> ## Documentation Index
> Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# E-way bills

> For organisations under India GST: preparing the e-way bill for assets moved between sites or sold, correcting it, filing it with the GST portal, printing it and cancelling it.

E-way Bills is the register of the e-way bills your organisation has prepared for assets leaving a
site — moved to another of your sites, or sold — and the page where each one is corrected, filed with
the GST portal, printed and, while the portal still allows it, cancelled. Open it from **Assets →
E-way Bills**.

<Note>E-way Bills appears only where your organisation works under India GST: your administrator switches on **India GST and e-way bills** under **Administration → Modules**, or it may not be included in your plan. For GST registrations, HSN codes and how GST works across the product, see [India: GST and depreciation](/finance/india).</Note>

## Where a bill comes from

You never start an e-way bill on this screen. A bill is prepared by the act that sends the goods
out, in the same press, so nobody has to type the same consignment twice:

| The goods leave because | The bill is prepared from | Document it travels on |
| - | - | - |
| They are [moved to another of your sites](#preparing-a-bill-from-a-move-between-sites) | The **Move** dialog, once the destination is at another site | A **Tax invoice** where the two sites are under different GSTINs, or a **Delivery challan** where they share one |
| They are [sold](#preparing-a-bill-from-a-sale) | The **Dispose** dialog, when **Why it left** is **Sold** | The sale invoice |

Either way, the move or the sale stands even if the bill is refused afterwards — a lorry that has
left is not undone by an invoice number. A bill that could not be filed stays a draft here with the
reason on it, to be corrected and filed again.

## Preparing a bill from a move between sites

On the [Move dialog](/assets/detail#move), choosing a destination at another site adds an **E-way
bill** block under the move's own questions, one for each site the goods leave. Each block shows:

* the two sites, *Pune plant → Chennai depot*, and the GSTIN at each end;
* which tax applies, as a chip: **IGST — the goods cross a state line**, **CGST and SGST — another
  GSTIN in the same state**, or **No tax — the same GSTIN at both ends**;
* why a bill cannot be worked out, where it cannot — a site with no GST registration, for example —
  instead of the questions below.

| Field | What it means | Notes |
| - | - | - |
| **Prepare an e-way bill for this consignment** | Whether to prepare a bill for the goods leaving this site | A consignment worth more than the threshold is required by law: the box reads **Required: the consignment is worth more than ₹…** and cannot be unticked |
| **Tax invoice number** | The number your accounting system gave the invoice | Shown, and required, where the goods travel on a tax invoice. Up to 16 characters |
| **Delivery challan number** | The challan's number | Shown where the goods travel on a delivery challan. Leave it empty and the challan is numbered for you |
| **Document date** | The date on the invoice or challan | Defaults to today; cannot be in the future |
| Lines: **HSN** | The asset's HSN code | Suggested from the asset, its model or its category, whichever has one. Correct it if it is wrong. Required |
| Lines: **Rate %** | The GST rate | Suggested the same way. Required |
| Lines: **Value** | The value the asset is sent at | Suggested from its book value (marked **at book value**) or its purchase cost. Required |
| Lines: **Tax** | The tax on that value | Worked out for you, for reading. The tax is calculated again when the bill is saved, so the page and the bill cannot disagree |
| **Consignment value** | The total of the lines and their tax | |

Below the blocks, one set of transport answers covers the whole lorry:

| Field | What it means | Notes |
| - | - | - |
| **Transport** | **Road**, **Rail**, **Air** or **Ship** | Defaults to road |
| **Vehicle number** | As painted on the plate | Optional now — it can be added later. The portal needs either a vehicle number or a transporter ID before the bill is filed |
| **Transporter ID** | The transporter's GSTIN, or the enrolment number the portal gave them | Optional |
| **Transporter name** | Who is carrying the goods | Optional |
| **Distance (km)** | How far the goods travel | Optional. Leave it empty and the portal works it out from the two PIN codes |

While anything a bill needs is missing — an invoice number, a line with no HSN code, rate or value —
the dialog says what, beside its buttons, and holds the move rather than letting the assets leave
without the paperwork they need. The confirm button reads **Move it and file the e-way bill** for
somebody who may file bills, and **Move it and prepare the e-way bill** for somebody who may only
prepare them. Afterwards, the confirmation lists each bill prepared with its document number, and
says whether it was sent to the portal or kept as a draft — and why.

## Preparing a bill from a sale

On the [Dispose dialog](/assets/detail#dispose), a sale asks its facts once at the top — who bought
the assets (**Sold to**, a customer or a supplier), the **Invoice number**, the **Invoice date**, and
the **Sale price** of each asset. Where your organisation works under India GST, a section headed
**File the e-way bill** (or **Prepare the e-way bill**) then prepares the bill from those answers
rather than asking for them again.

| Field | What it means | Notes |
| - | - | - |
| **Billed to** | Which of the buyer's addresses the invoice is billed to | Shown where the buyer has more than one address. Defaults to **Their billing address** |
| **Delivered to** | Where the goods actually go, if not the billing address | Shown where the buyer has more than one address. Defaults to **The address it is billed to** |
| Lines: **HSN**, **Rate %** | As for a move | The value of each line is the sale price you entered above, and cannot differ from it |
| Transport | As for a move | |

The section says **Choose who the assets were sold to — a customer or a supplier — to prepare its
e-way bill** until a buyer is chosen. A sale recorded without a price, or at a price in another
currency, is refused rather than valued at book value. A buyer's addresses and GSTINs are kept under
**Addresses** on the customer in your [commercial settings](/config/commercial); a buyer with no
GSTIN is billed as unregistered.

## The register

<Note>The demo organisation does not use India GST, so this page is described rather than pictured.</Note>

### The header and toolbar

| Item | What it means |
| - | - |
| **bills** | How many bills match the search and filters |
| **not filed, on this page** | How many of the bills on screen are drafts or were refused by the portal |
| **Export** | Downloads the list as shown. Needs **Export the e-way bill register** |
| Search | Finds bills by reference, document number, e-way bill number and party |
| **Not yet filed** | Narrows the list to the bills still owed to the portal |
| **Views**, **Filter**, **Columns** | As on any [list](/get-started/navigating) |

### Columns

| Column | Shown by default | What it means |
| - | - | - |
| **Reference** | Yes | The bill's own reference. Click to open it |
| **Status** | Yes | **draft**, **filing** (sent, waiting for the portal), **generated**, **failed** (the portal refused it) or **cancelled** |
| **E-way bill no.** | Yes | The portal's number, once it has generated one |
| **Consignment** | Yes | Where the goods went, or **sale** and the buyer, with how many assets |
| **Document** | Yes | **Invoice …** or **Challan …** and its number |
| **Value** | Yes | The consignment's total, in rupees |
| **Purpose** | No | **Move between sites** or **Sale** |
| **From site** | No | The site the goods left |
| **Dated** | No | The document date |
| **Tax** | No | **IGST**, **CGST + SGST** or **no tax** |
| **Valid until** | No | When the portal's bill stops being valid |
| **Vehicle** | No | The vehicle number |
| **Sender GSTIN**, **Receiver GSTIN** | No | The GSTIN at each end |
| **Prepared by**, **Prepared** | No | Who prepared it and when |

## One bill

Opening a bill shows its reference, its status and its value with the tax that applies, and **All
e-way bills** to go back.

| Section | What it shows |
| - | - |
| **Filing with the portal** | Everything about filing — see below |
| **From** | The sender's legal name, GSTIN and site |
| **To** / **Sold to** | The receiving site, or the buyer, with their GSTIN — **Unregistered (URP)** for a buyer with none — and address, and **Delivered to** where the goods go somewhere else |
| **Invoice …** / **Challan …** | **Dated**, **Vehicle**, **Transporter**, the **Move** it came from, and **Prepared by** |
| **What is on it** | Each asset with its transfer, **HSN**, **Rate**, **Value** and **Tax**, then the **Taxable value**, the CGST and SGST or the IGST, and the **Total** |

### Filing with the portal

| You see | What it means | What you can do |
| - | - | - |
| **Correct these before it is filed** | What the portal would refuse: no six-digit PIN code or no town or city at either end, no street address for the sender or the buyer, neither a vehicle number nor a transporter ID, a document number the portal does not accept (up to 16 letters, digits, / and -, not starting with 0), or a document date in the future | **Correct addresses and transport**, then file |
| **There is no filing account yet** | Your organisation has not set up the account bills are filed through | An administrator sets one up under [GST registrations](/config/gst#filing-e-way-bills) |
| **File with the portal** | Sends the bill. Disabled while anything above is outstanding | Needs **File e-way bills with the GST portal** |
| *Sent to the portal…* | The bill is filing. The answer usually arrives within a minute, and the page shows it when it does without being refreshed | Wait |
| **E-way bill number**, **Generated**, **Valid until** | The portal's answer, once it has generated the bill. A bill raised with an e-invoice also shows its IRN | **Download the print** once the portal has prepared it, or **Fetch the print again** if it did not arrive |
| **The portal refused it** | A refused bill stays a draft with the portal's reason | Correct it and press **File again** |
| **Cancel the e-way bill** | Offered while the portal still allows a cancellation | Needs **Cancel e-way bills the portal has issued** |
| **Cancelled** | When the portal cancelled it | Nothing further |

Below, a table lists every exchange with the portal — what was **Asked** (**Generate**, **Cancel** or
**Fetch the print**), when and by whom, and the **Outcome**: **queued**, **waiting for the portal**,
**done** or **failed**, with the portal's error.

### Correcting a bill

**Correct addresses and transport** opens **Correct the bill**. Only this bill changes — correct the
site or the customer too, so the next bill is right.

| Section | Fields |
| - | - |
| **From** | **Address**, **Town or city**, **PIN code** |
| **To** | **Address**, **Town or city**, **PIN code** |
| **Transport** | **Vehicle number**, **Transporter ID**, **Transporter**, **Distance (km)** |

**Save** keeps the corrections; the list of what stops filing is checked again.

### Cancelling a bill

**Cancel the e-way bill** opens **Cancel e-way bill *number***, which says until when the portal
allows it.

| Field | What it means | Notes |
| - | - | - |
| **Why** | **It is a duplicate**, **The order was cancelled**, **There is a mistake in it** or **Another reason** | Required |
| **Remarks** | A short explanation, kept by the portal | Up to 50 characters. Needed for **Another reason** |

**Ask the portal to cancel it** sends the request; **Keep it** closes the dialog. Until the portal
answers, the page says it has been asked and has not answered yet.

## Who can do what

| Permission | What it allows |
| - | - |
| Seeing assets | See the register and every bill |
| **Move assets between sites, locations and parents** / **Retire and dispose of assets** | Prepare a bill, by moving or selling assets |
| **File e-way bills with the GST portal** | File, correct, file again and fetch the print — and file in the same press as a move or a sale |
| **Cancel e-way bills the portal has issued** | Cancel |
| **Export the e-way bill register** | Export |

Filing is a permission of its own because it is a statement to the tax authority under your
company's GSTIN, which a site's dispatcher and a finance desk are often staffed differently for.
Permissions are granted under [roles](/setup/roles).


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