1. About E-Way Bill

1.1. What is E-Way BILL

E-Way Bill is an Electronic Waybill for movement of goods to be generated on the E-Way Bill Portal.

A GST registered person cannot transport goods in a vehicle whose value exceeds Rs. 50,000 (Single Invoice/delivery challan) without an e-way bill that is generated.

2. API Authentication

API Authentication is the process of verifying the identity of a user who is making an API request.

Fig.1

Enter the Client ID in the Client ID Column. Client ID serves as a unique identifier for the client application accessing the system.
Enter the Client Secret in the Client Secret column. Client Secret is a confidential key shared between the client application and the server.
After entering the Client ID and Client Secret, the user clicks on API Authentication button, then all the other columns are updated automatically.
An “Authentication token” is a unique credential granted to a client after successful login.
"Authentication valid till" refers to the expiry time or duration of the authentication token issued to a client application. It signifies the period during which the token remains valid for making authenticated requests to the server.
A “Subscription ID” is a special code linked with a specific subscription plan. The Subscription ID ensures that the client adheres to its subscription terms and accesses only the features allowed by its subscription plan.
Valid checkbox indicates that API authentication is valid
API Counter refers to a mechanism that tracks the number of requests a client application makes to the API within a defined period.
API Authentication button will be the Process for API Authentication.
Then move to second tab of API Authentication

Fig.2

· Click on New Record button

· Select the API Type from the dropdown. API type refers to the various methods used to design and implement Application Programming Interfaces (APIs).

· Enter the API URL Path. An API URL path is the specific address within the base URL of an API used to access a particular resource or endpoint.

3. Pre-Requisite for Material transfer

To record the Material Transfer as per the customer’s expectation there are some pre-requisites:

a) Business Partner and Location of Business Partner should be available in the system.

b) Price List should be available in the system.

c) The Product should be available with HSN Code in the system.

4. Configuration of Master Screen

4.1. Document Type

In Document Type of Material Screen, select the E-Invoice Type as

“Invoice”

E-Way Bill cannot be generated for that document type for which E-Invoice Type define as Debit Note or Credit Note

Fig.3

4.2. Organization

Select the GSTIN in “Tax ID” Column
- Enter the valid GSTIN Of Organization
Select the Address in the “Location” Tab of Organization Screen
Select the Country, Address 1, Address 2, City, Region/State and Zip Code and Click on OK button.

Fig.4

4.3. Organization (E-Invoice Authentication)

Fig.5

Enter the Username in the Username Column. "Username" refers to the unique identifier associated with a user's account. It is used as one of the credentials during the authentication process to verify the identity of the user.
Enter the password in the Password column. “Password” field represents the secret string of characters provided by the client application.
After entering the Username and Password, the user clicks on the E-Invoice Authentication button, then all the other columns are updated automatically.
“API Version" refers to the specific version of the application programming interface (API) being utilized for authentication with the e-invoicing system.
"Status" refers to the current condition of the authentication process.
“Description” refers to a textual or descriptive element that provides additional context or information about an authentication process
An “Authentication token” is a computer - generated code that verifies a user's identity.
The “Session encryption key” is a cryptographic key used to encrypt and decrypt data exchanged during a session.
“Token expiry” signifies the end of the validity period for an authentication token.
The “Error code” indicates a specific issue or discrepancy encountered during the authentication process.
“Error Details” provides specific information about errors encountered during the authentication process.
“E-Invoice Authentication button” will be the Process for API Authentication.

4.4. Product

For Product, user select the product type as Item
Enter the HSN Code for the Product

Fig.6

5. Creation of E-Way Bill

5.1. Search Material Transfer

To open the Material Transfer screen in the system, the user opens the Material Transfer screen from the menu. To open the Material Transfer screen user can search the screen in the menu search utility or open the screen using the following path:

Menu Path: - Menu > Materials Management > Material Transfer

Find below the screenshot to open the Material screen from the menu as per given path:

Fig.7

5.2. Material Transfer

After clicking on the Material Transfer from the menu, the system opens the screen below. Need to click on the ‘New Record’ button for creating a record.

Fig.8

Select the Organization and Document Type for which E-Invoice type should be define as Invoice
Select the From Warehouse and To Warehouse
Select the shipping method as Delivery, Pickup or Shipper.
If Pickup or Delivery is selected as shipping method, then select the Freight category, Enter the Transport document no., Vehicle name and Vehicle registration number manually.
Transportation document no. column is mandatory in case of Transportation Mode is Air or Rail. Vehicle Name and Vehicle Registration number is mandatory in case of Transportation mode is Road or Ship.
On Freight category screen users define the Transportation mode as shown in fig.9

Fig.9

If Shipper is selected as shipping method, then select the Freight category and Freight Carrier. After selecting the Freight category, Shipping Business Partner, Transportation ID Updates automatically. Then select the Vehicle name, Vehicle Registration number updates automatically. Enter the transportation document no. Manually
On Shipper, selects the Freight category as shown in the fig. 10

Fig.10

On Fleet Detail tab, define the Vehicle name, Registration no., Driver name, Gross weight and Tare weight as shown in fig.11

Fig.11

On Order line, select the Locator, To Locator
Select the Product for which HSN Code should be define
Select the UOM for the product
Then move on to the header tab and complete the Material Transfer
After completing the Material Transfer, “Generate E-Way Bill" button should be visible
“Generate E-Way Bill” button is used to Generate the E-Way bill Number.
Click on Generate E-Way Bill button, Pop will display. Then click on OK button

Fig.12

After click on OK button, other pop will display as shown in fig.13

Fig. 13

Supply type shown as “Outward”. Select the Sub Supply Type from dropdown (i.e. Exhibitions or Fairs or Job Work or For own use or Others)
For Sub Supply Type for Exhibitions or Fairs and For Own use, the address of both warehouses i.e. From Warehouse and To Warehouse are within same Organization.
For Sub Supply Type as Job Work and Others, address of both warehouses i.e. From Warehouse and To Warehouse are within same state or different state.
Select the Sub Supply Type Description.
Sub Supply type description is mandatory in case “Others” selected in Sub Supply Type.
Then E-Way Bill Number is generated and message of “E-Way generated successfully” shown at below

Fig.14

After generation of E-Way Bill No., “Cancel E-Way Bill” button should be visible.
“Cancel E-Way Bill” button is used for cancelling the E-Way bill
Click on cancel E-Way Bill button, Pop will display. Then click on OK button

Fig.15

After clicking on OK button, select the “Cancel Remarks” and click on OK button.
After cancellation of E-Way Bill, message of “E-Way Bill Cancelled successfully” shown at below in the screen.
The E-Way Bill can be cancelled within 24 hours. Any cancellation after 24 hours could not be Possible through E-Way bill.
Material Transfer cannot be reversed until E-Way bill can be cancelled.

5.3. Search E-Way Bill Response

To open the E-Way Bill Response screen in the system, the user opens the E-Way Bill Response screen from the menu. To open the E-Way Bill Response screen user can search the screen in the menu search utility or open the screen using the following path:

Menu Path: - Menu > E-Invoicing India > E-Way Bill Respons

Find below the screenshot to open the E-Way Bill Response screen from the menu as per given path:

Fig.16

5.4. E-Way Bill Response

E-Way Bill Response screen is a read only screen which shows the response after the generation of E-Way bill.

Fig.17

Invoice reference for which E-way bill is generated.
Delivery Order reference for which E-way bill is generated.
Material Transfer reference for which E-way bill is generated
E-Way Bill No. is a unique number assigned during the generation of an e-Way Bill.
E-Way Date is the date on which E-Way bill has been generated.
E-Way Valid Till date shows the validity of E-Way
Cancel E-Way Bill date shows the cancellation date of E-Way
The E-Way Bill Generated checkbox is true when the E-Way bill is generated
The E-Way Bill Cancelled checkbox is true when the E-Way bill is Cancelled
Info Details offers supplementary information regarding the transportation process.
The error message accompanies the error code, providing a detailed description of the encountered error.
Error Code refers to a standardized identifier assigned to specific issues or discrepancies encountered during the generation or processing of an E-way bill.

6. Print Format of Material Transfer

After generating the E-Way Bill No., click on the print option on header section i.e. Print Option as shown in fig. 18

Fig.18

Material Transfer Print Format as shown in fig.19
E-Way Bill Number is shown in Material Transfer Print Format

Fig.19

VIENNA Advantage

E-Way Bill (Material Transfer)