Q. Do we have to change our current business workflow and systems?

Vayana Network will work with the company to ensure that we integrate to current business processes and workflows.

Q. Can we use existing digital signatures or do we have to procure new ones for this program?

If you have digital signatures issued by an authorized provider – then there is no need to procure a new signature. If you do not have a digital signature – Vayana Network will facilitate procurement of the required signature from the authorized providers.

Q. How can we track our transactions?

Vayana Network will provide the Buyer, Seller and the Financing Partner daily reports that include an overall dashboard and detailed invoice level reconciliation information with all their Trading Partners.

Q. Does Vayana Network do any Financing?

No. The Financing will be done by the Financing Partner associated with that specific program. Vayana Network will work with the Buyer, Seller and Financing Institution to create the network and facilitate the flow of trade documents electronically through our network.

Q. Is information shared through the network secure?

YES. Vayana Network adheres to highest standards of confidentiality and data privacy. Vayana Network is also PCI DSS compliant and ISO 27001:2013 certified.

Q. Any software or hardware to be purchased by Factor or their Clients?

No – this is offered as a Service to the Factors – no capital investment required

Q. Is there any charge on the Client or the Debtor?

No. Clients or Debtors do not pay any charge.

Q. What are the fees for this service to the Factor?

There is a fee based on the value of invoices purchased through the Vayana Network’s Tracking services.

Q. Will Vayana Network install any software at Client and Debtor premises?

No. Vayana Network will not install any software at Client and Debtor premises.

Q. Will Vayana Network contact Debtors for this Service?

No. All conversations with Debtors will happen only through Clients. If Factor specifically requests Vayana Network to do this, it will be offered as part of the Service.

Q. Will Vayana Network contact Clients for this Service?

Vayana Network can do this on behalf of the Factor.

Q. What the Clients should do to start using this Service?

The Clients should give some sample invoice formats for Vayana Network to map. Clients can upload the invoice electronically through a secured access portal or by sending an email to a pre-registered mail box or by printing through a virtual printer.

Q. What the Debtors should do to use this Service?

No efforts from Debtor required. They will receive invoice information through email with a link. Debtor will just have to click on the link and add their comments or indicate their approval.

Q. Can Debtors be provided with secured access to the portal to view their Invoices?

Yes. If the Factor/Client requests, it can be provided as part of the Service.

Q. Can the entire Verification Service be outsourced to Vayana Network?

Yes. Vayana Network can manage the entire verification service on behalf of the factor based on the requirements of the Factor

Q. How secure is the data on the network?

Our service hosted out of the Amazon cloud Amazon Web Services(AWS), have multiple levels of firewalls at AWS level and at application level, all data transfers happen securely through SSL. More details will be provided separately if required.

Q. Can the Network scale and is there any investment required from the Factor for larger volumes?

Vayana Network already handles thousands of invoices every month. The cloud architecture ensures that the hardware can be scaled as per the volumes going through the network. Vayana Network manages this entire process at no extra cost or effort from the Factor.

Q. What is an ASP?

ASP is an ApplicationService Provider.

ASP (Application Service Provider) helps Taxpayers prepare and file GST returns onto GST Network, through its integration with Govt. authorized GST Suvidha Provider (GSP).

Q. What is the role of an ASP?

ASP provides an application to taxpayers to facilitate GST return preparation, return data validation, filing and other value added services such as extraction and integration services with ERP systems, tax determination, audit & advisory etc.

Q. Is it important to have an ASP to access GSTN?

Communication to GSTN can be done in 2 ways:

By directly logging in to the GST portal and keying in the data
By going via a GSP that is authorized to connect with GSTN
The ASP synthesizes and encrypts the data making it ready for communication to GSTN using the published APIs via GSP.

Q. Which are the GSTRs that can be filed using Vayana ASP?
  • GSTR1: Details of Outward Supplies
  • GSTR 2: Details of Inward Supplies
  • GSTR 3: Monthly Return
  • GSTR 3B: Monthly Summary Return
Q. How can we manage to procure this ASP?

Vayana ASP is separately licensed. Please contact us to learn more

Q. What is a GSP?

GSP stands for GST Suvidha Provider. It is the first layer which has direct, secure and integrated access to the GST Network (GSTN). GSPs are government authorised.

Q. What is an ASP?

ASP stands for Application Service Provider. ASPs provide a GST application for corporate users to manage their compliance workflow.

Q. Can a Corporate connect directly to GSTN?

Yes. GSTN has a G2B web portal. However, larger enterprises having a few thousand invoices monthly can find web portal use cumbersome.

Q. Can a Corporate directly connect to GSP? Is ASP required?

Corporates cannot upload files or data in any other format directly to GSP. It is advisable that corporates select a GSP and an ASP. The GSP is only a pass-through gateway which mirrors the GSTN APIs through its interface and expects API calls as per the format published by GSTN.

Q. Where is Vayana GSP deployed?

Vayana GSP is deployed on the cloud i.e. on Amazon Web Services’ (AWS) data centres located in Mumbai. Our GSP application deployed at AWS is further integrated to GSTN data centres which are located at Delhi and Bangalore, through MPLS network.

Q. How does Vayana GSP ensure client data security?

GSTN has implemented a security framework which uses strong security algorithms and practices used industry-wide. Vayana GSP cannot read and store the taxpayer data.
All API endpoints are accessible over HTTPS. This ensures transmission security.

It enforces that all communications post the OTP request be encrypted and sent over the wire. The encrypted data can be decrypted only by GSTN
It provides responses which are encrypted and can be decrypted only by keys that you receive during authentication.

Q. How does Vayana GSP ensure that it has the required capacity to handle large data traffic, especially during peak period of return filing windows?

Vayana GSP has built multiple levels of redundancies to ensure it has the required capacity to handle very large data traffic, even during peak periods:

Vayana GSP is deployed with multiple availability zones of AWS, with a load balancing server, which distributes the data traffic between the multiple GSP servers
There is continuous monitoring of data traffic and automated scaling up of the server farm on AWS
There is a continuous replication of log data between the multiple AWS data centres hosting Vayana GSP
Vayana GSP has two telecom ISPs providing the MPLS connectivity between its AWS data centre and GSTN’s data centres in Delhi and Bangalore
GSTN itself has redundancy built-in through two massive data centres They have real-time synchronisation of data through a very fat network pipe.

Q. Does the Corporate have to integrate with Vayana GSP? What is the integration effort with GSP?

Vayana GSP is pre-integrated with SAP ASP. This ensures that the ASP’s data transmission to GSTN on behalf of multiple customers is done using the same integration with Vayana GSP. Accordingly, the corporate does not see any integration with Vayana GSP.

Q. What is an E-way bill?

E-way bill is a document required to be carried by a person in charge of the conveyance carrying any consignment of goods of value exceeding fifty thousand rupees as mandated by the Government in Section 68 of the Goods and Services Tax Act with Rule 138 of the rules framed thereunder. It is generated from the GST’s common portal for E-way bill system by the registered persons or transporters who cause movement of goods of consignment before commencement of such movement.

Q. What is the common portal for generation of E-way bill?

The common portal for generation of E-way bill is https://ewaybillgst.gov.in

Q. I have already registered on GST Portal. Do I need to register again on the E-way Bill Portal?

Yes. All those registered on the GST portal also need to register on the E-way bill portal: www.ewaybillgst.gov.in using his GSTIN. Once the GSTIN is entered, the system sends an OTP to the mobile number registered on the GST Portal. After authenticating the same, the system enables the user to generate his/her username and password for the system after which he/she may proceed to make entries to generate E-way bills.

Q. Why is the E-way bill required?

Section 68 of the Act mandates that the Government may require the person in charge of a conveyance carrying any consignment of goods of value exceeding such amount as may be specified to carry with him such documents and such devices as may be prescribed. Rule 138 of CGST Rules, 2017 prescribes E-way bill as the document to be carried for the consignment of goods in certain prescribed cases. Hence E-way bill generated from the common portal is required.

Q. Who all can generate the E-way bill?

The consignor or consignee, as a registered person or a transporter of the goods can generate the E-way bill. The unregistered transporter can enrol on the common portal and generate the E-way bill for movement of goods for his clients. Any person can also enrol and generate the E-way bill for movement of goods for his/her own use.

Q. What are pre-requisites to generate the E-way bill?

The pre-requisite for generation of E-way bill is that the person who generates the E-way bill should be a registered person on GST portal and he should also register on the E-way bill portal. If the transporter is not registered under GST it is mandatory for him to get enrolled (https://ewaybillgst.gov.in) before generation of the E-way bill. The documents such as tax invoice or bill of sale or delivery challan and transporter’s Id, who is transporting the goods; with transporter document number or the vehicle number in which the goods are transported, must be available with the person who is generating the E-way bill.

Q. If there is a mistake or wrong entry in the E-way bill, what has to be done?

If there is a mistake, incorrect or wrong entry in the E-way bill, then it cannot be edited or corrected. Only option is cancellation of E-way bill to generate a new one with correct details.

Q. Is an E-way bill required for all the goods that are being transported?

The E-way bill is required to transport all the goods except for those exempted under the notifications or rules. Movement of handicrafts or goods for job-work purposes under specified circumstances also require E-way bill even if the value of consignment is less than fifty thousand rupees. Kindly refer to the E-way bill rules for other exemptions.

Q. Is there any validity period for E-way bill?

Yes. Validity of the E-way bill depends upon the distance the goods have to be transported. In case of regular vehicle or transportation modes, for every 100 KMs or part of its movement, one day validity has been provided. And in case of Over Dimensional Cargo vehicles, for every 20 KMs or part of its movement, one day validity is provided. And this validity expires on the midnight of last day.

Q. While calculating time validity for E-way bill, how is a day determined?

This can be explained by following examples –

  • Suppose an E-way bill is generated at 00:04 hrs. on 14th March. Then first day would end on 12:00 midnight of 15 -16 March. Second day will end on 12:00 midnight of 16 -17 March and so on.
  • Suppose an E-way bill is generated at 23:58 hrs. on 14th March. Then first day would end on 12:00 midnight of 15 -16 March. Second day will end on 12:00 midnight of 16 -17 March and so on.
Q. What are the documents that need to be carried along with the goods being transported?

The person in charge of a conveyance shall carry the invoice or bill of supply or delivery challan, bill of entry as the case may be and a copy of the E-way bill number generated from the common portal. Please refer relevant rules for details.

Q. How can we generate the E-way bill from a place different from registered place of business?

The registered person can generate the E-way bill from his account from any registered place of business. However, he/she needs to enter the address accordingly in the E-way bill. He/she can also create sub-users for a particular business place and assign the role for generating the E-way bill to that sub user for that particular business place.

Q. When does the validity of the E-way bill start?

The validity of the E-way bill starts when first entry is made in Part-B i.e. vehicle entry is made first time in case of road transportation or first transport document number entry in case of rail/air/ship transportation, whichever is the first entry. It may be noted that validity is not re-calculated for subsequent entries in Part-B.

Q. How is distance calculated if the consignments are imported from or exported to another country?

The approximate distance for movement of consignment from the source to destination has to be considered based on the distance within the country. That is, in case of export, the consignor place to the place from where the consignment is leaving the country, after customs clearance and in case of import, the place where the consignment reaches the country to the destination place and cleared by Customs.

Q. Is E-way bill required if the goods are being purchased and moved by the consumer to his destination himself?

Yes. As per the rules, E-way bill is required to be carried along with the goods at the time of transportation, if the value is more than Rs. 50,000/-. Under this circumstance, the consumer can get the E-way bill generated from the taxpayer or supplier, based on the bill or invoice issued by him. The consumer can also enrol as a citizen and generate the E-way bill himself.

Q. Can the E-way bill be modified or edited?

The E-way bill once generated cannot be edited or modified. Only Part-B can be updated. However, if the E-way bill is generated with wrong information, it can be cancelled and generated afresh. The cancellation is required to be done within twenty four hours from the time of generation.

Q. How can anyone verify the authenticity or the correctness of E-way bill?

Any person can verify the authenticity or the correctness of E-way bill by entering EWB No, EWB Date, Generator ID and Doc No in the search option of EWB Portal.

Q. How can we generate E-way bill for multiple invoices belonging to same consignor and consignee?

If multiple invoices are issued by the supplier to recipient, that is, for movement of goods of more than one invoice of same consignor and consignee, multiple EWBs have to be generated. That is, for each invoice, one EWB has to be generated, irrespective of the fact whether same or different consignors or consignees are involved. Multiple invoices cannot be clubbed to generate one EWB. However, after generating all these EWBs, one consolidated EWB can be prepared for transportation purpose, if goods are going in one vehicle.

Q. What has to be done by the transporter if consignee refuses to take goods or rejects the goods for any reason?

There is a chance that consignee or recipient may reject to take the delivery of consignment due to various reasons. Under such circumstances, the transporter can get one more e-way bill generated with the help of supplier or recipient by indicating supply as ‘Sales Return’ with relevant documents, return the goods to the supplier as per his agreement with him.

Q. What has to be done, if the validity of the E-way bill expires?

If the E-way bill expires, the goods are not supposed to be moved. However, under circumstance of ‘exceptional nature and trans-shipment’, the transporter may extend the validity period after updating the reason for the extension and the details in PART-B of FORM GST EWB-01.

Q. Can I extend the validity of the E-way bill?

Yes, one can extend the validity of the E-way bill, if the consignment is not being reached the destination within the validity period due to exceptional circumstance like natural calamity, law and order issues, trans-shipment delay, accident of conveyance, etc. The transporter needs to explain this reason in detail while extending the validity period.

Q. Can the E-way bill be deleted or cancelled?

The E-way bill once generated cannot be deleted. However, it can be cancelled by the generator within 24 hours of generation. If a particular EWB has already been verified by the proper officer, then it cannot be cancelled. Further, E-way bill can be cancelled if either goods are not transported or are not transported as per the details furnished in the E-way bill.

Q. What are the modes of E-way bill generation?

The E-way bill can be generated by any of the following methods:

  • Web based system
  • SMS based facility
  • Android App
  • Bulk generation facility
  • Site-to-Site integration
  • GSP (Goods and Services Tax Suvidha Provider)

Didn’t Find the Answer?

If you cannot see your question listed here, write to us.