person.
The ₹50,000 figure is a general rule threshold, not a guarantee that every consignment below it is outside the system. The rule, notifications and portal instructions contain exceptions and special requirements. State or intra-state provisions, commodity-specific treatment, the route, the date of movement and the precise transaction can all affect the answer. Do not dispatch solely because a consignment appears to be below the general threshold.
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The information must be furnished before the covered movement begins. The party that generates the bill depends on who causes or handles the movement:
| Situation | Who may generate | What must be available |
|---|---|---|
| Registered consignor or recipient arranging transport | The registered person can generate the bill directly | Source document, goods details and transport information |
| Transporter handling movement for a registered person | The transporter may generate it using information supplied by the consignor or recipient | Document details and the transport particulars needed for the selected mode |
| Unregistered transporter generating bills for clients | The transporter uses the e-way bill system after completing the required enrolment | Client consignment information and transport details |
The actual responsibility should be agreed before loading. A business should not assume that the driver will create a compliant bill at the roadside without the required invoice and consignment data.
Prepare the source document and consignment information
Start with the document that legally accompanies the movement. Depending on the transaction, this may be a tax invoice, bill of supply, delivery challan or bill of entry. The e-way bill records information from that document; it does not replace it.
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- Tax invoice: use it for a taxable supply where an invoice is required.
- Bill of supply: use it where the transaction is documented by a bill of supply rather than a tax invoice.
- Delivery challan: use it for a movement documented by a challan, such as a movement that is not itself a sale but is covered by the applicable rules.
- Bill of entry: use the import document where the movement follows an import and that document is the applicable source record.
Check the document number and date before entering them. Also assemble the supplier and recipient GST identification details where applicable, the dispatch and delivery locations, the description of goods, quantities, taxable value and tax information required by the portal. The exact fields can change with the transaction type selected, so use the labels displayed by the current system rather than relying on an old screenshot.
Transport information to collect
For road transport, obtain the vehicle number and the other transport information requested by the portal. For rail, air or vessel movement, obtain the applicable transport-document details. If the vehicle or transport document is not known when the consignment data is first entered, Part A can be saved as a temporary Part-A Slip and completed later. That temporary slip is not a completed e-way bill where Part B is required.
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Before generation, confirm that the route, mode, transporter information and document details describe the movement that will actually start. A mismatch discovered after dispatch can require cancellation and fresh generation rather than an edit.
What Part A and Part B mean
Part A: the consignment and document record
Part A captures the commercial and goods information: the parties, document reference, goods description and value, and the movement’s source and destination details. It establishes what is being moved and under which document.
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Part B: the transport record
Part B connects the consignment to the conveyance. For a road movement, this normally means the vehicle number and related transport details. For another mode, enter the applicable transport document information. The GSTN portal Q&A treats the first Part B entry as the event from which validity begins.
Part A and Part B are therefore not two alternative bills. Part A describes the consignment; Part B completes the transport record. A bill is ready for the covered movement only after the required Part B information has been furnished and the system has generated the e-way bill number.
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How to generate an e-way bill: the general sequence
- Classify the movement. Decide whether it relates to a supply, another permitted reason for movement, or an inward supply from an unregistered person. Check the general ₹50,000 threshold and then check applicable exceptions, notifications and state or commodity provisions before deciding that no bill is needed.
- Identify the responsible generator. Agree whether the consignor, recipient or transporter will enter the information. If a transporter will generate bills for clients, confirm that the transporter has completed the portal enrolment required for that role.
- Gather the source document and goods data. Keep the invoice, bill of supply, delivery challan or bill of entry open while entering the document number, date, parties, locations, goods, quantities, value and tax details. Use the document that actually accompanies the movement.
- Enter Part A on the official e-way bill system. Select the transaction and movement details requested by the portal and enter the document and consignment information. Review every number before saving. If the transport details are unavailable, retain the record as a Part-A Slip for later completion.
- Complete Part B. Enter the vehicle number for road transport or the applicable transport-document details for rail, air or vessel movement. If the vehicle changes before the goods move further, the transporter must follow the separate conveyance-transfer requirement described below.
- Generate and record the e-way bill. Submit the completed record and save the generated e-way bill number and electronic record. Check the validity displayed by the portal and compare the bill with the source document before loading.
- Give the transit documents to the person in charge. The driver or other person in charge should have the applicable invoice, bill of supply, delivery challan or bill of entry and be able to produce the e-way bill number or applicable electronic record during verification.
- Monitor the movement. Keep the bill and documents together, check the route and validity, and update the record as required if the conveyance changes. Do not try to correct a wrong generated bill by altering a field that the portal does not permit you to edit.
What the driver or person in charge should carry
The e-way bill number is not a substitute for the underlying document. The person in charge should carry the applicable invoice, bill of supply, delivery challan or bill of entry along with the e-way bill number or the electronic record required by the system. The record should be retrievable during a verification of the goods in transit.
Before the truck leaves, compare the document with the bill: supplier and recipient details, document number and date, goods description, value, vehicle number and origin and destination should not conflict. Keep a copy or accessible electronic version according to the business’s operating controls, but ensure the required record can actually be produced if connectivity or a device problem occurs.
How long an e-way bill is valid
The GSTN FAQ gives a general distance-based rate of one day for every 100 kilometres or part of 100 kilometres for regular transport. For over-dimensional cargo, it gives one day for every 20 kilometres or part of 20 kilometres. These are general rates; the validity shown on the generated bill is the operational reference for the actual consignment.
| Movement category | General rate described by the GSTN FAQ | Illustrative calculation |
|---|---|---|
| Regular vehicle or transport mode | One day per 100 km or part thereof | 250 km is three 100-km portions for this calculation, so the general rate produces three days |
| Over-dimensional cargo | One day per 20 km or part thereof | 41 km is three 20-km portions for this calculation, so the general rate produces three days |
Validity begins with the first Part B entry, according to the portal Q&A. Entering Part A on an earlier date does not, by itself, start the validity period. Check the start time and expiry displayed on the actual bill, particularly where transport is delayed, the route changes or the shipment is subject to a special provision.
What to do if transport details change
Transfer to another conveyance
When goods are transferred from one conveyance to another during transit, the transporter has a specific pre-movement obligation. Rule 138 of the CGST Rules, 2017 states:
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“Any transporter transferring goods from one conveyance to another in the course of transit shall, before such transfer and further movement of goods, generate a new e-way bill on the common portal in FORM GST INS-01 specifying therein the mode of transport.”
The new bill must be generated before the goods continue in the replacement conveyance. Record the new vehicle or other mode accurately; do not continue using a transport record that describes the vehicle no longer carrying the goods.
Wrong or incomplete entries
The GSTN E-Way Bill System FAQ states: “If there is a mistake, incorrect or wrong entry in the e-way bill, then it cannot be edited or corrected.” Treat a generated bill as locked for editing. The portal Q&A says a wrongly generated bill should be cancelled and generated afresh within 24 hours. Review the corrected source data, cancel within that stated period where applicable, and create a new bill before movement proceeds.
Because cancellation and validity conditions can depend on the bill’s status and the current portal implementation, use the cancellation option and instructions displayed for the particular bill. Do not assume that a Part-A Slip, an old bill number or a corrected invoice number automatically updates a generated bill.
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Transport-mode differences
| Mode | Part B information to prepare | Practical check |
|---|---|---|
| Road | Vehicle number and the road-transport fields requested by the portal | Confirm the number on the bill matches the vehicle actually loaded |
| Rail | Applicable rail transport-document information | Use the transport document reference requested by the system |
| Air | Applicable air transport-document information | Check the reference against the air consignment record |
| Vessel | Applicable vessel transport-document information | Check the reference against the shipping record |
The system’s current fields and the relevant rule determine what must be entered. If the goods move through more than one mode, retain the supporting transport records and update the e-way bill as required before the next leg begins.
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Common failure points and practical fixes
| Problem | Why it matters | Practical response |
|---|---|---|
| Only a Part-A Slip is available at loading | Part A alone is not a completed bill when Part B is required | Obtain the vehicle or applicable transport details, complete Part B and generate the bill before covered movement starts |
| Vehicle number was entered incorrectly | The bill no longer describes the conveyance carrying the goods | Use the portal’s permitted correction or cancellation process; where the bill is wrong, cancel and generate afresh within the stated 24-hour period |
| Goods are transferred to another vehicle | Rule 138 requires a new bill before further movement | The transporter generates a new e-way bill specifying the new mode or conveyance |
| Driver has the number but not the source document | The e-way number does not replace the invoice, bill of supply, challan or bill of entry | Send the applicable supporting document with the person in charge before dispatch |
| Validity shown on the bill is overlooked | The distance-based period starts with the first Part B entry | Check the generated bill’s start and expiry information and plan the movement against that period |
| Assumption that a low-value or intra-state movement is automatically exempt | Notifications and state or commodity provisions can alter the general result | Check the current rule, notification and live portal result for the actual route and goods |
State, commodity and exemption checks
Do not copy an old statement that intra-state e-way bills were “to be notified later” and treat it as current law. That wording is historical FAQ context, not a safe present-day rule. Intra-state requirements can depend on the state and on notifications in force for the date of movement.
Before dispatch, confirm all of the following:
- the destination and origin states and whether the movement is intra-state or inter-state;
- the reason for movement and whether it is a supply or a non-supply movement;
- the nature of the goods and any commodity-specific treatment;
- the consignment value and whether the general threshold or a notified threshold applies;
- whether an exemption or special notification covers the movement;
- the transport mode and whether the cargo is treated as over-dimensional; and
- the date of dispatch, because the applicable rule or notification may have changed.
Where those facts are not known, a general article cannot determine whether a particular shipment needs a bill or what information must be entered. Resolve them with the current rules and the portal before loading.
Using the portal manually or through automation
The ordinary workflow can be completed manually on the official e-way bill system. Businesses that generate a large number of bills may investigate GSTN’s API documentation and invoice-automation processes, but an API connection is not required for a single shipment. Any integration should be checked against the current GSTN documentation, credentials, validation rules and release information. GSTN API documentation release notes were observed as updated on 30 July 2026; that date does not establish that a particular software product is currently compliant or available.
Automation does not remove the underlying responsibilities. The source document, Part A data, Part B transport information, validity, supporting documents and conveyance-transfer updates still need to be accurate. A failed API response or a mismatch between an ERP record and the portal should be resolved before the goods move.
Worked examples of the workflow
Road consignment where the vehicle is known
- The consignor confirms that the movement is a covered supply and that the consignment exceeds the general ₹50,000 threshold.
- The consignor has the tax invoice, recipient details, goods values and delivery address, and receives the vehicle number from the transporter.
- Part A is entered from the invoice and consignment records.
- The vehicle details are entered in Part B and the bill is generated before loading or movement.
- The driver receives the invoice and e-way bill number and the business checks the validity displayed on the bill.
Road consignment where the vehicle is not yet known
- The responsible party enters the source document and consignment information in Part A.
- The portal retains the data as a Part-A Slip while the transporter assigns a vehicle.
- Before the goods move, the vehicle number is entered in Part B and the completed e-way bill is generated.
- The person in charge receives both the supporting document and the e-way bill number.
In the second example, dispatching on the strength of the Part-A Slip alone would leave the required transport portion incomplete.
Quick Recap
Dispatch checklist
- Movement reason, route, states, goods and date have been checked.
- Threshold, exemption and notification questions have been resolved for this consignment.
- Invoice, bill of supply, delivery challan or bill of entry is available and its number and date are correct.
- Part A accurately reflects the parties, locations, goods, quantities and values.
- Part B contains the current vehicle or applicable transport-document details.
- The e-way bill has been generated before covered movement begins.
- The bill’s validity start and expiry shown by the portal have been reviewed.
- The person in charge has the supporting document and e-way bill number or required electronic record.
- A plan exists for generating a new bill before any transfer to another conveyance.
- Any incorrect generated bill will be handled through cancellation and fresh generation rather than an attempted edit.
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