This document explains the process of generating E-Way Bills using Part A and Part B, including the scenarios where each part is used and the steps required to complete the process in the system. 

Overview  

Earlier, the E-Way Bill generation process was performed in a single step, where all shipment details were entered and the E-Way Bill Number (EWB No.) was generated immediately after saving the transaction.

However, in real business scenarios, the transport details may not always be available at the time of billing. To accommodate such situations, the system allows the generation of the E-Way Bill in two stages:

• Part A – Contains invoice and transporter details.

• Part B – Contains the vehicle and transport movement details.

This method is typically used when the customer or transporter is responsible for the transportation of goods.

When to Use Part A  

Part A should be generated when:

• The customer arranges their own transportation.

• The seller does not know the vehicle details at the time of billing.

• Only the transporter information is available.

Example scenario:

A customer purchases goods from a store and informs the seller that they will arrange transportation through their own transporter. In such cases, the seller generates Part A of the E-Way Bill, and the transporter later completes Part B using the E-Way Bill portal.

Note:
Part A generation is typically applicable for B2B transactions, where the customer provides a valid GST number and transporter details.

Prerequisites for Part A Generation  

Before generating Part A, ensure the following configurations are completed:

1. Create the Transporter in the Transporter Master.

2. Enter the following details:

• Transporter Name

• GST Number

3. Set the Transport Mode as "None".

4. Ensure the GST number is valid.

5. Enter the Approximate Distance during E-Way Bill generation.

Steps to Generate Part A  

Follow the steps below to generate Part A of the E-Way Bill:

1. Open the Sales Bill for which the E-Way Bill needs to be generated.

2. Select the Transporter from the transporter list.

3. Ensure the Transport Mode is set to "None".

4. Enter the Approximate Distance.

5. Click the Eway-PartA button.

Note:
The Part A button acts as the Save button for generating Part A.

For enabling the Part A and Part B E-Way Bill generation process, the E-Way Bill Generation Mode must be configured as "Automatic" in the system settings.

After a successful generation:

• The system retrieves the E-Way Bill number (EWB Number) from the portal.

• A Part A print format can be generated for reference.

Important Notes  

• Once Part A is generated, it cannot be edited.

• The system will only display Part A completed bills in the Part B generation screen.

• Any missing or incorrect details will trigger system validation messages.

Steps to Generate Part B  

Part B contains the transport movement details, such as vehicle number and LR number.

Before generating Part B, the transport mode must be updated.

Step 1: Update Transport Mode  

Change the transporter mode from:

None → Road

This is required for completing Part B.

Step 2: Open Part B Screen  

1. Click the Eway-Part B button.

2. The system will display all bills where Part A is completed.

Step 3: Enter Transport Details  

Enter the following details:

• LR Number

• Vehicle Number

• Reason for Transportation

The reason field will display a dropdown list of transport reasons, where you can select the appropriate option.

Step 4: Generate Part B  

Click the Eway-Part B button to complete the process.

Note:
On this screen, the Part B button also acts as the Save button.

After a successful generation:

• The complete E-Way Bill is generated.

• The final E-Way Bill print format can be generated.

Error Handling  

If an error occurs during E-Way Bill generation:

• The system displays a Notepad file containing the error details.

• These errors are usually returned from the GST E-Way Bill portal.

The error must be resolved before attempting the generation again.

Common Business Scenario  

In most real-world cases:

• The seller generates Part A.

• The transporter or customer updates Part B on the E-Way Bill portal.

However, some businesses may generate both Part A and Part B internally.

Example:

Large retail chains may transport goods between warehouses or stores using their own logistics system. In such cases, they generate both Part A and Part B from the system itself.

Output Documents  

After successful generation, the system allows the following outputs:

• Part A E-Way Bill Print

• Complete E-Way Bill Print (after Part B)

The print format provided is default and can be customized according to customer requirements.

Version Information  

This feature was introduced in:

Version RC429

Testing and validation were performed in the latest system version (RC430).

Setup Configuration

To support the E-Way Bill Part A and Part B generation process, the following profiles must be configured in the system:

• Two primary profiles should be created:

• PartA

• PartB

• Among these profiles, one profile must be set as the default profile in the system.

This setup ensures that the system correctly identifies the profile to be used during E-Way Bill generation and allows users to perform Part A or Part B operations based on the configured profile.

Validation Rule – Part A Transport Mode:

For Part A E-Way Bill generation, the Transport Mode must be set to "None".

• The system should verify that the Transport Mode is selected as "None" before allowing Part A to be generated.

• If the Transport Mode is set to Road or any other mode, the system should prevent Part A generation and display a validation message.

Refer to the screenshot below for reference.

During Part B E-Way Bill generation, the Vehicle Number must be entered in uppercase (capital letters) only.

• The system should validate that the Vehicle Number is entered in CAPS.

• If the user enters the vehicle number in lowercase or mixed case, the system should either:

• Automatically convert it to uppercase, or

• Display a validation message and prevent saving.

This validation ensures that the Vehicle Number format complies with E-Way Bill portal requirements.

Refer to the screenshot below for reference.

During Part B generation, the Transport Mode must be set to "Road".

• The system should verify that the Transport Mode is selected as "Road" before allowing Part B to be generated.

• If the Transport Mode is set to None or any other value, the system should prevent the Part B save action.

• A validation message should be displayed to the user.

This validation ensures that Part B is generated only when the correct transport mode is specified, as vehicle details are required for road transport.

Refer to the screenshot below for reference.

The Part B generation process should be allowed only for transactions where Part A has already been generated.

If the user attempts to generate Part B for any other transaction (such as transactions where Part A is not completed or transactions that are not eligible for Part B), the system should prevent the action and display a validation message.

This validation ensures that Part B generation follows the correct E-Way Bill workflow and is applied only to eligible transactions.

Refer to the screenshot below for reference.

During Part B generation, the Reason field must be mandatory.

The system should allow the Part B to be saved only when a valid Reason is selected.

• If the Reason field is left blank, the system should prevent the save action.

• A validation message should be displayed prompting the user to select a reason.

This validation ensures that Part B is generated only after providing the required transport reason details.

Refer to the screenshot below for reference.

When the Part B screen is loaded, the Normal Save function button should be disabled or restricted.

If the user attempts to save the transaction using the Normal Save button, the system should display a validation message and prevent the action.

This validation ensures that Part B generation is completed only through the Part B function key, maintaining the correct E-Way Bill generation workflow.

Refer to the screenshot below for reference.

For E-Way Bill Part A generation, the Transporter GST Number must be validated before the process is completed.

• The system should ensure that a valid Transporter GST Number is entered in the transporter details.

• If the Transporter GST Number is missing or invalid, the system must display a validation message and prevent Part A generation.

• Part A generation should proceed only after a valid Transporter GST Number is provided.

This validation ensures that accurate transporter details are submitted to the E-Way Bill portal during Part A generation.

Refer to the screenshot below for reference.

Validation for Part A Dispatch

When creating a dispatch intended for E-Way Bill Part A generation, the dispatch must be saved only using the Part A function key.

If the user loads a new dispatch using the Part A function key but attempts to save the dispatch using the Normal Save option, the system should trigger a validation message and prevent the save action.

This validation ensures that Part A dispatches are generated only through the Part A function key, maintaining the correct E-Way Bill generation process.

Refer to the screenshot below for reference.

When the seller generates Part A of the E-Way Bill, the transporter or the customer responsible for transportation must update Part B in the E-Way Bill portal by entering the vehicle and transport details.

Below is the standard process followed in the E-Way Bill Portal.

Prerequisites  

Before updating Part B, ensure the following:

• Part A of the E-Way Bill is already generated.

• The transporter has:

• E-Way Bill Number (EWB No.)

• Vehicle Number

• Transport document details (LR / GR / Consignment Note).

• The transporter is registered on the E-Way Bill portal.

Steps to Update Part B in the E-Way Bill Portal  

Step 1: Login to the Portal  

1. Open the E-Way Bill portal.

2. Enter:

• Username

• Password

• Captcha

3. Click Login.

Step 2: Navigate to Update Vehicle Details  

After login:

1. Go to the E-Waybill menu.

2. Select Update Vehicle No.

This option is used to fill or update Part B details.

Step 3: Enter the E-Way Bill Number  

1. Enter the EWB Number generated during Part A.

2. Click Go.

The portal will fetch the Part A details.

Step 4: Enter Transport Details  

Fill in the following mandatory fields:

1. Mode of Transport

• Road

• Rail

• Air

• Ship

(Most commonly Road)

2. Vehicle Number

• Enter the vehicle number in CAPITAL letters.

Example:
TN01AB1234

3. From Place

• Enter the place from where goods are dispatched.

4. Reason for Transportation
Select the appropriate option such as:

• Transporter Update

• Vehicle Breakdown

• Transshipment

• Others

5. Transport Document Number (Optional depending on mode)

• LR Number / GR Number.

Step 5: Submit the Details  

1. Verify the entered details.

2. Click Submit.

After Submission  

Once submitted:

• Part B gets updated successfully.

• The E-Way Bill becomes valid for transportation.

• The transporter can download or print the E-Way Bill copy.

Important Notes  

• Part B must be updated before the goods start moving.

• If the vehicle changes during transit, the transporter must update Part B again with the new vehicle number.

• Without Part B, the E-Way Bill is not valid for transport.

Typical Real-World Flow  

1. Seller generates Part A from the billing system.

2. Seller shares EWB Number with the transporter.

3. Transporter logs into the E-Way Bill portal.

4. Transporter updates Part B with vehicle details.

5. Goods are transported legally.