Streamline e-Way Bill generation by creating and managing sub-users. Learn to grant permissions and handle accounts for multiple business locations.
The e-Way Bill platform offers various functionalities to streamline the process of e-Way Bill generation, from initial creation to final cancellation. Features such as SMS notifications, the sub-user option, and master data management effectively address common procedural challenges faced by users.To access these features, suppliers and transporters must first register on the e-Way Bill portal.
Why Sub-User Accounts are Necessary
An e-Way Bill is required for every consignment exceeding Rs. 50,000 in value. Many businesses operate from multiple locations, have a head office with several branches, or engage in remote work from their principal place of business. For such entities, generating e-Way Bills using a single login can be problematic.To resolve this issue, the sub-user concept was introduced. A sub-user can utilize the existing login credentials and perform actions based on the specific access granted to them. For example, a sub-user might be authorized to generate e-Way Bills but restricted from rejecting any.
Steps to Establish Multiple Sub-Users for a Single GSTIN
Here are the instructions for creating and managing sub-user accounts:
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Initiate Sub-User Creation: Navigate to the ‘User Management’ section and select ‘Create Sub-user’.
The system will verify the user’s mobile number via a One-Time Password (OTP) before displaying the subsequent screen. -
Input User Details: On the ‘User Creation’ screen that appears, input the necessary details and click ‘Submit’.
Let’s review each field on this screen:
- Suffix Login ID: Enter a preferred ‘Suffix Login ID’ (Sub-User name) and click ‘Check’ to confirm its availability. For instance, if the taxpayer’s username is ‘MAINUSER123’ and the suffix is ‘BRANCH’, the complete sub-user ID will be ‘MAINUSER123_BRANCH’.
- Personnel Information: Provide the name, designation, mobile number, and email ID of the authorized individual who will use this sub-user ID. This allows the user to generate e-Way Bills for all offices or a specific office as required.
- Facility Selection: Choose the functionalities accessible to the sub-user on the e-Way Bill portal. These may include e-Way Bill generation, consolidated e-Way Bills, rejection, report generation, or updating master data, by selecting the appropriate checkboxes.
Once all details are entered, click ‘Submit’. The system will alert you to any errors; otherwise, the sub-user account is successfully created. A password is automatically generated and sent to the sub-user’s contact details via SMS.
When and How to Deactivate Sub-User Accounts
The system provides an option for the main taxpayer to ‘freeze’ a sub-user, effectively disabling their access to the e-Way Bill portal’s functionalities.
- Access Freeze Option: Under the ‘User Management’ section, click ‘Freeze Sub-user’.
- Select and Freeze: Choose the specific sub-user you wish to deactivate. A screen will open, and you should click the ‘Freeze’ button at the bottom.
Upon clicking ‘Freeze’, the selected sub-user will lose all access to the e-Way Bill portal’s services.
