How Technology Helps in Managing & Generating e-Way Bills
As we all know, the e-Way Bill has been implemented by some states of India for intra-state transportation, and in some cases for inter-state as well. While, the implementation at a national level has been deferred by the GST Council.
An e-Way Bill has to be generated when goods worth more than Rs. 50,000 have to be transported.
Here in this blog post, we will take you through various business situations and suggest how technology can make it easy for you to manage e-Way Bills.
Firstly, we would like to give you a background about e-Way Bills.
- To generate e-Way Bill, you have to login to the e-Way Bill portal and provide all the necessary details that are required to create the invoice, along with transportation details, such as mode of transport, vehicle number, distance and so on.
- An e-Way Bill can be generated either by a registered dealer or a transporter. In case of a purchase made from an unregistered dealer, either the transporter or the buyer has to generate e-Way Bill.
Now let us understand how technology can make your life easy with respect to managing e-Way Bills.
Technology can help in quicker and error-free generation of e-Way Bills
As we pointed out earlier, two types of information are required to generate e-Way Bills, invoice and transportation details.
As mentioned above, you need two types of information to generate e-Way Bills. So, it would be a great advantage for you if at the time of creation of invoice, you need to key in only the additional transportation details as per the format described by the CBEC department. After this, you must be able to export the details in a JSON file which can be directly uploaded on the e-Way Bill portal, which generates the e-Way Bill. This way, you will be save plenty of time and reduce chances of errors.
Generate e-Way Bills as per the needs of business
Every business has a different way of working. Let’s take the case of a business which generates invoices in the morning hours at one go for all the orders received the previous day. For such businesses it will be more convenient to first create all the invoices, feed in all the details for e-Way Bills, export a single JSON for all the invoices, and get their e-Way Bills at one go from the portal.
While at the same time, depending on the need of the business situation, another business would prefer to generate e-Way Bill for each invoice as they would like to dispatch goods as and when they receive orders.
Technology should be flexible enough to help create JSON files for either single or multiple invoices depending on the need of the business.
Switch between e-Way Bill portal and business software
In some business cases, where you have two data entry operators, one for managing e-Way Bill on portal while other user to generate invoices. Then both these users should be interdependent. What we mean by this is if User1 generates invoice first along with all the details then User 2 can simply use this invoice to generate a JSON, upload it to the portal and get the e-Way Bill Number.
Or the other way round, depending on the business situation, User 2 logs in to the portal first, and keys in the necessary details to get the e-Way Bill. User 1 should be able to key in the e-Way Bill No. at the time of creating the invoice in the system, which was already generated by User 2.
Technology must give flexibility to support such different business scenarios.
Technology must ensure you never miss out on any transaction that needs an e-Way Bill
As humans, we are prone to make errors unknowingly. If there are hundreds of transactions keyed in, it is quite likely that you might miss out on those for which e-Way Bills need to be generated, to ensure compliance.
Let’s take a case, where you have already transported goods to the transporter and then realize that you missed generating e-Way Bill for the consignment. Although technology is required to help you sort this situation, it must in the first place help avoid such a mistake. It must pre-define the criteria for qualifying a transaction for e-Way Bill, and segregate those transactions which fulfills the criteria in the form of reports.
Technology must help you in generating and printing consolidated e-Way Bill
As per commercial tax department, if mode of transport, State, place of supply, and vehicle number are same then you can generate a consolidated e-Way Bill Number. By generating a consolidated e-Way Bill Number it will be easier for transporter to manage, as this consolidated e-Way Bill contains details of every individual e-way Bills. A prerequisite to consolidated e-Way Bill is to have individual e-Way Bills for every invoice.
Technology should help you in grouping these transactions based on defined criteria and then it should help you in generating a JSON, so that you can upload it on e-Way bill portal and get a consolidated e-Way Bill Number.
Before we conclude, we would like to bring to your attention that there are many more business scenarios which must be supported by your software. Our upcoming Tally.ERP 9 Release 6.4 supports all of the above mentioned technology aspects and more. Our intention is to make managing and generating e-Way Bills simpler for you.
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