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EWB-FOIS Integration: A Guide to Accurate RR Entry!

In today's fast-paced logistics and supply chain industry, ensuring accuracy and efficiency in documentation is crucial. The integration of the Electronic Way Bill (EWB) and the Freight Operations Information System (FOIS) has revolutionized how businesses manage their transport operations. One critical area where this integration plays a significant role is in the entry of the Railway Receipt (RR) data. Accurate RR entry is essential for smooth operations, compliance, and timely deliveries.

On 18^th December 2024, GSTN issued an advisory about detailed guidance for the Accurate Entry of RR No./eT-RRs following the Integration of the E-Way Bill (EWB) with the Freight Operation Information System (FOIS) system of Indian Railways.

Let’s understand the details!

Advisory dated 18^th December 2024

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Advisory for Entry of RR No./eT-RRs in EWB system Post EWB-FOIS Integration

Dec 18th, 2024

Subject: Guidance for Accurate Entry of RR No./eT-RRs following the Integration of E-Way Bill (EWB) with Freight Operation Information System (FOIS) system of Indian Railways.

Dear Taxpayers,

This advisory is being issued to inform you that the FOIS of Indian Railways has now been integrated with the E-Way Bill (EWB) system via Application Programming Interfaces (APIs).

In light of this, taxpayers must follow the correct process for entering RR no (Railway Receipt Number)/eT-RRs. into the EWB system. Adherence to the guidelines below will help avoid any potential discrepancies or mismatches.

1. Applicability of RR No./eT-RRs Entry in the EWB System

Taxpayers transporting goods via the Indian Railways FOIS must ensure the correct entry of the number or RR No./eT-RRs in the EWB system. The format for entering RR No./eT-RRs has been standardized to ensure consistency and accuracy.

2. Updating Part-B of EWB for Rail Transportation

a) Suppliers with a pre-existing E-Way Bill (EWB) for goods transported from the factory to the railway station, and who are subsequently transporting goods by rail under the FOIS, must follow these steps:

i. Update Part-B of the E-Way Bill using the "Multi-Transport Mode" option on the EWB portal.

ii. In the updated section, select Rail as the mode of transport..

After selecting this option, the system will prompt you to enter the corresponding RR No./eT-RRs

3. RR Number/eT-RRs for FOIS

For goods transported via the Freight Operations Information System (FOIS) the RR number shall be entered in the following format in the EWB system.

Format: F<FromStationCode><RR No>

For eg: If the goods are dispatched from the station SJWT and RR no. is 123456789 then the same needs to be entered as FSJWT123456789

4. EWB and RR No./eT-RRs Validation

After entering the RR No./eT-RRs into the EWB system:

a) The EWB system will validate the RR No./eT-RRs against the data received from the FOIS.

b) If a mismatch is detected or the RR No./eT-RRs is not found in the database, an alert will be generated. Thus it is strongly advised that taxpayers ensure the correct entry of RR No./eT-RRs to avoid future discrepancies

5. Importance of Accurate Entry

Taxpayers must ensure that the RR number/eT-RRs are entered correctly in the EWB system to allow smooth tracking and verification of goods being transported via Indian Railways. Accurate entry will also facilitate the validation process and avoid unnecessary delays or complications.

6. Assistance and Clarifications

For further assistance or if there are any discrepancies in entering RR No./eT-RRs taxpayers are encouraged to raise a ticket with the support team, clearly mentioning the RR No./eT-RRs.

The customers who are transporting goods using the Railway FOIS system shall adhere to the guidelines issued by Indian Railways for e-demand customers.

We appreciate your cooperation in ensuring compliance with these guidelines.

Issued by: GST Network (GSTN)

Date: ## December 2024

Thanking You,
Team GSTN

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Key Highlights

EWB-FOIS Integration: Indian Railways' FOIS is now integrated with the EWB system, allowing for smoother entry and validation of RR No./eT-RRs.
Correct Entry Process: Taxpayers must ensure accurate entry of RR No./eT-RRs in the EWB system, following a standardized format to prevent discrepancies. The following steps are to be followed:

If the supplier is transporting the goods from the factory to the railway station, and subsequently transporting such goods by rail under the FOIS, he should select the "Multi-Transport Mode" option on the EWB portal.
While loading the goods to rail, he should update Part B of the EWB using the "Multi-Transport Mode" option, selecting "Rail".
After selecting this option, the system will prompt you to enter the corresponding RR No./eT-RRs. The format for entering RR numbers for goods transported via FOIS is F<FromStationCode><RR No>, e.g., FSJWT123456789.
The EWB system will validate the entered RR No./eT-RRs against FOIS data. Any mismatches will trigger alerts.

For further assistance or if there are any discrepancies in entering RR No./eT-RRs taxpayers are encouraged to raise a ticket with the support team, clearly mentioning the RR No./eT-RRs.

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Conclusion

In conclusion, the integration of the EWB system with Indian Railways' FOIS marks a significant step towards streamlining freight transportation processes. Taxpayers need to ensure the accurate entry of RR No./eT-RRs in the EWB system to avoid discrepancies, ensure smooth tracking of goods, and facilitate efficient validation. By adhering to the standardized format and following the guidelines provided, users can minimize delays and complications, ensuring a seamless experience for both transporters and authorities.

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