Use the Update vehicle number function in Part B of the official E-Way Bill System. The e-way bill must be active and unexpired. The generator can make the change when no transporter is assigned; otherwise, the transporter currently assigned to the bill can update it. Enter the conveyance actually carrying the goods, and complete the update before goods are transferred to another conveyance and movement resumes.
What the update changes
An e-way bill has Part A information about the consignment and Part B information about its transportation. Updating vehicle details changes the Part B conveyance record so it matches the vehicle, train, aircraft, vessel or transport document being used for the next movement leg. It does not create a new e-way bill, amend the original invoice, or extend the bill’s validity period.
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The practical rule is simple: the portal record should identify the conveyance actually carrying the goods at that stage of the journey. If a truck breaks down, a replacement truck is arranged, or cargo is transferred from road to rail, air or ship, Part B must reflect the new movement before the goods continue.
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Vehicle breakdown or replacement
If the original truck cannot continue, update the replacement vehicle before loading or transferring the goods for onward movement. The E-Way Bill System FAQ specifically lists breakdown as a reason for changing the vehicle.
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Transshipment between conveyances
When goods move from one conveyance to another during transit, Rule 138(5) of the E-Way Bill Rules requires the transporter to update the conveyance details before the transfer and further movement. The official rule states: “Any transporter transferring goods from one conveyance to another in the course of transit shall, before such transfer and further movement of goods, update the details of conveyance in the e-way bill on the common portal in FORM GST EWB-01.”
Changing transport modes
For a multimodal shipment, update Part B with the latest mode or conveyance as the consignment changes from road to rail, air or ship, or returns to road for a final leg. The information required is different for a road leg and a non-road leg.
Who is allowed to make the update?
Responsibility depends on whether a transporter is assigned to the particular e-way bill and who has access to the portal account.
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| Bill status | Who can update Part B | Practical check |
|---|---|---|
| No transporter assigned | The e-way bill generator | Sign in with the generator’s credentials and update the conveyance. |
| Transporter assigned | The transporter currently assigned to the e-way bill | Ask the assigned transporter to update the vehicle using the transporter login. |
| Transporter or generator lacks access | The person with the valid portal role and bill access | Resolve the access or assignment issue before the goods move; do not rely on an informal note or paper correction. |
The portal FAQ and API documentation describe the generator and the assigned or current transporter as the eligible actors. A driver does not replace those account roles merely because the driver operates the vehicle.
Check these conditions before opening the portal
- The bill is active. A cancelled, blocked or otherwise inactive bill cannot be updated through the normal Part B function.
- The bill has not expired. The API specification permits a Part B update only while the e-way bill is active and within its validity period.
- You have the correct bill number and login. Use the e-way bill number for the specific consignment, not a related invoice or an earlier bill.
- You know the next conveyance. Confirm the registration number or transport-document number before beginning the update.
- The movement facts are accurate. Record the conveyance that will actually carry the goods, the relevant place and state, the transport mode, and the reason for the change.
- The timing is right. For a transfer, update before the goods are transferred and before the new leg starts.
Step-by-step: update a vehicle on the E-Way Bill System
- Sign in to the official E-Way Bill System. Use the generator account if no transporter is assigned, or the assigned/current transporter account when the bill has been assigned.
- Open the Part B update workflow. From the e-way bill services, select Update vehicle number. The National Informatics Centre user manual calls this workflow Update Vehicle for Generated EWB.
- Retrieve the generated e-way bill. Enter the requested bill details and verify that the displayed invoice, consignor, consignee and goods relate to the load you are moving.
- Confirm that the bill is still usable. If the portal shows that the e-way bill is expired or inactive, the Part B update cannot be completed under the API rules. Stop and follow the applicable procedure for the shipment rather than entering a stale vehicle.
- Choose the transport mode for the next leg. Select road, rail, air or ship as appropriate. Do not leave the old mode in place when the goods have moved to a different mode.
- Enter the conveyance information in Part B. For road movement, enter the vehicle number in the format accepted by the portal. For rail, air or ship, enter the transport document number required for that mode, together with the other fields requested by the system.
- Enter the operational details. The API specification identifies fields that can include the place, state, reason code, transport-document number and date, transport mode and vehicle type. Use the facts for this leg, not the details from the original vehicle.
- Review every character. A single incorrect registration character or transport-document number can make the electronic record inconsistent with the goods in transit. Check state code, vehicle type and reason for the change.
- Submit the update. Wait for the portal’s confirmation and note the updated Part B information or reference displayed by the system.
- Save evidence for the consignment file. Retain the updated e-way bill record, confirmation details and the reason for the change with the invoice and transport documents.
- Repeat for another leg if needed. A new Part B update may be made when the conveyance changes again, but each update must occur while the original bill remains within its validity period.
What information is required for each transport mode?
The official API documentation distinguishes the key identifier for a road movement from the identifier used for rail, air or ship. The portal may request additional operational fields in the same transaction.
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| Next movement mode | Primary Part B identifier | Other information identified in the API specification | Example change |
|---|---|---|---|
| Road | Vehicle number | Place, state, reason code, transport mode and vehicle type as applicable | Broken-down truck replaced by another registered truck |
| Rail | Transport document number | Transport-document date, place, state, reason code and mode as applicable | Road consignment handed to a railway movement |
| Air | Transport document number | Transport-document date, place, state, reason code and mode as applicable | Trucked goods booked onto an aircraft |
| Ship | Transport document number | Transport-document date, place, state, reason code and mode as applicable | Container moved from road transport to a vessel |
Do not enter a truck registration number as a substitute for the transport document when the next leg is rail, air or ship. Conversely, do not leave a road leg identified only by an earlier rail, air or ship document when a vehicle is carrying the goods.
Handling a transfer during transit
Truck breaks down at an intermediate location
- Keep the goods and the original e-way bill identified while the replacement is arranged.
- Have the generator or assigned transporter open Update vehicle number.
- Enter the replacement truck and the appropriate reason code before the goods are loaded into it.
- Submit and retain the confirmation before the replacement truck continues.
Goods move from road to rail, air or ship
Update Part B to the latest mode and enter the transport document number required for that mode. If the goods later return to road transport, make another update for the road vehicle before that road leg starts. The portal FAQ describes this as keeping Part B aligned with the latest mode or conveyance.
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Several changes on one journey
A shipment can require more than one Part B update. For example, a truck may deliver a container to a rail terminal, the rail movement may end at another terminal, and a final truck may deliver to the consignee. Record each new leg in sequence while the e-way bill is still valid. The later entry does not replace the need to keep the preceding movement records and does not reset the clock.
Validity: the update does not restart the e-way bill
The original e-way bill validity period continues to run. Entering a new vehicle or transport document in Part B does not recalculate, renew or restart that period. This is why a replacement vehicle should be entered promptly rather than waiting until the original validity has ended.
The official FAQ on validity and the portal’s update documentation both support this distinction: a later Part B entry is an update to transport details, not an extension of the bill. If the bill expires before the next leg can lawfully move, obtain current guidance for that shipment and applicable rule rather than assuming that another vehicle update will make it valid.
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Distance exceptions: do not apply one number to every short movement
Short-distance provisions are easy to misread because the official materials describe different situations.
Rule 138(5) includes an exception for a final movement of less than 10 kilometres within the same State or Union territory from the transporter’s place of business to the consignee. The portal FAQ separately discusses a less-than-50-kilometre exception for certain same-State movements between the consignor and the transporter’s place, and for another movement from the transporter to the consignee.
These are not a blanket exemption from updating vehicle details for every journey shorter than 10 or 50 kilometres. The correct result depends on the particular leg, locations, transport arrangement and current rule wording. If a consignment is being transferred between conveyances, check which exception, if any, applies before omitting the Part B update.
Troubleshooting common failures
The portal says the e-way bill is expired
An expired bill does not satisfy the API condition for a Part B update. Verify the bill number and its validity dates. Do not try repeated submissions with different vehicle numbers; address the expired movement under the applicable GST procedure.
The update option is missing
Check that you are signed in under the correct role. If a transporter is assigned, the generator may not be the account that can make the current update. Confirm the assignment and ask the assigned transporter to use the transporter login.
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The vehicle was changed before anyone updated Part B
Stop further movement if possible, gather the actual time and location of the change, and update the bill before onward movement. Keep a written breakdown or transshipment record and any replacement-vehicle documentation with the e-way bill file. A later entry does not change the fact that the update should have preceded transfer and further movement.
The next leg uses another mode
Select the new mode and provide the identifier required for it. A road vehicle number is not the field that identifies a rail, air or ship leg in the API specification.
The registration number is rejected
Recheck the state code, registration characters, vehicle type and the format accepted by the portal. Compare the entry with the vehicle registration document. If the truck has a temporary or special registration, use the category and format recognized by the portal rather than adding explanatory text in the number field.
The bill has multiple changes and the record is confusing
Maintain a movement log showing each leg, the conveyance or document number, the location, the person who made the update and the confirmation time. The portal record should show the latest leg, while the log explains why earlier details changed.
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Examples
Example 1: replacement truck after a breakdown
A consignment is moving by road when the original truck breaks down. No transporter is assigned to the bill. The generator signs in, opens Update vehicle number, enters the replacement vehicle in Part B, selects the breakdown reason and submits the change before loading. The original validity period remains unchanged.
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Example 2: road to rail to road
The first truck takes goods to a rail terminal. Before the rail movement, the assigned transporter updates Part B with the rail transport document number and rail mode. At the destination terminal, a final truck is arranged. Before that truck moves, the transporter updates Part B again with the final vehicle number and road mode. Each entry is made during the original bill’s validity period.
Example 3: a short final delivery
A transporter is making a short same-State delivery from its place of business to the consignee. The rule’s less-than-10-kilometre final-leg exception may be relevant, but a different short movement described in the portal FAQ may involve a less-than-50-kilometre condition. The distances must not be combined into a general exemption; verify the facts and applicable provision for that leg.
Records to retain after the update
- The e-way bill number and updated Part B confirmation.
- The vehicle registration or transport-document details entered for each leg.
- The date, time and location of any breakdown, transshipment or mode change.
- The reason code selected in the portal and supporting transport paperwork.
- The invoice, delivery documents and any handover record showing who received the goods.
- A list of each update when the consignment used several conveyances.
These records help demonstrate that the electronic bill matched the physical movement and that a change was made before onward movement where the rules require it.
Official guidance used for the workflow
The procedure is based on the E-Way Bill System FAQ on updating transportation, vehicle and Part B details; the E-Way Bill System FAQ on validity; the E-Way Bill System API documentation titled Update Part B | Vehicle Number Update; Chapter XVI of the CBIC E-Way Bill Rules; and the National Informatics Centre’s e-Way Bill System user manual, released January 1, 2023. The portal materials were accessed October 13, 2026. The CBIC E-way Bill FAQs were published March 24, 2018. Portal labels can change, so follow the current wording displayed after sign-in.
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