E-waybill Obligations for Goods Sold on E-commerce Platforms

In the rapidly evolving landscape of e-commerce, the seamless movement of goods from seller to buyer is crucial. E-waybills have emerged as a pivotal component, ensuring the smooth transit of goods while also serving as a compliance requirement. 

Particularly in the context of goods sold through e-commerce platforms, the obligations and implications of e-waybills hold significant importance. This article delves into the essential aspects and compliance obligations surrounding e-waybills for goods traded within the dynamic realm of online commerce.

E-waybill for E-commerce Sales Procedure

E-commerce platforms can easily manage the E-waybill process and ensure compliance with tax requirements across the supply chain by adhering to this methodical plan.

1. Initiate the creation of an E-waybill: Sign in to the E-waybill application or portal that has been authorized by the tax authorities to get started.
2. Give Transaction Information: Enter the required information, such as the value, date, and invoice number of the goods for delivery. Be precise to prevent inconsistencies.
3. Enter the details of the vehicle: Provide the transporter’s information and the vehicle number. Tracking the movement of products during transit is much easier with the use of this information.
4. Create the E-waybill: After entering all necessary data, create the E-waybill. The system will assign a distinct E-waybill number.
5. Verification and Modifications: Check the resulting E-waybill for any mistakes. If disparities are present, address them before moving forward.
6. Distribution of the E-waybill: Give the transporter a copy of the E-waybill and give them instructions to carry it with them the entire way. Additionally, send a copy to the recipient.

Compliance Obligations for E-waybill in E-commerce Transactions

Compliance with E-waybill regulations is a critical aspect of e-commerce transactions, ensuring a smooth and lawful movement of goods. Here’s a detailed overview of compliance obligations:

1. Mandated E-waybill Generation: 

• When transporting goods valued at more than a certain amount, such as Rs. 50,000 in India, businesses have to provide E-waybills.
• Penalties and other legal consequences may arise from noncompliance.

2. Goods and Services Tax (GST) Compliance:

• Since E-waybills and GST are closely related, it is crucial to match E-waybill data with GST-related information.
• Reporting accuracy guarantees compliance with GST regulations.

3. Interstate Transactions:

• The interstate transportation of goods requires e-waybills.
• To fulfill compliance requirements, companies that deal with interstate transactions must produce E-waybills.

4. Intrastate Transactions (where applicable):

• Companies must comply with state-specific rules and certain states may require E-waybills for intrastate transactions.
• It is essential to adhere to both intrastate and interstate laws.

5. Proper Documentation:

• Keep an electronic copy of the E-waybill documentation or carry a physical copy while the goods are being transported.
• Verify compliance and guarantee readiness for government inspection.

6. Verification and Inspection:

• It is legal for authorities to check and confirm E-waybills while they are in transit.
• Compliance requires full cooperation during inspections.

7. Integration with E-commerce Platforms:

• E-commerce systems must enable smooth integration to create E-waybills, guaranteeing that suppliers can easily adhere to rules.
• Platform providers must inform and counsel users regarding compliance requirements.

E-waybill Documentation for Goods Sold Online

To create an E-waybill for products sold online subject to GST, make sure you have the following essential documents and information:

1. Tax Invoice or Delivery Challan: Carry the tax invoice at hand to give the necessary details. Make a delivery challan for transactions that aren’t considered supply.
2. Registered Mobile Number: Make sure your registered mobile number is readily available because all OTPs and verification codes are delivered to this number.
3. Goods Details: Include complete information on the goods that need to be carried, such as values, quantities, and descriptions.
4. Recipient Details: Provide accurate information about the recipient to guarantee correct identification.
5. Transporter Details: Ensure that the transporter’s details, including the vehicle’s information, are easily accessible. Also, to maintain the E-waybill validity, verify that the vehicle information is accurate.
   

The below table shows the E-waybill validity:

Legal Requirements for E-waybill in E-commerce Platforms

In the e-commerce platforms, there is a lot of transportation of goods from one location to another.  An electronic or e-way bill is a legally required digital document for companies that transfer items valued at more than Rs. 50,000 through e-commerce. 

E-commerce platforms have to produce an electronic waybill for situations such as:

1. Supply-Related Movements:

• Concerning a supply, such sales agreements.
• When it comes to products that are regarded as a “supply of services”.

2. Non-Supply Movements:

• For circumstances other than supply, such as branch transfers.
• When an inward supply from an unregistered entity occurs.

Also, the following are the cases requiring the Generation of E-Way Bills:

1. Road Transportation: The consignor is in charge of generating the e-way bill if they are a registered taxpayer. If the consignor fails to register, the consignee or the individual handling the goods assumes responsibility.
2. Air, Rail, or Water Transportation: For products transported by air, rail, or water vessel, the registered person, supplier, or recipient, is required to generate the e-way bill.

The transporter has to generate an e-way bill on the platform for every consignment when several consignments are transported in a single transit.

E-commerce and E-waybill Best Practices

For effective logistics management and compliance, it is essential to implement best practices for E-waybills in the e-commerce industry. Typical best practices to improve the E-waybill procedure are as follows:

Centralized E-waybill Management:

• Create a consolidated E-waybill management system.
• Make tracking, retrieving, and auditing E-waybill records simple.

User Training and Awareness:

• Organize frequent training sessions for users who create E-waybills.
• Inform users of any modifications or updates to the E-waybill rules.

Integration with ERP Systems:

• Easily incorporate E-waybill data into Enterprise Resource Planning (ERP) systems.
• Boost the accuracy and efficiency of business processes.

Mobile Accessibility:

• Make the E-waybill generation interfaces mobile-friendly.
• Allow people responsible for the transportation of products to access anywhere.

Regular Audits and Internal Controls:

• Perform recurring internal audits on E-waybill documentation.
• To guarantee continuous compliance, put internal controls in action.

Customer Communication:

• Provide customers with accurate information about the E-waybill.
• Improve client satisfaction and transparency.

Collaboration with Transporters:

• Collaborate with transporters to guarantee that their information is accurate in E-waybills.
• Enables a smooth and efficient process for transporting goods.

E-waybill Challenges in Online Sales

Businesses may better handle potential disruptions, ensure a smoother adoption of the e-way bill system, and preserve efficiency in the online sales supply chain by addressing these difficulties within the context of online sales.

• States are free to enact their laws on e-way bills. State-by-state variations in the laws could compromise the system’s intended consistency.
• Technology plays a major role in the overall e-way bill system. Technical issues could cause a transport halt, which would disrupt the flow of goods in online transactions.
• There have been technical problems with the e-way bill system for both the government and companies. Postpone the deployment of e-way bills due to previous issues, which would have disrupted online sales procedures.
• Less tech-savvy companies that deliver commodities may be smaller in size. Due to technology constraints, smaller online enterprises may find it difficult to comply with e-way bill regulations.

Goods Sold through E-commerce Exemption in E-waybill

For e-commerce companies like Amazon and Flipkart, an E-Waybill exemption under the goods and services tax (GST) may apply in cases where there are several deliveries made during a single journey. Also, Certain goods sold through e-commerce are free from the E-waybill regulations, including:

E-waybill for Third-Party E-commerce Sellers

In the event of a Transit Sale or delivery to a third-party E-Commerce seller, the person initiating the transportation of goods bears the duty for creating the E-Way Bill. 

In short, the party who caused the movement of the goods must update the E-Way Bill, if the original seller has already generated it and the goods are sold to a third party during transit. The person moving those goods could be the buyer or the original seller.

The e-way bill includes the following information:

E-waybill for Flash Sales and Promotions

Businesses can effectively handle E-waybills for promotions and flash sales, guaranteeing compliance and seamless logistics in situations with high demand by the below points:

• Quickly create E-waybills following movement restrictions for Flash Sales.
• When tracking promotional goods at events, use E-waybills to document their movement.
• Ensure that the product information, quantities, and values for the products that are part of flash sales and promotions are entered accurately.
• Expedite the paperwork process. To avoid delays during times of high demand, such as flash sales.
• Smoothly integrate the creation of E-waybills with sales systems for maximum efficiency during promotions.
• Continually update E-waybill data in real-time to account for flash sales or promotion logistics modifications.
• Work together with logistics partners to match the ever-evolving flash sales with E-waybill information.

E-commerce Audit and Verification in E-waybill

Maintain e-waybill compliance and optimize the e-commerce supply chain through routine audits and verifications, which involve the actions listed below:

1. Verification of Documents: Auditors check the accuracy and completeness of the E-waybill documents.
2. Goods Movement Audit: Check that the information on the E-waybill corresponds with the goods movement audit.
3. Technology Audit: Evaluate the technology’s dependability in terms of how it generates and manages E-waybills.
4. Internal Controls: Assess internal controls to avoid mistakes and guarantee continuous compliance.
5. Evaluation of E-Commerce Procedures: Examine E-commerce procedures for the creation and incorporation of E-waybills.
6. Legal Compliance: Verify compliance with the law to avoid possible fines.
7. Continuous Improvement: Determine where E-commerce E-waybill procedures and compliance need to be improved.

Conclusion

Navigating the e-waybill requirements for goods sold via e-commerce platforms is a critical aspect of compliance for businesses. Understanding the nuances of generating and managing e-waybills ensures smooth operations and adherence to legal mandates. 

With the constantly evolving regulatory landscape, staying informed and proactive in fulfilling these obligations is key to fostering efficient logistics and maintaining seamless transactions in the e-commerce ecosystem.

Frequently Asked Questions

Q1: What is an electronic waybill used in online transactions?

A document known as an e-waybill is necessary for the transportation of items offered on online marketplaces. It includes information on the kind of commodities, description, and delivery address.

Q2: Why do shipments for e-commerce need an E-waybill?

An e-waybill is necessary to ensure tax compliance, trace and monitor the flow of products, and support an open and effective logistics process.

Q3: When it comes to online transactions, who is in charge of creating the E-waybill?

Usually, the supplier or the online retailer supporting the transaction is in charge of creating the E-waybill.

Q4: Do e-commerce shipments incur fines if an e-waybill is not generated?

Yes, there might be fines and problems with tax authorities if an E-waybill isn’t generated when needed.

Q5: How long is an E-waybill valid for online shipping?

Each jurisdiction has a different E-waybill validity period. Generally, the duration varies between several days and several weeks, contingent upon the anticipated distance of the items’ journey.

Q6: Is an E-waybill necessary for every kind of product offered online?

The value and kind of the cargo being transported determine whether an E-waybill is required. Certain commodities that are exempt or of low value might not need an E-waybill.

Q7: In an E-Way Bill, who are the Consignee and Recipient? 

A consignee is a person who has the legal right to receive the goods. When there is consideration involved, the person who pays the consideration is known as the Recipient.

Q8: What is the recipient’s deadline for acceptance?

An E-Way bill is considered accepted after 72 hours if the recipient does not reject it. As a result, a recipient must maintain track of every E-Way bill.

Q9: When does the E-Way Bill come into play?

Any consignment of goods valued at more than Rs. 50,000 must use the e-way bill. The e-way charge is relevant even when items are supplied internally by an unregistered party.

Q10: When should I create the E-way Bill?

One should create an e-way bill before the beginning of the goods movement.

Kiran Chaudhary Freelance Writer

Kiran Chaudhary, a seasoned freelance writer with over 4 years of expertise, specializes in crafting clear and engaging technical and financial articles. Her passion for simplifying complex concepts shines through in her work, making intricate subjects accessible to a diverse audience. Kiran's dedication to delivering high-quality content has earned her a reputation as a reliable and knowledgeable writer in the industry. When not on the keyboard, she enjoys exploring new topics and sharing her expertise to empower readers with valuable insights.

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