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Create the e-way bill on the official E-Way Bill System after checking the invoice, GSTINs, addresses, six-digit PIN codes and transport details. If the vehicle is not yet assigned, save a Part-A Slip and add the vehicle or transport-document number later; the Part-B entry completes the transport information.
The most important pre-dispatch control is the PIN check: each origin and destination PIN must be six digits, match the actual address and belong to the state selected in the form. A wrong PIN can misstate the movement even when the GSTIN and invoice value are correct.
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What an e-way bill is and when you need one
An e-way bill is the electronic movement document for a person in charge of a conveyance carrying a consignment of goods. The current E-Way Bill System FAQ, accessed in 2026, describes the government threshold as a consignment value exceeding Rs. 50,000. The value and document details in the e-way bill must agree with the tax invoice, bill of supply or delivery challan.
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The form connects the commercial document to four location roles:
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- Supplier: the registered supplier’s name and GSTIN, or the applicable unregistered-person designation.
- Recipient or consignee: the buyer or receiving party’s name and GSTIN, or URP where the recipient is unregistered.
- Dispatch from: the premises from which the goods physically leave.
- Ship to: the place where the goods are actually delivered.
These roles are not interchangeable. A business may invoice from one location while dispatching from a warehouse or another premises. In a “Bill From – Dispatch From” transaction, enter the actual dispatch premises and its PIN in the dispatch fields rather than copying the billing address.
The portal supports web entry, SMS, Android and iOS applications, bulk upload, site-to-site integration and GSP-based workflows. The right choice depends on how many consignments you create and how much control an operator needs over the final address and PIN review.
Prepare the information before signing in
Gather the source documents and transport information before opening a new bill. Entering from a controlled checklist reduces GSTIN, place, state and PIN errors.
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- Tax invoice, bill of supply or delivery challan.
- Supplier and recipient GSTINs, or URP where a party is unregistered.
- Transporter ID, if a transporter is creating or handling the movement.
- Transporter document number, when the movement uses rail, air or ship.
- Vehicle registration number for road transport, if the vehicle has already been assigned.
- Item descriptions, HSN details, quantities or units as required by the form, taxable or document value, and the applicable supply information.
A transporter that is not registered under GST must enrol on the system and obtain a transporter ID. The official FAQ states that the transporter ID, also called TRANSIN, is 15 digits. Keep that number with the consignment record so the transporter identity is not confused with a vehicle number or an invoice number.
Location checklist
Write the full supplier, recipient, dispatch-from and ship-to addresses from the commercial records. Mark which address is the physical loading point and which is the delivery point. Do not infer a PIN from a city name or use the registered office’s PIN when the goods leave a different premises.
Verify every PIN code before creating the bill
PIN validation is both a data-quality check and a movement check. Perform it before submission, not after the truck has left.
1. Confirm the six-digit format
Check that each origin and destination PIN contains exactly six digits. Remove spaces, punctuation and extra characters. A six-digit string that belongs to a nearby town is still wrong if it does not describe the dispatch or delivery address on the invoice.
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2. Match the PIN to the physical address
Compare the PIN printed or recorded on the invoice with the actual dispatch premises and the actual ship-to location. For a warehouse dispatch, use the warehouse’s location. For delivery to a branch, project site or customer premises, use that destination rather than the recipient’s registered-office address.
3. Match the PIN to the selected state
The API validation rule checks PIN codes against the state selected in the e-way bill. Select the state that contains the physical location, then verify that the PIN belongs to that state. A correct six-digit number paired with the wrong state is a location error, not a harmless formatting issue.
4. Understand the missing-master-data exception
If a PIN is not present in the system’s master database, the API rules allow generation only when the first three digits match the postal department’s state pattern. This exception does not make an unverified PIN safe: confirm the address and state first, and retain evidence of the location used for the document. Do not substitute a different, better-known PIN merely to pass validation.
5. Check both ends of the journey
| Check | Dispatch location | Delivery location |
|---|---|---|
| Address | Actual premises where the goods are loaded | Actual premises where the goods are to be delivered |
| PIN | Six digits and consistent with the dispatch state | Six digits and consistent with the ship-to state |
| Document match | Agrees with the invoice, bill or challan | Agrees with the consignee and delivery instructions |
The version 1.03 API validation rules list 4,000 km as the maximum actual source-to-destination distance accepted by that validation. Treat this as an API validation limit, not as permission to enter an inaccurate destination. If the calculated route appears unusually long, recheck both PINs and the selected states before investigating an integration error.
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1. Register or enrol the account
- Open the official E-Way Bill System portal.
- Register with the GSTIN when you are a GST-registered user. The portal sends an OTP to the mobile number registered with GST.
- If you are an unregistered transporter, complete transporter enrolment and obtain the transporter ID (TRANSIN) before creating transport records.
- Sign in with the account that is responsible for the supplier, consignee or transport operation.
Use the portal’s master records for recurring suppliers, customers and locations where available. The official user-manual guidance recommends maintaining customer and supplier masters to reduce GSTIN, place, state and PIN mistakes.
2. Start a new e-way bill
Choose the option to generate a new e-way bill and select the supply information requested by the form. Have the document number and document date in front of you; reproduce them exactly as they appear on the invoice, bill of supply or delivery challan.
Complete the principal fields in this order:
- Supply type: choose the applicable movement category offered by the portal.
- Document type, number and date: select invoice, bill of supply or delivery challan as appropriate and enter its identifying details.
- Supplier and recipient: enter the GSTINs, or URP where a party is unregistered, and confirm the names returned by the system.
- Item and HSN information: add the goods, HSN details, quantities or units and the values required for the consignment.
- Addresses and PINs: enter the origin, dispatch-from, destination and ship-to information, selecting the matching states.
- Transport mode: choose road, rail, air or ship and provide the available transport identifier.
3. Handle a Bill From – Dispatch From movement correctly
When the seller shown on the bill is not the premises from which the goods leave, use the Bill From – Dispatch From arrangement. Keep the billing supplier in the supplier fields, but put the actual loading premises in the dispatch-from fields, including its address, state and PIN. Likewise, use the actual receiving location in the ship-to fields when it differs from the recipient’s registered address.
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4. Add the transport detail that is available
For road movement, enter the vehicle registration exactly as assigned. The FAQ says vehicle numbers are checked against the Vahan system; a number that is not available there may be disallowed later. Avoid adding spaces, punctuation or a registration variant that does not match the vehicle record.
For rail, air or ship, enter the transport-document number required for that mode. If the vehicle or transport document is not yet available, do not invent one. Save a Part-A Slip with the supply, document, party, goods and location information, then add the correct Part-B transport detail when it is assigned.
5. Review the preview before submission
Use the preview as a separate control step rather than treating it as a formality. Compare every displayed value with the commercial document and dispatch instruction:
- Supplier and consignee names and GSTINs.
- Bill-from and dispatch-from locations.
- Ship-to and destination locations.
- Origin and destination states and six-digit PINs.
- Document type, number and date.
- HSN details, quantities and consignment value.
- Transport mode, vehicle number or transport-document number.
Correct an error before submission. Once submitted, the FAQ says the e-way bill cannot be edited. A wrong entry must be handled by cancelling the submitted bill and creating a replacement with the corrected data.
6. Submit and record the number
Submit only after the preview agrees with the invoice and the physical journey. Record the generated EWB number in the dispatch system and share it with the person responsible for the vehicle or consignment. Keep the electronic copy or number accessible during movement.
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Vehicle assignment often occurs after the invoice is prepared. The portal’s Part-A Slip process lets you record the supply and document information without entering a guessed vehicle number.
- Create the Part-A information with the supply type, document, parties, goods, values and verified origin and destination details.
- Save the Part-A Slip while the vehicle or mode-specific transport document is pending.
- When the road vehicle is assigned, add its exact registration number. For rail, air or ship, add the relevant transport-document number instead.
- Complete Part-B. Part-B supplies the transport detail that completes the e-way bill for movement.
- Record the resulting EWB number and provide it with the movement documents.
Never use a placeholder registration or a vehicle that is merely expected to be used. The system’s vehicle check and the physical inspection must point to the same conveyance.
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Documents and information to carry with the goods
The person in charge of the conveyance should carry the invoice, bill of supply or delivery challan and the e-way bill number or an electronic copy. The records should identify the same goods, parties, values and route entered in the system.
Before handoff to the driver or transporter, confirm:
- The document number and date on the paper or electronic commercial document match the e-way bill.
- The supplier, consignee, dispatch-from and ship-to names are consistent.
- The PINs describe the actual loading and delivery locations.
- The vehicle registration on the e-way bill is the vehicle that will move the goods, when road details have been added.
- The transporter has the EWB number and can display the electronic copy if requested.
Validity: calculate the travel window correctly
The current FAQ states that regular conveyance validity is one day for every 200 km or part thereof. Over-dimensional cargo receives one day for every 20 km or part thereof. The validity expires at midnight on the last day, so the dispatch team must consider the full distance and the resulting expiry rather than assuming that a calendar day always means 24 hours from loading.
| Movement category | Published distance rule | Expiry rule |
|---|---|---|
| Regular vehicle | One day per 200 km or part thereof | Midnight of the last valid day |
| Over-dimensional cargo | One day per 20 km or part thereof | Midnight of the last valid day |
Use the actual source and destination when checking whether the planned route fits the validity shown by the system. If the addresses or PINs are wrong, a distance calculation can look acceptable while documenting the wrong movement.
Fix common errors before dispatch
The PIN is rejected
- Count the digits and remove spaces or punctuation.
- Check the PIN against the physical address, not only the town name.
- Confirm that the state selected in the form is the state associated with the PIN.
- If the PIN is absent from the master database, verify that its first three digits follow the postal department’s pattern for the selected state before relying on the API exception.
- Recheck whether you entered the registered office instead of the dispatch or ship-to premises.
The vehicle number is not accepted
Compare the entry character by character with the registration record. The FAQ notes that vehicle numbers are checked against Vahan and that numbers unavailable there may later be disallowed. If the vehicle has not been assigned or its record is unavailable, use a Part-A Slip and add the verified vehicle number when available.
A GSTIN, place or state is wrong in the preview
Stop before submission. Correct the master record or form value and preview again. Maintaining supplier and customer masters is specifically recommended to prevent recurring GSTIN, place, state and PIN mistakes.
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The submitted e-way bill contains an error
A submitted bill cannot be edited according to the FAQ. Cancel it and create a replacement containing the corrected document, locations, PINs and transport details. Keep the cancellation and replacement references with the dispatch file so the operator can explain which record is current.
The route appears implausibly long
Check the source and destination PINs, the selected states and the dispatch-from versus bill-from distinction. The version 1.03 API validation rules specify a 4,000 km maximum actual source-to-destination distance for validation; an unexpectedly high calculation may indicate a location-entry error rather than a genuine route.
Choose the right generation method
| Method | Best fit | Strength | Control to preserve |
|---|---|---|---|
| Web portal | Occasional or low-volume dispatches | Full visibility of each field and preview | Operator must compare both PINs and all addresses before submission |
| SMS | Situations requiring a lightweight mobile entry | Less data-entry overhead than a full desktop session | Use a separate document and PIN checklist because the small interface exposes less context |
| Android or iOS app | Mobile operators who need portal functions away from a desk | Mobile access to generation tasks | Review the returned details against the invoice before handing over the goods |
| Bulk upload | Businesses creating many bills from an invoice system | Multiple requests can be uploaded together, reducing duplicate keying and data-entry mistakes | Validate the source file’s GSTINs, states, PINs and document numbers before upload |
| Site-to-site or GSP/API integration | High-volume, system-managed invoicing | System-to-system generation and an EWB-number response | Build validation and exception handling so bad addresses are not silently transmitted |
For an occasional dispatch, the web form generally gives the clearest opportunity to inspect the final PIN and address. For high volume, bulk or API generation can remove duplicate entry, but automation must preserve the same human checks: actual dispatch premises, actual ship-to address, state-PIN consistency and exact transport identifiers.
Controls for bulk and API workflows
Import the address and PIN from a controlled customer or location master, then validate it against the invoice and the physical movement. Do not assume that a previously accepted record remains correct after a warehouse, branch or customer changes location.
At minimum, an automated workflow should stop or flag a request when:
- A PIN is not six digits or does not correspond to the selected state.
- The dispatch-from location differs from the bill-from location but has not been explicitly supplied.
- The source-to-destination distance exceeds the 4,000 km maximum listed in the version 1.03 API validation rules.
- A road vehicle number is missing when Part-B is required, or does not match the available vehicle record.
- The document number, date, GSTIN or value differs from the source invoice.
Store the EWB number returned by the integration with the invoice and dispatch record. Route validation failures to an operator rather than repeatedly resubmitting the same uncorrected data.
A dispatch-ready sequence
- Identify whether the consignment falls within the e-way-bill requirement described by the current FAQ, including the Rs. 50,000 threshold.
- Collect the invoice, bill of supply or challan, party GSTINs or URP details, item and HSN information, values and transport identifiers.
- Separate bill-from, dispatch-from, recipient and ship-to roles.
- Verify both six-digit PINs against the actual premises and selected states, including the first-three-digit rule only where the API master-data exception applies.
- Generate the bill on the portal or through a controlled bulk/API process.
- Use a Part-A Slip if the vehicle or mode-specific transport document is not yet available; add Part-B when it is assigned.
- Preview every field, submit, record the EWB number and carry the commercial document with the number or electronic copy.
This sequence keeps the e-way bill aligned with the goods’ real journey. The PIN is not a decorative address field: it determines whether the system’s origin, destination and state validation describe the movement you are actually dispatching.
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