E-Way Bill Errors

 

E-Way bill errors can arise during the generation or transportation process. This happens usually due to incorrect data entry, mismatching in documentation, or any technical issues. However, the consequences can lead to potential delays, penalties, or compliance issues. 

 

Understanding and avoiding common E-Way bill mistakes thus becomes crucial for smooth transportation and adherence to GST regulations.

 

You can do this easily through the portal and by providing the required details. However, it is important that you provide accurate information and avoid making errors.

 

If there are errors in the bill, you cannot edit them once it is generated. You can cancel the bill within 24 hours and generate a new one. If you use an E-Way bill with errors, you will have to pay a penalty depending on the type of error.

Here are some common errors that you should avoid:

Creating One Bill for Multiple Consignments

This is one of the most common mistakes made while generating an E-Way bill. Currently, the portal only allows you to generate one bill for every consignment. You cannot club multiple consignments to generate one bill.

 

This is applicable even if the consignee is the same. But note that the portal allows you to generate a consolidated E-Way Bill once you generate the bills for all invoices. You can use this for transportation purposes.

Adding Vehicle Number in an Incorrect Format 

You need to enter the vehicle number in Part B at the time of E-Way bill generation. The number must be added in the prescribed format or it will lead to an inaccurate bill. 

 

If the vehicle number on the RC book is DL1A123, then you should enter it as DL01A0123 on the portal. To avoid any errors, double-check the details you enter before generating the bill.

Not Using the Bulk Generation Facility Correctly

You cannot combine multiple consignments, but you can generate multiple bills simultaneously.  The portal offers a bulk generation facility where you can upload several invoices in a JSON format. 

 

You can do this through:

• Automated system

• Excel utility tool on the E-Way bill portal

 

The common error while using the second option is not updating the template details accurately. If you upload the sheet with incorrect details, it leads to the generation of erroneous bills. This can lead to penalties, or even legal action.

Not Providing Transporter Details

If you do not enter all the details of the transporter, you will generate an incomplete E-Way bill. This can lead to the transporter not being able to access the bill on the portal, which can lead to hassles.

 

You need to enter the transporter ID even if you are using a third-party transporter. So, make sure you have entered all the details and not just the vehicle number in Part B of the bill before generating it.

Using an Incorrect User ID 

Every entity generating an E-Way bill has a unique ID, which must be entered correctly while generating the bill. If you do not enter this ID correctly, it can lead to data discrepancies and information mismatch.

 

Both these issues can make transportation challenging, cause delays, and even result in penalties in some cases. This happens because an incorrect used ID leads to incorrect or invalid GSTIN.

Uploading Wrong Documents

While generating an E-Way bill, you need to upload several documents, such as delivery challan and invoices. If you upload incorrect documents, an incorrect bill will be generated. If the goods are transported with the wrong E-Way Bill, it can lead to penalties or legal implications.

Entering Incorrect Details of the Company

If you register or enrol on the portal with a different name while generating an E-Way bill, it can lead to problems as the details do not match. Transporting goods with such a bill can lead to heavy penalties and challenges at the time of audit or assessment. As such, you must ensure that you provide accurate company details and register with the right name.

Non-reconciliation Due to Third-Party Bill Generation

The E-Way bill portal allows third parties to generate a bill instead of the supplier or transporter. Following entities can generate the bill:

• Consignee

• Consignor

• GST-registered transporter

• Unregistered transporter

 

If you do not enter the GSTIN or add it incorrectly, it can make reconciliation challenging. Improper records can also lead to penalties, legal proceedings, delays, and more.

Not Extending the E-Way Bill Validity

If you have generated an E-Way bill, it is important to track its validity and extend it if required. This is because transporting goods with an expired bill can lead to penalties as per the rules.

 

You can extend the validity by 8 hours before and after the expiration of the bill. Note that you have to mention the reason. The reasons can include natural calamities, trans-shipment delay, law and order issues, accident of conveyance, etc.

 

You need to enter the following details on the portal:

• Bill number 

• From (current place) 

• Approximate travel distance 

• Details in Part B 

 

Note that you cannot change any details in Part A, and once you submit the request, you will get the extended validity based on the travel distance.

To avoid E-Way bill errors, consider the following pointers:

• Create individual E-Way bills for each consignment instead of mixing multiple invoices into one

• Use bulk generation accurately filling out the JSON format or Excel template and remove previous data before uploading

• Verify the vehicle number and ensure it is entered in the correct format

• Check that the company details, including GSTIN and address, are accurate to avoid penalties

• Attach all required documents, such as invoices and delivery challans to the E-Way bill