E-invoice & E-way Bill User Manual
E-Invoice Process
1. E-Invoice Transaction
To process IRN Number with IRP Portal, go to transaction /PAYINV/EINVOICE_CP, use the select screen and input the values to get the selected documents in the e-invoice cockpit.
Based on the selection criteria the documents will be display in the cockpit.
Click on Process E-Invoice Documents button.
2. Detailed Overview of e-invoice selection screen.
a. Transaction Category:
· Sales Documents: To process the Sales documents select the Sales Document radio button.
· FI Documents: To process the FI documents select the FI Documents radio button
b. Mandatory Section with Authorization: This section is Mandatory to fill while selecting the documents for IRN Number process. Based on this selection criteria, the documents will be displayed in the e-invoice cockpit.
c. Additional Selection Options: Specific Billing Type, Billing Document or Billing Date can be displayed in the cockpit by using this additional Sales Parameter in the selection screen.
3. E-Invoice Cockpit Overview
Based on the selection Criteria, the cockpit will display the documents along with process status.
4. Status flag indicator in the E-Invoice Cockpit.
This flag gives a clear visibility to the user with the document status.
Checkered Flag Is Completed Flag; it means IRN is Generated Successfully.
Red Flag is Error Flag; it means there is an error in the document.
Green Flag is Submitted flag; it means the document is submitted to IRP Portal.
White Flag is Pending Flag; it is yet to be processed for IRN number.
(Note : we have updated the cockpit where REFRESH button is removed & will get the response after 7 sec of submitting document )
5. E-Invoice Cockpit Menu
a. Refresh Button: will refresh the cockpit with existing data and if any IRN or Errors are generated for the submitted documents , it will show in the relevant columns.
Note: If any documents which are submitted if Response is not generated, after ½ hour, it will reset the documents to pending so that the User can resubmit it again. This feature was added as a precautionary measure in case if there is any issue with the connection or downtime with the IRP portal.
b. Submit Documents: This button is used to Submit the document to IRP portal to generate the IRN Number. Once the documents are submitted it cannot be resubmitted until the process is complete.
Select a single or multiple line (shift + Select) and click on Submit documents button. Once the documents are submitted, the flag will turn.
If a User tries to resubmit the document, then an error will be displayed. The User will have to wait for the response back from the IRP Portal.
c. Print Documents: This print document button is used to print documents which has the IRN number.
d. History: This history button will display the entire log for each document. – Created, Submitted & Processed.
6. E-invoice Cockpit Document Selection
a. Document Status: In this selection, the user has the option to pick the document based on the process status
· All: All the documents which are pending, submitted and processed
· Submitted: Documents that are submitted to IRP portal and IRN Number is yet to be generated.
· Processed: Documents which are processed successfully and IRN number is generated.
· Pending: Documents which are not processed.
· Incomplete(error): Documents which are processed but has returned an error file from the IRP portal.
d. Transaction Category: The documents that qualifies for IRN Number are:
· B2B (Invoice, Credit Note and Debit Note)
· Export
· SEZ
· Cancellation (Only Invoice)
The documents that do NOT quality for IRN number are:
· B2C – Customer WITHOUT GSTIN Number.
· Bill of Supply – Warehouse transfer WITHIN State or WITHIN same GSTIN Number.
IMPORTANT NOTE: Cancelled Documents will not be displayed in ALL drop-down selection as it has a separate process and the data sent to IRP Portal for cancellation is a different Schema. To cancel a document, please select Cancelled Documents selection criteria in the Transaction Category.
7. Understanding the Cockpit Screen Values.
o Status Flag: Will show the user the status of the document, whether it is pending, submitted, or processed.
o Month: It’s the Period for which the selected documents are displayed.
o Company code: Business company code.
o Sales Office: Sales office assigned to the billing document – This is taken from the item level.
o Sales Office Description: Sales Office Description as per the sales office assigned to the billing document (item lines).
o Branch GSTIN: Seller’s GSTIN in the billing document.
|
Business Place |
Description |
GSTIN |
|
01 |
Jammu and Kashmir |
01AADCP7818B1ZW |
|
03 |
Punjab |
03AADCP7818B1ZS |
|
06 |
Haryana |
06AADCP7818B1ZM |
|
07 |
Delhi |
07AADCP7818B1ZK |
|
08 |
Rajasthan |
08AADCP7818B1ZI |
|
09 |
Uttar Pradesh |
09AADCP7818B2ZF |
|
10 |
Bihar |
10AADCP7818B1ZX |
|
18 |
Assam |
18AADCP7818B1ZH |
|
19 |
West Bengal |
19AADCP7818B1ZF |
|
21 |
Odisha |
21AADCP7818B1ZU |
|
23 |
Madhya Pradesh |
23AADCP7818B1ZQ |
|
24 |
Gujarat |
24AADCP7818B1ZO |
|
27 |
Maharashtra |
27AADCP7818B1ZI |
|
29 |
Karnataka |
29AADCP7818B1ZE |
|
32 |
Kerala |
32AADCP7818B1ZR |
|
33 |
Tamil Nadu |
33AADCP7818B2ZO |
|
36 |
Telangana |
36AADCP7818B1ZJ |
o Billing Type: Document Billing type
|
Billing Type |
Description |
|
ZEF2 |
Invoice |
|
ZEL2 |
Debit Memo |
|
ZERE |
Credit for Returns |
|
ZEG2 |
Credit Memo |
|
ZES1 |
Cancel. Invoice (S1) |
|
ZES2 |
Cancel of Cred Memo |
|
ZIV3 |
IN-Interplant STO Inv |
|
ZEF8 |
Pro Forma Inv f Dlv |
|
ZEF5 |
Pro Forma for Order |
o Document Number:
o Documents Date: Created date of the billing document.
o GST Value: GST Value from taken from the Billing document header.
o Document Value: Net Price taken from the Billing document header.
o Customer Name: Bill-To Party Customer Name for the billing document.
o Customer GSTIN: GSTIN Number of the Customer.
o Registered Status: This is determined based on Customer has GSTIN Number.
§ Registered: If the customer has GSTIN Number.
§ Unregistered: If the Customer does not have GSTIN Number.
o Supply Type: Intra or Interstate based on the GST amount in the document.
§ If the document has CGST and SGST then it is considered as Intra State
§ If the document has IGST, then it is considered as Inter State.
o Process Status: Process Status in detail – Pending, Submitted, Completed.
o Various Date and Time: Created by/date, Submitted by Date/Time.
o Submitted By: User ID of the user who processed the document.
o IRN Number: If the IRP Portal has successfully generated the IRN number, then it will be displayed in the cockpit.
o Ack.No: Acknowledgement Number, this is provided by the IRP Portal along with IRN number and QR code.
o Ack.Date: Acknowledgement Date, this is again provided by the IRP Portal along with IRN number and Signed QR Code
o Fill transfer Status to Govt Portal: This will give the indication that the file has been generated and sent out of SAP system for the process. Message 202 means it was successfully sent out of the SAP system.
o Cancel Date: IF the document has been successfully cancelled in the IRN Portal WITHIN 24 hours, then the IRP portal will provide an cancel date for the document.
o Error Message from IRP Portal: IRP Portal will give a precise error message if the document does note meet the requirement in the schema. This document can be corrected and resubmitted to the IRP Portal.
Note: The Error List provided by IRP Portal is embedded in this document
8. JSON file for the submitted document
For each document submitted via E-Invoice Cockpit, a JSON file gets created as per the government schema.
In this example, for document 9608004939, JSON is generated as per the govt Schema and this JSON file is sent to IRP Portal for IRN Generation.
Note: JSON File for document 9608004939 is embedded for reference.
Petronas Request Json File (2).txt
9. Response File from IRP Portal:
Once the response file is sent to SAP system, a background scheduler is set to run every 5 minutes to pick the response file and update the cockpit and the relevant SAP Tables which are very specific for e-invoice.
Example Response File from IRP Portal for reference.
Petronas Response JSON File.txt
NOTE: Since the update of response is a scheduler, please do wait for the response from IRP portal once document is submitted.
10. Master Code:
|
Master Name |
Code |
Description |
|
Type of Transaction |
B2B |
Business to Business |
|
SEZWP |
SEZ with payment |
|
|
SEZWOP |
SEZ without payment |
|
|
EXPWP |
Export with Payment |
|
|
EXPWOP |
Export without Payment |
|
|
DEXP |
Deemed Export |
|
|
Document Type |
INV |
Invoice |
|
CRN |
Credit Note |
|
|
DBN |
Debit Note |
|
|
E-way Bill Transport Mode Details |
1 |
Road |
|
2 |
Rail |
|
|
3 |
Air |
|
|
4 |
Ship |
|
|
E-way Bill Vehicle Type Details |
O |
ODC |
|
R |
Regular |
|
|
Cancellation Reason |
1 |
Duplicate |
|
2 |
Data Entry Mistake |
|
|
|
|
|
E-way Bill:
To process E-way Bill with IRP Portal, go to transaction ZEINVOICE, use the select screen and input the values to get the selected documents in the e-invoice cockpit.
Based on the selection criteria the documents will be display in the cockpit.
Click on Process E-way Bill button.
1. E-way Bill Overview:
Based on the selection Criteria, the cockpit will display the documents along with process status.
NOTE: Only the documents which are processed successfully and the IRN number is generated is permitted for E-way bill in the cockpit.
a. Additional Transport Details: This button is used to provide the transport details for a specific document number.
Select a single line and click on Additional Transport Details button. The E-way Bill transport details pop-up appears.
Select the mode of transport from the drop down- Road, Rail, Sea, Air. Based on the selection of the mode of transport 2 radio button appears viz. with vehicle detail and without vehicle detail. Manually fill the transport details and save. Once the document is saved, the EWB status column turns 
.
If a User tries to resubmit the document, then an error will be displayed. The User will have to wait for the response back from the IRP Portal.
b. Cancel E-way Bill: This button is used to cancel the already generated E-way Bill.
c. Print: This print button is used to print documents which has the E-way Bill No and IRN number.
d. Refresh: will refresh the cockpit with existing data and if any E-way bill no. or Errors are generated for the submitted documents 
, it will show in the relevant columns.
3. Understanding the Cockpit E-way Bill Screen Values.
- Status Flag: Will show the user the status of the document, only the documents which are processed and the IRN is generated only those documents are permitted for E-way Bill.
- EWB Status: Will show the user the status of the document, whether it is submitted, processed or error.
This is Pending Status. Yet to be processed for E-way Bill No.
This is Error Status. This means that there is error in the document
This is Completed Status. This means E-way Bill Number is generated
This is Submit Status. This means document is submitted to IRP Portal
o Month: It’s the Period for which the selected documents are displayed.
o Company code: Business company code.
o Sales Organization: Business Sales Organization.
o Bill Type: Document Billing type
o Billing Type Description: Invoice, Debit Note or Credit Note.
o Billing Document: Billing Document Number
o Documents Date: Created date of the billing document.
o Process Status: Completed if IRN number is generated.
o Various Date and Time: Created by/date, Submitted by Date/Time.
o IRN Number: If the IRP Portal has successfully generated the IRN number, then it will be displayed in the cockpit.
o IRN Date: Date when IRN Number was generated.
o E-Way Bill No: If IRP portal has successfully generated the E-Way Bill number, then it will be displayed in the cockpit.
o E-Way Bill Time and Date: Date and Time when E-Way Bill was generated.
o E-Way Bill Error: IRP Portal will give a precise error message if the document does not meet the requirement in the schema. This document can be corrected and resubmitted to the IRP Portal.
o E-Way Bill Cancel Date: If the document has been successfully cancelled in the IRN Portal WITHIN 24 hours, then the IRP portal will provide an cancel date for the document.
4. JSON file for the submitted E-way Bill document
For each document submitted via E-Invoice Cockpit, a JSON file for e-way bill gets created as per the government schema.
In this example, for document 9008050847, JSON is generated as per the govt Schema and this JSON file is sent to IRP Portal for E-way Bill Number Generation.
Note: JSON File for document 9008050847 is embedded for reference.
Petronas E-way Bill Request File.json
5. Response File from IRP Portal for E-Way Bill:
Once the response file is sent to SAP system, a background scheduler is set to run every 5 minutes to pick the response file and update the cockpit and the relevant SAP Tables which are very specific for e-way bill.
Example Response File from IRP Portal for reference.
Petronas E-Way Bill Response File.json
NOTE: Since the update of response is a scheduler, please do wait for the response from IRP portal once document is submitted.
6. Cancelling the E-Invoice.
To cancel the E-Invoice firstly the selected invoice should be cancelled in SAP.
Once cancelled in SAP Open the E-Invoice cockpit in the Document Selection ->Transaction Category -> Select Cancelled Document from the Drop Down.
Select a single file and click on Submit documents button.
Note: If an e-way bill is generated for the selected document then an error message pops-up “E-way bill is generated for this document Cancel the E-way bill first”.
To cancel the E-way bill go to the cockpit and enter the valid Billing Document Number and Click on process E-way bill.
Select the E-way bill document and Click on Cancel E-way Bill Button.
7. Request File from IRP Portal for Cancelled E-Way Bill:
For each E-way bill document cancelled via E-Invoice Cockpit, a JSON file for cancelled e-way bill gets created as per the government schema.
In this example, for document 9008050847, JSON is generated as per the govt Schema and this JSON file is sent to IRP Portal for Cancelling the E-way Bill.
Note: JSON File for document 9008050847 is embedded for reference.
Petronas Cancelled E-Way Bill Request file.json
8. Response File from IRP Portal for Cancelled E-Way Bill:
Once the response file is sent to SAP system, a background scheduler is set to run every 5 minutes to pick the response file and update the cockpit and the relevant SAP Tables which are very specific for e-way bill.
Example Response File from IRP Portal for reference.
Petronas Cancelled E-Way Bill Response File (2).json
NOTE: Since the update of response is a scheduler, please do wait for the response from IRP portal once document is submitted.
Reference link to IRP Portal
https://einv-apisandbox.nic.in/index.html
https://einvoice1.gst.gov.in/Others/MasterCodes
https://einv-apisandbox.nic.in/master-codes-list.html
https://einv-apisandbox.nic.in/api-error-codes-list.html
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