May 18, 2023

Proper Format of Vehicle Number Entry in E-way Bill System

When generating an e-way bill, it is important to enter the vehicle number in the correct format to ensure compliance with the regulations.  In the EWB system, for the movement of goods via roads, vehicle number is to be updated mandatorily in Part B of EWB, either by the generator of EWB or by the transporter The e-way bill system provides specific formats for different types of vehicle registration numbers.

The system expects you to enter the vehicle number details in proper format. The system shows "Invalid Format’’ when we are trying to enter the vehicle number if the format is not proper. So, in some cases where the prescribed formats do not match the actual vehicle number, certain guidelines need to be followed. This blog post will provide an overview of the proper format for vehicle number entry in the e-way bill system and address scenarios where the format is not available.

Understanding the Prescribed Formats:

The e-way bill system offers various formats for different types of vehicle registration numbers. These formats are designed to accommodate specific regional requirements. These format details can be seen in the “help button” with the vehicle entry field.

The formats that have been provided for the vehicle number are: 

FormatRC NumbersExample Entry
ABC1234DEF 234DEF0234
AB123456UP 1 345UP010345
AB12A1234AP 5 P 23AP05P0023
AB12AB1234TN 10 DE 45TN10DE0045
AB12ABC1234KE 3 PEW 1265KE03PEW1265
DFXXXXXXXXXXXXXFor Defence Vehicle, start with DFDF02K123
TMXXXXXXXXXXXXXFor Temp RC Vehicle, start with TM*TMKA01000002
BPXXXXXXXXXXXXXFor Bhutan Vehicle, start with BP
NPXXXXXXXXXXXXXFor Nepal Vehicle, start with BP

Cases of Unavailable Formats:

In certain instances, the e-way bill system may not have a specific format available for a given vehicle number, such as DL1AB123. To address this, the following guidelines should be followed:

1. For example, If the RC book indicates the vehicle number as DL1AB123, enter it as DL01AB0123 in the e-way bill system.

2. It is important to note that this variation in the vehicle number format is acceptable for informational purposes only. The GST officer will consider and recognize this variation during inspections and verifications.

Using "Zero" for Unavailable Digits:

When a particular digit is not available to fit within the designated vehicle number format, it should be replaced with "Zero." For example, if the actual vehicle number is DL1AB23, where the fourth digit is missing, it should be entered as DL01AB0023 in the e-way bill system. This ensures that all required digits are accounted for in the format.


Properly entering the vehicle number in the e-way bill system is crucial for compliance, real time tracking, and streamlined logistics operations. While the system provides specific formats for different types of vehicle registration numbers, there are instances where the exact format might not be available. In such cases, businesses can follow guidelines and add leading zeros or replace missing digits with "Zero." By adhering to these guidelines, businesses can ensure accurate vehicle number entry in the e-way bill system and maintain regulatory compliance.


What is an E bill?

According to the government's mandate under Section 68 of the Goods and Services Tax Act read with Rule 138 of the rules framed thereunder, an e-way bill is a document that must be carried by the person in charge of the conveyance carrying any consignment of goods with a value exceeding Rs. 50,000 and a distance of more than 20km. 

Who all can generate E Way bill? 

The e-way bill can be generated by the consignor or consignee in their capacity as a registered individual or a carrier of the goods. Unregistered transporters are permitted to register on the common portal and create e-way bills for the movement of goods on behalf of their clients. Anyone can sign up and create an electronic waybill for their own use for the movement of goods.

Is there any validity period for the E-Way bill? 

Yes. The distance that the goods must be transported determines whether the e-way bill is valid. For every 100 KMs or part of its movement in the case of a regular vehicle or transportation mode, one day's validity has been offered. Additionally, one day's validity is provided for Over Dimensional Cargo Vehicles for every 20 KMs or part of their movement. Additionally, this validity ends at midnight on the last day.

What is the current format of vehicle registration? 

The current format of the registration of vehicles in India consists of three parts. They are

1. The first two letters indicate the state to which the vehicle is registered.  

2. The next two digit numbers are the sequential numbers of a district. Due to heavy volume of vehicle registration, the numbers were given to the RTO offices of registration as well.  

3. The third part is a 4 digit number unique to each plate. A letter(s) is prefixed when the 4 digit number runs out and then two letters and so on.

How can anyone verify the authenticity or the correctness of e-way bill?

By using the search option of the EWB Portal and entering the EWB No, EWB Date, Generator ID, and Doc No, anyone can confirm the legitimacy or accuracy of an e-way bill.


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