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Multi-Vehicle Option in EWay Bill Generation: Explained in 7 Simple Steps

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Multi-Vehicle Option in EWay Bill Generation: Explained in 7 Simple Steps

Update: 26 June 2019:  IRIS Topaz goes live with Multi Vehicle Option in EWay Bill Generation

India, is a big economy with wider geographical anomalies. Here people live in terrains, deserts, land and mountains connected by roads, rail, air and even water at some places. Hence, movement of goods in the country is a big challenge. EWay Bill System, introduced in April 2018 last year with an objective of free movement of goods across the country, has been a success story so far. Over the time, the system has seen upgrades based on the usage and issues faced by the users. Multi-Vehicle Option is one such upgrade for geographical anomalies. 

While many a times, multiple consignments are being carried in one conveyance (goods vehicle) by a transporter (which requires consolidated EWay Bill), sometimes, single consignment gets broken down into pieces and transported in multiple vehicles due to inability of earlier vehicle to reach destinations. Multi-Vehicle Option suggests one EWay Bill moves in multiple vehicles. Let us understand this in detail:

1. Meaning: 

This new option has been introduced wherein the consignment of one e-way bill has to be moved in multiple vehicles, after moving to transhipment place.

 For example:
An e-way bill is generated for goods to be moved from Rajasthan to Uttarakhand. Here, the consignment moves from Jaipur, Rajasthan to Haridwar, Uttarakhand via Rail or bigger vehicle for transhipment. But, the delivery is at Mussorie, which is a hilly area, not serviced by train. So, it is not possible to move the consignment from Haridwar to Mussorie in the same mode of transportation due to unavailability of that mode and/or due to hilly region where big vehicles cannot be used. In such case, the consignment needs to be moved in multiple smaller vehicles.

So basically we can say that multi vehicle option will come into picture when after transhipment, the goods related to one consignment is moved in more than one vehicle. This option is available at the place of transhipment and not from supplier’s place.

It is used to update for moving a single consignment in multiple vehicles from transhipment place. Earlier, separate delivery challans had to be raised first for consignment moving in multiple-vehicles, followed by generation of separate E-way bills for the same. Now, using the multi-vehicle option, the multiple conveyance details can be filled in after generating the E-way bill.

2. How to use the Multi vehicle option while generating EWay Bill?

  1. First generate the e-way bill with source and destination as per the document/invoice.
  2. Carry out the first leg of movement of the consignment up to the transhipment.
  3. Choose the ‘Change to Multi-vehicle’ option and update the e-way bill for multi-vehicle movement. Here, the total quantity of the consignment and movement from and to place, unit code (this should match with any of the Unit Code from eway bill Item List at the time of e-way bill generation)  for the multiple vehicles requirement has to be entered.
  4. Now, when the consignment has been loaded to the smaller vehicle, update the ‘Part-B’ of the e-way bill with the vehicle number, along with the quantity loaded, and move the consignment.
  5. Step No 4 may be repeated till total quantity is loaded and moved. The system will not allow the quantity to be shipped in multiple vehicles more than what has been declared while marking the e-way bill for multi-vehicle.
  6. Any change in the vehicle details may be updated using the Change Vehicle details for Multi Vehicle Movement.
3. Detailed explanation: 
So here firstly select the ‘Change to Multi Vehicle’ option and enter e-way bill number to be changed to multiple vehicles for further movement and the system shows the details for e-way bill.

Confirm for the multiple vehicles movement and enter the ‘from place’, ‘to place’, quantity and unit code of the consignment, mode of transportation and reason to go for multi-vehicle. Once it is submitted, the e-way bill is changed to the multi-vehicle movement.

Based on these details provided for multi-vehicle option, details related to "From Place”, “To Place", "Total Quantity" and "unit" will get freeze and group will get created.

One can create multiple groups based on different mode of transportation, to place or change in quantity.

Now, whenever the part of the consignment has to be moved, select Update Vehicle option and select the group. The group is from place – to place. If for the movement, multiple ‘from place – to place’ has been entered, the system shows the details accordingly.

4. Points to note: 
  1. If there is more than one UQC in invoice then provide the UQC of major items in first multi-vehicle option initialization.
  2. Provide the Total quantity in first multi-vehicle option initialization.
  3. For creating new groups after creation of 1st group, Unit Code has to match with unit code of first initiation and Total quantity should be equal to or less than with total quantity of first initiation

In short, steps to Changing EWay Bill to Multi-Vehicle Option will be like as follows:

  1. For particular E-way bill select ‘Change to Multi Vehicle’ option and enter e-way bill number
  2. Confirm for the multiple vehicles movement and enter the ‘from place’, ‘to place’ , ‘quantity of the consignment’ and ‘reason to go for multi-vehicle’
  3. Submit the details entered in step 2
  4. Now, whenever the part of the consignment has to be moved, select Update Part B Vehicle option and select the group as shown in drop down and provide vehicle details.
  5. Change in vehicle details can be done by providing new vehicle details through Update Vehicle if the old vehicle cannot move the consignment due to various reasons.
5. Data fields required to Initiate multi vehicle movement: 
  1. E-Way bill no.
  2. Place of Consignor
  3. State of Consignor
  4. Place of Consignee
  5. State of Consignee
  6. Reason code for vehicle updation
  7. Reason for Vehicle Updation
  8. Mode of transport
  9. Total quantity
  10. Unit code
  11. Reason
  12. Remarks
6. Data fields required for Add Vehicles details for Multi Vehicle Movement
  1. E-Way bill no.
  2. Group Number
  3. Vehicle number
  4. Transporter Document number
  5. Transporter Document Date
  6. Quantity
7. Data fields required to update Vehicles details for Multi Vehicle Movement
  1. E-Way bill no.
  2. Group Number
  3. Old Vehicle number
  4. New Vehicle number
  5. Old Tran Number
  6. New Tran Number
  7. Place of Consignor
  8. State of Consignor
  9. Reason code for vehicle updation
  10. Reason for Vehicle Updation

Multi-Vehicle Option is a better alternative to previous process of generating separate Delivery Challans and New Eway Bill Numbers and reduces the manual work at transporters end. IRIS Topaz, the EWay Bill Solution from IRISGST, helps you to generate, cancel and reject EWay Bills, update vehicle and transporter details and extend the EWay Bill Validity – all from one place. It also calculates distance and invoice level values. You may check HSN, save and print EWay Bills generated and even take out a report on the same. You may even consolidate th EWay Bills through the portal.

We are soon introducing the multi-vehicle option to IRIS topaz portal. You may contact support@irisgst.com for a free demo.

IRIS is an established GST Suvidha Provider (GSP) and was one of the first GSPs to complete the integration with NIC’s E-way Bill System. IRIS Topaz can be accessed through the web, desktop utility, and APIs. 

About Ashwini Gorhe

Ashwini

Ashwini Gorhe, a Chartered Accountant, is associated with IRIS as a Financial Analyst. She has around 6 years of experience in compliance space which includes XBRL reporting, GST and Data analysis. She is actively involved in the IRIS Sapphire (GST filing solution) and IRIS Topaz (E-way bill solution) product development. Before GST, she was handling US compliance analyzing US financial statements and reviewing XBRL filings for US and India market.

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