E-WAY BILL - Officer’s User Manual

2018

E-Way Bill System

User Manual for Officers
 E-WAY BILL - Officer’s User Manual

Table of Contents
Introduction ....................................................................................................................................... 4
1. E-Way Bill System..................................................................................................................... 5
2. Officer – Registration................................................................................................................. 8
3. Verify ....................................................................................................................................... 13
4. Print .......................................................................................................................................... 21
5. MIS Reports ............................................................................................................................. 26
6. General Reports........................................................................................................................ 32
7. Nodal Reports .......................................................................................................................... 36
8. Search ....................................................................................................................................... 38
9. Verification Reports ................................................................................................................. 43
10. Grievance ................................................................................................................................. 49
11. Admin....................................................................................................................................... 52
12. Summary Reports ..................................................................................................................... 57

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List of Abbreviations
Abbreviation Full Form

API Application Program Interface

CGST Central Goods and Service Tax

CKD Completely Knocked Down

EWB e-way bill

GSP Goods and Services Tax Suvidha Provider

GST Goods and Services Tax

GSTIN Goods and Services Tax Identification No

GSTN Goods and Services Tax Network

GSTR-1 Goods and Services Tax Form -1

HSN Harmonized System of Nomenclature

ICT Information and Communication Technology

IGST Integrated Goods and Services Tax

IT Information Technology

MIS Management Information System

NIC National Informatics Centre

OTP One Time Password

PAN Permanent Account Number

QR Quick Response

RFID Radio-Frequency Identification Device

SGST State Goods and Services Tax

SKD Semi Knocked Down

URL Uniform Resource Locator

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Introduction

1.1 Background
Introduction of Goods and Services Tax (GST) across India with effect from 1st of July 2017 is a very
significant step in the field of indirect tax reforms in India. For quick and easy movement of goods across
India without any hindrance, all the check posts across the country are abolished. The GST system
provides a provision of e-Way Bill, a document to be carried by the person in charge of conveyance,
generated electronically from the common portal. To implement the e-Way Bill system, ICT based
solution is required. Hence, as approved by the Goods and Services Tax (GST) Council, a web based has
been designed and developed by National Informatics Centre and it is being rolled out for the use of taxpayers
and transporters. The vehicles carrying the goods can be intercepted by the officers of the Commercial taxes
department of any state and CBEC and they can verify the e-way bills.

1.2 Purpose and Intended Audience

This document aims to explain the operational procedure on how to use the Officer module of the e-
Way Bill system.

This document is intended for the officers of the Commercial taxes department and CBEC. Any officer of
the department can intercept the vehicle and also verify the e-waybill. The e-waybill can be verified by web
system, SMS facility and Mobile App (Android and iOS). To use these 3 modes of verification, the officer
needs to register using the web based system.

1.3 Scope
This document covers all the features of the officer module of the e-way bill system. It includes
Registration process, verification of e-way bill and consolidated e-waybill, search on tax-payers,
transporters and products and services. The various reports help the officers to analyze on aspects such as
strategic places for inspection based on the commodities, GSTIN, vehicle number etc., incoming and outgoing
movement of goods to/from their state.

1.4 URL or Web site address

http://mis.ewaybillgst.gov.in

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1. E-Way Bill System

1.1 E-Way Bill in GST Rule

 Information to be furnished by every registered person prior to commencement of the
movement of goods and generation of e-Way Bill.
 Upon generation of the e-Way Bill on the common portal, a unique e-Way Bill number (EBN)
shall be made available to the supplier, the recipient and the transporter on the common portal.

 The person in charge of a conveyance shall carry — (a) the invoice or bill of supply or
delivery challan, as the case may be; and (b) a copy of the e-Way Bill or the e-Way Bill
number.

 The details of e-Way Bill generated shall be made available to the recipient, if registered, on
the common portal, who shall communicate his acceptance or rejection of the consignment
covered by the e-Way Bill.

 The information furnished while generating e-Way Bill such as 1) GSTIN of recipient, 2)
Place of delivery, 3) Invoice Number, 4) invoice date, 5) Value of goods, 6) HSN code, etc. shall
be made available to the registered supplier on the common portal who may utilize the same for
furnishing details in FORM GSTR-1.

 An officer authorized by the State can intercept any conveyance to verify the e-Way Bill or
the e-Way Bill number in physical form for all inter-State and intra-State movement of goods.
 A summary report of every inspection of goods in transit shall be recorded online by the
proper officer in specified format within twenty four hours of inspection and the final report in
specified format shall be recorded within three days of the inspection.

 Where a vehicle has been intercepted and detained for a period exceeding thirty minutes,
the transporter may upload the said information in a specified format on the common portal.

2.2 Objectives
 Single e-Way Bill for movement of the goods throughout the country.
 To prevent the evasion of tax.
 Hassle free movement of goods across India.
 Tracking the movement of goods with e-Way Bill number.
 Easier verification of the e-Way Bill by officers with previous verification records.

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2.3 Benefits
The major benefits are as follows:
 Average waiting time at mobile squad reduces drastically As the verification of the e-Way Bill
–

is done with the common portal, it will speed up the process of verification and allowing the vehicle
to pass faster.
 Self-policing by traders. A trader while uploading gives the identification of the buying trader
who will also account the transaction automatically.

 Environment friendly The need of the paper form of the multiple copies of way bill is
–

eliminated. Hence, the tons of paper are saved per day.

 Generation of GSTR-1 returns GSTR-1 return of the supplier is auto prepared, hence he need
–

not have to upload the same.

 Officials saved of monotonous work collecting and matching the manual way bill with the returns
of the taxpayers.

2.4 Features of the e-Way Bill System

 User friendly System The system is user friendly with lots of easy to use operations by the users.

 Easy and quick generation of methods – There are a number of methods are provided using which
the users can easily and quickly generate the e-Way Bills.
 Checks and balances – The number of checks and balances have been introduced as per the
requirements so that errors/mistakes of the users are eliminated.
 Multiple modes for e-Way Bill generation – This system support different modes of e-Way
Bill generation. The user can register the mode of e-Way Bill generation and use them for e-Way
Bill generation.

 Creating own masters – The user has a provision to create his own masters like customers,
suppliers, products and transporters. The system facilitates to use them while generating the e-Way
Bill.

 Managing sub-users – The taxpayer or registered person can create, modify and freeze the sub-
users for generation of the e-Way Bill and assign them to his employees or branches as per need.
This system also facilitates him to assign the roles/activities to be played by the sub-user on the
system.

 Monitoring the e-Way Bills generated against me – The system facilitates the registered person
to know the number of e-Way Bills, generated by other registered persons, against him/her. There is
an option to user to reject these e-Way Bills, if they do not belong to him.

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 Generating the GSTR-1 from the e-Way Bills – Based on the e-Way Bills generated, the
system pulls the GSTR-1 related information and pushes it to the taxpayers GSTR-1 returns. This
avoids the taxpayers in uploading these transaction details.

 Consolidated e-Way Bill – The system supports the transporters to prepare the consolidated e-
Way Bill and hand over to the person in charge of the conveyance instead of giving the multiple e-
Way Bills for movement of multiple consignments like parcel in one vehicle.

 Enabling the unregistered transporters to use e -Way Bill – There is a provision for
unregistered transporters to enrol and create a user for him to generate the e-Way Bills and update the
vehicle numbers.

 Alerting the taxpayers – The system alerts and notifies the users through the web and SMS
about the various activities like new notifications, rejected EWB, verified EWB, etc.

 QR bar code on the e-Way Bill – The QR code on the e-way bill helps for easier and faster
verification of the e-Way Bill by the tax officers.

 Integrating with RFID for tracking the movement of the e-Way Bill – The provision has been
made to integrate with the RFID for tracking the movement of e-Way Bill by the tax officers,
without stopping the vehicle on the road.

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2. Officer – Registration
There are four stakeholders who have some stake in the movement of the consignment from one place to
another and hence on the e-Way Bill. They are suppliers, recipients, transporters and tax officers. The suppliers,
recipients and transporters want to see that the consignment moves from source to destination without
any hurdles and tax officers want to see that the consignment is accounted by the supplier and recipient.

The officers can access the Officer module of the e-waybill system.

2.1 Registering by Officers on the e-Way Bill System

The registration mechanism for the officers for the e-Way Bill system is a simple process.

Once a user enters into the URL address of the Officer system of the E-Way Bill in his browser, the
following screen will be displayed.

Figure 1

The officer can then register himself/herself by clicking on the ‘New Registration’ tab. The officer will be
redirected to the ‘Registration Form’ as shown below.

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Figure 2

The officer will select his/her state and enter the State login id as provided to him by his nodal officer of
the state. On entry of the State login-id, the details of the officer are displayed. The new login Id will be
displayed. Now, the officer can click on ‘Send OTP’ to receive an OTP to his registered mobile. On entering
the OTP received, his/her username is registered in the e-way bill system.

Note:
 If the officer is unable to register for whatever reason, he can contact the nodal officer of
his state.
 Keep your Username and Password securely.

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2.2 Logging into EWB Officer System

To open or login to the EWB Officer system, officer should have registered in the system. The user has to
open the EWB Officer system and enter his username and password along with the displayed captcha. On
successful authentication, the main menu of the EWB Officer system is displayed.

Figure 3

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2.3 Forgot Password

If the officer forgets his password he can use the ‘Forgot Password’ option to receive the new password
through SMS to his registered mobile number and mail ID. Using this password, he can login and change
his password. Once a user enters into the URL address of the Officer system of the E-Way Bill in his
browser, the following screen will be displayed

Figure 4

On clicking “Forgot Password” the officer will be redirected to Forgot Password form.

Figure 5

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The officer will select his/her State, enter his Username and Mobile No. and clicks “Submit”. On
successful verification, he can use this option to get the new password through SMS to his mobile. Using this
password, he can login and create his new password.

2.4 Main Menu

The main menu lists the options available to a user to operate on the EWB Officer system as shown in below
figure.

Figure 6

These options are explained in detail in subsequent chapters.

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3. Verify
It has sub-options for verifying e-Way Bill, Consolidated e-Way Bill and EWB based on Vehicle Number.

3.1 E-Waybill
On selection of E-Waybill option, the system prompts the officer to enter the details of the place of
verification. The details captured are name of the city/village, pin code and location (viz. Within City,
National Highway, State highway, Other Road).

Figure 7

Figure 8

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On submission, the system prompts to enter the e-way bill number as shown below.

Figure 9

On entering the EWB number, the details of the e-way bill are displayed along with vehicle details and
also previously verified details (if any). The important points to be noticed by the officer in the e-way bill
are the goods, vehicle details, validity, and previously verified details.

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Figure 10

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If the EWB details verified by the officer are Ok, he or she can select ‘Ok’ option and click ‘Submit’.
On successful verification, following screen will be displayed.

Figure 11

However if any discrepancy is found, then officer can select ‘Not Ok’ and update the appropriate Reason and
Remarks for the discrepancy as shown below and click ‘Submit’.

Figure 12

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3.2 Consolidated E-Waybill

Similarly, verification of consolidated e-way bill can be done by entering the consolidated e-way bill number.
On entering the number, the system displays all the e-way bills in CEWB. The important details of the e-way
bill such as validity date are displayed. Further, the officer can click on ‘View’, to view all the details of the
e-way bill. The officer has the facility to selectively say ‘Ok’ or ‘Not Ok’ to any e-way bill. The ‘Not Ok’
can be submitted with appropriate reason.

Figure 13

Figure 14

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Figure 15

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3.3 EWB (Based on Veh. No.)

On selection of this option, the system opens the EWB verification page based on Vehicle Number.

Figure 16

Note: As mentioned in the above screenshot Vehicle details pertaining to only last two months will be
considered for verification purpose.

When officer enters the Vehicle No. following screen having EWB Number details pertaining to that
Vehicle no. will be displayed.

Figure 17

Officer will select the particular EWB No. and the system will display the details as shown in below
figure.

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Figure 18

The officer after checking the EWB can select the ‘Ok’ or ‘Not Ok’ option and submit the status
accordingly as explained in section 3.1.

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4. Print
It has sub-options for printing e-way bill and consolidated e-way bill.

Figure 19

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4.1 E-Waybill
On selection of E-Waybill option, the system prompts the officer to enter the EWB number

Figure 20

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Figure 21

Officer can click ‘Print’ for taking the printout of the EWB.
Officer can also take a detailed printout by clicking on ‘Detailed Print’ option. Following screen will be
displayed on clicking Detailed Print.

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Figure 22

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4.2 Consolidated E-Waybill

Similarly, officers can take the printout of Consolidated EWB by entering the CEWB number as shown
below.

Figure 23

Figure 24

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5. MIS Reports
It has sub-options for generating various kinds of reports as shown in below figure.

Figure 25

Note:
 These reports are meant for enforcement and intelligence purposes. They are available only
for selected Senior Officers (Additional/Joint Commissioners) of the department.
 These reports are available only for the last 15 days only and officer can extract the report only
for 3 days in one go within 15 days timeframe.
 Other dates reports has to be generated by the department from their back-end systems

5.1 Inter-State
In this option, after selecting a type of movement i.e. Outward or Inward, officer needs to enter From and
To ‘Date’ and From and To ‘State’ and has to click on ‘Go’ for generating the Inter-State report as shown in
figure below.
EWB system also provides the facility to export the generated report in Excel and PDF format.

Note:
 In case of Outward movement ‘From State’ field will be auto populated by the system.

 Similarly, in case of Inward movement ‘To State’ field will be auto populated by the system.

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Figure 26

5.2 Intra-State
State officers can also generate the Intra-State reports by entering From and To Date as shown below and
clicking ‘Go’ option. State field will be auto populated by the system.

Figure 27

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5.3 HSN
This option is provided to officers for generating HSN based reports of Products. Here, after selecting a type
of movement i.e. Outward or Inward, officer needs to enter From and To ‘Date’ and From and To ‘State’.
After this the officer has to select the HSN Chapter from the options given in the dropdown and has to click
on ‘Go’ for generating the HSN based report as shown in figure below.

Note:
 In case of Outward movement ‘From State’ field will be auto populated by the system

 Similarly, in case of Inward movement ‘To State’ field will be auto populated by the system

Figure 28

5.4 Transporter ID
Using this option, State officers can generate the Transporter ID based movement reports by entering From
and To Date along with Transporter ID as shown below and clicking ‘Go’ option. Legal Name will be auto
populated by the system based on Transporter ID entered.

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Figure 29

5.5 Vehicle No.

EWB system provides a provision for State officers to generate a report for a particular vehicle based on the
Vehicle No. For this officer has to select a type of movement i.e. Outward or Inward and enter From and To
‘Date’ and From and To ‘State’. Officer can then generate a report for a particular Vehicle after entering its
Vehicle No. and clicking ‘Go’ option as shown below.

Figure 30

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5.6 Rejected EWB

In this option State officers can generate the report for rejected EWBs based on the selected movement type
and Date range.
Generated reports can be exported in Excel and PDF format based on users requirement.

Figure 31

5.7 Cancelled EWB

Similarly State officers can generate the report for cancelled EWBs based on the selected movement type
and Date range.

Generated reports can be exported in Excel and PDF format based on officer’s requirement.

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Figure 32

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6. General Reports
It has sub-options for generating reports related to GSTIN and verified list.

Figure 33

6.1 GSTIN

Using this option State officers can generate the report on particular GSTIN based movement based on the
selected movement type and Date range. Legal Name will be auto populated by the system based on GSTIN
entered.

Figure 34
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6.2 Verified List

Using this option, officers can generate the excel reports of E-Way Bills verified by him or her based on
date range entered.

Figure 35

6.3 View EWB-03 based on Acknowledgement No.

Using this option, officers can get Part A and Part B details of E-Way Bills verified by him or her based on
the Acknowledgement Number generated in case of Detention of vehicle.

Figure 36

When officer enter the Acknowledgement No. system will display the following report pertaining to the
selected ACK No.

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Figure 37

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6.4 EWB-03 List

Using this option, officers can generate the summary of Part A and Part B updated by him for various of E-
Way Bills based on the selected date range as shown below. This option is available only for selected officers
based on their designation in the hierarchy.

Figure 38

When the officer selects the date range and click “Go” following screen is displayed

Figure 39

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7. Nodal Reports
It has sub-options for generating reports related to Tax Payer/Transporter registration, Detention report
and Officers report.

Figure 40

7.1 EWB TXP/TRN Reg.

Using this option, officers can generate the list of Taxpayers and Transporters registered in EWB. Officer
has the option to download report for all the Taxpayers/Transporters irrespective of date by selecting ‘All’
or generate report specific to a particular date by selecting ‘Date’ option as shown below.

Figure 41

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7.2 EWB Detention List

In this option reports related to detentions can be generated by the officers based on selected date range.

Figure 42

7.3 Officers

Using this option, reports related to State Officers and their contact details can be generated by clicking
directly on ‘Officers’ option under Nodal Reports.

Figure 43

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8. Search
It has sub-options for searching Tax Payers, Transporters, Products and Services. This facility can be used
by the officers to search the tax payers and transporters registered in their state based on name, GSTIN and
mobile number. Similarly, the products and services can be searched based on HSN code and Product name.

Figure 44

8.1 Tax Payers

EWB system provides five options to officer for searching the Taxpayer- by using his Trade Name, Legal
Name, GSTIN, Mobile No. and PAN as shown below.

Figure 45

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Figure 46

Figure 47

Figure 48

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Figure 49

8.2 Transporters
EWB system provides five options to officer for searching the Transporter- by using his Trade
Name, Legal Name, Transporter ID, Mobile No. and PAN.

Figure 50

Figure 51

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Figure 52

Figure 53

Figure 54

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8.3 Products and Services

An officer can search a particular Product in EWB portal either by entering its HSN code or by entering the
Product Name

Figure 55

Figure 56

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9. Verification Reports
It has sub-options for generating Verification Report-Part A, Part B and Part B updation based on
Acknowledgement Number as shown below.

Figure 57

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9.1 Verification Report- Part A

Using this option, officers can update the Verification Report for Part A in case any
discrepancy is found in the E-Way Bill verification.

Figure 58

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Figure 59

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9.2 Verification Report- Part B

Using this option, officers can update the Verification Report for Part B in case any
discrepancy is found in the E-Way Bill verification.

Figure 60

After this the officer can select a particular IR No. and go to the detailed verification report
and submit the same as shown in below figure .

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Figure 61

The officer can also view Part A details of the EWB by clicking “View Part-A” option.

Figure 62

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9.3 Part B Updation based on ACK No.

An officer can use this option to update the EWB Part B based on the Acknowledgement No.
When the officer enter the Acknowledge No. system displays the details of corresponding EWB No. as
shown below.

Figure 63

When the officer clicks “Select” against corresponding Ack. No. system opens the Part B updation form as
shown in below figure. The officer has to update the displayed fields and click “Submit” to complete the Part
B updates successfully.

Figure 64

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10. Grievance
Each state and zone of CBEC will have one Grievance Redressal Officer (GRO) to address the detention
report (EWB-04) raised by the tax payers or transporters on the e-way bill portal.

Whenever the consignment or vehicle of the tax payer or transporter is detained by the GST officer for more
than 30 minutes unnecessarily, then as per the rule the tax payer/transporter can raise the grievance about the
same in the form of EWB-04.

On submission of the detention report, the tax payer or transporter will get the acknowledgement with the
mobile number of the concerned state or central GRO.

Depending upon the detaining authority (State or Centre) mentioned in the detention report, the concerned
authority is alerted. If the tax payer says ‘Don’t know the authority detaining his vehicle’, then the system
alerts both the authorities.

The concerned GRO will get the SMS and email immediately from the e-way bill system, once the detention
report is submitted by the tax payers or transporters as shown below:

Received Grievance under EWB-04

EWB No: 361009144972
Raised by: 06BQSPA3829E1ZW - , 8095901450 , Transporter
Location: Tumkur , KARNATAKA
Time: 17-04-2018 01:01 AM
Authority: State
Officer Details: Krishnappa , 9448089923,
Details: Raised objection on EWB
Note: In case of CBEC, the GRO of multiple Zones will get the SMS and email as one state might have
been geographically covered by 2-3 zones.

When the officer clicks on Grievance option in EWB MIS portal, system displays the list of all the
detention cases pertaining to his respective state/zone as shown below:

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Figure 65

When the officer clicks on a particular EWB No., following screen is displayed.

Figure 66

Based on the information displayed in “Detention Details” section, the GRO will call and speak to the
complainant to understand further details of the grievance and then to the concerned officer.

After hearing the both the parties, GRO will decide the genuineness of the grievance and inform the action
to be taken to the concerned officer and tax payer.

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GRO will then update the action taken for the grievance in the EWB MIS portal by selecting “Yes/No” option
against the respective questions displayed on the screen and entering appropriate Remarks for the case. He
can do this in next 24 hours.

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11. Admin
It has sub-options for Create New Login, Update Login and Freeze Login

Figure 67

10.1 Create New Login

Figure 68

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Figure 69

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10.2 Update Login

In this option Admin officer has to select a particular officer from the dropdowm list and then Update his or
her Login accordingly as shown below.

Figure 70

Figure 71

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10.3 Freeze Login

In this option Admin officer has to select a particular officer from the drop-down list and then Freeze his
Login accordingly as shown below.

Figure 72

Figure 73

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Admin officer can also Unfreeze the Freezed officer by clicking the release option corresponding
to the Freezed user’s officer ID as shown below:

Figure 74

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12. Summary Reports

12.1 Summary of EWB 03

Using this option, officers can generate the summary of Part A and Part B updated by him for various of E-
Way Bills based on the selected date range as shown below. This option is available only for selected officers
based on their designation in the hierarchy.

When the officer selects the date range and click “Go” following screen is displayed

Figure 75

When officer clicks on the Officer name, system displays the Verf. Date, Ack. No. & Verification status
corresponding to the summary figures displayed in above figure.

Figure 76

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12.2 Summary of Simple Verification

Using this option officers can generate Date wise and Officer wise EWB verification reports based on date
range selected as shown below.

Figure 77

Figure 78

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When the user clicks on the particular Officer Name following screen having the details of EWB
verification performed by the selected officer are displayed.

Figure 79

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