How can the right soft­ware help gen­er­ate and man­age e-Way Bills Eas­ily?

Te­jas Goenka, Ex­ec­u­tive di­rec­tor, Tally So­lu­tions

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As In­dia gears up to pre­pare for the next leap in GST com­pli­ance - the e-Way Bill, it is time to find out how tech­nol­ogy can sim­plify e-Way Bills for your busi­ness.

The ob­vi­ous ques­tion on your mind is, “Will e-Way bill im­pact my busi­ness?”

The an­swer is yes, by and large e-Way Bill will im­pact your busi­ness. Whether you run a big or a small busi­ness, are reg­is­tered or not reg­is­tered, e-Way Bill will be ap­pli­ca­ble to you in one way or the other. Since e-Way Bill is a GST com­pli­ance mech­a­nism, you must be­come fa­mil­iar with it.

What is an E-Way Bill?

E-way Bill stands for Elec­tronic Way Bill. An E-Way Bill is gen­er­ated by the per­son caus­ing move­ment of goods in the e-Way Bill por­tal. It has to be gen­er­ated for trans­port­ing goods worth more than Rs.50,000 by any mode of trans­port.

The e-Way Bill is usu­ally a unique bill num­ber gen­er­ated for the spe­cific con­sign­ment. Any reg­is­tered busi­ness, trans­port­ing goods in their own ve­hi­cle, hired ve­hi­cle, rail­ways, by air or by ves­sel, the sup­plier or re­cip­i­ent of the goods should gen­er­ate E-way bill. Let the right tech­nol­ogy man­age e-Way Bills for you

1) Avoid repet­i­tive ac­tiv­ity

The de­tails that are re­quired to record a trans­ac­tion and gen­er­ate in­voice are re­quired for gen­er­at­ing the cor­re­spond­ing e-Way Bill as well. Why would you want to spend time to re-en­ter all the de­tails again in the e-Way por­tal? The soft­ware you use should help avoid this repet­i­tive ac­tiv­ity.

2) Flex­i­bil­ity

You must be able to record trans­ac­tions in your soft­ware, and ex­port the de­tails to­gether for the pur­pose of gen­er­at­ing e-Way Bills in the por­tal. This must be pos­si­ble the other way round as well, i.e., in sit­u­a­tions where you have recorded trans­ac­tions in the por­tal first to gen­er­ate e-Way Bills.

Do you have to re-en­ter the de­tails again in your soft­ware to record the trans­ac­tion? No. The right soft­ware will let you switch be­tween sys­tems. From por­tal to your soft­ware and vice versa.

It is not al­ways pos­si­ble to gen­er­ate an e-Way Bill as soon as you have recorded a trans­ac­tion. You might be sup­ply­ing goods a few days later. Some­times, your trans­porter might not be ready with the ve­hi­cle. You need flex­i­bil­ity to gen­er­ate e-Way Bills any time. Ide­ally, you must be able to gen­er­ate e-Way Bills while record­ing a trans­ac­tion, or af­ter record­ing the trans­ac­tion. You must be able to gen­er­ate e-Way Bill for a sin­gle in­voice, or for mul­ti­ple in­voices to­gether.

3) En­sure com­pli­ance

De­pend­ing on the na­ture of your busi­ness, you might be record­ing trans­ac­tions for trans­port­ing goods fre­quently. How will you keep track of trans­ac­tions of value more than Rs. 50,000 for which it is manda­tory to gen­er­ate e-Way Bills? Let your soft­ware do that for you. Imag­ine cases, where there are hun­dreds of trans­ac­tions recorded.

4) Print in­voices with e-Way Bill Nos.

In a fast-paced busi­ness en­vi­ron­ment, where you are pay­ing money to trans­porters for mov­ing your goods, time is valu­able. Your soft­ware must let you print e-Way Bill Nos. on in­voices in a short span of time. You can han­dover the prints to your trans­porter who needs to carry the doc­u­ments while trans­port­ing goods for com­pli­ance pur­pose.

5) Man­age ex­cep­tional cases

What if the ve­hi­cle in which your goods are be­ing trans­ported breaks down. You must be able to track the par­tic­u­lar in­voice quickly and eas­ily in your soft­ware, and gen­er­ate a fresh e-Way for the same from the por­tal.

Busi­ness sit­u­a­tions can be un­pre­dictable too. If your sup­plier is un­able to gen­er­ate an e-Way Bill, you must be able to do quickly. If you make pur­chases from un­reg­is­tered deal­ers, you should be able to gen­er­ate e-Way Bills on their be­half in your soft­ware.

6) Gen­er­ate and print con­sol­i­dated in­voices

The com­mer­cial tax depart­ment al­lows in­voices to be grouped based on mode of trans­port, ve­hi­cle nos., place of sup­ply or State and gen­er­ate a con­sol­i­dated eWay Bill to make life easy for the trans­porters.

Your soft­ware must firstly let you gen­er­ate in­di­vid­ual e-Way Bills for each in­voice. It must let you group th­ese in­voices as per your pref­er­ence and then gen­er­ate a con­sol­i­dated JSON file of the same which could be up­loaded in the por­tal. The e-Way Bill por­tal will then gen­er­ate a sin­gle e-Way Bill for the con­sol­i­dated in­voices.

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