E-way bills, invoices and packing lists are ready when the truck arrives
Each packed delivery in SAP is checked and invoiced with its IRN. When the gate logs the truck's number, the e-way bill is made and the papers print as one set.
- Used day to day by
- Dispatch team
- Logistics head
- Tax team
How it runs with AI
The AI checks each delivery as soon as it is packed, so problems reach the right person hours before the truck arrives. It creates the invoice with its IRN and QR code, and makes the e-way bill as soon as the gate logs the truck's number. The invoice, packing list and e-way bill print as one set for the driver.
Step by step
Where the work happens, what the AI does, and where it hands over to a person.
-
Step 1, AI
Picks up each delivery in SAP as soon as it is packed
Needs to know: Plants in scope
In
SAP S/4HANA -
Step 2, AI
Checks the GSTIN, HSN codes and distance before any document is made
Needs to know: HSN codes by item, Who fixes each error
In
SAP S/4HANA , E-invoice portal Exception to step 2
Holds the delivery and sends each problem to the person who fixes it
-
Step 3, AI
Creates the invoice in SAP and gets its IRN and QR code
Needs to know: Invoice series per plant
In
SAP S/4HANA , E-invoice portal -
Step 4, AI
Makes the e-way bill as soon as the gate logs the truck's number
Needs to know: Transporter booking per delivery
In
SAP S/4HANA , E-way bill portal Exception to step 4
Asks the gate to recheck when the number differs from the transporter's booking
-
Step 5, AI
Prints the invoice, packing list and e-way bill as one set
Needs to know: Documents each customer needs
In
SAP S/4HANA -
Step 6, Person
Signs the truck out after matching the drums to the packing list
In
SAP S/4HANA
What stays with a person
- Signs the truck out after matching the drums to the packing list
Apps in this example
- SAP S/4HANA
- E-invoice portal
- E-way bill portal
The same flow works with the apps you use.
This fits you if
- You send out more than 30 trucks a day across your plants and warehouses
- Most of your consignments need an e-way bill
- Your dispatch desk types e-way bills on the portal, one at a time
- Trucks wait at the gate while the papers are made
What to watch for
- An e-way bill is hard to change once made, so the AI makes it only after the delivery passes its checks and the gate has logged the truck
- Cancelling an invoice or an e-way bill stays with your dispatch and accounts teams
- HSN codes, tax rates and customer GSTINs belong to your tax and sales teams. The AI finds the gaps, and those teams correct them in SAP
- The dispatch supervisor checks the physical load against the packing list. The AI checks the data behind the papers
