The five e-way bill mistakes that cause detention

Wrong Part-A details, a missing vehicle number, expired validity, a wrong distance, one bill for many invoices: how each happens and how to avoid it.

Most e-way bill trouble comes from five mistakes: wrong details in Part-A, a missing or outdated vehicle number in Part-B, a bill whose validity has run out, a wrong distance, and one e-way bill used for several invoices. Each one can get a consignment held on the road. All five are easier to prevent at dispatch than to explain at a checkpoint.

Last reviewed: October 2026. When an e-way bill is required, the value and distance limits, validity periods, cancellation time and penalties are set by GST law and the e-way bill portal, and they change. Confirm the current position on the official e-way bill portal or with your CA.

What is an e-way bill, in one paragraph?

An e-way bill is an electronic document generated on the e-way bill portal for the movement of goods. Part-A carries the supply details: who is sending, who is receiving, the invoice or delivery challan, the value and the HSN code. Part-B carries the transport details, such as the vehicle number. The goods travel with the invoice, bill of supply or delivery challan, and the e-way bill number.

If you are unsure whether a movement needs an e-way bill at all, check the current rules on the portal or with your CA. This post is about getting it right once you need one.

Mistake 1: Why is a wrong detail in Part-A a problem?

Because an e-way bill cannot be edited once it is generated. A wrong GSTIN, invoice number, value or HSN code stays wrong, and an officer will compare it with the paper in the vehicle.

The only fix is to cancel the e-way bill and generate a new one. The portal allows cancellation only within a short time after generation, and not once an officer has verified the e-way bill. So check Part-A against the invoice before you generate, not after the truck has left.

The safest habit is to generate the e-way bill from the same invoice data, not to re-type it. If you issue e-invoices, the details can be carried over from the registered invoice; see IRN and the QR code on your invoice, explained.

Mistake 2: What goes wrong with the vehicle number?

There are two common errors: Part-B left empty when the movement requires it, and the vehicle changed on the way without updating Part-B.

Part-B matters more than it looks. The portal starts the e-way bill's validity from the first Part-B entry. If the goods are moved to another vehicle, after a breakdown or at a transporter's hub, the new vehicle number must be updated in Part-B before the goods move on.

Only the generator of the e-way bill, or the transporter it has been assigned to, can update Part-B. If your transporter handles this, agree in writing who updates it and when.

Mistake 3: Why does validity run out?

Validity depends on the distance to be covered, and it ends at midnight on its last day. Goods are not supposed to move on an expired e-way bill.

Delays happen: a breakdown, a road closure, a delay at trans-shipment. The e-way bill portal lets the transporter carrying the goods extend validity for reasons like these, during a limited period around expiry. The extension needs a reason, the current place and the remaining distance. Part-A cannot be changed while extending.

The practical step is to watch the expiry of every e-way bill in transit, not only at dispatch. A list of bills expiring today, checked each morning, catches most of these.

Mistake 4: How can the distance be wrong?

The distance you enter decides the validity. If you enter too short a distance, the e-way bill can expire before the goods arrive. If the distance does not fit the route between the two addresses, it invites questions at a checkpoint.

Enter the approximate distance of the real route, from your place of dispatch to the delivery address. Where goods are billed to one party and shipped to another, use the ship-to address. The portal has a bill-to and ship-to option for this.

Mistake 5: Can one e-way bill cover several invoices?

No. The e-way bill portal requires one e-way bill for each invoice, even when the supplier and the buyer are the same. Several invoices cannot be clubbed into one.

If several consignments travel in the same vehicle, generate an e-way bill for each invoice, then prepare a consolidated e-way bill for the trip. The consolidated e-way bill works like a trip sheet. Each consignment still has to reach its destination within its own e-way bill's validity.

This mistake is common for distributors who send many small bills on one route. If that is your business, see distributor inventory: routes, credit and ageing.

What happens if goods are detained?

Goods moved in breach of the e-way bill rules can be detained under the GST law. The law then requires a penalty to be paid, or security given, before the goods are released. The amount depends on the case and the rules have changed over time, so take advice from your CA.

If a vehicle is stopped and held for a long time, the transporter can file a detention report on the e-way bill portal, which goes to a designated officer.

A five-point check before every dispatch

Part-A matches the invoice: GSTINs, invoice number, date, value and HSN code.
Part-B has the vehicle number of the vehicle actually loading.
The distance is the real route to the ship-to address.
Each invoice has its own e-way bill.
Someone is responsible for checking expiry while the goods are in transit.

FAQ

Can I edit an e-way bill after generating it? No. Once generated, an e-way bill cannot be edited. Only Part-B, the transport details, can be updated. If Part-A is wrong, cancel the e-way bill within the time the portal allows, provided an officer has not already verified it, and generate a new one with the right details.

What should I do if the vehicle breaks down on the way? If the vehicle is repaired, the journey continues on the same e-way bill. If the goods move to another vehicle, the generator or the assigned transporter must update the new vehicle number in Part-B on the portal before the goods move on, within the e-way bill's validity.

Can I make one e-way bill for several invoices to the same buyer? No. The e-way bill portal requires one e-way bill for each invoice, even when the supplier and the buyer are the same. If several consignments travel in one vehicle, a consolidated e-way bill can be prepared for the trip, but each invoice still needs its own e-way bill.

What happens if my goods are moved without a valid e-way bill? Goods moving in breach of the e-way bill rules can be detained. The law then requires a penalty to be paid, or security given, before release. The amount depends on the case. Treat a valid e-way bill as part of dispatch, and confirm the current rules and penalties with your CA.

If you want dispatch documents raised from the same bill your stock moves on, see what KillStock does out of the box.