Add E-Way Bill

1.1 Generate E-Way Bill

Part A: Basic Transport Information
Part A captures outward supply details and transporter information.

1.1.1 Sub-Type for Outward

Field type
Dropdown.

Example
Job Work.

Purpose
Used to define the nature of outward transaction.

Common types may include:

• Supply
• Export
• Job Work
• Transfer
• Others (as per GST structure)

This field determines the legal category of goods movement.

1.1.2 Transporter Name

Field type
Text.

Purpose
Used to enter the transporter company name.

1.1.3 Transporter ID

Field type
Text.

Purpose
Used to enter transporter GSTIN or Transporter ID. Important for government validation.

1.1.4 Approximate Distance in KM (Mandatory)

Mandatory field used to enter the approximate distance between dispatch and delivery location. This distance determines E-Way Bill validity period.

1.1.5 Pin to Pin Distance Search

Used to calculate approximate distance automatically based on PIN codes. Helps reduce manual error in distance entry.

1.2 Part B: Transport Movement Details

1.2.1 Transport Mode

Field type
Radio button selection.

Options:

• Road
• Rail
• Air
• Ship
• Road Cum

Defines the mode of transport for goods movement.

1.2.2 Doc or RR or Airway No. or Landing

Field type
Text.

Used to enter document reference number such as:

• LR Number
• RR Number
• Airway Bill Number
• Bill of Lading

Mandatory for certain transport modes.

1.2.3 Transport Date

Field type
Date picker.

Defines date of goods dispatch. Used to calculate E-Way Bill validity.

1.2.4 Vehicle No.

Field type
Text.

Enter vehicle registration number. Required when transport mode is Road.

1.2.5 Vehicle Type

Field type
Radio button selection.

Options:

• Regular
• Over Dimensional Cargo

Defines vehicle classification.

After Successful Generation

• E-Way Bill number is generated
• Linked to invoice
• Stored in invoice record
• Available for download

Validation and Validity Logic

3.1 Validation Logic

System checks:

• Invoice exists
• E-Way Bill configuration enabled
• Credentials valid
• Distance entered
• Transport mode selected
• Vehicle number entered (if Road mode selected)

3.2 Validity Logic

E-Way Bill validity depends on:

• Distance in KM
• Transport mode

Government rules define expiry timeline based on distance.

 Common Mistakes (Create Invoice)

• Not selecting Invoice Series
• Wrong GST rate selection
• Forgetting to select customer
• Entering incorrect quantity
• Applying incorrect manual adjustments

 Common Mistakes (E-Way Bill)

• Entering wrong vehicle number
• Incorrect transport mode selection
• Forgetting to enter approximate distance
• Generating E-Way Bill before finalizing invoice
• Not enabling E-Way Bill configuration in settings
• Using invalid transporter ID

 Best Practices (E-Way Bill)

• Always verify transporter ID before saving
• Use Pin-to-Pin search for accurate distance
• Ensure vehicle number is correct
• Confirm transport mode before submission
• Generate E-Way Bill only after invoice finalization
• Avoid editing invoice after E-Way Bill generation

Navigation Path:
Billing Module → Invoice →  Click on + Invoice 

1.1 Invoice Details Section

1.1.1 Invoice Series (Mandatory)

Field type
Dropdown.

Purpose
Defines invoice numbering format.

Behavior:

• User selects series (example: Sale, FY, etc.)
• System generates invoice number based on series configuration
• Controls prefix, suffix, and starting number logic

Important
Invoice number logic depends on Voucher Series configuration.

1.1.2 Invoice No. (Mandatory)
Auto-filled based on selected series.

1.1.3 Currency (Mandatory)

Field type
Dropdown.

Default
INR.

1.1.4 Bill Date (Mandatory)

Field type
Date picker.

Purpose
Defines invoice date.

1.1.5 Select Due Days

Field type
Dropdown.

Purpose
Defines payment term duration. The system may calculate due date automatically based on selected days.

1.1.6 Select Sales Person

Field type
Dropdown.

Purpose
Assigns responsible salespeople.

Used for:

• Performance tracking
• Sales reporting
• Commission calculation (if enabled)

1.1.7 Order ID

Field type
Optional.

Purpose
Used to link invoices with a specific order record.

Client Details Section

2.1 Customer Name (Mandatory)

Field type
Dropdown selection.

When selected:

• Billing address auto-fetches
• GSTIN auto-fetches
• Customer details populate below

2.2 Contact Person Name

Field type
Optional.

Purpose
Used when a customer organization has multiple contacts.

2.3 Bill to Address (Mandatory)

Field type
Dropdown selection.

Purpose
Defines official billing address.

2.4 Ship to Address

Field type
Optional.

Purpose
Used when delivery location differs from billing address.

Item Details Section

This is the most important section of invoice creation.

3.1 Table Columns

• SR. NO.
  Auto-generated sequence number.
• Item and Description
  Select item from product master.
  If item not available:
  Click Product button to create a new product
• Description
  Optional item-level notes.
  Character limit: 500.
• HSN Code
  Required for GST compliance. Defines tax category.
• UOM
  Unit of Measurement.
  Example: PCS, KG, MTR, etc.
• QTY
  Quantity of product.
• Rate
  Price per unit.
• Amount
  Auto-calculated field.
  Formula:
  Amount = Quantity × Rate
  Users cannot manually override calculated logic.
• GST (Percent)
  Dropdown selection.
  Options include: 0 percent, 5 percent, 12 percent, 18 percent, 28 percent.
  The system calculates tax based on the selected rate.
• Net Amount
  Auto-calculated.
  Formula:
  Net Amount = Amount + GST
• Action Column
  Used to delete an item row.
• New Row
  Adds an additional item row for multi-product invoices.

Transporter Details

Expandable section. Used when goods movement requires transporter details.
Important for:

• E-Way Bill
• Logistics tracking

Tax and Summary Section (Right Side Panel)

This section calculates totals in real time.

5.1 GST Breakdown

System shows cumulative values for:

• GST 0%
• GST 5%
• GST 12%
• GST 18%
• GST 28%

5.2 Net Total
Sum of all item amounts before GST.

5.3 GST
Total GST amount.

5.4 Round Off
Manual adjustment field used to adjust final decimal difference.

5.5 Cash Discount
Optional deduction field.

5.6 Final Adjustment
Additional manual adjustment option.

5.7 Grand Total
Final payable amount.

Formula:
Grand Total = (Net Total + GST plus or minus Round Off minus Discount plus or minus Adjustment)

Additional Notes Section

Free text field.

Used for:

• Payment terms
• Delivery instructions
• Bank details
• Special conditions

Bottom Action Buttons

7.1 Cancel
Closes the screen without saving.

7.2 Submit
Validates mandatory fields. Creates invoice record. Invoice appears in the Invoice List.

Real Business Example

Scenario:
The owner wants to check all invoices of “REEJI TRADERS”.

Steps:

• Open Invoice section
• Type “REEJI” in search
• List shows only invoices of that party(REEJI TRADERS)
• Click latest invoice
• Preview opens with full details
• Owner verifies totals and GST
• If required, owner duplicates invoice for similar billing next time

Best Practices

• Use Search for quick invoice lookup instead of scrolling
• Use Filter when searching by date, item, amount, or location
• Always verify invoice amount and GST in preview before sharing or printing
• Configure Voucher Series and Field Settings before starting billing for a new financial year
• Use Cancel Invoice instead of Delete when the record should remain for reference
• Keep customer address and GSTIN updated for accurate tax calculation

Common Mistakes (Invoice Section)

• Forgetting to click Submit in the filter panel and expecting results to change
• Not resetting filters and assuming invoices are missing
• Deleting an invoice instead of cancelling it
• Creating invoices without correct series setup leading to numbering confusion
• Not verifying GST percentage and totals before finalizing invoice
• Assuming search and filter changes invoice data (it only changes the view)

Navigation Path:
Billing Module → Invoice

1.1 Page Header Title

Invoice (4)
Shows the total number of invoices currently visible in the list (after any search or filter).

1.2 Top Left Section (Search and Filter)

1.2.1 Search Bar (Press Ctrl + K)

Purpose
Used to quickly find invoices from the list.

It searches:

• Invoice number
• Customer or party name

1.2.2 Filter Icon (Funnel)
Purpose
Used to open the Invoice Filter Panel.

Filters visible in the filter screen:

• Party Name
• Created Date
• Select Item
• Amount
• Country
• State
• City

1.2.3 Sort Icon
Purpose
Used for list-level controls (sorting, arrangement, and custom view controls depending on system setup).

Sort by:

• Creation Date
• Modification Date
• Invoice No.
• Due Date
• Amount

Direction:

• Ascending
• Descending

1.3 Top Right Section (Actions)

1.3.1 Settings Button

Purpose
Open invoice settings.

Used for:

• Field Settings
• Voucher Series
• Configuration (E-Invoice and E-Way Bill)
• Transporter Details
• Sales Person

1.3.2 Invoice Button
Purpose
Used to create a new invoice.

Navigation Path:
Billing Module → Invoice →  Click on + Invoice 

1.3.3 Dropdown Beside Invoice Button

Purpose
Provides a button to import invoices.

1.4 Invoice List Area (Left Panel)

Each row in the list displays:

• Invoice Number
• Party or Client Name
• Amount
• Date

1.4.1 Checkbox per Invoice

Purpose
Used to select invoice(s) for bulk delete.

1.4.2 Clicking an Invoice Row
Purpose
Opens invoice preview on the right side.

Behavior:

• Highlights the selected invoice in the list
• Loads invoice details in the right-side preview pane
• View-only preview by default (does not edit the invoice)

Invoice Preview

When an invoice is selected, the right side shows the full Tax Invoice preview, including:

• Company details
• Invoice details (number, date)
• Party billing details
• Item table (quantity, rate, GST, totals)
• Grand total
• Terms and conditions
• Additional notes
• Signature areas

2.1 Invoice Action Menu (Three Dots in Preview)

Purpose
Provides invoice-level actions.

Actions:

• Add e-Way Bill
• Add e-Invoice
• Duplicate Invoice
• Download E-Invoice
• Cancel Invoice
• Delete

Behavior:

Add e-Way Bill
Add e-Invoice
Duplicate creates a new invoice copy
Download E-Invoice downloads the e-invoice document
Cancel marks invoice cancelled (does not remove record like delete)
Delete removes invoice and typically sends it to Trash or audit trail (based on system configuration)

2.2 Edit

Purpose
To update or change any detail in an already created invoice.

2.3 Download

Purpose
To download the finalized invoice in PDF format.

2.4 Print

Purpose
To print an invoice from the printer connected with the system.

Introduction to Billing (Invoice) Section

The Billing (Invoice) section is used to create, view, manage, and maintain all invoices generated in the system. It provides a list of invoices on the left side and opens the selected invoice preview on the right side.

What Users Can Do from the Invoice Section

Users can:

• Search invoices instantly
• Filter the invoice list using multiple criteria
• Open any invoice to view full details
• Create a new invoice
• Import invoices
• Open invoice settings (field settings, voucher series, configuration, etc.)
• Perform invoice actions like duplicate, cancel, delete, and download (as per permissions)