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

Updated on: May 10th, 2022


7 min read

e-Way Bill portal provides many facilities for simplifying the entire process revolving around e-Way Bills right from its generation till the cancellation. Apart from these, many procedural discomforts of the users are also addressed through features like SMS facility, Sub-users feature, Masters.

A Supplier/transporter has to register on the e-Way Bill portal to make use of the above-mentioned facilities.

Latest Updates

29th August 2021
From 1st May 2021 to 18th August 2021, the taxpayers will not face blocking of e-way bills for non-filing of GSTR-1 or GSTR-3B (two months or more for monthly filer and one quarter or more for QRMP taxpayers) for March 2021 to May 2021.

4th August 2021
Blocking of e-way bills due to non-filing of GSTR-3B resumes from 15th August 2021.

1st June 2021
1. The e-way bill portal, in its release notes, has clarified that a suspended GSTIN cannot generate an e-way bill. However, a suspended GSTIN as a recipient or as a transporter can get a generated e-way bill.
2. the mode of transport ‘Ship’ has now been updated to ‘Ship/Road cum Ship’ so that the user can enter a vehicle number where goods are initially moved by road and a bill of lading number and date for movement by ship. This will help in availing the ODC benefits for movement using ships and facilitate the updating of vehicle details as and when moved on road.

18th May 2021
The CBIC in Notification 15/2021-Central Tax has notified that the blocking of GSTINs for e-Way Bill generation is now considered only for the defaulting supplier’s GSTIN and not for the defaulting recipient or the transporter’s GSTIN.

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’ on the left-hand side of the dashboard

e-Way Bills sub-user

Step 2: An OTP is sent to the registered email ID/mobile number.  Enter this and Click on ‘Validate’

e-Way Bill OTP sub-user

Step 3: Enter the details on the ‘user creation’ screen that appears and Click on ‘Submit’

Let’s check each part of the screen :

e-Way Bill create sub-user 1

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 ‘abcdef’ and he is giving suffix as ‘rvk’, then the sub-user id will be ‘abcdef_rvk’.

e-Way Bill sub-user create 2

Enter the name of the authorised personnel, address, designation, mobile number and email ID who will use this sub-user ID.

e-Way Bill sub-user create 3

Choose the place of businesses/ branches for which the sub-user is enabled to generate e-way bills.

e-Way Bill sub-user create 4

Select the facilities that are available for sub-user on the e-Way Bill portal i.e e-Way Bill generation, cancellation, rejection, report generation or updating masters.

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.

Similarly, You can also Manage the Sub-user you create by clicking on ‘Update Sub-user’ under the option ‘User Management’ on the left-hand side of the dashboard, make changes and click on ‘Update’ button.

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’ on the left-hand side of the dashboard

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

e-Way Bill sub-user freeze

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

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Quick Summary

The e-Way Bill portal provides convenience and features like sub-users, SMS alerts, and Masters. The recent update clarified rules for generating e-way bills and managing suspended GSTINs. Sub-users help manage multiple business locations and permissions, with steps for creating and managing them, including freezing options.

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