E-Way Bill for Railway Parcel: Parcel Management System (PMS) Integration with E-Way Bill System

The government has made some groundbreaking reforms to revolutionize how businesses manage the GST on consignments and parcels delivered through the railways. Integrating the e-way bill for Railway transport with the Parcel Management System (PMS) and the Freight Operation Information System (FOIS) will make life easy. This blog will teach you how to complete the RR no. / et-RRs validation to ensure compliance and avoid penalties.

E-Way Bill for Railway Parcel

Until recently, disclosing the e-way bill for goods and parcels transported through railways wasn't mandatory. As a result, there was a loophole, and the government was losing revenue.

The GSTN (GST Network) has integrated the e-way bill for Railway parcels with the PMS and FOIS systems using APIs (Application Programming Interfaces) to streamline the process. 

Now, updating the Railway Receipt (RR No.) or the et-RR (Electronic Transmission Railway Receipt No.) in the e-way bill system is mandatory. If you fail to comply, the railway authority may not release the parcel or the consignment to the appropriate consignee.

Latest Update: Guidelines for Accurate RR No./eT-RRs Entry Post FOIS Integration

The guidelines for entering the RR no. in the PMS were notified by the GSTN in October 2024. However, the FOIS integration was still pending. 

In the recent advisory issued by GSTN on 18th December 2024, the goods transported under the FOIS system have also been integrated with the e-way bill for railway transport through the APIs. What does the notification state? Let's see:

• Mandatory to update RR No.: The RR number is a unique identification number issued by Indian Railways for every consignment. It is now compulsory to update the correct RR no. or et-RR no. in the e-way bill system.
• Format: The format to enter the FOIS RR number in the e-way bill system is F<FromStationCode><RR No>.
• Validation: To avoid treating it as mere compliance, a validation mechanism has also been introduced. The e-way bill system will receive data in real time from the FOIS system to validate the RR number entered. Hence, it is essential to ensure the correctness of your entry.
• Part-B for existing EWBs: The notification issues separate guidelines to update the RR no.s for EWBs in Part-B when goods are subsequently transported by rail under the FOIS.

Applicability of RR No./PWB Entry in E-Way Bill System

There are two scenarios in which the e-way bill for the railway parcel has to be generated. The applicability of this provision is as follows:

• RR No.: When goods are transported through the railways 
• eT-RR no.: When the consignments are sent through railways using the FOIS system.

Note: The Parcel Management System (PMS No.) must be shared for parcels booked through railways along with RR no./eT-RR no.

In this way, the GST authorities can ensure cross-referencing and that goods are well-tracked and have not escaped GST.

Updating Part-B of E-Way Bill for Rail Transportation

Once the RR no., PWB no., or eT-RR no. is generated, you must update the railway receipt number in the e-way bill using Part-B. Here's how you can update the numbers in Part B:

• Enter the number in the e-way bill system after booking the parcel.
• Confirm that the details entered are correct and match the documents.
• Ensure the accuracy of the format for seamless validation.
• A prompt is generated if there is a mismatch or the number doesn't exist in the system.

Format for Entering the RR No./PWB Number

The importance of entering the correct details of RR no./eT-RR no. for validation cannot be overstated. Here's an example of the format applicable in Part B:

• FOIS System: F<FromStationCode><RR No>
• PWB System: P<FromStationCode><PWB No>

Here are the common errors you should avoid to safeguard from future problems

• Leaving blank fields.
• Entering incorrect digits.
• Using the wrong formats.
• Entering incomplete numbers.

E-Way Bill and RR No./PWB Number Validation

Another key feature of e-way bills for railway parcels is the real-time validation of the RR no. and the PWB no. Under this mechanism, the e-way bill system is integrated with PMS and FOIS systems to cross-verify the details with the railways' database. Here are some key points for RR no./eT-RR no. Validation:

• If you enter the wrong details, the validation fails.
• If there is incomplete information, the validation fails.
• The railway system verifies these details with the e-way bill system during transit.
• Ensure timely updation of Part B to avoid penalties.

Integrating e-way bills for railway parcels with the PMS and FOIS systems is a game changer for GST management. It has not only streamlined GST for railway transportation but also reduced the chances of tax avoidance. However, businesses must become more cautious about entering the correct details in the e-way bill system for railway transport. If you enter the correct information promptly, you can avoid penalties.