Guides, glossaries and calculators to help you scope, cost and run an ERPNext implementation — from GST and e-invoicing setup to module-by-module walkthroughs.
Quick definitions of key terms
Expert insights and updates
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Movement documents raised at dispatch, by the system. An e-way bill is not an accounting document, it is an operational one. It has to exist before the vehicle leaves, it has to carry the right vehicle number, and the threshold that decides whether it is needed at all is set by a state, not by your company policy. Configured properly, the dispatch clerk records a delivery and the paperwork follows.
ERPNext raises e-way bills through the India Compliance app, connecting to the NIC system via a GST Suvidha Provider.
Yes. A delivery note or sales invoice can generate an e-way bill through a GST Suvidha Provider, returning the EBN and validity period onto the document. Part-B vehicle details can be added at dispatch or updated in transit, and state-specific intra-state thresholds are applied per consignment rather than using one national default.
Unlike most compliance failures, this one stops a truck. The cost is immediate and operational rather than showing up at year end.
Intra-state thresholds and exempt commodity lists are set by each state and differ substantially. A business configured to a single national default either raises documents that were never needed, or misses ones that were, and the second kind is discovered at a checkpoint.
The bill gets generated from the office while the loading happens at the gate, so the vehicle number is added later or guessed. A mismatch between the document and the actual vehicle is exactly what an inspection looks for.
Validity is distance-based, and a breakdown or a long queue can outlast it. Extension has to be requested before it lapses, and teams that are not watching the clock find out when the consignment is already stopped.
Material going out for processing is not a sale, so it never reaches the billing team, and the delivery challan leaves without a bill. For businesses with heavy outsourcing this is the single most common gap.
The objective is that documentation is decided by the consignment, not by whoever is at the dispatch desk that afternoon.
A delivery note or invoice raises the e-way bill and receives the EBN, generation date and validity back onto the same record, ready to print with the consignment.
The clerk records a dispatch. Whether a bill is needed, and what goes in it, is the system's decision rather than a judgement call.
Intra-state thresholds are configured per state alongside the inter-state rule, so a business operating across a border applies the correct test to each leg.
This matters most on corridors like Hosur to Bangalore or Noida to Delhi, where routine short journeys are inter-state for GST purposes.
Vehicle details can be entered at generation or updated at the gate, transporter changes are recorded, validity can be extended before it lapses, and cancellation within the permitted window is initiated from the document.
Remaining validity is visible on the record, so the extension decision happens before the deadline rather than after.
Job work despatches, branch transfers, sale on approval and returns are configured with the correct sub-type and document basis, so material leaving for processing is documented like anything else.
For subcontract-heavy operations this closes the largest single compliance gap in the dispatch process.
Several consignments on one vehicle can be consolidated, and any dispatch that failed to raise a bill sits in a visible queue rather than passing unnoticed.
The queue is the control. Without it, a failed generation looks exactly like a successful one from the warehouse floor.
Generation is initiated from a dispatch document. Nothing is sent without a delivery note or invoice behind it.
| ERPNext field | E-way bill field | Direction | Notes |
|---|---|---|---|
| Delivery Note or Sales Invoice | EWB generation request | ERPNext → NIC | Sent via GSP after local threshold check |
| Company GSTIN & dispatch address | From details | ERPNext → NIC | Dispatch-from can differ from the billing address |
| Customer GSTIN & shipping address | To details | ERPNext → NIC | Ship-to drives distance and therefore validity |
| Item lines with HSN & value | Item details | ERPNext → NIC | HSN mandatory; consignment value decides applicability |
| Transaction type | Supply type & sub-type | ERPNext → NIC | Job work, branch transfer and returns each differ |
| Transporter ID & vehicle number | Part-B | ERPNext → NIC | Enterable at generation or updated at the gate |
| EBN & validity | Written back to the document | NIC → ERPNext | Printed with the consignment paperwork |
| Vehicle change in transit | Part-B update | ERPNext → NIC | Recorded against the same EBN |
| Extension request | Validity extension | ERPNext → NIC | Must be raised before validity lapses |
Proved against live consignment shapes at the gate before cutover, because the failure mode here is a stopped vehicle.
Every kind of dispatch you actually make is listed — sales, branch transfer, job work out and in, sale on approval, returns, exports — because each carries a different supply sub-type.
Inter-state rules plus the intra-state threshold and exemption list for every state you dispatch from or into, so the applicability test matches the consignment rather than a national default.
Credentials configured against your registration and proved in the sandbox environment, with the connection tested for generation, update, extension and cancellation.
Real consignments documented in parallel for a short period, including a job work despatch and a cross-border delivery, so the dispatch team has raised bills before it depends on doing so.
Production cutover with the failure queue and validity monitor in place, plus a short session for dispatch staff on Part-B updates and extensions.
Timeline shown is indicative. Thresholds, exemptions and validity rules are set by statute and change; applicability is confirmed with your own advisors.
The boundary matters here more than usual, because the consequence of assuming wrongly is at a checkpoint.
This is general information, not legal or tax advice. Thresholds and exemptions change and vary by state; confirm your position with a qualified professional.
Yes, and it needs to. Intra-state thresholds and exemption lists are configured per state, so a consignment moving within Tamil Nadu is tested against the Tamil Nadu rule while one crossing into Karnataka is tested against the inter-state rule. Businesses on a border corridor need both configured.
Either the billing team at generation or the dispatch team at the gate, depending on how you operate. Part-B can be entered at generation, added afterwards, or updated in transit if the vehicle changes, all against the same EBN and from the same document.
An extension has to be requested before it lapses, and the remaining validity is visible on the document so the decision is prompted rather than remembered. Once validity has expired the options narrow considerably, which is why the monitor exists.
Yes, and this is usually the biggest gap we find. Job work despatches are configured with the correct supply sub-type and raised from the delivery challan, so material going to a processor is documented the same way a sale is.
Yes. Individual bills are raised per consignment and then a consolidated bill is generated for the vehicle, which is the normal pattern for distribution routes with multiple drops.
The dispatch is recorded in ERPNext and the generation request lands in the exception queue for retry, so your warehouse is not blocked. The queue makes it visible that a consignment is still without a bill, which is the point — a silent failure at dispatch is worse than a delayed one.
A short call about how consignments leave your gate today and how often paperwork holds one up.
ERPNext and Frappe are trademarks of Frappe Technologies Pvt. Ltd. References to the e-way bill system, the National Informatics Centre and GST Suvidha Providers describe statutory infrastructure operated by or on behalf of Indian authorities and are used here for identification only.
