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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

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.

17th March 2021
1. The e-way bills portal has released an update stating that e-way bills cannot be generated with only SAC codes (99) for services. There should be a minimum of one HSN code belonging to goods mentioned mandatorily.
2. Vehicle type ODC is provisioned for transport mode ‘Ship’.
3. Transporters are provided with a report of e-way bills based on the assigned date.

22nd December 2020
1. The CBIC increased the distance per day in case of goods transported through vehicles, other than the over-dimensional cargo, for determining the validity, as follows:
(a) It is one day – For a distance of up to 200 km as against earlier 100 km
(b) An additional day is taken- For every additional 200 km or part thereof, as against previously notified additional 100 km or part thereof
2. Regarding blocking of the e-way bill where a taxpayer fails to file GSTR-3B, the provision has been amended to replace two or more months with two or more tax periods. The same has been changed to include the quarterly return filers.

16th November 2020
1. According to Rule 138E (a) and (b) of the CGST Rules, 2017, the e-way bill generation facility of a taxpayer will be restricted, if the taxpayer fails to file their Form GSTR-3B returns or statement in Form GST CMP-08, for tax periods of two or more.
2. On 1st December 2020, the system will check the status of returns filed in Form GSTR-3B or the statements filed in Form GST CMP-08, for the class of taxpayers to whom it applies, and restrict the generation of e-way bill in case of:
(a) Non-filing of two or more returns in Form GSTR-3B for the months up to October 2020; and
(b) Non-filing of two or more statements in Form GST CMP-08 for the quarters up to July to September 2020
3. From 1st December 2020 onwards, blocking of e-way bill generation facilities would be made applicable to all taxpayers, irrespective of their Aggregate Annual Turnover (AATO), according to the terms of Rule 138E (a) and (b) of the CGST Rules, 2017.
4. The blocking will take place periodically from 1st December 2020 onwards.
5. To continue generating e-way bill on the e-way bill portal, taxpayers are advised to file their pending GSTR-3B returns/GST CMP-08 statements immediately.

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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