E-waybill Documentation for Goods Sent on Approval

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Published Date:  19-12-2023   Author:   kiran-chaudhary
e waybill documentation for goods sent on approval

“Sale on Approvals Basis” is a commercial agreement in which a company or individual interested in buying any specific good obtains temporary usage of the commodity. If the person is happy with the product after that period, they consent to buy it. 

However, the customer is free to return the goods and is not obligated to buy them if they are not satisfied. Depending on tax laws, the movement of goods in this scenario can necessitate the utilization of an E-waybill. 

E-waybill restrictions may still apply to the temporary movement of goods during the approval period, even though ownership isn’t transferred until the buyer decides to keep the item. To ensure seamless and legal transportation, companies involved in “Sale on Approval” transactions should be aware of the unique regulations and compliance requirements of E-waybills. 

In this article, we will look into the procedure for creating e-waybills and documentation procedures and explore the compliance requirements for e-waybills in transactions involving goods sent on an approval basis.

E-waybill for goods on approval Procedures

E-waybill is necessary for goods on approval even if the movement of goods occurs due to factors other than Supply.

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The procedure for creating an E-waybill for goods on approval involves the following steps:

  1. Open the E-waybills Portal: Access the official E-waybill portal that the applicable tax authority has given by logging in. To gain access to the system, ensure you have the necessary credentials.
  2. Initiate New E-waybill: Start E-waybill creation by clicking  “Generate E-waybill”.
  3. Provide Supplier and Buyer Details: Please fill in the necessary details about the buyer (the recipient assessing the items) and the supplier (the entity sending the goods on approval). Add information like names, addresses, and GSTINs (Goods and Services Tax Identification Numbers).
  4. Fill in Goods Details: Provide the information of the goods being sent on approval. Specify details including the type of goods, quantity, value, and any other necessary details.
  5. Choose Reason for Transportation: Make sure to select the “goods are sent on approval” option as a reason for transportation.
  6. Input your Transit Information: Provide details about the products’ mode of transportation, vehicle identification number, and anticipated time of arrival. In the time of approval, it helps authorities in monitoring the transport of goods.
  7. Check and Submit: Check the accuracy of all information provided. After verification, submit the E-waybill for approval.
  8. Create E-waybill: The E-waybill system will create a distinct E-waybill number upon submission. This acts as a reference for goods transit.
  9. Print the E-waybill: Make a print on a hard copy of the e-waybill that helps during the movement of goods.
  10. Share E-waybill Details: Share the E-waybill information with the transporter and other stakeholders.

Compliance obligations for E-waybill in goods sent on approval

Adhering to particular norms and regulations to ensure a legal and transparent process is part of the compliance tasks for E-waybills in goods sold on approval. Here is an in-depth analysis:

  1. Comprehending Local Laws: Learn about the tax laws in your area that apply to E-waybills. Requirements and exclusions for Goods sent for approval vary between locations.
  2. Identifying the Goods sent on approval: Carefully indicate on your business records all transactions involving goods sent on approval. Making this distinction is essential to correct monitoring and compliance with e-waybills.
  3. E-waybill Generation: Provide correct information about the supplier and customer, the goods’ description, quantity, and value when starting an E-waybill for goods that have been approved. Indicate clearly that the transaction is “Goods on Approval” if the E-waybill system enables this choice.
  4. Considerations Regarding Validity period: Recognize the E-waybill’s validity term. Make sure the timeframe encompasses the approval phase, taking into consideration the potential time it may take the buyer to decide.
  5. Document Retention: Save copies of all created E-waybills for approved products that are shipped. Make sure that these documents are easily available for compliance checks and audits.
  6. Communication with Transporters: Give the transporter in charge of transferring the items the E-waybill details. Make sure they understand the particular requirements related to approved goods.
  7. Impact of Buyer’s Decision: Keep an eye on the buyer’s decision-making procedure. If the buyer chooses to retain the products, ensure a standard sales transaction and the necessary paperwork, such as creating tax invoices without delay.
  8. Return Procedure: If the customer wishes to return the goods, adhere to the prescribed procedure. In the process, update the E-waybill system to reflect the return and modify any related tax obligations.
  9. Constant Monitoring and Training: Stay updated on modifications to tax laws, particularly those related to E-waybills. Train staff members to maintain continuous compliance with evolving standards.

Documentation requirements for approval goods in E-waybill

In an E-waybill process, the necessary documents for goods sent on approval are as follows:

  • Relevant invoice, bill of supply, or challan for the shipment of Goods for approval.
  • The vehicle number for road transportation
  • Transporter ID, Transport document number, and date for rail, air, or ship transportation.

Generally, there are two sections in the e-way bill format: Part A and Part B. It also has details that include

  • E-waybill Number
  • Date
  • Generated by
  • Validity

The following table shows Part A and Part B of the e-waybill Format:

Part A  Part B
  • GSTIN of Supplier and/or Recipient
  • Place of Dispatch-PIN Code of Place
  • Place of Delivery – PIN Code of Place
  • Invoice/Challan Number, Date, and Value of Goods
  • HSN Code – At least 2 digits of the HSN Code
  • Reason for Transport – Supply, Job Work, Export, Import, Exhibition, Sales Return, For Own Use, etc.
  • Vehicle Number 
  • Transport Document Number/ Temporary Vehicle Registration No.
  • The registered person, who may be a supplier, recipient, or carrier and who is in charge of the transfer of goods, will fill out part A of an e-waybill.
  • The supplier handling the items’ transportation is required to fill out part B of the GST waybill with the transporter’s information.

Legal considerations for E-waybill in approval shipments

Knowledge of relevant laws is necessary to guarantee a legal and efficient procedure for E-waybills in approved shipments. The following are important legal considerations:

  1. Accurate Documentation: Verify that all the information on the E-waybill, including the customer and supplier data, the description of the goods, and the transportation information, is correct and complies with local tax laws.
  2. Transaction Type Recognition: Clearly state on the E-waybill that the shipment consists of approved products. Some jurisdictions could have certain codes or checkboxes to recognize such transactions.
  3. Validity Period Compliance: Verify that the E-waybill accurately shows the approval time for the items. Following the validity assists in preventing non-compliance problems.
  4. GSTIN Verification: Ascertain the accuracy and validity of the buyer’s and supplier’s Goods and Services Tax Identification Numbers (GSTINs).
  5. Exemptions and Provisions: Check out if the local tax rules for items delivered on approval have any exemptions or special provisions.
  6. Transportation Compliance: Verify that the carrier is licensed and following all applicable transportation laws. The information on the transporter should match that on the E-waybill.
  7. Return items Process: Verify that a clear policy is set forth and that the E-waybill accurately reflects this if the items shipped after approval include a return option.
  8. Record-Keeping: For local laws, keep a record of E-waybills for an appropriate time. This is beneficial for audits and inspections.
  9. Adherence to E-waybill laws: Keep yourself updated on any modifications or revisions to the applicable jurisdiction’s E-waybill laws and regulations. Following the most recent recommendations is essential.
  10. Legal Consultation: Seek legal guidance to guarantee complete compliance with E-waybill requirements, especially when handling complex transactions like products supplied on approval.

Goods on approval and E-waybill best practices

The following shows the best practices for Goods on Approval:

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  1. Clear Terms: In a formal agreement, precisely state the conditions of the goods-on-approval arrangement. Indicate the length of the review period, the requirements for approval or rejection, and any related expenses, such as handling or shipping charges.
  1. Detailed Product Descriptions:  After approval, provide accurate and thorough descriptions of the supplied products. Provide features, specs, and any other pertinent information to guarantee that the consumer gets precisely the ordered goods.
  1. Coverage Under Insurance: Consider covering the items for transportation and the duration of approval. When the products are in the customer’s hands, this can shield both the buyer and the seller from loss, damage, or theft.
  1. Good Communication: Maintain the lines of communication open with the client during the approval process. Give customers instructions about contacting customer service, responding to their issues, and ensuring they feel supported when making a choice.

The following shows the best practices for E-waybills:

  1. Timely Generation of E-Waybills: Make sure that the creation of E-waybills is on time before the start of the goods transportation. 
  1. Correct Information: Verify the accuracy of all the information on the E-waybill by checking it twice. 
  1. Real-Time Monitoring: Set up mechanisms to track E-waybills in real-time. 
  1. Compliance with Regulations: Stay updated on the latest regulations related to E-waybills and ensure full compliance. 
  1. Integration with Logistics Systems: Integrate E-waybill generation with your logistics and inventory management systems. 

E-waybill challenges in approval shipments

The use of E-waybills has greatly expedited the shipping of products, however, there are still certain difficulties, especially with shipment approval. 

One significant obstacle is the requirement for quick approval procedures to guarantee the smooth flow of commodities. Delays in E-waybill approvals disrupt supply chains, which might harm enterprises and complicate logistics. 

Furthermore, there can be issues with the correctness of the data in the E-waybill, which could result in inconsistencies that need to be fixed before approval. 

Authorities and enterprises alike continue to face a significant problem in striking a balance between the requirement for rigorous inspection and the necessity for prompt clearance. 

It is imperative to tackle these obstacles to fully realize the promise of E-waybills to improve logistics efficiency and enable more seamless cooperation.

Approval goods exemption in E-waybill

E-waybills are not necessary for the approval of goods in the below cases: 

  • When the movement of goods is sent on an approval basis, it has a value below Rs.50,000.
  • Some categories of goods such as perishables might not be subject to the E-waybill rules. They are natural or cultured pearls and precious or semi-precious stones; precious metals and metals clad with precious metal, jewelry, goldsmiths’ and silversmiths’ wares and other articles, unworked and worked coral, etc.
  • Localized transactions inside a state or union territory may also be exempt from e-waybill which facilitates commerce across regional borders.

E-waybill for trial shipments

Testing and assessing the efficiency of the electronic documentation system requires creating E-waybills for trial shipments using a methodical procedure. 

  • To initiate the trial shipment, the user must log in to the assigned E-waybill site or software and complete the required fields. These fields include the following details:
Details of goods sent for trial
Consignor details
Consignee details
Transporter details
  • Ensuring precision in data entry is crucial for precisely replicating real-world situations.
  • The system creates a distinct E-waybill number and QR code for the trial shipment while entering the E-waybill data.
  • Before enacting the E-waybill system more widely, this trial enables companies and authorities to evaluate its performance, spot any potential bugs or inconsistencies, and make the required corrections. 

Approval goods audit and verification in E-waybill

In the framework of E-waybills, approval goods audit, and verification constitute an essential procedure to guarantee the correctness of the data supplied for the transportation of goods. 

This action is necessary to stop tax evasion, fraud, and other wrongdoing in the shipping of products. The information on the consignor and consignee, the kind and quantity of the products, and the specifics of the vehicle are all thoroughly audited and verified by the authorities throughout the approval procedure. 

This validation aids in verifying that the transporting items correspond with the data supplied, guaranteeing adherence to tax laws, and preventing any system abuse. One major factor in the success of E-waybill systems in fostering accountability and transparency in the logistics and transportation sector is the efficacy and efficiency of approved goods audit and verification procedures.

Handling rejected goods in the E-waybill process

There are two cases involved in handling rejected goods in the E-waybill process. They are:

CASE I: Before the products are delivered, the receiver rejects them from the transporter’s storage. It is necessary to return the products to the supplier’s godown from here.

Scenario 1: If a sale returns, the transporter may designate URP as the supplier’s GSTIN on the e-way bill he generates, with his godown site serving as the dispatch address.

Scenario 2: The supplier can include the transporter’s GSTIN or URP in the supplier GSTIN column if he creates the e-way bill for a “sales return” from the transporter’s location to his location.  The “dispatch address” is the transporter’s location.

Case II: The items arrive at the destination but the buyer refuses them because of damage or an incorrect shipment was received. In this instance, shipping the products back to the supplier is required once more.

In this scenario, the supplier must provide the buyer’s address and Supplier GSTIN if he creates the e-way bill from the recipient’s location to his own.

Conclusion

To ensure smooth transportation and compliance with tax requirements, businesses must stay up to date on the ever-shifting legislative setting and make sure that each requirement is appropriately indicated in the e-waybill. 

It is possible to reduce the chance of non-compliance and enhance operational procedures by taking an active role in comprehending the unique features of goods sent on approval. 

Businesses can improve performance and sustain compliance with the rapidly changing arena of e-waybill management by adopting technological innovations and establishing an extensive documentation system.

Frequently Asked Questions

Q1. What is E-waybill?

E-waybill is an electronic document, which contains information about the consignment, consignor, consignee, and the vehicle carrying the goods for the transportation of goods.

Q2. How do goods supplied with approval relate to the E-waybill system? 

E-waybills are necessary for goods sent with permission, just as for any other consignment. It contains information regarding the authorized transaction.

Q3. Does an approved shipment of goods require an E-waybill? 

All things shipped with approval must indeed have an E-waybill. It guarantees compliance with the paperwork and transportation laws.

Q4. What information should be included in the E-waybill for goods sent on approval?

The E-waybill for goods sent on approval should include details about the consignor, consignee, product description, amount, and other relevant information.

Q5. Can an approved E-waybill be changed or canceled for items sent?

To ensure correct documentation, an E-waybill may be changed or canceled if there are any mistakes in the information given.

Q6. What is the validity period of an E-waybill for approved products sent?

The length of time an E-waybill is valid for items shipped after approval depends on how far the products are intended to go. It also varies as per the relevant jurisdiction’s legislation.

Q7. What occurs if the approved products that are sent don’t match the E-waybill exactly?

Authorities may carry out audits to confirm the authenticity of the information on the E-waybill.

Q8. Are there certain guidelines in the E-waybill system for certain kinds of approved items that are sent?

While there may be variations in regulations, the E-waybill system typically applies consistently to products dispatched on approval and necessitates thorough documentation.

Q9. Can we produce an E-waybill ahead of time for products shipped with approval?

Firms can create E-waybills ahead of time for items that are approved for shipment, which makes logistical planning easier.

Q10. How does the transportation of products supplied after approval become more transparent with the E-waybill system?

By offering a digital trail of the movement of items dispatched after approval, encouraging accountability, and lowering the possibility of malpractices, the E-waybill system improves transparency.

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Kiran Chaudhary

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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