Delivery Challan Workflow
The Delivery Challan workflow in EquiBillBook helps you manage the complete lifecycle of goods delivery, from creation to final delivery confirmation. Understanding this workflow ensures efficient delivery management and proper documentation.
Understanding the Delivery Challan Workflow
The delivery challan workflow consists of several stages that track goods from dispatch to delivery. Each stage has specific actions and status updates that help you monitor the delivery process.
Workflow Stages
Stage 1: Challan Creation
This is the initial stage where the delivery challan is created:
- Status: Draft or Pending
- Actions: Create challan, add items, enter delivery details
- Purpose: Prepare the delivery document with all necessary information
- Next Steps: Review and confirm challan details before dispatch
Stage 2: Challan Confirmation
Once the challan is reviewed and confirmed:
- Status: Confirmed or Ready for Dispatch
- Actions: Print challan, attach shipping documents, prepare goods
- Purpose: Finalize the challan before goods are dispatched
- Next Steps: Dispatch goods and update status to "In Transit"
Stage 3: Goods Dispatch
When goods are handed over to the shipping carrier:
- Status: In Transit or Dispatched
- Actions: Update shipping details, add tracking number, record dispatch date
- Purpose: Track that goods have left your premises
- Next Steps: Monitor delivery progress and update status as needed
Stage 4: Delivery in Progress
While goods are being transported:
- Status: In Transit
- Actions: Track shipment, update delivery status, communicate with customer
- Purpose: Monitor delivery progress and ensure timely delivery
- Next Steps: Confirm delivery when goods reach the customer
Stage 5: Delivery Confirmation
When goods are successfully delivered:
- Status: Delivered
- Actions: Update delivery date, record recipient name, confirm delivery
- Purpose: Complete the delivery process and update records
- Next Steps: Convert challan to invoice or mark as complete
Stage 6: Invoice Conversion (Optional)
After delivery is confirmed, you can convert the challan to an invoice:
- Status: Delivered (ready for invoicing)
- Actions: Convert to invoice, generate invoice, send to customer
- Purpose: Bill the customer for delivered goods
- Next Steps: Process payment and close the transaction
Status Transitions
The workflow allows status transitions as follows:
- Draft → Pending → In Transit → Delivered
- Pending → Cancelled (if delivery is cancelled before dispatch)
- In Transit → Partially Delivered → Delivered
- Delivered → Invoiced (when converted to invoice)
Workflow Actions
Creating Challan
Initial creation of the delivery challan:
- Select customer and items
- Enter delivery details
- Set initial status
- Save as draft or confirm
Updating Status
Progress through workflow stages:
- Change status as delivery progresses
- Update delivery information
- Record important milestones
- Add notes and comments
Tracking Delivery
Monitor delivery progress:
- Add tracking numbers
- Update shipping details
- Record delivery updates
- Communicate with customer
Confirming Delivery
Finalize the delivery:
- Mark as delivered
- Record delivery date and time
- Note recipient information
- Attach delivery proof if available
Partial Deliveries
For deliveries where not all items are sent at once:
- Create multiple challans for the same order
- Mark challan as "Partially Delivered"
- Track remaining items separately
- Convert each challan to invoice as delivered
Workflow Notifications
The system can send notifications at different workflow stages:
- Challan Created: Notify relevant team members
- Dispatched: Notify customer about shipment
- In Transit: Send tracking updates
- Delivered: Confirm delivery with customer
Workflow Best Practices
- Always update challan status as delivery progresses
- Maintain accurate delivery records for audit purposes
- Use consistent status naming across all challans
- Update delivery information promptly
- Keep customers informed about delivery status
- Document any delivery issues or exceptions
- Convert challans to invoices promptly after delivery
Workflow Reports
Monitor your delivery workflow with reports:
- Pending Deliveries: View all challans awaiting dispatch
- In Transit: Track all goods currently being delivered
- Delivered: Review completed deliveries
- Delivery Performance: Analyze delivery timelines and efficiency
Troubleshooting
Can't update challan status?
- Check if you have permission to modify challans
- Verify the challan is not locked or in use
- Ensure you're using the correct status transition
Status is not changing correctly?
- Review workflow rules and status transitions
- Check if there are any validation errors
- Verify all required fields are filled
Delivery tracking is not working?
- Ensure tracking numbers are entered correctly
- Verify shipping carrier information
- Check delivery status update settings
Understanding and following the delivery challan workflow ensures efficient delivery management and excellent customer service!