How to Generate Bulk E-Way Bill

Table of Contents

1. Introduction

2. Offline Method of e-Way Bill Generation

3. Bulk e-Way Bill Generation

4. Bulk Consolidate EWB Generation

5. Bulk Masters Generation

6. Bulk Vehicle No Updation

List of Abbreviations

1. Introduction

1.1 Background

Introduction of Goods and Services Tax (GST) across India with effect from 1st of July 2017 is a very significant step in the field of indirect tax reforms in India. For quick and easy movement of goods across India without any hindrance, all the check posts across the country are abolished. The GST system provides a provision of e-Way Bill, a document to be carried by the person in charge of conveyance, generated electronically from the common portal. To implement the e-Way Bill system, ICT based solution is required. Hence, as approved by the Goods and Services Tax (GST) Council, a web based solution has been designed and developed by National Informatics Centre and it is being rolled out for the use of taxpayers and transporters. The offline tool has been developed to generate the bulk e-way bills by the tax payers and transporters.

1.2 Purpose and Intended Audience

This document aims to explain the operational procedure on how to use offline tool to generate the bulk e-Way Bills.

This document is intended for registered taxpayers under GST and un-registered transporters, who are the main stakeholders of e-Way Bill system under GST.

1.3 Scope

The scope of this document covers:

• Format and sample copy of the Bulk upload JSON file.
• Using offline tool to prepare the JSON file.
• Process of uploading the generation of e-way bills.

1.4 URL or Web site address

https://ewaybillgst.gov.in

2. Offline Method of e-Way Bill Generation

The e-Way Bill system provides a provision of offline method to generate the multiple e-way bills in one-go by the tax payers or transporters. This can be used by the two categories of tax payers. First, those tax payers who have automated their supplies but unable to use the API interface because of various reasons. Second, the tax payers/transporters who want to generate the e-way bills in one shot by entering the e-way bill details in one excel file as and when order comes. And after finalization of the entries, including may be vehicle number, generate the EWB number. This avoids making separate entries for each order in the EWB system to generate the EWB Number.

In this process, the taxpayer or transporter opens the EWB portal and downloads the formats provided under ‘Bulk Generation Tools’. This tool has been provided on the demand of the tax payers as alternative mechanism. This tool can be downloaded by the tax payer from ‘Help-> Tools-> Bulk Generation Tools’ option provided in EWB portal as shown below.

The taxpayer or transporter can download the excel file formats from Bulk Generation Tools for bulk upload of Bulk EWB Generation, Bulk Consolidated EWB Generation, Bulk Master Generation and Bulk Vehicle Number updation as shown below under ‘JSON Preparation Tools’ option. EWB Bulk Generation Tool allows the user to enter the requests in excel file offline, validate and convert the same into JSON file for bulk upload in the system.

Note: Bulk Generation instructions have been provided in the tool itself.

After entering the required data in the downloaded formats provided in ‘Bulk Generation Tools’ module, the tax payer or transporter logs in to the E-Way Bill system and uploads the file containing the multiple requests for EWB . The system then generates the EWB number for all these requests one-by-one and shows the result in table. Otherwise it shows error details. The table details can be cut and pasted into user’s system for further use and action.

3. Bulk e-Way Bill Generation

3.1 Preparing Bulk EWB request file

There are two methods for generating the Bulk EWB requests. First, the tax payers can prepare the Bulk EWB request file as follows.

a. In the bulk EWB generation method, the request for e-way bill is accepted in the JSON format.

b. Ensure the codes are included in the JSON for the parameters as specified in the code list. Please refer to the code list in the excel file.

c. JSON file with multiple requests are allowed. However, prepare the JSON file with around 2000 requests to avoid uploading challenges.

d. Validate all the parameter value as per the format, codes and interlinked values before preparing the JSON file. . Pl refer the following files from the web site:

• EWB JSON Format.xlsx
• Sample EWB JSON Format.xlsx

OR

Second method is ‘EWB Preparation Tool’. This tool can be downloaded by the user from Help-> Tools-> Bulk Generation Tools option provided in EWB portal as shown in Figure 2 above. Please download the following file from Bulk Generation module (JSON Preparation Tools->E-Waybill JSON Preparation).

• EWB_Preparation_Tool_.xlsx

This tool will allow you to enter the requests in excel file and allow to validate and convert into JSON file.

It is not necessary to use this tool. The user can prepare similar tool or use first method and use.

Sample for preparing Bulk EWB request file for generation of JSON file is given below for user reference.

3.2 Generating the EWB from bulk file

• User logins to the e-way bill portal with his credentials.
• Select the ‘Generate Bulk’ option in the ‘e-Waybill’ menu.
• On click of ‘Choose file’ button, the system will request to select the JSON file
• Upload the EWB request file.
• Next on click of ‘Generate’ button, the system generates the EWB for error free requests and shows the EWB Number in the grid for them.
• Now, the user can export the results in an excel file by clicking ‘Export to Excel’ and use them. In case of error related requests, correct the error and generate the file again and process accordingly.

4. Bulk Consolidate EWB Generation

4.1 Preparing Consolidated Bulk EWB request file

There are two methods for generating the Consolidated Bulk EWB requests. First, the tax payers and transporters can prepare the Consolidated Bulk EWB request file as follows:

a. In Consolidated bulk EWB generation method, the request for trip sheet is accepted in the JSON format.

b. Ensure the codes are included in the JSON for the parameters as specified in the code list. Please refer to the code list in the excel file.

c. JSON file with multiple requests are allowed. However, prepare the JSON file with around 2000 requests to avoid uploading challenges.

d. Validate all the parameter value as per the format, codes and interlinked values before preparing the JSON file. Pl refer the following files from the web site

• Consolidated EWB JSON Format.xlsx
• Sample Consolidated EWB JSON Format.xlsx

OR

Second method is ‘CEWB Preparation Tool’. This tool can be downloaded by the user from Help-> Tools-> Bulk Generation Tools option provided in EWB portal as shown in Figure 2 above. User can download the following file from Bulk Generation module (JSON Preparation Tools-> Consolidated E-Waybill JSON Preparation).

• CEWB_Preparation_Tool.xlsx

This tool will allow the user to enter the requests in excel file and allow to validate and convert into JSON file.

It is not necessary to use this tool. The user can prepare similar tool or use first method and use.

Sample for preparing Bulk Consolidated EWB request file for generation of JSON file is given below for user reference.

4.2 Generating the Consolidated EWB from bulk file

• User logins to the e-way bill portal with his credentials.
• Select the ‘Generate Bulk’ option in the ‘Consolidated EWB’ menu.
• On click of ‘Choose file’ button, the system will request to select the JSON file.
• Upload the Consolidated EWB request file.
• Next on click of ‘Upload & Generate’ button, the system generates the Consolidated EWB for error free requests and shows the EWB Number in the grid for them.
• Now, the user can export the results in an excel file by clicking ‘Export to Excel’ and use them. In case of error related requests, correct the error and generate the file again and process accordingly.

5. Bulk Masters Generation

5.1 Preparing Bulk Masters request file

There are two methods for generating the Bulk Master requests. First, the tax payers and transporters can prepare the Bulk Master request file as follows:

a. In bulk Master generation method, the request for trip sheet is accepted in the JSON format.

b. Ensure the codes are included in the JSON for the parameters as specified in the code list. Please refer to the code list in the excel file.

c. JSON file with multiple requests are allowed. However, prepare the JSON file with around 2000 requests to avoid uploading challenges.

d. Validate all the parameter value as per the format, codes and interlinked values before preparing the JSON file.

OR

Second method is ‘Master Preparation Tool’. This tool can be downloaded by the user from Help-> Tools-> Bulk Generation Tools option provided in EWB portal as shown in Figure 2 above.

Please download the following file from web-site (JSON Preparation Tools-> Masters JSON Preparation).

• Masters_Preparation_Tools .xlsx

It is not necessary to use this tool. The tax payer/transporter can prepare similar tool or use first method and use.

This tool will allow the user to enter the requests in excel file and allow to validate and convert into JSON file.

Samples for preparing Bulk Master request file for generation of JSON file is given below for user reference.

5.2 Generating Masters from Bulk file

• User logins to the e-way bill portal with his credentials.
• Select the ‘Bulk Upload’ option in the ‘My Masters’ menu.
• The user can then upload the JSON file for the selected option and generate the respective Master accordingly.
• Now, the user can export the results in an excel file by clicking ‘Export to Excel’ and use them. In case of error related requests, correct the error and generate the file again and process accordingly.

6. Bulk Vehicle No Updation

6.1 Preparing Bulk Vehicle No Update request file

There are two methods for generating the Bulk Vehicle No update requests. First, the transporter can prepare the Bulk Vehicle No update request file as follows.

a. In the bulk Vehicle No update method, the request for vehicle is accepted in the JSON format.

b. Ensure the codes are included in the JSON for the parameters as specified in the code list. Please refer to the code list in the excel file.

c. JSON file with multiple requests are allowed. However, prepare the JSON file with around 2000 requests to avoid uploading challenges.

d. Validate all the parameter value as per the format, codes and interlinked values before preparing the JSON file. . Pl refer the following files from the web site:

• Veh_Update JSON Format.xlsx
• Sample EWB Vehicle Update JSON Format.xlsx

OR

Second method is ‘Vehicle No Updation Tool’. This tool can be downloaded by the user from Help-> Tools-> Bulk Generation Tools option provided in EWB portal as shown in Figure 2 above. Please download the following file from Bulk Generation module (JSON Preparation Tools->Vehicle No Updation JSON Preparation).

• VehicleNo_Updation Tool.xlsx

This tool will allow the user to enter the requests in excel file and allow to validate and convert into JSON file.

It is not necessary to use this tool. The tax payer/transporter can prepare similar tool or use first method and use.

Sample for preparing Bulk EWB request file for generation of JSON file is given below for user reference.

6.2 Generating Vehicle No Update from Bulk file

• User logins to the e-way bill portal with his credentials.
• Select the ‘Update Vehicle Bulk’ option in the ‘e-Waybill’ menu.
• The user can then upload the JSON file and generate the bulk Vehicle No updates accordingly.
• Now, the user can export the results in an excel file by clicking ‘Export to Excel’ and use them. In case of error related requests, correct the error and generate the file again and process accordingly.