What is a Waybill, How to Issue a Waybill?

Playing a critical role in commercial activities, the waybill regulates the transfer of goods between businesses while ensuring records are kept compiled during transport. In other words, it allows for commercial transactions to be conducted transparently and properly. So, what exactly is a waybill, and how is it prepared? In this content, we will discuss in detail what a waybill is and how it is drafted. Let's get started! 👇

What is a Waybill?

A waybill is an official document used to organize and record the transfer of goods between commercial enterprises. When goods are moved from the sender’s point to the receiver’s point, details such as the nature, value, and quantity of the goods, as well as sender and receiver information, are included in this document. Therefore, it is a document that verifies the correct and complete delivery of the shipment.

The waybill is important for accounting and tax purposes because it helps commercial enterprises keep accurate and reliable records, ultimately affecting their financial processes. For instance, some issues may arise during the transport of goods. This document serves as a reference for resolving potential problems that might occur during transit.

It is a document that accompanies the transportation process of goods. Besides goods transportation, it can also be used in service transactions. It increases transparency and trust between parties in commercial cooperation. 🛟🔐

What Information is Included in a Waybill?

There is specific information that must be included in a waybill. These are: 🙌👇

• Sender's information: The name and surname of the person issuing the invoice, trade name if applicable, business address, tax office, and account number are included.

• Buyer's information: The customer's name and surname, trade name, address, tax office, and account number, if applicable, are featured.

• Waybill number: Each waybill is assigned a unique number. This number enables the tracking of the document.

• Nature and quantity of goods: Specifications such as the type, model, brand, and quantity of the transported goods are specified.

• Total weight and number of parcels: The total weight of the transported goods is stated. It is also necessary to indicate the number of packages.

• Transport date and time: The start date and time of the transport of goods by the sender are specified.

• Condition of the goods: It is stated that the transported goods have been delivered undamaged and complete.

• Transport vehicle information: Information such as how the goods were sent (by truck, ship, plane, etc.) and the vehicle's license plate number are included.

• Sender's signature and stamp: The accuracy and validity of the document are approved by the sender.

• Receiver's signature and stamp: Confirmation of receipt of the goods by the receiver is required. That is, a signature and stamp are added by the buyer.

• Notarial certification seal endorsement: Notarial approval can be requested to make the document more reliable.

• Waybill indication: A phrase clearly stating the content and purpose of the document is required. Thus, an explanatory phrase should be added to the document header.

Note: This information may vary by country and sector. Therefore, you should keep in mind that regulations must be known according to country and sector differences. At the same time, you should examine the sample waybill of the country to which you will transport goods.

For What Purpose is a Waybill Used?

A waybill plays an important role in the transportation process of goods from the sender's to the recipient's location and is used for the following purposes: 👇

• It determines when, how, and under what conditions the goods will be carried during the transport process.

• It documents the transfer of goods performed in commercial transactions, contributing to tax and accounting processes.

• It regulates the tax declarations of enterprises while being essential for keeping financial records accurate.

• It allows the traceability of the transport process of goods, containing details like when the goods were sent, by which transport vehicle they were carried, and when they were delivered to the buyer.

• It contributes to resolving potential disputes that may arise during transit. If a disagreement occurs regarding the date and condition of delivery, it is used as a reference.

• It increases trust and cooperation between businesses, making the goods transport process organized and transparent for the parties involved.

Is it Mandatory to Issue a Waybill?

Issuing a waybill is mandatory in most countries. Local regulations and tax practices determine when and under what conditions the document must be issued. Especially in cargo-carrying transactions, there may be cases where issuing the document is a legal obligation.

An accurate and valid waybill ensures the correctness of tax reports and increases the reliability of accounting records. Therefore, issuing a waybill is typically a mandatory and critical practice for commercial enterprises.

Issuing the document in compliance with legal regulations makes business processes more organized, strengthening cooperation between enterprises. Consequently, businesses should take issuing the waybill seriously and fulfill it appropriately. 🙌👈

What Are the Differences Between an Invoice and a Waybill?

• An invoice is a document that shows the sale of goods or services has occurred and that payment must be made by the buyer. It clearly conveys the price of goods or services and taxes to the buyer. A waybill, on the other hand, regulates and records the transportation of goods from the sender to the buyer. Thus, it contains the nature, quantity, and date of transport of the goods.

• The invoice includes details such as the name, quantity, unit price, total amount, and taxes of the purchased goods or services. Additionally, seller and buyer information, invoice number, and issuance date are included. The waybill features sender and receiver information, transit date and time, the nature and quantity of the goods, transport vehicle information, and the signature and stamp of the recipient.

• An invoice is issued when the sale of goods or services is carried out and delivered to the buyer, showing the amount the buyer needs to pay. A waybill is issued while the goods are being transported by the sender to the buyer and contains information related to the transport process.

Can a Waybill Replace an Invoice?

A waybill and an invoice are two different documents. Both have different purposes. For this reason, a waybill does not replace an invoice. However, they can be used together in some cases. It is not possible to use the waybill instead of an invoice.

Businesses should be careful to issue both documents completely and accurately in their goods transfer processes. Preparing the documents in line with local legal regulations and business policies is important.

How is a Waybill Prepared?

Businesses and individuals wondering how to issue and prepare a waybill need to pay attention to several points. This document is compiled in detail by companies or individuals that provide products and services and are obliged to deliver them to consumers.

The document must be prepared in at least three copies. Two copies must be in the vehicle carrying the goods. The items specified on the waybill must be ready for inspection inside the vehicle.

When drafting a waybill, you must fully complete the required information on it. Also, nowadays this document can be prepared digitally as an E-Waybill (E-İrsaliye). You may also proceed by getting support from the Navlungo team on this matter.

In Which Cases Is a Waybill Not Issued?

In some cases, there is no need to issue a waybill. Now let's take a closer look at the answer to the question of under what circumstances a waybill is not prepared. 🙌

• Waybills may not be issued for service operations; instead, different documents can be utilized.

• Certain special commercial transactions or goods transfers might not require issuing a waybill. For example, low-value sales, sample shipments, or returns might use alternative documents.

• Local legal regulations may exempt specific transactions from having to issue a waybill.

• Different documents can be used for certain routine commercial transactions of the same type.

What Happens If There Is No Waybill?

If a waybill is missing or not prepared, various negative consequences may occur. Because in some countries issuing this document is a legal obligation. If a waybill is not issued, the business will face legal compliance issues and will also have to deal with punitive sanctions.

Tax and accounting processes may be disrupted, and financial records will not be reliable. Furthermore, disputes and issues can arise between parties, running the risk of facing difficult-to-resolve situations. Mistrust can also manifest in commercial relations. Therefore, businesses must take care to prepare waybills completely and regularly. 👈

Is it Mandatory to Invoice Every Waybill?

According to the Tax Procedure Law, the invoice must be issued within 7 days from the delivery date of the goods. Invoices not prepared within 7 days are deemed never issued, in which case a special irregularity fine is imposed. The special irregularity penalty is 2,200 TL in 2023.

Tax and trade laws of each country may vary. Hence, it is recommended that you closely follow the legal requirements of the country of delivery.

Conclusion

The waybill emerges as an important document in commercial transactions. This is because it records shipment transactions carried out between the sender and recipient, playing a correct, reliable, and evidentiary role.

It serves as a critical tool for organizing and managing goods transportation operations in commercial activities. For this reason, the preparation of the waybill must be carried out thoroughly. In this way, communication between parties can strengthen, while the waybill also boosts the efficiency of businesses and customer satisfaction.

Consequently, it ensures reliability and order in commercial transactions. This document must be prepared accurately and completely. Thanks to this, commercial enterprises can proceed with a successful logistics process.