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All about Linking of e-Way Bill to VAHAN Portal

Updated on :  

08 min read.

Various governmental agencies now store data about its citizens in digital form. It helps easily verify and cross-check any information instantly. In an effort to improve compliance and tax administration, the e-way bill portal will now be linked to the VAHAN system. A pilot run has already begun in the state of Karnataka in this regard.

Latest Update

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 VAHAN system?

‘VAHAN’ is a National Register which acts as a central repository for crucial information related to registered vehicles. It is an initiative by the Ministry of Road Transport and Highways. Details of the registered vehicles can be searched on the system using the following parameters:

  • Registration number of the vehicle
  • Chassis number
  • Engine number

Multiple services such as vehicle registration, issue and renewal of permits, calculation and payment of state (road) taxes, issuance and renewal of fitness certificate, issuance and settlement of challan, etc. can be done using the VAHAN system.

Purpose of e-way bill portal integration with VAHAN system

The e-way bill portal and the VAHAN system are integrated to cross-check/validate the registration number of a vehicle at the time of preparing an e-way bill. Any subsequent attempt to use a vehicle number for e-way bill generation but not registered on the VAHAN system will not be allowed.

How does e-way bill-VAHAN Integration work?

The vehicle number entered in the e-way bill will immediately be verified with the VAHAN system to ensure that the same is valid. The various alerts/problems and their possible solutions have been listed below:

Non-availability of vehicle number

This error is shown when the vehicle number is not available in the VAHAN database. Initially, such a vehicle number will be allowed on the e-way bill portal but cannot be used again subsequently. This error can be resolved by updating the vehicle details at the concerned Regional Transport Office (RTO).

Vehicle registered in more than one RTO

The details of the same vehicle number may be found at more than one RTO. Initially, the portal may accept such a vehicle number but the same will not be allowed to be used subsequently. This can be resolved by visiting the concerned RTO and updating the details in relation to the same.

Checking for details in VAHAN system

It is possible to look up the details of the vehicle on the VAHAN system by visiting this website.

Non-availability of vehicle details on VAHAN system

The vehicle details can be added to the VAHAN system by submitting an application to the concerned RTO along with the necessary documents.

Usage of temporary vehicle numbers

A newly purchased vehicle may be issued a temporary number until the permanent number is issued. In this case, the temporary registration number may be entered into the e-way bill portal with the prefix ‘TR’.

E-way bill portal throws errors for Vehicle details

Vehicle details are available on the VAHAN website but the e-way bill portal still shows an error: In such a case, a grievance may be raised on the e-way bill helpdesk along with the vehicle number used.

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