India GST E-Invoice and E-Way Bill

The problem: goods cannot legally move until the portal replies

In India, an A/R Invoice above the notified turnover threshold is not a valid tax document until it has been registered with an Invoice Registration Portal and returned an IRN with a signed QR code. If the consignment is moving, an e-way bill number is required before the vehicle leaves the gate. SAP Business One will happily post the invoice and update stock without any of that happening, which is exactly where the risk sits: the document is in the ERP, the truck is at the dock, and the compliance step is on somebody's browser tab.

The usual workaround is manual. Someone exports a spreadsheet, keys it into a portal or a GSP web form, downloads the IRN and QR, and pastes them back into a UDF — if they remember. Cancellations happen on the portal but not in SAP B1. Credit memos never get linked to the original IRN. Vehicle changes during transit are never recorded against the delivery. Six months later, during reconciliation against GSTR-1, nobody can prove which SAP document corresponds to which registered invoice, and the only trail is a folder of PDFs.

ECOSIRE builds a SAP Business One add-on that closes that loop inside the ERP, so the compliance step happens against the document that created the obligation.

What ECOSIRE builds

The add-on is delivered as a SAP Business One extension using the Service Layer (REST) for document reads and writes, the DI API where transactional control or older-version compatibility requires it, and UDO/UDF/UDT extensibility for all compliance state. Nothing is stored outside your company database.

Document capture and payload building

A configurable trigger — manual button, approval-procedure completion, or a scheduled sweep — collects eligible A/R Invoices, A/R Credit Memos and Deliveries. The add-on reads header and line data via the Service Layer, resolves the Business Partner GSTIN, place of supply, and address blocks, maps each line's item, HSN/SAC, unit of measure, taxable value and tax breakup, then assembles the portal payload. Validation runs before transmission: missing GSTIN, invalid HSN length, unit-of-measure codes not on the portal's accepted list, and intra- versus inter-state tax mismatches are all surfaced as a blocking list on the document rather than as a portal rejection an hour later.

IRN, signed QR and write-back

On a successful registration, the add-on writes the IRN, acknowledgement number, acknowledgement date and the signed QR payload into UDFs on the source document, renders the QR as an image for printing, and stores the full request and response JSON in a UDT keyed to the document entry. The signed invoice PDF layout is delivered as a Crystal Report bound to the invoice, so the QR and IRN print from the same document your users already issue.

E-way bill lifecycle

E-way bills are generated either as part of invoice registration or separately against a Delivery, with transporter ID, distance, vehicle number and transport mode captured in a dedicated UDO screen. The add-on supports Part-B updates, vehicle changes in transit, extension of validity, consolidated e-way bills across multiple documents, and cancellation within the permitted window. Every action writes an audit row with user, timestamp, portal reference and response code.

Cancellation, amendment and reconciliation

Cancelling a registered invoice inside SAP B1 triggers the portal cancellation with the reason code, and the add-on refuses to cancel silently if the window has closed — it flags the document for a credit memo instead. A reconciliation view compares registered documents against SAP B1 documents for a period, so anything posted-but-unregistered or registered-but-cancelled is visible before a return is filed.

Operations

All portal credentials and endpoints are held in an encrypted configuration table with separate sandbox and production profiles. Failed calls enter a retry queue with exponential backoff and are never silently dropped. Token refresh is handled in the background. A log screen shows every attempt with the exact payload sent, which is what you need when a portal error code has to be argued with a consultant.

Who this is for

Indian manufacturers, distributors and traders running SAP Business One who invoice above the e-invoicing threshold and move physical goods. It is equally relevant to multi-branch companies where several Warehouses dispatch under one GSTIN, and to groups running multiple company databases that each need their own credentials and their own numbering.

Compatibility

SAP Business One 10.0 on Microsoft SQL Server or SAP HANA, on-premise or cloud-hosted. Delivered per tenant, installed into your test company database first and promoted to production after your sign-off.

How delivery works

1. Scoping call. We walk your invoice types, tax scenarios, document series, dispatch process and portal access route. We look at your actual document layouts and your existing UDFs so nothing collides. 2. Fixed quote. You receive a written scope with the exact objects, screens, fields and reports to be delivered, the version matrix, and a fixed price. No hourly drift. 3. Build. ECOSIRE develops the add-on against a copy of your schema. Typical lead time is one working week from scope sign-off, depending on the number of tax scenarios and document types in scope. 4. Install in test. We install into your test company database, configure sandbox portal credentials, and run your own documents through registration, cancellation and e-way bill generation with you watching. 5. Production. After sign-off, we install into production, switch to live credentials, and stand by for the first live dispatch day. 6. Support. A defined support window covers defects, portal schema changes released during the window, and handover questions.

This is build-to-order software. It does not exist as a shelf product you can download today — it is developed for your company database, your document types and your tax setup.