Index

Create, Manage & Freeze Sub-user on the e-Way Bill portal

Q: Who can create a sub-user on the e-Way Bill portal?

A registered e-Way Bill user can create sub-users with specific roles and access to manage e-Way Bill tasks on their behalf.

Q: How many sub-users can be created under a single GSTIN?

Under a single GSTIN, up to 3 sub-users can be created for each registered branch on the eWay Bill portal

Q: What permissions can be assigned to a sub-user?

The permissions that can be granted to a sub-user include generating new e-Way Bills, canceling previously generated e-Way Bills, modifying existing e-Way Bill details, viewing e-Way Bill details, accessing and performing actions on e-Invoices created by the main user, and generating various reports related to e-Way Bills.

Q: Can multiple sub-users operate simultaneously under the same GSTIN?

Yes, multiple sub-users can operate simultaneously under the same GSTIN on the e-way bill portal. The main user can create and manage sub-users, assigning them specific roles and permissions to perform tasks such as generating, updating, or canceling e-way bills.

By Tanya Gupta

The e-Way Bill portal provides many facilities to simplify the entire process of generating e-Way Bills, from generation to cancellation. Additionally, features like the SMS facility, the Sub-users feature, and the Masters address many users' procedural issues.

A supplier or transporter must first register on the e-Way Bill portal to access these facilities.

What is the Need to Create Sub-Users?

e-Way bill is to be generated for every consignment valuing more than Rs. 50,000.

Many of the businesses have multiple places of business or head office and branch at different locations or work remotely from the principal place of business.

Generating e- Way Bill with a single login may be a challenge for them.

To overcome this challenge the concept of sub-users has been introduced.

A sub-user can use the same login credentials created originally and perform the actions as per the access that is given to them. For example, a sub-user may be allowed to generate e-Way Bill and restricted to reject any e-Way Bill.

How to Create Multiple Sub-Users for same GSTIN?

Let’s see the steps to create and manage sub-users:

Step 1: Click ‘Create Sub-user’ under the option ‘User Management’.

The system validates the user's mobile number with an OTP and then displays the next screen.

Step 2: Enter the details on the ‘user creation’ screen that appears and Click on ‘Submit’

Let’s check each part of the screen :

Enter the desired ‘Suffix Login ID’ (Sub-User name) and click on ‘Check’ to check for its availability.

Note: if the taxpayer’s username is ‘LAWREL123’ and he is giving the suffix as ‘MADI’, then the sub-user id will be ‘LAWREL123_MADI’.

Select the facilities that are available for sub-user on the e-Way Bill portal i.e e-Way Bill generation, consolidated E-way bill, rejection, report generation or updating masters from the checkboxes.

Click on ‘Submit’. The system pops up an error message if any, otherwise the sub-user is created and a password is automatically generated and sent to the contact details of the sub-user via SMS.

When to Freeze the Sub-Users and the Steps to Follow?

The system gives an option to the taxpayer to freeze the sub-user i.e. Disable the sub-user from using facilities on the E-way bill portal.

Step 1: Click ‘Freeze Sub-user’ under the option ‘User Management’

Step 2: Select the sub-user you want to Freeze, the below screen opens up. Now click on the ‘Freeze’ button appearing at the bottom of the screen.