How to create E-way Bill Through Gen GST (Desktop) Software

How to Create e way Bill Through Gen GST

E-Way Bill is a digital document that needs to be carried by transporters while moving taxable goods worth Rs 50,000 or more in a single bill. E-Way Bill can be generated online on the e way bill portal and also through the e-Way Bill facility provided in the Gen GST software.

e-Way bill helps the government keep track of the transportation of taxable goods to ensure a smooth levy of the goods and services tax (GST). In this article, we will discuss the procedure of generating an e-way bill using the Gen GST software developed by SAG Infotech Pvt Ltd.

How to Generate GST E-way Bill via Gen GST?

Check out this video to see how to generate e way bill by using Gen GST Software

 

or follow the step by step process mentioned below to generate a new e-way bill.

Step 1: Modify Client details

Open Gen GST desktop software. Click on ‘e-Way bill’ option in the left sidebar. This will show the list of existing e-way bills along with details.

Click on ‘Client’ tab in the top menu to see the list of registered clients. Select a client and click on ‘Modify’ button at the bottom to modify the details of that client.

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Read Also: How to Generate GST E way Bill Through Gen GST Software (Online)

A new window will open where you can enter the new details for that client. Click on ‘Save’ button at the bottom once you are done. The details will be saved.

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Step 2: Add a New Client

Go back to the client list (image1). Click on ‘Add’ button at the bottom of the window in order to add a new client. A new window will open.

Import: Select the ‘import’ radio button (at the top) if you wish to directly import the data from an existing list of clients. Select the client and click on import button.

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Add: If you want to manually add a new client, select the ‘Add’ radio button at the top. A new window will open. Enter the details of the client including personal details, address, contact, GST, etc. Click on ‘Module Applicable’ tab and select e-Way bill checkbox and fill in the details. Click on ‘Save’ button when done. The new client is added.

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Step 3: Creating an e-way bill

In order to create a new e-Way bill, click on the ‘e-way bill transaction’ option from the menu. A new window will open with the following tabs at the top.

  1. Client
  2. E-way bill
  3. Supplier
  4. Receiver
  5. Transporter Detail
  6. Vehicle

Client: The first tab ‘client’ will let you select the client for which you wish to generate a new E-way bill.

Supplier: Create the supplier or add from the existing list of suppliers.

Receiver: Create the receiver or select from the existing list.

Transporter details

Click on ‘Transporter Detail’ tab to add the details of the transporter carrying the goods. A new panel will open. Select from the existing list of transporters.

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Read Also: How To Generate E-way Bill On The E-way Bill Portal

To add a new transporter, click on ‘Add’ button at the bottom of the page. A new window will open. Add the transporter details including the name, GSTIN, Transporter ID, Address, etc. Click on ‘Save’ button when done.

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Vehicle details

Click on ‘Vehicle’ tab to select/add the details of the transporting vehicle. A new window will open. Select the vehicle from the list or click ‘Add’ button to add the details of a new vehicle.

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Now, enter the vehicle details such as the vehicle no, driver name, etc. and click on ‘Save’ button.

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E-way bill generation

When you have completed the details of the client, supplier, receiver, transporter and the vehicle, you can proceed to create the e-way bill by clicking on the ‘E-way bill’ tab.

A new window will open, as shown below. Click on ‘Add’ button at the bottom to add a new bill.

How to Generate GST E-way Bill via Gen GST 9

Read Also: Gen GST Software Review – Know Why it’s Best GST Software in India

Select the transaction type (outward or inward). The name and GSTN details are automatically filled based on your selection of the transactions type.

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Fill in the remaining details. Click on ‘Save’ button to save the bill details.

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You can view the list of e-way bills by status – active, inactive, to be uploaded, canceled, and rejected – by using the filter available at the top of the page.

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Now that your e-way bill is created, you can proceed to download the JSON file. Select the ‘To be uploaded’ option from the filter at the top.

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Now, you will see only the new e-way bills. Select the bill you want to generate and click on the ‘Generate’ button given at the left bottom of the page. A new window will open asking you to save the e-way bill JSON file on your computer. Select the folder and click on ‘Save’ button to save the file.

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A new popup will open asking you to validate the JSON file. Select the file and click on ‘Validate’ button to proceed.

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Read Also: Features of Gen GST Software (Desktop Version)

After validation, an error-log file will generate showing the error records. Click on an error to see the details/log. Click on Exit button when you are done.

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A popup box will appear asking you to choose from Yes or No for uploading the JSON file to the E-way bill portal. Select Yes if you want to upload the file.

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A new popup will open where you have to enter your GSTN credentials and verify the captcha. Click on ‘Upload’ to upload the JSON data to the portal.

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A confirmation popup will open asking you to confirm whether or not upload the data. Select Yes to confirm the upload.

Once the data is uploaded, you can see the bill details in the window. Click on ‘Generate E-way Bill’ button at the bottom to generate the e-way bill.

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Click on Yes in the pop-up window to confirm.

E-way bill is generated as shown in the image below.

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You can see the latest bill in the list of e-way bills.

How to Generate GST E way Bill Through Gen GST Software (Online)

How to Generate e-Way Bill Through Gen GST Software Online

E-Way bill is a special document that transporters/drivers need to carry while moving taxable goods worth Rs. 50,000 or more from one place to another in India. E-way Bill can be generated by any registered person either using the GST portal or by any third-party software such as Gen GST. After generating the e-way bill, a unique e-way bill number (EBN) is assigned to that particular transportation.

Gen GST Software now allows you to create, verify and edit GST compliant e-way bills easily with only a few clicks and without having to visit the GSTN website. Here’s how to prepare GST e-way bill through Gen GST online application.

E-Way Bill Feature of Gen GST

The e-way bill option is available in the left sidebar of the Gen GST online application. Click on E-way bill tab to open the page. The sub-menu under E-way bill tab contains other options like Registration and Transaction details, etc. Here are various features of Gen GST e-way bill along with the step-by-step procedure for generating it.

Registration

Click on ‘Registration’ option under the e-Way bill tab on the software. It is mandatory to get registered on the system in order to generate this bill. Either supplier or recipient or transport can register and create an e-way bill for a particular movement of goods.

The ‘Registration’ option has two sub-options – Registered and Transporter

Registered

A registered taxpayer can click on ‘Registered’ tab to add new client data or modify existing data.

e-Way Bill Generate with Gen GST Online 1

Click on ‘Add’ button to add new client details. A new window will open where you can enter user registration details such as GST number, name, trade name, etc. Alternatively, you can import user details directly from existing clients on the application. Click on ‘Import’ button and select the client name whose details you want to import.

Read Also: How To Generate E-way Bill On The E-way Bill Portal

Click on Save button when you are done.

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Note: This is the registration for E-way bill and not for GST. For GST registration, go to ‘Registration’ tab on Gen GST application.

Transporter

The second option – transporter – is for unregistered transporters who want to generate an e-way bill. Click on this option to register a new transporter account. A new window will open where you can import transporter details directly from the E-way bill site. Verify your mobile number (or other credentials) and captcha and click on Save to submit the registration details.

Users can also add new transporter or modify existing client’s data using the available option in ‘Transporter Client List’. Click on ‘Add’ button to create a new client by adding client details.

Click on ‘Import’ button to import client data from the portal.

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Transaction

After the user/transporter registration is completed, you can move on to add transaction details. Click on ‘Transaction’ option under ‘E Way Bill’ menu, a sub-menu will open containing options like the e-Way bill, Consolidated E Way Bill, etc.

Read Also: Features of Gen GST Software (Desktop Version)

E Way Bill Generation

Click on ‘e-Way bill’ tab under the Transaction menu. This will open a new panel where you can add/update details of new clients, e-Way bill, supplier, receiver, transaction and vehicle.

The ‘Client’ tab will be auto-selected. Here you can select the client for whom you want to create an e-Way bill.

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Click on ‘Supplier’ tab. Here you can find the list of suppliers. Select the supplier name or click on ‘Add’ button to add a new supplier. You can also import supplier details by using the ‘Import’ button available at the bottom of the page. Save the details.

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Click on ‘Receiver’ tab to add/import a new recipient or choose from the available list.

Now, click on ‘Transporter Details’ tab to select, view, add or modify the transporter for a particular transportation. Select the transporter from the list or click on ‘Add’ button to add the details of a new transporter. You can also import transporter details directly from the client’s list on Gen GST. Click on Save button to save the details.

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Click on ‘Vehicle’ tab to add/import or modify the vehicle details. Select the vehicle from the list or click on ‘Add’ button to add new vehicle details. Click on Save button when done.

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Now that you have furnished the details of the client, receiver, supplier, transporter, and vehicle, you can proceed to generate the e-Way bill.

Click on E-way bill tab from the top menu. A new panel will open that contains the list of all the e-way bills on your account. Select a particular bill to check or modify its details.

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Follow these steps to generate a new e-Way bill

Step 1: Click on ‘Add’ button at the bottom of the page. Select any active user for whom you wish to generate the bill.

Step 2 – Validation: Now, click on ‘e way Bill portal’ button given at bottom left of the page. A menu will open under which click on ‘Upload’ option. A new window will open. Select the fields to validate the data. Click on ‘Validation’ button to get the data validated from the portal. Enter your GSTN credentials and captcha to log in to your portal account. After validation of the data, you can download the bill.

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Step 3 – Upload: Now, upload the bill to the portal by clicking the upload button. Enter your portal credentials and captcha for verification.

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The bill is generated. You can see the bill details on the screen.

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Step 4 – Generation: Click on ‘Generate’ button at the bottom right of the page to generate your e-Way bill.

You can also choose to export the bill in Excel format.

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The Gen GST software also lets you cancel an existing e-Way bill, modify details, extend the validity, delete a bill, update vehicle details, update transporter details and more.

How to Generate E-way Bill On The E-way Bill Portal

How to Generate E way Bill On The E way Bill Portal

What is E-Way Bill?

EWB (Electronic Way Bill) is a unique bill/document which is mandatory to carry for either inter-state or intra-state movement of goods if the goods worth more than Rs. 50,000. e waybill is quite easy to generate or canceled via Android App, SMS and through API (Site-to-Site Integration). The e way bill system is to generate a unique EBN (e-way bill number) is assigned to the distributor, recipient and the transporter.

Who Should Generate an eWay Bill?

Both the registered and unregistered transporter are able to generate the EWBs, however, it is required to have User ID / User Name and Password to log in to the portal.

The new eway Bill Portal is a platform where you can easily generate e way bills, annul the generated e-way bills, change the vehicle number on the previously issued EWBs, etc.

Validity Period of E-WayBill

The e-way bill validity depends upon the distance traveled by the goods. The EWB validity is calculated from the date & time of producing an e waybill. Validity periods listed below:

Validity of an eWay Bill

If your eway bill expires, you can be extended it within 4 hours after its expiry.

Which Documents are Required to Generate e WayBill?

Before proceeding to generate eWay Bill, here are the stipulated requirements. Just keep handy with the given information ahead of breaking into the system for GST e way bill issuing.

  • You need to e way bill registration on the EWB portal (One time process)
  • The consignment related Invoice, Challan or Bill to keep your side
  • If the way of transport is a road, keep the Vehicle number or Transporter ID
  • In case of the way of transport is air, ship, or rail, keep handy with Transporter ID, document number and the date provided in the document.

How to Create eWay Bill?

Here is a simple step-by-step guide for generating eWay Bill. After e waybill login you can generate EWB, just Follow these easy steps to produced eway bill online.

There are two methods to generate e-way bills

  1. On the Web-Based Portal
  2. Or by SMS.

Here on this post, we will be guiding you on “How to Generate eWay Bills on E-Way Bill Portal online

Generate e Way Bill Via Web Portal

Step 1:  Open www.ewaybillgst.gov.in and login to the website to get into e-way bill system.

Goods and Services Tax E-Way Bills System

To the login screen, enter the registered Username and Password then fills the Captcha code. After feeding the e way bill login credentials, click on Login tab

Step 2: At the left side of your screen, click on Generate new tab placed under E-waybill option.

E-Way bill generate New

Step 3: E-way bill entry form appears where you have to fill details of the Transaction Type, document type, no., date, etc. information. Here is the detailing:

E-Way Bill Entry Form

Transaction Type:

Choose Outward in case you are a leading supplier of consignment and

Choose Inward in case you are a leading recipient of consignment

Sub-type:

In case of Outward type transaction, the following kind of sub-type appears:

Outward type transaction kind of sub-type

In case of Inward type transaction, the following kind of sub-type appears:

e way bill generation step by step guide

Note: Here CKD/SKD stands for Complete knocked down condition / Semi knocked down condition respectively.

Document type:

Choose the relevant option from Invoice/ credit-note/ challan/ Bill of entry/ Bill, or choose “other” if your options are not on the list.

Document Number:

Feed the invoice/document no. here

Document Date:

Choose the date of challan or Invoice or Document. It is important to note down that the system doesn’t take the future date.

Read Also: HSN Code & GST Tax Rate List for General Store and Kirana Items

From/ To:

From/ To details depend upon a supplier and a recipient, So you have to enter the From/To details basis on whether you are a supplier or a receiver

e way bill generation step by step guide

Note: GSTIN number is for a registered person and if you are an unregistered supplier/recipient, you have to mention URP under the section naming GST Identification Number(GSTIN).

Item Details:

Here in item details, you have to mention the information regarding the consignment (Harmonized System Nomenclature code-wise) under this section, let me tell you about it.

  • The 1st on is “Product name” here simply enter the name of your product.
  • The 2nd is “Description”, write a little description of your product here.
  • The 3rd one is “Harmonized System Nomenclature(HSN) Code” of your product.
  • The 4th on is “Quantity”, enter the quantity of your product here.
  • If it’s in “Unit”, enter here.
  • 6th is the “Value/Taxable value” of your product.
  • 7th the Tax Rate(C+S+I+Cess): Mention CGST, SGST, and IGST tax rates in %. You also have to mention Cess tax rate (in %), if there is any charged.

e way bill generation

Note – On the EWB rollout, the details furnished here are a basis of filing entries in the corresponding GST returns on an auto-populated way.

  • Transporter details:

This field mandates to furnish information regarding the mode of transportation (Air/Road/Rail/Ship)and the estimated distance include (in KM). In addition, either of the information can be described:

transporter Doc. Number, Transporter name, transporter ID & Date.

OR

Vehicle number carrying transported. consignment.

Format: AB121234 or AB12AB1234 or AB12A1234 or ABC1234

E way Bill

Note: On the login dashboard, furnish the My master’s section in advance. This section is for the products, customers/clients, transporters and suppliers which take part in e-way bill generation frequently. After that, proceed for further filing.

Step 4: Click on Submit tab. The system automatically validates all the information provided and displays error as well, if there is any.

Read Also: Gen GST Software Review – Know Why it’s Best GST Software in India

If there is no error, the request is further advanced and the e-way bill form EWB-01 along with a relevant unique 12 digit number is being issued.

This is how the final EWB looks like:

EWB looks like

Choose conveyance with e Way Bill under GST to make the goods to be transported in a relevant selected mode and then print out the bill and keep it with the consignment.

How to Change Vehicle Number in an Existing e-Way Bill through Web Portal?

If you forgot to enter the vehicle number while creating the original e-way bill or had to change the vehicle for some reason, you can update the vehicle number in the existing bill by using the option on the portal. Here’s how.

Log in to your e-way bill portal account. Go to vehicle update option in the left sidebar. Enter the e-way bill number for which you want to update the vehicle number. The other information will be auto-populated. Now, enter the new vehicle number. If you had already entered a vehicle number in the original bill, you will also have to provide a reason as to why you want to change the vehicle. You can enter more details in the remarks field in the form. Click on ‘submit’ button when done. Upon verification, your vehicle number will be updated and you will get the confirmation message.

How to Cancel an e-Way bill through Web Portal?

Only a supplier can cancel an e-way bill, and that too only within 24 hours of creating it. Here’s how to cancel an existing e-way bill via the web portal.

Login to your e-way bill portal account. On the dashboard, click on the ‘Cancel’ option under the ‘E-Way bill’ tab in the left sidebar. On the next page, enter the 12-digit bill number which you want to cancel and click on Go. On the next page, you will have to provide a reason why you want to cancel that bill. Then, you can proceed to cancel it.

Print GST E-Way Bill:

Step 1: On the Dashboard, click on Print EWB sub-option under e-Waybill option

Step 2: Furnish the 12-digit e-way bill number provided at the time of generation and then click on Go option

Step 3: Now, choose anyone from detailed print or print button and click it

This is how you can create waybill easily by following the step-by-step procedure on the e way Bill Portal.

Generate E-Way Bill via SMS

The government has provided an alternate facility for those who do not have access to the web or desktop computer. Now, you can easily generate/reject/modify an e-way bill by simply sending an SMS from your registered mobile number.

The e-way bill SMS facility lets you quickly create an e-way bill, especially when you are in an emergency and have no time to access the web. To be able to generate an e-way bill via SMS, your mobile number must be registered for the facility. A maximum of two mobile numbers can be registered against one GSTIN for the SMS facility and both numbers must already be registered on the GST portal.

SMS Format for Generating an E-way bill

In order to get an e-way bill via SMS, the user needs to send an SMS in a specific format, as explained below, to the mobile number of the respective state in which they are registered.

There are different SMS formats for different e-way bill activities. Take a look below:

E-Way bill generate a request by suppliers (EWBG)

If you are a supplier wanting to create an e-way bill, you need to send an SMS in the following format:

EWBG TranType RecGSTIN DelPinCode InvNo InvDate TotalValue HSNCode ApprDist Vehicle

The terms here are:

TranType: Type of Transaction
RecGSTIN: Receiver GSTIN
DelPinCode: Delivery location Pincode
InvNo: Invoice number
InvDate: Invoice date
TotalValue: Total value of the supply
HSNCode: HSN code of the product being supplied
ApprDist: Approximate distance between the sender location and the receiver location
Vehicle: Vehicle number

For example, Ram is supplying goods worth Rs. 1,00,000 with HSN code – 7015, for which invoice no. is 1001 and the date is 10/7/2018, from Mumbai to Shyam in Pune. The vehicle number for this transport is MH20 W7289 and the total distance to cover is 150km. The SMS to be sent by Ram will have the following format:

“EWBG OSUP 24AACPX0991K2ZK 411006 1001 10/7/2018 100000.00 7015 150 MH20W7289”

This SMS should be sent to the registered mobile number for e-way bill facility in the Maharashtra state. You can find this number on the GSTN website.

If the format and details provided by you are correct, you will receive a reply message, as below:

“E-Way bill generated successfully. e-way bill no: _____ and date is 10/7/2018”

E-Way bill generate a request by Transporters (EWBT)

As a transporter, if you want to get an e-way bill via SMS, you need to send an SMS in the following format:

EWBT TranType SuppGSTIN RecGSTIN DelPinCode InvNo InvDate TotalValue HSNCode ApprDist Vehicle

The terms here are:

TranType: Type of Transaction
SuppGSTIN: Supplier’s GSTIN
RecGSTIN: Receiver GSTIN
DelPinCode: Delivery location Pincode
InvNo: Invoice number
InvDate: Invoice date
TotalValue: Total value of the supply
HSNCode: HSN code of the product being supplied
ApprDist: Approximate distance between the sender location and the receiver location
Vehicle: Vehicle number

Provide the correct transport details in the format mentioned above and send it to the registered number of your state. If all the information is correct, you will receive the e-way bill details shortly by SMS.

E-Way Bill vehicle update request (EWBV)

If you want to update vehicle details in an existing e-way bill, send an SMS in the following format:

EWBV EWB_NO Vehicle ReasCode

Here,
EWB_No: E-way bill number of the existing bill
Vehicle: Vehicle number of the new/updated/changes vehicle
ReasCode: Code for Reason to change

Provide the details in the correct format, as mentioned above, and send it to the registered e-way bill mobile number of your state. If the details sent by you are correct, you will receive a confirmation message shortly.

E-Way bill cancel request (EWBC)

Want to cancel an existing e-way bill via SMS? Here’s the format for this request.

EWBC EWB_NO

Here, EWB_NO is the E-way bill number of the bill that you want to cancel.

Provide the correct e-way bill number and send it to the registered number. Upon verification, your bill will be cancelled and you will receive a confirmation number.

Generating a Consolidated E-Way bill on The Portal

A consolidated e-way bill is used when transporting multiple supplies (consignments) through a single vehicle. The consolidated e-way bill can be generated on the web portal. Here’s how:

Step 1: Visit www.ewaybillgst.gov.in and e waybill log in using your details.

Step 2: At the left side of the dashboard, click on ‘Generate New’ option under the ‘Consolidated EWB’ tab.

Step 3: A form page will open where the following details are required to be filled:

  • Mode of transport – Road/Rail/Air/Ship
  • From State – State from which the transport is initiated
  • Vehicle Starts From – the place/city name
  • Vehicle No.
  • E-way bill number of the already generated e-way bill, in which you want to consolidate more details.

Once you enter the e-way bill number, the remaining details will be auto-populated. Click on Submit button to generate a consolidated bill with the new information. You can download or print the new e-way bill on the next page.