The electronic waybill system is designed for all parties involved in the transportation of goods, including registered businesses and individuals. All entities that meet the legal criteria must comply with the system, regardless of their sector or scale.
At the core of the system is the electronic waybill a standardized digital document that records essential shipment details such as the type of goods, sender, recipient, and transportation route. This solution covers both domestic and international shipments, supporting transparency and regulatory compliance.
The system is especially critical for the movement of excise goods and items subject to specific safety and compliance regulations.
Key Features
An e-Waybill is a digital document used to track and authorize the movement of goods from one location to another. It serves as proof that the goods being transported comply with local regulations and tax laws, helping authorities monitor shipments efficiently.
What is an e-Waybill Used For?
The e-waybill system is primarily used for the legal transportation of goods within a country or across borders. It records detailed shipment information, including the sender, receiver, product details, and transportation method, ensuring transparency and compliance with tax and safety regulations.
Is an e-Waybill Mandatory?
Depending on the the regulations of each country, using an e-Waybill is mandatory for certain types of goods or shipments above a specified value or distance. Businesses and individuals involved in transporting goods must comply with the relevant laws to avoid penalties. For instance, the most popular ones are Romania e-Transport, Greece e-Consignment Note and Serbia e-Delivery.
How Long is the e-Waybill Valid For?
The validity of an e-Waybill in international transport is determined by various factors, including the country of origin, destination, mode of transportation, and specific regulations governing the movement of goods. In India, for instance, the Goods and Services Tax (GST) e-Waybill system stipulates that the validity period is calculated based on the approximate distance between the consignor and consignee. Typically, the e-Waybill is valid for one day for every 200 kilometers or part thereof. For over-dimensional cargo (ODC), the validity is one day for every 20 kilometers or part thereof.
When goods are transported internationally, the e-Waybill’s validity is generally computed based on the distance within the country, up to the point where the goods exit or enter the country. For example, in the case of exports, the distance is calculated from the consignor’s location to the customs point of departure. For imports, the distance is calculated from the customs entry point to the consignee’s location.
Additionally, the e-Waybill system allows for extensions of the validity period under certain circumstances, such as vehicle breakdowns or delays due to unforeseen events. Extensions are typically granted by updating the details in the e-Waybill system, provided the request is made within the stipulated time frame.
How to Create an e-Waybill?
Creating an e-Waybill usually involves registering with the relevant tax or transport authority’s portal, entering shipment details such as product codes, quantities, sender and recipient information, and submitting the information digitally. Many systems also support API integration for automated e-Waybill creation directly from ERP or logistics software.
When to Make an e-Waybill?
An e-Waybill must be generated before the goods leave the warehouse or point of origin. It should be ready and submitted prior to or at the time of transportation to ensure compliance and avoid disruptions during transit.
How to Track an e-Waybill?
Tracking an e-Waybill is typically done via the official portal or system where the e-Waybill was issued. Users can check the current status, shipping history, and final delivery confirmation using the unique e-Waybill number.
Who Uses e-Waybills?
e-Waybills are used by a wide range of entities including:
- Registered businesses in manufacturing, wholesale, and retail
- Transport and logistics companies
- Individuals shipping goods above regulatory thresholds
- Public sector entities involved in goods movement
Advantages of e-Waybill
Digitalizing transport documentation offers a multitude of benefits that enhance efficiency, security, and sustainability across the logistics industry.
Faster Processing
By transitioning from paper-based systems to digital platforms, the logistics industry can significantly reduce the time spent on manual paperwork. Automated processes expedite shipment approvals and customs clearances, leading to faster transit times and improved overall efficiency.
Real-Time Tracking
Digital documentation systems enable real-time tracking of shipments, providing stakeholders with up-to-date information on the status and location of goods. This transparency enhances visibility, allowing for proactive management of potential delays and better coordination among all parties involved.
Compliance
Digital transport documentation simplifies adherence to regulatory requirements by ensuring accurate and timely submission of necessary paperwork. Automated systems reduce the likelihood of human errors that could lead to compliance issues, such as fines or shipment delays. Additionally, digital records facilitate easier audits and inspections, as they can be quickly accessed and reviewed by relevant authorities .
Reduced Fraud
The use of digital signatures and encrypted data transmission enhances the authenticity and integrity of transport documents. These security measures make it more challenging for fraudulent activities, such as document tampering or unauthorized alterations, to occur. Furthermore, technologies like blockchain can provide immutable records of transactions, further safeguarding against fraud in the supply chain .
Cost Savings
Transitioning from paper-based to digital documentation reduces expenses associated with printing, storage, and manual data entry. For example, eliminating the need for physical paperwork can save companies significant amounts annually, as they no longer require resources for printing and storing documents. Moreover, automation minimizes administrative burdens, allowing personnel to focus on more strategic tasks and improving overall productivity .
Is an e-Waybill the Same as an e-Invoice?
No, an e-Waybill and an e-Invoice serve different purposes. While an e-Invoice is a digital bill issued for goods or services sold, the e-Waybill documents the physical movement of goods. Both are often part of broader digital tax compliance systems but address separate stages in the supply chain process.
How can SNI help you?
At SNI, our e-Waybill solutions are distinctly developed to address the unique requirements of electronic transportation documents, which differ significantly from those of e-Invoice systems. While both serve critical roles in digital compliance and supply chain management, the data structures, validation processes, and regulatory authorities involved in e-Waybill and e-Invoice implementations vary by function and jurisdiction.
Unlike e-Invoices, which focus on the financial aspects of a transaction, e-Waybills concentrate on the physical movement of goods and require detailed logistics information such as transportation methods, vehicle identifiers, route details, and delivery confirmations.
To meet these specialized demands, SNI offers country-specific e-Waybill solutions, each tailored to the legal framework and technical standards of the respective national authority be it Serbia’s SEF platform, Romania’s RO e-Transport, or Greece’s e-Consignment Note system. Our localized approach ensures full regulatory compliance, seamless integration with existing ERP systems, and a user-friendly experience for our clients. Whether through API connectivity or web-based interfaces, our solutions automate e-Waybill generation, submission, tracking, and archiving streamlining logistics operations while ensuring transparency and legal conformity.