Bulk E-Invoice (IRN) & E-Way Bill Upload for B2B Orders
Software Plan : Growth & Enterprise
Account Type : Seller Account & 3PL
Inventory Type : Serialized & Non-Serialized
Overview
This article explains how to bulk upload E-Invoice (IRN) and E-Way Bill details for B2B orders before invoice generation. Use this feature when E-Invoice (IRN) and/or E-Way Bill details are generated outside EasyEcom using an external ERP or compliance system and need to be mapped to B2B orders before invoice generation.
When to Use This Feature
This is commonly used in operational setups where:
- E-Invoice or E-Way Bill is generated through an external ERP or compliance system.
- Finance or Accounts generates compliance documents before warehouse processing.
- Warehouse users continue picking, packing, invoicing and dispatch from EasyEcom.
- Multiple B2B orders require E-Invoice/E-Way Bill details to be uploaded in bulk.
Upload the details before invoice generation starts in EasyEcom. Once the normal automatic E-Invoice generation flow starts, uploaded details may not apply later.
Prerequisites
- E-Invoice/E-Way Bill details should be available before invoice generation.
- If both E-Invoice and E-Way Bill details are required, upload them together in a single file.
- Only one upload is supported per order.
Only the first invoice generated for an order uses the uploaded E-Invoice/E-Way Bill details. If multiple invoices are generated for the same order, subsequent invoices follow the account's standard E-Invoice generation flow.
Workflow
Step 1: Navigate to Bulk IRN Upload
Orders > B2B Orders > Order Batches B2B > Bulk IRN Upload
Step 2: Download the Template
Click on Download Template.
For 3PL accounts, the template includes an additional Client Token ID column. This identifies the client account under the 3PL account for which the uploaded E-Invoice/E-Way Bill details should be mapped.
Step 3: Fill the Template
| Column Name | What to Enter | Mandatory | Notes |
|---|---|---|---|
| Order ID | Valid B2B Order ID | Yes | Uploaded E-Invoice/E-Way Bill details are mapped using this Order ID |
| Show On Invoice | Yes / No | Yes | Controls whether the uploaded E-Invoice/E-Way Bill details are printed on the invoice and handover documents. |
| IRN | E-Invoice IRN number | Mandatory if uploading E-Invoice details | Fill together with Acknowledgement Number and Acknowledgement Date |
| Acknowledgement Number | E-Invoice acknowledgement number | Mandatory if uploading E-Invoice details | Related to uploaded IRN |
| Acknowledgement Date | E-Invoice acknowledgement date | Mandatory if uploading E-Invoice details | Use format: DD-MM-YYYY HH:MM |
| Eway Bill Number | E-Way Bill number | Mandatory if uploading E-Way Bill details | Fill together with Eway Bill Date |
| Eway Bill Date | E-Way Bill date | Mandatory if uploading E-Way Bill details | Use format: DD-MM-YYYY HH:MM |
| Client Token ID | Client account identifier | Mandatory for 3PL accounts | Required only for 3PL uploads. The value must identify a valid client account under the 3PL account. |
How to Fill:
- IRN fields must be filled together.
- E-Way Bill fields must be filled together.
- If both are required, fill all related fields.
- Show On Invoice controls whether uploaded details are printed on invoice and handover documents.
Validation Rules
Before processing the uploaded file, EasyEcom validates all records. If any validation fails, the complete upload is rejected. Partial processing is not supported.
The following validations are performed:
- Duplicate Order IDs within the same upload file are not allowed.
- Only one upload is supported for a single Order ID.
- Acknowledgement Number must be numeric.
- Duplicate Acknowledgement Numbers are not allowed.
- E-Way Bill Number must be numeric.
- Acknowledgement Date and E-Way Bill Date must follow the DD-MM-YYYY HH:MM format.
- Show On Invoice accepts only Yes or No.
- For 3PL uploads, Client Token ID is mandatory and must identify a valid client account under the 3PL account.
Step 4: Upload the File
Click Upload CSV > Select the filled template file & Submit
The upload is queued for processing and can be tracked from the Imports section.
Step 5: Verify Upload Status
Go to Imports to verify the upload status.
If the upload fails, download the error file to identify the validation errors. Correct the validation errors in the file and upload it again.
FAQs
1. What happens if I upload after invoice generation has started?
Uploaded details may not be applied because invoice generation has already started using the standard E-Invoice flow.
2. Can I upload E-Invoice details now and E-Way Bill details later for the same order?
No. Only one upload is supported per order. Upload all required details together in a single file.
3. Can I upload the file before the order is created in EasyEcom?
Yes. The upload is stored against the uploaded Order ID and is automatically applied when a B2B order with the same Order ID is created.
4. What happens if multiple invoices are generated for the same order?
The first invoice uses the uploaded E-Invoice/E-Way Bill details. Subsequent invoices follow the account's standard E-Invoice generation flow.
5. How can I check whether the upload was successful?
Go to the Imports section and verify the upload status. If the upload fails, download the error file, correct the validation errors and upload the file again.
6. What happens if the uploaded file contains both valid and invalid records?
The complete upload is rejected. Partial processing is not supported.
7. What happens if I upload only IRN details or only E-Way Bill details?
If only IRN details are uploaded, the first invoice uses the uploaded IRN, while the E-Way Bill follows the account's standard E-Way Bill generation flow.
If only E-Way Bill details are uploaded, the first invoice uses the uploaded E-Way Bill, while the IRN follows the account's standard E-Invoice generation flow.
Video
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