Generate e-Way Bills

Let’s look at how you can generate e-Way Bills in Zoho Books.

Enable e-Way Bills

To generate e-Way Bills, you should first enable the e-Way Bills module in your Zoho Books organization. Here’s how:

• Go to Settings.
• Navigate to Organization Settings.
• Select e-Way Bills under Taxes & Compliance.
• Click Enable in the top right corner of the e-Way Bills page.

Once enabled, the e-Way Bill module will be available in the left sidebar, and you can add e-Way Bill details to your invoices, bills of supply, credit notes, and delivery challans.

There are two ways to generate e-Way Bills:

1. Generate e-Way Bills directly from Zoho Books.
2. Generate e-Way Bills manually from the EWB portal

Generate e-Way Bills Directly From Zoho Books

When you need to create multiple e-Way Bills each day, manually entering details on the EWB portal can be time-consuming. With Zoho Books, you can generate e-Way Bills effortlessly. The transaction details are pre-filled, and you only need to add the transporter’s details to complete the process. When you create an e-Way Bill through Zoho Books, your credentials are securely shared with the EWB system.

Register Zoho Corporation As Your GST Suvidha Provider

Before you can start generating e-Way Bills from Zoho Books, you must register Zoho Corporation as your GST Suvidha Provider(GSP). To do this:

• Log in to the e-Way Bill System.
• Click the Registration dropdown.
• Select For GSP from the menu.
• Your GST-registered email ID and phone number will be auto-filled.
• Click Send OTP.
• Enter the 6-digit OTP and click Verify OTP.
• On the next screen:
  • Click the Add/New button.
  • Click the GSP Name dropdown and select Zoho Corporation.
  • Enter the Suffix ID and Password, User Name and Password.
  • Click Add.

Once registered, Zoho Corporation will appear under the View tab, and you’ll be able to generate e-Way Bills from Zoho Books. This is a one-time registration.

Connect Zoho Books to the e-Way Bill Portal

After registering Zoho Corporation as your GSP, you can generate e-Way Bills directly from Zoho Books. To do this, you first need to connect Zoho Books with the e-Way Bill Portal. Here’s how:

• Go to Settings.
• Navigate to Organization Settings.
• Select e-Way Bills under Taxes & Compliance.
• Click Connect Now.

• In the Enter the e-Way Bill Portal Credentials pop-up, enter the GSTIN, Username and Password that you used while registering Zoho Corporation as your GST Suvidha Provider in the e-Way Bill System’s website.
• Click Save & Validate.

Now you will be able to generate e-Way Bills from Zoho Books.

Configure Threshold Limit

The e-Way Bill threshold limit for intra-state transactions varies by state. For example, Maharashtra has a threshold of ₹1,00,000, while Sikkim follows a ₹50,000 limit. For interstate transactions, CGST regulations mandate the generation of an e-Way Bill if the consignment value exceeds ₹50,000. Zoho Books lets you configure the e-Way Bill threshold limit for intra-state transactions. Here’s how:

• Go to Settings.
• Navigate to Organization Settings.
• Select e-Way Bills under Taxes & Compliance.
• Click Configure Threshold for the GSTIN you want to set the e-Way Bill threshold limit.
• In the Configure Threshold pop-up, enter the Threshold limit.
• Click Save.

Now, e-Way Bills will be generated for transactions whose value exceeds the set threshold limit.

Generate e-Way Bills From Zoho Books

When the value of the invoice, credit note or delivery challan exceeds the threshold limit, those transactions will be available in the Not Generated status in the e-Way Bill module.

Here’s how you can generate an e-Way Bill for those transactions:

• Go to Sales on the left sidebar and select e-Way Bills.
• In the e-Way Bills page, you can filter the e-Way Bills based on Location, Transaction Period, Transaction Type and e-Way Bill Status.
• Select the transaction for which you want to generate an e-Way Bill.
• Select the Document Type, Transaction Sub Type, Location, Customer Name, the transaction number based on the Document Type that you select (for example, Invoice#), Transaction Type and Place of Delivery.

Once you select the transaction number, the Transportation Details and PART - B section will be visible.

• Under Transportation Details, select the Transporter and enter the Distance (in Km).

• Enter the necessary details in the PART B section.

• Click Save to save the e-Way Bill as a draft or click Save and Generate to generate an e-Way Bill from Zoho Books.

The e-Way Bill will be generated and the validity details will be updated automatically in Zoho Books.

Generate e-Way Bills Manually From the EWB Portal

You can manually generate e-Way Bills from the EWB portal by first exporting invoices, credit notes, and delivery challans as a JSON file, or exporting invoices and credit notes as an Excel file from Zoho Books, and then uploading the file to the EWB portal. Once uploaded, you can bulk-generate multiple e-Way Bills.

Export e-Way Bills as a JSON File

Generating e-Way Bills one by one each day can be time-consuming if you handle large volumes. Instead, you can export all the required transaction details as a JSON file and upload it to the EWB portal to generate e-Way Bills in bulk. Here’s how:

• Go to Sales on the left sidebar and select e-Way Bills.
• Select the transactions you want to export as a JSON file.

• Click Export as JSON button.
  Note: Before exporting transactions as a JSON file from Zoho Books, review each transaction and ensure all mandatory details are entered. The mandatory fields for an e-Way Bill are: Pin Code, Place of Supply, Distance, Vehicle Number (or Transporter Document No and Transporter Document Date), Mode of Transport, Supply Type, HSN Code for goods, and Organization Address.

The JSON file will be downloaded to your system, and you can upload it to the EWB portal to generate multiple e-Way Bills at once.

Export e-Way Bills as an Excel File

If you want to verify the e-Way Bill details of your invoices and credit notes before uploading them to the EWB portal, or if your transporter generates e-Way Bills on your behalf and you don’t have Part-B details (such as the Vehicle Number or Transporter’s Document No), you can export the details as an Excel file, make the necessary changes, convert it to JSON using the EWB offline tool, and upload it to the EWB portal to generate the e-Way Bills.

To export the e-Way Bill details as an Excel file:

• Go to the respective module you want to export from (for example, Invoices).
• Select the transactions you want to export as an Excel file.
• Select the Download icon and select Export as E-Way Bill from the dropdown.

The excel file will be downloaded to your system. Ensure that mandatory e-Way Bill details such as Pin Code, Place of Supply, Distance, Vehicle Number (or Transporter Document No and Transporter Document Date), Mode of Transport, Supply Type, and HSN Code for goods are entered in Zoho Books.

After verifying the Excel file, it must be converted into a JSON file before uploading it to the e-Way Bill portal. Here’s how:

• Download the EWB offline tool.
• Copy all the data from the Excel file, excluding the headers, and paste it into the offline tool.
• Click Validate. If there are any errors, the error messages will appear in the last column to help you correct them.

• Click Prepare JSON.

A pop-up will display the path where the converted file is stored. Once your JSON file is ready for import, you can upload it to the EWB portal. Here’s how:

• Log in to the EWB portal.
• Navigate to the e-Way Bill section.
• Select Generate Bulk.
• Click Choose File and select the JSON file you want to upload.
• Click Upload & Generate to generate the e-Way Bills.

Once the e-Way Bills are generated in bulk, their e-Way Bill Number can be associated with the transactions, and the recent updates can be fetched from the portal in Zoho Books.

Statuses of e-Way Bills

The table below explains the types of transactions for each e-Way Bill status.