Creating Delivery Challans

Creating Delivery Challans

Delivery Challans in EquiBillBook are essential documents that serve as proof of delivery for goods sent to customers. They help you track shipments, manage deliveries, and maintain proper documentation before invoicing.

What is a Delivery Challan?

A Delivery Challan is a document that accompanies goods during shipment. It lists the items being delivered, quantities, and delivery details. Unlike invoices, delivery challans don't include pricing information and are used primarily for logistics and delivery tracking.

Accessing Delivery Challan Creation

To create a new delivery challan:

1. Log in to your EquiBillBook account
2. Navigate to Sales → Delivery Challan → Create
3. You'll see the Delivery Challan creation form

Step-by-Step Challan Creation

Step 1: Select Customer

Choose the customer receiving the delivery:

• Start typing the customer name in the customer field
• Select the customer from the dropdown list
• Customer's shipping address and contact information will be automatically populated
• You can modify the shipping address if different from the billing address

Step 2: Enter Challan Details

Fill in the basic challan information:

• Challan Date: The date when goods are being dispatched (defaults to today's date)
• Challan Number: Automatically generated based on your numbering rules, or enter a custom number
• Reference Number: (Optional) Link to sales order or customer's purchase order number
• Payment Terms: Select payment terms if applicable
• Branch: Select the branch/location from which goods are being dispatched

Step 3: Add Items

Add items to be delivered:

1. Click "Add Item" or start typing in the item field
2. Select the item from the dropdown
3. Enter the Quantity being delivered
4. Enter the Unit Price (if pricing is required, though challans typically don't show prices)
5. If applicable, enter Discount (percentage or amount)
6. The system will automatically calculate the line total
7. Repeat for all items in the delivery

Step 4: Shipping and Delivery Information

Enter comprehensive delivery details:

• Shipping Address: Select or enter the complete delivery address
• Shipping Details: Add shipping method, courier name, tracking number, etc.
• Delivery Status: Set initial status (Pending, In Transit, Delivered, etc.)
• Delivered To: Name of the person receiving the delivery
• Shipping Document: Attach shipping labels, waybills, or other documents

Step 5: Tax Configuration

Taxes are automatically calculated based on:

• Item tax settings
• Customer tax information
• Your organization's tax configuration

Note: While challans may include tax information for reference, they are primarily delivery documents.

Step 6: Additional Information

You can add:

• Notes: Internal notes about the delivery (visible only to your team)
• Customer Notes: Notes that will appear on the challan document
• Attach Document: Upload related documents like packing lists, quality certificates, etc.

Step 7: Save the Challan

Once all information is entered:

1. Review the challan summary
2. Check the item quantities and delivery address
3. Click "Save Challan" or "Create Challan"
4. The challan will be saved and ready for printing or sharing

Creating Challan from Sales Order

You can also create a delivery challan directly from an existing sales order:

• Navigate to the Sales Order details page
• Click "Create Delivery Challan"
• All order details will be automatically populated in the challan
• You can modify quantities or add/remove items as needed
• Save the challan to proceed with delivery

Challan Status

Delivery challans can have different statuses:

• Draft: Challan is being prepared
• Pending: Challan is ready but goods haven't been dispatched
• In Transit: Goods are on the way to the customer
• Delivered: Goods have been successfully delivered
• Partially Delivered: Some items have been delivered
• Cancelled: Challan has been cancelled

Printing and Sharing Challans

After creating a challan, you can:

• Print Challan: Generate a printable version for physical delivery
• Email Challan: Send the challan to the customer via email
• Download PDF: Save the challan as a PDF file
• Share Link: Generate a shareable link for the customer to view online

Stock Impact

When you create a delivery challan:

• If stock tracking is enabled, stock may be reserved or reduced based on your settings
• Stock is typically reduced when the challan is marked as "Delivered"
• This helps maintain accurate inventory levels
• Stock is restored if the challan is cancelled

Best Practices

• Always verify customer shipping address before creating the challan
• Double-check item quantities to match what's actually being dispatched
• Include complete shipping details for easy tracking
• Update delivery status as goods move through the shipping process
• Attach relevant shipping documents for reference
• Print challans before dispatching goods
• Keep challan copies for your records

Troubleshooting

Can't find the Delivery Challan menu?

• Ensure the Sales module is activated in your account
• Check that you have the necessary permissions to create delivery challans
• Contact your administrator if you don't see the Delivery Challan menu

Item quantities are not matching?

• Verify the quantities in the related sales order
• Check if partial deliveries are allowed
• Ensure items are available in stock

Shipping address is not showing correctly?

• Verify the customer's shipping address in the customer master
• You can manually enter or modify the shipping address in the challan
• Check if multiple shipping addresses are configured for the customer

Delivery challans are crucial for maintaining proper delivery documentation and ensuring smooth logistics operations!