An e-Way bill is a necessary document for anyone transporting goods valued at over INR 50,000. All registered individuals or transporters must create an E-way bill before initiating the transportation.
Now let's see how to create an E-way bill on Refrens:
1. Create an Invoice
While creating an Invoice, you will see a checkbox called "Add Shipping Details" below the "Billed By" Section. Click on this checkbox to add details.
2. Add Shipping Details
Under Shipping Details, you will see three sections: Shipped From, Shipped To, and Transport Details
Firstly, add the shipping details in the Shipped From & Shipped To sections. (See how >)
Add "Transport Details": Here, three fields are mandatory to be filled in: Mode of Transport, Transporter Name & ID, and Distance.
Other details such as the Transporter Doc No., Transporter Doc Date, Vehicle Type, Vehicle Number, Transaction Type, and Sub Supply Type are not mandatory to be filled.
a) Mode Of Transport
Click on the dropdown to select from Road, Rail, Ship, or Air as a mode of transport.
b) Transporter
Click on the dropdown to select from your previously saved transporter details.
In case you want to add a new transporter, just click on "Add New". You will see the following form open up:
Just add the Name & GSTIN of the transporter, and click "Add Transporter". The system will save these details for future use as well. (In case you are transporting the goods yourself, you can enter your own GSTIN in the Transporter ID field and generate the E-way Bill.)
c) Distance
Add the distance between "dispatch from" and "shipped to" addresses.
OR just click on "Calculate distance here" to automatically find this distance from the GST portal's "PIN to PIN distance search' facility. It will appear as shown below:
Just enter "Dispatch From Pincode", "Ship To Pincode", "Captcha", and then click on "Go". You will see the distance between the two pin codes you entered.
d) Other Details:
Although not mandatory, you can also add details such as Transporter Doc No., Transporter Doc Date, Vehicle Type, Vehicle Number, Transaction Type, and Sub Supply Type.
3. Save the Invoice and generate the E-way bill number
Here, there might be three cases:
1. You want to generate the E-way Bill only.
2. You want to generate both the IRN and the E-way bill number.
2. You have already generated IRN but have not generated the E-way bill yet.
In all these cases, processes are slightly different. Let's see how:
3.1 You only want to generate the E-way Bill
In this case, go to the invoice preview page > More > click "Generate E-way Bill"
If you are generating the E-way Bill for the first time, you will need to enter your GSP username and password first. Read this article to see how to create GSP credentials >
Once you save this, click "Generate E-way Bills" on the next screen.
3.2 You want to generate both the IRN and the E-way bill number.
In this case, go to the invoice preview page and click on "Generate IRN".
You will see a pop-up form like the one below:
Here, you will see all the details required to generate an IRN and the E-way bill number. Verify these details before proceeding further.
If you want to generate an e-way bill, click on the checkbox "Also generate E-way bill with IRN". (If you just want to create an e-invoice without generating the e-way bill, unmark the checkbox.)
Then just hit the "Generate IRN" button.
Unless the data you added had any errors, the system will successfully generate both the IRN and the E-way bill as shown below:
3.3 You have already generated IRN but have not generated the E-way bill yet.
If you have already generated IRN (E-invoice) for an invoice, but the E-way bill generation is pending, you can still generate the e-way bill number the following way:
Go to the invoice preview page > click "More" > click "Generate EWB with IRN" 
You will see the following pop-up page:
Verify the details shown here and click on "Generate EWB with IRN" to generate the E-way bill.
4. Viewing E-way bill details
Once generated, the e-way bill details will be added to the invoice created. You can download, print, or share the invoice with the E-way bill details included in it.
You will also be able to see the e-way bill details on the invoice summary section of the invoice preview page, and also on the Invoice dashboard.
5. Downloading E-way bill PDF
Go to invoice preview page > More > Download EWB PDF
FAQs
1. How do I cancel an E-way Bill?
Click here to learn how to cancel an E-way bill.
2. How to Generate a GSP Username & Password to Create E-way Bills on Refrens?
Read this article to see how to create GSP credentials for E-way Bills>
3. While generating the E-way Bill, I am getting the error "Transport details are missing. Distance and Transporter Name and ID are mandatory in order to generate E-way Bill." - What should I do?
Transporter ID is a mandatory field to generate an E-way bill. If you are transporting the goods yourself, you can add your own GSTIN in the transporter ID field to generate the E-way bill.
4. I am transporting the goods by myself only, what should I add in the transporter ID field?
If you are transporting the goods yourself, you can add your own GSTIN in the transporter ID field to generate the E-way bill.
5. I am not able to cancel an E-invoice I generated with the E-way bill. What should I do?
You will not be able to cancel an E-invoice if you have also generated an E-way bill for that invoice. You will first need to cancel the E-way bill. Click here to learn how to cancel an E-way bill.
Want to learn more about e-way bills? check out this explainer article.
Have any questions? reach out to us on chat support or drop an email at care@refrens.com.