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

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’.

Enter the name of the authorised personnel,designation, mobile number and email ID who will use this sub-user ID. This will enable the user to generate the EWB for all the offices or for a particular office.

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.

On clicking the ‘Freeze’ button, The sub-user will no longer be able to access any facilities on the e-Way Bill portal.