Sales

Generate e-Invoices Guide

Comprehensive guide on generating e-Invoices in Zubizi, including error handling and best practices.

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Overview

Generating e-Invoices in Zubizi is quick and straightforward. Once you’ve completed the initial setup, you can generate e-Invoices directly from any B2B sales invoice with just one click.

Prerequisites

Before you can generate e-Invoices, make sure:

  1. You are eligible for e-Invoicing — Your business meets the government’s turnover threshold for mandatory e-Invoicing
  2. Registration is complete — You have completed the e-Invoice registration process in Zubizi
  3. Internet connection — You must be connected to the internet, as e-Invoices are generated through the government portal
  4. B2B Invoice — The invoice must be a Business-to-Business (B2B) transaction, as per government regulations

How to Generate an e-Invoice

Step 1: Create a Sales Invoice

Create a new sales invoice or sales return (GR) as you normally would.

Step 2: Open the Invoice Details

After saving the invoice, the Sales Details View modal will open automatically.

Step 3: Generate the e-Invoice

Click the “Generate E Invoice” button. Zubizi will automatically send the invoice details to the government portal and generate the e-Invoice.

Step 4: Print Your Invoice

Once generated successfully, you can print the invoice which will now include:

  • IRN (Invoice Reference Number)
  • AckNo (Acknowledgement Number)
  • AckDate (Acknowledgement Date)
  • QR Code

Generate e-Way Bill Together (Optional)

If you need an e-Way Bill for the same transaction, you can generate it along with the e-Invoice. Simply fill in the transport details (such as transporter name, vehicle number, etc.) before clicking “Generate E Invoice”. Both will be created together.

Important Notes

  • Invoice becomes locked — After generating an e-Invoice, the invoice cannot be edited. This is to maintain compliance with government regulations.
  • Quick Edit available — Some fields can still be modified using the Quick Edit option, even after e-Invoice generation.
  • Stay connected — Ensure a stable internet connection during the generation process to avoid interruptions.

Common Errors and Solutions

When generating e-Invoices, you may encounter some errors. Below are the most common ones and how to fix them.


Login & Authentication Errors

Error CodeError MessageHow to Fix
100Invalid JsonCheck company and customer settings — missing information like location, PIN code, place of supply, or distance may cause this error. And if the error persists please contact support
101Invalid UsernameContact support to fixing those information.
102Invalid PasswordContact support to fixing those information.
103, 104Invalid Client-IdContact Zubizi support to verify your client credentials
105Invalid TokenTry generating again — your session may have expired. If the problem persists, log out and log in before retrying.
106Token ExpiredLog out and log back in again and retry generating the e-Invoice
107Authentication failedContact Zubizi support if the issue persists
108Invalid login credentialsVerify your username and password are correct
109Decryption of data failedContact Zubizi support — this is a system error
110Invalid Client-ID/Client-SecretContact Zubizi support to verify your credentials
111GSTIN is not registered to this GSPComplete the e-Invoice registration process in Zubizi

Invoice & Document Errors

Error CodeError MessageHow to Fix
201Invalid Supply TypeSelect correct supply type: B2B, SEZ, or Export
202Invalid Sub-supply TypeChoose the correct sub-supply category
203Sub-transaction type does not belong to transaction typeMake sure sub-type matches the main transaction type
204Invalid Document typeDocument must be Invoice (INV), Credit Note (CRN), or Debit Note (DBN)
205Document type does not match with transaction & sub trans typeEnsure document type matches your supply type
206Invalid Invoice NumberInvoice number must be alphanumeric (max 16 characters), only / and - allowed. Cannot start with 0
207Invalid Invoice DateDate must be in DD/MM/YYYY format
604E-way bill(s) are already generated for the same document numberYou cannot generate e-Invoice twice for the same invoice number. Use a unique invoice number

Supplier (Your Business) Details Errors

Error CodeError MessageHow to Fix
208Invalid Supplier GSTINVerify your GSTIN in company settings
209Blank Supplier AddressAdd your complete business address in settings
210Invalid or Blank Supplier PIN CodeAdd a valid 6-digit PIN code (100000-999999)
211Invalid or Blank Supplier State CodeEnsure state is selected in company details
229Supplier name is requiredAdd your business/legal name in company settings (min 3 characters)
230Supplier place is requiredAdd your business location/city in company settings
371Invalid or Blank Supplier Ship-to State CodeAdd the correct state code for shipping address

Customer (Buyer) Details Errors

Error CodeError MessageHow to Fix
212Invalid Consignee GSTINVerify the customer’s 15-digit GSTIN
213Invalid Consignee AddressAdd customer’s address (min 1 character, max 100)
214Invalid Consignee PIN CodeCustomer PIN code must be 6 digits (100000-999999)
215Invalid Consignee State CodeEnsure state code matches customer’s GSTIN (first 2 digits)
231Consignee name is requiredAdd customer’s legal name (min 3 characters)
232Consignee place is requiredAdd customer’s location/city
372Invalid or Blank Consignee Ship-to State CodeAdd correct state code for delivery address

Item & HSN Code Errors

Error CodeError MessageHow to Fix
216Invalid HSN CodeHSN code must be 4, 6, or 8 digits. Cannot be all zeros
217Invalid UQC CodeUse valid unit codes: PCS, NOS, KGS, MTR, LTR, etc. (3-8 letters)
233Eway bill does not contain any itemsAdd at least one item to the invoice
398Eway Bill Item List is EmptyInvoice must have at least one item

Tax & Value Errors

Error CodeError MessageHow to Fix
218Invalid Tax Rate for Intra State TransactionSee detailed fix below
219Invalid Tax Rate for Inter State TransactionSee detailed fix below
234Total amount/Taxable amount is mandatoryEnter rate and quantity in the invoice properly
235Tax rates for Intra state transaction is blankSee detailed fix below
236Tax rates for Inter-state transaction is blankSee detailed fix below
620Total invoice value cannot be less than the sum of total assessible value and tax valuesVerify your calculations — Total = Taxable Value + Taxes
627Total value should not be negativeCheck for incorrect negative entries
628Total invoice value should not be negativeInvoice total cannot be negative
629IGST value should not be negativeIGST amount cannot be negative
630CGST value should not be negativeCGST amount cannot be negative
631SGST value should not be negativeSGST amount cannot be negative
632Cess value should not be negativeCess amount cannot be negative
633Cess non advol should not be negativeNon-advalorem cess cannot be negative
640Total Invoice value is mandatoryEnter the final invoice total

Common Causes & Fixes for Tax Rate Errors (218, 219, 235, 236)

These errors typically occur due to a mismatch between the customer’s state and the tax calculation on the invoice. Here’s why this happens and how to fix it:

Why does this happen?

  1. Customer changed after adding items — If you add items to an invoice and then change the customer at the end, the tax calculation (CGST+SGST vs IGST) may not fully update before you save. Since calculations happen live as you type, saving too quickly can result in conflicting tax values.

  2. Customer details edited after invoice was saved — If you saved an invoice and later went to Customer Master to update the customer’s state or GSTIN, the existing invoice will still have the old tax configuration.

  3. Company state not configured — If your company’s state wasn’t set in Company Settings when the invoice was created, the system cannot determine whether it’s an intra-state or inter-state transaction.

How to fix:

  1. Edit and wait — Open the invoice for editing, wait a few seconds for all calculations to refresh, then save again.

  2. Trigger recalculation manually — If the above doesn’t work, go to the rate or quantity field of each item and press any key (like Ctrl or arrow keys) without changing the value. This triggers the tax recalculation. Then save.

  3. Verify customer details first — Before generating e-Invoice, ensure the customer’s state and GSTIN are correctly configured in Customer Master.

  4. Check company settings — Make sure your company’s state is properly set in Company Settings before creating invoices.


e-Way Bill & Transport Errors

Error CodeError MessageHow to Fix
220Invalid Trans modeSelect correct mode: 1=Road, 2=Rail, 3=Air, 4=Ship
221Invalid Approximate DistanceDistance must be between 0-4000 km
222Invalid Transporter IdTransporter GSTIN must be 15 characters
223Invalid Transaction Document NumberTransport document number must be alphanumeric (max 15 chars)
224Invalid Transaction DateTransport document date format is incorrect
225Invalid Vehicle Number FormatVehicle number must be 4-20 alphanumeric characters (e.g., WB12AB1234)
226Both Transaction and Vehicle Number BlankProvide either vehicle number or transport document number
301Invalid eway bill numberEnter correct e-Way Bill number (numeric only)
302Invalid transporter modeSelect valid transport mode
303Vehicle number is requiredAdd vehicle number when using Road transport
304Invalid vehicle formatVehicle number format is invalid for the selected vehicle type. Ensure the format matches: Regular vehicles (e.g., WB12AB1234) or ODC vehicles
305Place from is requiredAdd the origin location
306Invalid from stateEnter valid origin state code
355Invalid Vehicle Number FormatVehicle number format is incorrect for RFID/verification. Check that vehicle number follows standard Indian format (e.g., WB12AB1234)
361Invalid Vehicle TypeVehicle type must be O (ODC) or R (Regular)
362Transporter document date cannot be earlier than the invoice dateTransport date must be on or after invoice date
385For Rail/Ship/Air transDocNo and transDocDate is mandatoryAdd transport document number and date for non-road transport
394For other than Road Transport, TransDoc number is requiredProvide transport document for Rail/Air/Ship
621Trans mode is mandatory since vehicle number is presentSelect transport mode when vehicle number is entered
622Trans mode is mandatory since trans doc number is presentSelect transport mode when transport document is entered
634Vehicle type should not be ODC when transmode is other than roadODC (Over Dimensional Cargo) is only for Road transport
638Transport mode is mandatory as Vehicle Number/Transport Document Number is givenSelect transport mode
702The distance between the pincodes given is too highSee detailed fix below
709Pin to pin distance is not available for the given pin codesSee detailed fix below
721The distance between the given pincodes are not availableSee detailed fix below

Fixing Distance Errors (702, 709, 721)

These errors occur when the distance between PIN codes doesn’t match the government’s database. The auto-fetched distance from Google Maps may differ from the official PIN-to-PIN distance maintained by the e-Way Bill portal.

How to fix:

  1. Get the correct distance — Visit the e-Way Bill Portal and use their PIN-to-PIN distance lookup tool to find the official distance between your source and destination PIN codes.

  2. Edit the invoice — Open the invoice for editing, update the distance field with the correct value from the government portal, and save.

  3. Update Customer Master — To avoid this issue in future invoices, go to Customer Master and update the customer’s distance field with the correct PIN-to-PIN distance. This will be used automatically for future transactions with that customer.


e-Way Bill Status & Update Errors

Error CodeError MessageHow to Fix
311Validity period lapsed, you cannot update vehicle detailse-Way Bill has expired — generate a new one
312This eway bill is either not generated by you or cancelledYou can only update your own active e-Way Bills
315Validity period lapsed, you cannot cancel this eway bille-Way Bill has expired and cannot be cancelled
316Eway bill is already verified, you cannot cancel itOnce verified by authorities, cancellation is not allowed
363E-way bill is not enabled for intra state movement for your stateCheck your state’s e-Way Bill requirements
379Eway Bill cannot be extended - Already CancelledCannot extend a cancelled e-Way Bill
380Eway Bill Cannot be Extended - Not in Active StateOnly active e-Way Bills can be extended
381There is No PART-B/Vehicle Entry - So Please Update Vehicle InformationAdd vehicle details before extending
382You Cannot Extend as EWB can be Extended only 8 hours before or after validityExtension timing is outside allowed window
384You are not current transporter or Generator of the ewayBillOnly generator or assigned transporter can update
435Part B is already updated, hence updation is not allowedPart B can only be updated once
635You cannot update part B, as the current transporter already entered Part B detailsPart B already filled by transporter
636You are not assigned to update part BOnly assigned person can update Part B
637You cannot extend ewaybill, as the current transporter already entered Part B detailsTransporter has already updated the e-Way Bill
653The Ewaybill is cancelledCannot perform action on cancelled e-Way Bill
700You are not assigned to extend e-waybillOnly authorized person can extend

GST Return & Blocking Errors

Error CodeError MessageHow to Fix
715The Consignor GSTIN is blocked - Return is not filed for past 2 monthsFile your pending GST returns
716The Consignee GSTIN is blocked - Return is not filed for past 2 monthsInform customer to file their pending GST returns
717The Transporter GSTIN is blocked - Return is not filed for past 2 monthsTransporter needs to file their pending returns
718The User GSTIN is blocked from Transporter Updation - Return is not filed for past 2 monthsFile your pending GST returns
719The Transporter GSTIN is blocked from Transporter UpdationTransporter needs to file pending returns
720The Consignor is blocked from direct ewaybill generation - IRN generation is requiredGenerate e-Invoice first, then e-Way Bill

Composite Taxpayer Errors

Error CodeError MessageHow to Fix
703Since the consignor is Composite Taxpayer, inter state transactions are not allowedComposition dealers can only do intra-state sales
704Since the consignor is Composite Taxpayer, Tax rates should be zeroComposition dealers should not charge GST on B2B sales
714Document type - Tax Invoice is not allowed for composite tax payerUse Bill of Supply instead of Tax Invoice

SEZ & Export Errors

Error CodeError MessageHow to Fix
373The Supplier Bill-to state code should be Other Country for ExportFor exports, set state code to 96 (Other Country)
374The Consignee pin code should be 999999 for ExportUse PIN code 999999 for export transactions
375The Supplier Bill-from state code should be Other Country for ImportFor imports, supplier state should be 96
376The Supplier pin code should be 999999 for ImportUse PIN 999999 for import transactions
377Sub Supply Type is mentioned as Others, the description is mandatoryProvide description when using “Others” supply type
378The supplier or consignee belong to SEZ, Inter state tax rates are applicableApply IGST for SEZ transactions
641For outward CKD/SKD/Lots supply type, Bill To state should be Other Country for SEZ unitSet correct state code for SEZ transactions
642For inward CKD/SKD/Lots supply type, Bill From state should be Other Country for SEZ unitSet correct state code for SEZ inward

Dispatch & Shipping Errors

Error CodeError MessageHow to Fix
607Dispatch from gstin is mandatoryAdd dispatch location GSTIN
608Ship to from gstin is mandatoryAdd shipping destination GSTIN
609Invalid ship to from gstinVerify shipping GSTIN format
610Invalid dispatch from gstinVerify dispatch GSTIN format
617Bill-from and dispatch-from gstin should not be same for this transaction typeUse different GSTIN for dispatch location
618Bill-to and ship-to gstin should not be same for this transaction typeUse different GSTIN for shipping location
643For regular transaction, Bill from state code and Dispatch from state code should be sameState codes must match for regular transactions
644For regular transaction, Bill to state code and Ship to state code should be sameState codes must match for regular transactions
706Address Line1 is mandatoryAdd Address Line 1 (max 100 characters)
710Invalid state code for the given pincodeState code doesn’t match the PIN code area

Transporter Assignment Errors

Error CodeError MessageHow to Fix
358GSTIN passed in request header is not matching with the user gstinYour GSTIN doesn’t match the invoice
359User GSTIN should match to GSTIN(from) for outward transactionsYour GSTIN should be the supplier for sales
360User GSTIN should match to GSTIN(to) for inward transactionsYour GSTIN should be the buyer for purchases
369GSTIN/Transin should match with the transporter IdTransporter ID mismatch
370GSTIN should not be the same as supplier or recipientTransporter cannot be buyer or seller
619Transporter Id is mandatory for generation of Part A slipAdd transporter GSTIN
654This GSTIN has generated a common Enrolment NumberCannot generate e-Way Bill with common enrollment
655This GSTIN has generated a common Enrolment Number - cannot be transporterCannot use as transporter

Multi-Vehicle Movement Errors

Error CodeError MessageHow to Fix
399Unit Code is not matching with any of the Unit Code from ItemListUse same unit code as in items
400Total quantity is exceeding from multi vehicle movement initiation quantityReduce quantity to match original
402Total quantity cannot be less than or equal to zeroEnter valid positive quantity
405No record found for multi vehicle updateCheck e-Way Bill number and group number
406Group number cannot be empty or zeroEnter valid group number
407Invalid old vehicle number formatCheck old vehicle number format
408Invalid new vehicle number formatCheck new vehicle number format
411Multi Vehicle Initiation data is not thereInitialize multi-vehicle movement first
412Multi Vehicle movement is already Initiated, hence PART B updation not allowedCannot update Part B after multi-vehicle initiation
413Unit Code is not matching with unit code of first initiationUse same unit as first initiation
645You cannot do Multi Vehicle movement, as current transporter already entered part BPart B already updated by transporter
646You are not assigned to do multi vehicle movementOnly authorized person can do this
648Multi Vehicle movement is already Initiated, hence generation of consolidated eway bill is not allowedCannot generate consolidated e-Way Bill
649You cannot generate consolidated eway bill, as the current transporter already entered Part B detailsPart B already updated
650You are not assigned to generate consolidated ewaybillOnly authorized person can generate

Connection & Server Errors

Error CodeError MessageHow to Fix
240, 309, 317, 322, 350, 383Could not generate/update - contact helpdeskTry again later or contact Zubizi support
325Could not retrieve dataCheck internet connection and try again
326Could not retrieve GSTIN detailsGSTIN lookup failed — verify GSTIN manually
357Could not retrieve eway bill detailsTry again or contact support
658You are blocked for accessing this API - allowed requests exceededWait for some time before trying again

Validation Errors

Error CodeError MessageHow to Fix
393Invalid GSTINGSTIN must be 15 characters (2 digits + 13 alphanumeric)
395Eway Bill Number should be numeric onlyEnter only numbers for e-Way Bill number
421Invalid pincodePIN code must be 6 digits
422Invalid mobile numberMobile number must be 6-12 digits
424Invalid PAN numberCheck PAN format (5 letters + 4 digits + 1 letter)
601Invalid date formatUse DD/MM/YYYY format
670Invalid Month ParameterMonth must be 1-12
671Invalid Year ParameterEnter valid year

Tips to Avoid Errors

  1. Verify GSTIN — Always double-check customer’s 15-digit GSTIN before invoicing
  2. Complete addresses — Both seller and buyer addresses need: Address, Location, PIN code (6 digits), State code
  3. Valid HSN codes — Use 4, 6, or 8-digit HSN codes for all items
  4. Correct tax rates — CGST+SGST for intra-state, IGST for inter-state
  5. Unique invoice numbers — Never reuse invoice numbers; alphanumeric only (max 16 chars)
  6. File GST returns — Keep returns up to date to avoid blocking
  7. Transport details — For Road: vehicle number required. For Rail/Air/Ship: transport document required
  8. Stable internet — Ensure good connectivity during generation

Frequently Asked Questions

General Questions

Q: What is an e-Invoice?

An e-Invoice is an electronically authenticated invoice generated through the government’s Invoice Registration Portal (IRP). It contains a unique Invoice Reference Number (IRN) and QR code that validates the invoice for GST compliance.

Q: Who needs to generate e-Invoices?

e-Invoicing is mandatory for businesses with annual turnover exceeding the threshold set by the government (currently ₹5 crore). It applies to B2B transactions, exports, and supplies to SEZ units.

Q: Can I generate e-Invoice for B2C (retail) sales?

No, e-Invoicing is currently applicable only for B2B transactions, exports, and SEZ supplies. Regular retail sales to consumers do not require e-Invoice generation.

Q: What happens if I don’t generate an e-Invoice when required?

Failure to generate e-Invoice when mandatory can result in the invoice being treated as invalid. The recipient may not be able to claim Input Tax Credit (ITC), and penalties may apply.


Editing & Cancellation

Q: Can I edit an invoice after generating e-Invoice?

No, once an e-Invoice is generated, the invoice is locked and cannot be edited. However, you can use the Quick Edit option for certain non-critical fields. For major changes, you’ll need to cancel the e-Invoice and create a new one.

Q: How do I cancel an e-Invoice?

You can cancel an e-Invoice within 24 hours of generation through Zubizi. After 24 hours, you cannot cancel it directly — you’ll need to issue a Credit Note instead.

Q: What if I made a mistake in the invoice after generating e-Invoice?

If it’s within 24 hours, cancel the e-Invoice and create a corrected invoice. If more than 24 hours have passed, issue a Credit Note for the incorrect invoice and create a new correct invoice.


Q: Can I generate e-Way Bill along with e-Invoice?

Yes! Simply fill in the transport details (vehicle number, transporter name, distance, etc.) before clicking “Generate E Invoice”. Both will be generated together in a single click.

Q: Is e-Way Bill mandatory with e-Invoice?

Not always. e-Way Bill is required only when the consignment value exceeds ₹50,000 and goods are being transported. For services or goods below the threshold, e-Way Bill is not required.

Q: Why is the distance showing an error even though I entered it correctly?

The distance auto-fetched from Google Maps may differ from the government’s official PIN-to-PIN distance database. Visit the e-Way Bill Portal to get the correct distance and update it in both the invoice and Customer Master.


Technical Issues

Q: I’m getting “Invalid Json” (Error 100). What should I do?

This is one of the most common errors and usually indicates missing or incomplete information in your settings. Here’s how to fix it:

Step 1: Check Company Settings Go to Company Settings and verify all required fields are filled:

  • Company Name (Legal Name)
  • Complete Address
  • Location/City
  • PIN Code (6 digits)
  • State
  • GSTIN

Step 2: Check Customer Details Open the customer in Customer Master and verify:

  • Customer Name (Legal Name)
  • Complete Address
  • Location/City
  • PIN Code (6 digits)
  • State (must match first 2 digits of GSTIN)
  • GSTIN (15 characters)
  • Distance (if generating e-Way Bill)
  • Place of Supply

Step 3: Check the Invoice Edit the invoice and ensure:

  • All item details are complete
  • Tax rates are properly calculated
  • If generating e-Way Bill, transport details are filled

Common missing fields that cause this error:

  • Place of Supply not set
  • Distance field empty or incorrect
  • State not selected in company or customer details
  • PIN code missing or invalid

If the error persists after checking all the above, please contact Zubizi support with a screenshot of the error.

Q: Why am I getting tax rate mismatch errors?

This happens when the tax calculation doesn’t match the transaction type (intra-state vs inter-state). Common causes include:

  • Changing customer after adding items and saving too quickly
  • Editing customer details after saving the invoice
  • Company state not configured properly

To fix: Edit the invoice, wait for calculations to refresh, then save again.

Q: The e-Invoice generation failed midway. What now?

Check your internet connection and try again. If the invoice was partially processed, the system will show the status. Contact Zubizi support if you’re unsure whether the e-Invoice was generated.

Q: I’m getting “Token Expired” or “Invalid Token” errors frequently.

This can happen due to session timeout. Simply log out of Zubizi, log back in, and try generating the e-Invoice again.


Registration & Setup

Q: How do I register for e-Invoicing in Zubizi?

Contact Zubizi support to initiate the e-Invoice registration process. You’ll need to provide your GSTIN and complete the authentication with the government portal.

Q: I changed my GSTIN. Do I need to re-register?

Yes, e-Invoice registration is linked to your GSTIN. If you change your GSTIN, you’ll need to complete the registration process again with the new GSTIN.

Q: Can I use e-Invoicing for multiple branches/GSTINs?

Yes, but each GSTIN requires separate registration. Contact Zubizi support to set up e-Invoicing for additional GSTINs.


Need Help?

If you encounter an error not listed here or need further assistance, please contact our support team.