In line with ongoing efforts to streamline the e-way bill generation process for goods transported by various means, the department has issued an advisory that outlines the guidelines for the proper entry of Receipt Numbers related to Leased Wagons. The aim is to ensure accurate processing within the E-Way Bill (EWB) system, effective from January 1, 2025.

1. Prefixing Receipt Numbers for Leased Wagons in the EWB System

Taxpayers engaged in the transportation of goods via Leased Wagons must adhere to the following format when entering the Receipt Numbers into the EWB system:

  • Prefix Requirement: Receipt Numbers must be prefixed with the letter “L.” This ensures the system recognizes the transport method as being via Leased Wagons.

  • Consistency Across Systems: For consistency and validation purposes, similar guidelines have been issued for goods transported under the Parcel Management System (PMS) and Freight Operations Information System (FOIS). For example, the prefix “P” is required for Parcel Way Bill (PWB) numbers, while “F” should be used for Railway Receipt (RR) numbers.

These prefixes are integral to the validation process and must be applied accurately. The changes will take effect from January 1, 2025.

2. Updating Part-B of the EWB for Rail Transport

When generating an EWB for goods transported by rail, taxpayers should follow these steps to ensure proper documentation:

  • Transport Mode Selection: In Part-B of the EWB form, select “Rail” under the “Multi-Transport Mode” option. This accurately identifies the mode of transport as rail-based.

  • Receipt Number Prefix: In the designated field, enter the Receipt Number with the prefix “L” to indicate the goods are being transported via Leased Wagons.

This ensures that the EWB system is aligned with the correct transport method and facilitates seamless validation and processing.

3. Format for Entry of Receipt Numbers

The Receipt Numbers pertaining to Leased Wagons must be entered in the following format:

L <Receipt Number>

For example, if the Receipt Number is “123456789,” it should be entered as L123456789 in the EWB system.

This standardized format ensures uniformity and helps the system accurately identify the transport method, thereby reducing the chances of errors or delays in processing.

4. Validation Process in the EWB System

Upon entering the Receipt Number with the appropriate prefix, the system will perform an automatic validation check against the Leased Wagon database:

  • Validation Against Database: The system will verify the entered Receipt Number. If there are any discrepancies—such as a mismatch or missing numbers—an alert will be issued to the taxpayer.

  • Prompt Action Required: In the event of such discrepancies, taxpayers must promptly correct the entry to avoid any delays in processing or issues with the EWB generation.

This automated validation process ensures the integrity and accuracy of the data entered into the system, which is crucial for timely and efficient transportation documentation.

5. Assistance and Support

For any queries or assistance regarding the entry of Receipt Numbers for Leased Wagons, taxpayers are encouraged to:

  • Raise a Support Ticket: Reach out to the EWB support team through the official support portal for detailed help or clarification.

  • Provide Detailed Information: When raising a ticket, please provide comprehensive details about the entry, including the prefix used and any issues encountered. This will facilitate faster resolution of any issues.

By adhering to these guidelines, taxpayers will ensure that the E-Way Bill generation process remains efficient and compliant with the system’s validation requirements. The proper entry of Receipt Numbers for Leased Wagons, starting January 1, 2025, will ensure smoother transport operations and better tracking of goods within the rail network.

For more details, refer to the complete advisory issued by the relevant authorities and stay updated on any further changes to the system.