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How To Create Transporter Ledger In Tally

Written By Wednesday, November 24, 2021 Add Comment Edit

e-Way Bill

Important Announcement

This is to inform you that National Informatics Centre (NIC) has made certain changes in the JSON schema for e-Way Bill (EWB). These changes are expected to go live on 1st July 2021. Therefore, the existing tools for e-Way Bill JSON Preparation and Consolidated e-Way Bill JSON Preparation will stop working and the JSON file generated from TallyPrime for EWB may fail during Upload.

We have made necessary enhancements in the product to address these changes, which will be available TallyPrime Release 2.0 onwards. Therefore, we urge you to upgrade to the latest release of TallyPrime at the earliest.

However, if you need time to upgrade to the latest TallyPrime release and want to continue generating e-Way Bill from your existing TallyPrime release, refer to the steps mentioned in the Export Data to JSON Preparation Tool and Create JSON section. The latest offline tool can be downloaded from here: https://docs.ewaybillgst.gov.in/html/formatdownloadnew.html

To know how to export e-Way Bill details using Excel, clickExport Data to JSON preparation tool and Create JSON.

TallyPrime supports the e-Way Bill JSON Preparation Tool, Version 1.0.0219. In TallyPrime, you can enter e-Way Bill details only when such transactions are recorded with stock items. The provision to enter e-Way Bill details is not available in accounting invoice mode, and in companies enabled to Maintain only accounts.

Setup for e-Way Bill

  1. Open thecompany.
  2. PressF11 (Feature) > setEnable Goods and Services Tax (GST) asYes.
  3. In theCompany GST Details screen, e-Way Bill options, including the applicable date, threshold limit, and the value to be considered for the threshold limit, are provided.
  4. Select the value to be considered for the threshold limit based on your business requirement.

    You can enable the option Applicable for intrastate and enter theThreshold limit, based on the applicability of e-Way Bill for your state. The threshold limit will be applied for the transactions recorded.

In the party ledger, if you have selected the Registration type as:

Record Invoice with Details Required for e-Way Bill, and Create JSON

When you enable e-Way Bill for a company, the option Export e-Way Bill details from invoice after saving? is also enabled in the Voucher Configuration screen.

  1. Gateway of Tally >Vouchers > pressF8 (Sales).
    Alternatively, pressAlt+G(Go To) >Create Voucher> pressF8(Sales).
  2. Select the party ledger, sales ledger, stock items, and tax ledgers.
    As in other transactions, you can create the ledger or stock item on the fly by pressingAlt+C. Alternatively, pressAlt+G(Go To) >Create Master> type or selectLedger> and pressEnter.
  3. Set the optionProvide GST/e-Way Bill details toYes, it appears when the invoice value is above Rs.50,000. PressEnter to view theStatutory Details screen.?
  • In theStatutory Details screen, enter the mandatory details required for generating the e-Way Bill. 
                      Note:                  Press                  F12                  (Configure) to: -                  Enable consolidated e-Way Bill details                  - enter the details required for generating a consolidated e-Way Bill. -                    Show state name for Dispatch From and Ship To - select the state name under                  Dispatch From                  and                  Ship To                  sections. -                  Show consignor details - update your company address details.
  • Check the distance between the pincodes entered for Dispatch From andShip To on the e-Way Bill System (e-Way Bill system > Search > Pin to Pin distance).
  • Enter theDistance (in KM) based on thePincode entered inDispatch From andShip To sections ofe-Way Bill Details screen.
  • Enter the distance manually for the first time.
    • Based on the combination of same party ledger and pincodes entered in the e-Way Bill Details screen of previous invoice, the distance will be prefilled for the subsequent invoices.
    • If the prefilled distance ischanged in thee-Way BillDetails screen of any of the invoices, the updated distance will get prefilled for the subsequent invoices. 
                            Note: If you enter the Distance for the first time, the same will be retained for the combination of same party and pincodes. You can change it, if required. If you press                      Spacebar                      on the                      Distance                      field, the                      Distance                      will reappear, as it cannot be left blank.
  • For transport by:
    • Road, you can either enter theDate andVehiclenumber, orDate andTransporterID.
    • Rail/Air/Ship, you have to enter the Date along with either theDoc. No.,Lading No.,RR No., orAirWay No.
  1. If goods are transported in different modes or vehicles, pressAlt+R (Transporter Details) to enter theTransporter's Details. Enter the distance manually for the first time.
    • Based on the combination of same party ledger and pincodes entered in the previous invoice, the distance will be prefilled in theTransporter's Details screen for the subsequent invoices.
    • If the prefilled distance ischanged in the e-Way Bill Details screen of any of the invoices, the updated distance will get prefilled for the subsequent invoices.
    • Accept theTransporter's Details screen.
  2. PressAlt+W (e-Way Bill Details) to enter the details of multiple e-Way Bills generated for a single transaction.
    • In thee-Way Bill Details screen, enter thee-Way Bill No. andDate for eachSub Type along with theDocumentType andStatus of e-Way Bill. You can now selectSKD/CKD/Lots, as per the new e-Way Bill requirements.
    • If you are updating the consignor and consignee details, enter the pincodes for both. Based on these pincodes, manually enter theDistance in theTransporter Details (when the optionUpdate Transporter Details is enabled) or e-Way Bill Details (if transporter details are not updated), for the first time.
      • Based on the combination of same party ledger and pincodes entered in the previous invoice, the distance will be prefilled in the Transporter's Details ore-Way Bill Details for the subsequent invoices.
      • If the prefilled distance ischanged in theTransporter's Details ore-Way Bill Details of any of the invoices, the updated distance will get prefilled for the subsequent invoices.
  3. Accept thee-Way Bill Details screen.
  4. Accept the screen. As always, you can pressCtrl+A to save.
    The Export Details for e-Way Bill screen appears.
  5. PressEnter to create a JSON file. The folder in which the JSON is created now appears.
  6. Upload the JSON file to the portal to generate the e-Way Bill.
  7. Return to the invoice in TallyPrime Enter thee-Way Bill No. ande-Way Bill bin the Updatee-Way Bill Information screen.

Note: You can update these details in the Update e-Way Bill Information report as well. To create one JSON for multiple invoices from theInvoice Ready for Export section of e-Way Bill Report. If you have configured the voucher type to print after saving, you can print the invoice with e-Way Bill number. If you had entered e-Way Bill details in delivery note and tracked it to sales invoice, you need to manually enter the same details of e-Way Bill in the sales invoice.

Mandatory details missing in invoice

If the mandatory details required for generating e-Way Bill are not provided or specified incorrectly, a message appears while saving the voucher. You can provide the details by referring to the message.

Altering an invoice

If you alter the invoice and the total value exceeds Rs. 50,000, the option Provide GST/e-Way Bill details appears to enter the e-Way Bill details. It prompts for generation of JSON on saving the invoice. You can also create JSON at a later point in time, by pressingCtrl+E in the alteration mode of the invoice.

UQC for e-Way Bill

The list of Unit Quantity Code (UQC) provided by GSTN for GSTR-1, does not match with the list provided by NIC for e-Way Bill. Also, the availability of UQC is not mandatory for generating the e-Way Bill. Hence, the export of UQC mapped to the stock items selected in the invoice, is not supported in TallyPrime. Once the list of UQC provided by NIC matches with that of GSTN, the required changes will be made available in TallyPrime.

e-Way Bill option not appearing in the invoice – Probable causes and solution

You can do the following if the option Provide GST/e-Way Bill details is not appearing in the invoice.

  1. Type of Supply – Ensure Goods is selected as Type of Supply. If you have selected Services, e-Way Bill option will not appear.
  2. Voucher creation screen – make a note of the voucher date, voucher amount, and whether it is an interstate or intrastate transaction. Then check if:
    • The optione-Way Bill applicable is set toYes in theCompany GST Details screen (fromF11 (Feature)).
    • The voucher date is on or after theApplicable from date set for e-Way Bills.
    • The voucher amount is above the,Threshold limit set for interstate or intrastate transaction, based on theInvoice value,Taxable andexempt goods value or Taxable goods value, as defined for the optionThreshold limit includes.
    • Make the required changes and save the screen.
    • Record a new transaction, enter the amount and date, and check if the optionProvide GST/e-Way Bill details is appearing in it.
    • If the option does not appear, rename the tallycfg.tsf file in Tally folder and recheck the date and values in the voucher. Ensure the relevant options are enabled in theCompany GST Details screen.
  3. Voucher alteration screen – in thee-Way Bill Reports:
    • Check if the invoice is appearing in theInvoices Exported section of the report (as the e-way Bill details were exported for creating the JSON file).
    • PressCtrl+I (More Details) to check if the e-Way Bill details are available.
  4. If difficulty persists, go toExport for e-Way Bill report. In the:
    • Information required for e-Way Bill not provided section, check if the transaction is available and resolve the exception.
    • Invoices Ready for Export section, check if the transaction is available.

e-Way Bill for Exports, Imports and Transactions with SEZ Units

  • If you select the Nature of transaction provided for Exports:
    • Select:
      • The State asOther Countries under Bill To.
      • The Indian state or other territory in which the airport, shipping yard or border check post is located, underShip To.
    • Enter the Pincode of the location (airport, shipping yard or border check post) from where the consignment is exported. A note appears to indicate this information.
    • The GSTIN appears asURP, underBill To.
  • If you select the Nature of transaction provided for Imports:
  • For purchases, if you select the Nature of transaction provided for SEZ:
    • The party's GSTIN will appear underBill From section.
    • TheState underBill From section appears asOther Countries. Select the Indian state or other territory in which the airport, shipping yard or border check post is located under Dispatch From.
      • You can enter thePincode of the location (airport, shipping yard, or border check post) to which the consignment is received.
  • For sales, if you select the Nature of transaction provided for SEZ:
    • The party's GSTIN will appear underBill To section.
    • Enter thePincode of the location (airport, shipping yard, or border check post) from where the consignment is dispatched.
      • Select:
        • TheState asOther Countries underBill To.
        • The Indian state or other territory in which the airport, shipping yard or border check post is located, underShip To. 
                                        Note:                              When the party is of SEZ unit, the                              Sub Type                              appears as Export (for sale) or Import (for purchase), with a note.

          If you change theSub Type (to anything other thanExport orImport), the note will continue to appear. You can ignore the note as it is not relevant for any otherSub Type.

Upload JSON file to portal

  1. In the GST portal, clicke-Way Bill System > Click here to go to e-Way Bill Portal.
  2. To generate the e-Way Bill, choose the required links:
    • e-Waybill > Generate Bulk
    • Consolidated EWB > Generate Bulk
  3. ClickChoose File > selectJSON > clickUpload & Generate. The e-Way Bill gets generated.

Print the invoice with e-Way Bill number

If the voucher type is enabled toPrint voucher after saving, theVoucher Printing screen appears on saving the voucher. If not, go to alteration mode of the invoice and pressCtrl+P (Print). In theVoucher Printing screen:

  1. PressC (Configure).
  2. Ensure the optionShow e-Way Bill No.is set toYes.
  3. Accept thePrint Configuration screen.
  4. PressEsc and press P (Print) to print the invoice.

Export for e-Way Bill Report

In this report, you can:

  • Resolve the exceptions by entering the mandatory details that were not provided during voucher entry.
  • Check the invoice status to export or update e-Way Bill number and date.
  • Create JSON or export data to JSON preparation tool

To view the details of the report, you can do the following:

  • PressCtrl+B (Basis of Values) to configure the values in your report for that instance, based on different business needs.
  • InExport for e-Way Bill Report, you can set Threshold limit for Interstate and Intrastate. PressCtrl+B (Basis of Values) >Set Threshold limit for Interstate > pressEnter and set the Value. PressEsc to view the default values.
    Similarly, you can include URD purchases, Non URD purchases, etc.
  • PressCtrl+H (Change View) > type or selectVoucher-wise Report > pressEnter. PressEsc to view the default report.
  • PressShift+Enter on each invoice underInvoices Ready for Export andInvoices Exported, to view the transport details of each invoice.

In this section

  • Status-wise View of e-Way Bill Report
  • HSN Code not specified
  • Information required for e-Way Bill not provided
  • Invoices Ready for Export
  • Invoices Exported
  • Excluded by User
  • Voucher-wise View of e-Way Bill Report

Status-wise View of e-Way Bill Report

  • Gateway of Tally >Display More Reports > Statutory Reports >GST >e-Way Bill > Export for e-Way Bill.
    Alternatively, pressAlt+G ( Go To) > type or selectExport for e-Way Bill > and pressEnter.
    The report appears for one day. You can change the date or period, if required.
  • PressF2 (Date) to change the date. PressAlt+F2 (Period) to change the period, if needed.
  • PressF12 (Configure), and enable the options to view purchases made from unregistered and other dealers and sales returns. If you have tracked delivery notes in sales, you can view only sales or delivery note or both sales and delivery notes. You can also change the threshold limit of the transaction to view the relevant vouchers in the report. 
                      Note: The option Include Tracked Vouchers will appear only if delivery note and receipt note voucher types are enabled.

HSN Code not specified

Displays the count of transactions for which HSN code is not defined.

  1. Select the exceptionHSN Code not specified, and pressEnter.
  2. Select the required stock item.
  3. Enter theHSN/SAC Name andHSN/SAC.
  4. Accept the screen. As always, you can pressCtrl+A to save.

Information required for e-Way Bill not provided

Displays the count of transactions for which mandatory details required for generating e-Way Bill are not provided. If a POS invoice value exceeds the threshold limit provided for e-Way Bill, the transaction appears here.

  1. Select the exceptionInformation required for e-Way Bill not provided, and pressEnter.
  2. Skip Validation: PressAlt+S (Skip Validation) for vouchers that you want to accept without validating the following:
    • Transporter ID
    • Vehicle number
    • GSTIN/UIN
    • Pincode
    • Distance
      This button will be activated only for vouchers in which these details are not available in the format provided by the department.
  3. PressEnter to accept.
    TheState field appears under Dispatch From and Ship To sections in e-Way Bill details screen of the invoice. If you have not selected the State name underBill From,Dispatch From,Bill To orShip To, the invoice will appear as an exception. To resolve this exception, you need to select the Indian State or other territory.
    While resolving the exception, Other Countries will not be listed for selection as per the latest requirements of e-Way Bill.
  4. For the other exceptions, you can do one of the following:
    • PressAlt+H (Exclude Vouchers), to exclude a transaction from this report.
    • PressAlt+W (Update Details) and enter thee-Way Bill Details for sales and POS invoice.
    • Select the required voucher, and pressEnter.
    • Enter theConsignor Pincode andConsignee Pincode. If you had entered the distance in any of the previous invoices for these pincodes and party ledger combination, the Distance will be prefilled. You can edit this distance if required.
  5. Enter the other missing details (for sales and POS invoices).
  6. Accept the screen. As always, you can pressCtrl+A to save.

Invoices Ready for Export

Displays the count of transactions which have all the mandatory details required for generating e-Way Bill, and are ready for export.

  1. Select Invoices Ready for Export and press Enter.
  2. PressF12 (Configure) and enable the optionsShow Taxable Amountand Tax Amount andShow Tax types in separate columns, to view the taxable value and tax amount in separate columns.
                      Note: When the option Assessee of other territory is enabled in Company GST Details screen, the column for UT Tax Amount will appear instead of State Tax Amount.
  3. PressShift+Enter on each invoice, to view the transaction types inferred based on the States selected in the e-Way Bill Details screen.
  4. PressF4 (Party) to select a particular party ledger, and display the relevant transactions.
  5. PressCtrl+H (Change View) to view the details of a report in different views with additional details or for a specific period. You can also view other reports related to the current report.
    To view theUpdate e-Way Bill Information fore-Way Bill – Voucher Register, pressCtrl+H (Change View) > type or selecte-Way Bill – Voucher Register > pressEnter. PressEsc to view the default report.
  6. PressAlt+H(Exclude Vouchers), to exclude a transaction from this report.
  7. PressAlt+V (Open e-Way Bill Portal)to open the GST portal.
  8. Select the required transaction (press Spacebar to select more than one transaction), and pressAlt+E (Export) >e-Way Billto export.
  9. PressE(Send) to create the JSON file.

Invoices Exported

Displays the count of transactions which are exported in MS Excel or JSON format.

  1. SelectInvoices Exported and pressEnter.
  2. PressF12 (Configure) and enable the optionsShow Taxable Amountand Tax Amount andShow Tax types in separate columns, to view the taxable value and tax amount in separate columns.
  3. PressShift+Enter on each invoice, to view the transaction types inferred based on the States selected in thee-Way Bill Details screen.
  4. Based on the location of the party selected (underBill To,Ship To,Bill From andDispatch From) in the invoice, the Transaction Type appears in this report.
    • Regular – appears when the State or location selected in the sections:
      • Bill From andDispatch From is same, or
      • Bill To andShip to is same.
    • Bill To – Ship To – appears when the same State is selected under Bill From, Dispatch From, and Bill To.
    • Bill From – Dispatch From – appears when different States are selected under Bill From and Dispatch From are different, but the same State is selected under Bill To and Ship To. 
                            Note:                      Bill To - Ship To                      and                      Bill From - Dispatch From                      - appear when different states are selected under Bill From, Dispatch From, Bill To, and Ship To.
  5. PressF4 (Party) and select the required party ledger.
  6. Press Ctrl+H (Change View) to view the details of a report in different views with additional details or for a specific period. You can also view other reports related to the current report.
    To view theUpdate e-Way Bill Information fore-Way Bill – Voucher Register, pressCtrl+H (Change View) > type or selecte-Way Bill – Voucher Register > pressEnter. PressEsc to view the default report.
  7. PressAlt+H(Exclude Vouchers), to exclude a transaction from this report.
  8. PressAlt+V (Open e-Way Bill Portal), to open the GST portal.
  9. PressAlt+E (Export) > selecte-Way Bill to export the transactions to MS Excel or JSON format. This button is highlighted only on selecting transactions that do not havee-Way Bill number anddate.
  10. PressAlt+W (Update Details) to enter the e-Way Bill number and date.

Excluded by User

Displays the count of transactions which excluded from the e-Way Bill report.

  1. SelectUser-excluded Transactions and pressEnter.
  2. PressAlt+H (Include Vouchers) to include the transaction in the report.

Voucher-wise View of e-Way Bill Report

In the Status-wise View of Export for e-Way Bill report, pressF8 (Voucher-wise View) to display the transaction details.

Update e-Way Bill Information

Displays invoices for which e-Way Bill number and date are not provided.

  1. Gateway of Tally >Display More Reports >Statutory Reports >GST >e-Way Bill >Update e-Way Bill Information.
    Alternatively, pressAlt+G (Go To) > type or selectUpdate e-Way Bill Information> and pressEnter.
    You can also pressCtrl+H (Change View) from theExport for e-Way Bill report to view this report.
  2. Select the required party, and pressEnter. The report appears for only one day. You can change the date or period, if required.
  3. PressF12 (Configure) and set the options, as required.
  4. You can pressF8 (Status-wise View) to view the report based on invoice status.
  5. PressCtrl+B (Basis of Values) to configure the values in your report for that instance, based on different business needs.
    In Update e-Way Bill Information Report, you can set Threshold limit for Interstate and Intrastate. PressCtrl+B (Basis of Values) >Set Threshold for Intrastate > pressEnter and set the Value. PressEsc to view the default values.
    Similarly, you can include URD purchases, Non URD purchases etc.
  6. PressCtrl+H (Change View) to view the details of a report in different views with additional details or for a specific period. You can also view other reports related to the current report.
    To view theStatus-wise report forUpdate e-Way Bill Information, pressCtrl+H (Change View) > type or selectStatus-wise > pressEnter. PressEsc to view the default report.
  7. Enter thee-Way Bill No.,e-Way Bill Date,Consolidated e-Way Bill No. andConsolidated e-Way Bill Date, as applicable for each transaction.
  8. Save the report.

e-Way Bill Report

Displays invoices that have e-Way Bill number and date.

  1. Gateway of Tally >Display More Reports> Statutory Reports >GST >e-Way Bill >e-Way Bill Report.
    Alternatively, pressAlt+G (Go To) > type or selecte-Way Bill Report > and pressEnter.
  2. You can pressCtrl+H (Change View) fromExport for e-Way Bill orUpdate e-Way Bill Information reports to view this report.
  3. In this report, you can:
    • PressF4 (Party) and select the required party ledger.
    • Ctrl+H (Change View) – You can display the details of a report in different views with additional details or for a specific period. You can also view other reports related to the current report.
    • PressAlt+V (Open e-Way Bill Portal) to open the GST portal.
    • PressAlt+W (Update Details) to enter the e-Way Bill number and date.

Consolidated e-Way Bill

  1. Gateway of Tally >Display More Reports >Statutory Reports >GST >e-Way Bill >e-Way Bill Report.
    Alternatively, pressAlt+G (Go To) > type or selecte-Way Bill Report > and pressEnter.
  2. PressF8 (Consolidated View) to view the grouping based on mode, vehicle number, place and state.
  3. In this report, you can:
    • PressF8 (Invoice-wise) to view the details of individual invoices.
    • Select more than one invoice (press Spacebar), pressAlt+B (Update Consolidated Info.) to enter the consolidated e-Way Bill invoice number and date.
    • Ctrl+H (Change View) – You can display the details of a report in different views with additional details or for a specific period. You can also view other reports related to the current report.
    • Select more than one invoice (pressSpacebar), and pressAlt+E (Export) > selectConsolidated e-Way Bill > and pressEnter. To create JSON for consolidated invoices as shown below:

      The options inUpdate Consolidated Details appear only when the details are not provided in the invoices selected for export. The Mode, Vehicle No.,From Place and State entered here, will be updated in the invoices.
  4. PressAlt+V (Open e-Way Bill Portal) to open the GST portal.

Export Data to JSON preparation tool, and Create JSON

When you save the invoice enabled with the option to Export e-Way Bill details from invoice after saving, the Export Details for e-Way Bill screen appears. The default format is set to JSON e-Way Bill Details (Data Interchange). To download the tool, and export:

  1. PressAlt+V (Open e-Way Bill Portal) fromExport for e-Way Bill ore-Way Bill Reports, to open the GST portal.
  2. Presse-Way Bill System >Click here to go to e-Way Bill Portal.
  3. In the e-Way Bill system, clickHelp >Tools >Bulk Generation Tools.
  4. UnderJSON Preparation Tools, clickE-Waybill JSON Preparation (Generation of EWB by Common enrolled transporter included in this version). The fileEWB_Preparation_Tool.xlsm gets downloaded.
  5. Copy the downloaded file to theExport Location of TallyPrime.
  6. In theExport for e-Way Bill screen, pressCtrl+E (Export).
  7. SelectExcel (Spreadsheet)as theFormat. If the template is not available in theExport Location, the message appears as shown:

    Download the tool from the e-Way Bill System of the GST portal and copy it in theExport Location of TallyPrime.
  8. In theExport screen
    1. SelectExcel (Spreadsheet) as theFile Format.
    2. Specify theFolder Path. By default, the specified path is the TallyPrime Installation folder path.
    3. Verify and update theFile Name, if needed.
      • Ensure that the latest tool is available in the specified path or Export cannot be carried out.
      • Ensure that theFile Name in the Export screen is the same as the name of the tool. Otherwise, Export will fail. You can do the following:
        • Copy the name of the tool and append to theFile Name.
          Alternatively, rename the tool and add the same name to theFile Name in TallyPrime.
        • Add the extension .xlsm if not available. A sample image is shown below

          Once done, the tool will be updated with the details.
  9. Update any other mandatory details (specified with asterisk *) as per the tool and clickValidate to verify the details.
  10. On successful validation, clickPrepare JSON.

    JSON will be generated in the folder where the tool is located.

  11. Upload the JSON file to the portal to generate the e-Way Bill.
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How To Create Transporter Ledger In Tally

Source: https://www.spectratally.com/blog/e-way-bill-in-tally-prime-1

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