Delivery Challans

What it is for

How it works

• A challan moves Draft → Dispatched → Delivered. If the customer receives less than was sent it becomes Partially delivered; Cancelled is the exit for a challan that should not stand. If your workspace requires approval, a challan goes Draft → Awaiting approval → Approved before it can be dispatched.
• Whether goods leave stock depends on what the challan is raised from. Against an issued invoice, the invoice already took the goods out, so the challan moves no stock. With no invoice, dispatching takes the goods out of stock. Against a sales order, goods leave on dispatch only if you chose that in Settings; otherwise the invoice takes them out later. Serial- and batch-tracked items always move on the invoice.
• Sayl stops you delivering more than is left. Each line shows ordered, delivered earlier, this challan and left, so a big invoice or order can be delivered in several challans. A tolerance percentage in Settings allows a small excess if you need it.
• A challan that the customer has received cannot be cancelled once stock has left - the goods are with them. Record the goods coming back instead. A draft or dispatched challan that moved no stock can be cancelled with a reason.
• Challans are numbered DC/<financial year>/0001 and onward, and the format - prefix, separator, digits, year, yearly reset, or typing each number by hand - is set in Settings.
• Challans raised from a Customer PO's Record delivery action are ordinary challans, so they show here as well.

Step by step

Every screenshot is from the live demo. The highlighted button is the one to click - nothing here is saved in the demo, so you can follow along freely.

1. 1

   Open Delivery Challans

   Finance → Sales → Delivery Challans. Every challan is listed with its number, date, customer, what it was raised against, the item count and quantity, the transport details and its status.

   

2. 2

   Filter by status

   The tabs across the top filter the list by where each challan is. The demo has at least one challan in every status.

   

   

   

   

   

3. 3

   Click New challan

   The button is at the top right of the page (highlighted). You can also start one from an invoice or sales order, which carries its customer and items across.

4. 4

   Choose what you are delivering against

   Pick An invoice, A sales order or No invoice. For an invoice or order, choose it and Sayl lists what is still undelivered, ready to send in full or in part. The customer's delivery address and GSTIN fill in for you.

   

5. 5

   Or send goods with no invoice

   Choose No invoice, pick the customer and the purpose - Supply of goods, Sample, Replacement, Demonstration, Job work, Branch transfer, Return or Other - then add the items. A purpose is required, because these goods are leaving without a bill.

   

6. 6

   Fill in the transport details

   Add the transporter, vehicle number, LR or docket number, e-way bill number, dispatch date and the expected delivery date. Add remarks and terms if needed. Turn off Show rates and values on the printout to print quantities only.

   

7. 7

   Create the challan

   Click Create challan (highlighted). It is saved as a Draft with its next DC number. A draft can still be edited or deleted.

   

8. 8

   Dispatch it

   When the goods leave, click Dispatch and confirm the dispatch date and transport details. Stock moves now if the rules above say this challan moves it, and the quantities are locked.

   

9. 9

   Follow a dispatched challan

   A dispatched challan shows Mark delivered and Cancel challan. Print / PDF gives the printable challan to travel with the goods.

   

10. 10

    Mark it delivered

    When the customer receives the goods, click Mark delivered and enter who received them, their phone, the date and any note. Change a quantity only if less than was sent actually arrived - the challan then becomes Partially delivered.

    

11. 11

    A challan received short

    When the received quantity is lower than what was sent, the challan shows Partially delivered with the shortfall per line. The history records who received it and that it was less than sent. It can be marked delivered again once the rest has been accounted for.

    

12. 12

    A delivered challan

    A delivered challan shows who received the goods and when, with its full history.

    

13. 13

    Cancel a challan

    Cancel challan asks for a reason. It is available on a draft or dispatched challan that has not been received; a cancelled challan stays in the list for your records and frees the quantities to be delivered again.

    

14. 14

    See deliveries from an invoice

    Every issued invoice shows a Deliveries panel listing the challans raised against it and whether everything is covered, so you can trace goods back to the bill. A sales order shows the same.

    

15. 15

    Set up numbering, approval and stock

    Click Settings at the top of the list. Choose when stock leaves, whether a challan needs approval before dispatch, the allowed excess percentage, the number format and default terms and conditions.

    

Key fields

Delivering against

An invoice, a sales order, or no invoice.

Customer *

Who receives the goods.

Purpose

For a challan with no invoice: supply, sample, replacement, demonstration, job work, branch transfer, return or other.

Challan date

Defaults to today.

Deliver to / Delivery address

Filled from the customer; change them if the goods go elsewhere.

Transporter, vehicle no., LR / docket no.

Printed on the challan so the driver and receiver can match it.

E-way bill no.

The e-way bill that covers the movement.

Dispatch date, Expected delivery

When the goods left and when you expect them to arrive.

Items

Item and quantity per line. Against an invoice or order, never more than is left.

Show rates and values

Turn off to print quantities only.

Tips

• Raise the challan from the invoice or order wherever you can - the items, quantities and customer carry across and cannot exceed what is left.
• Use No invoice with the right purpose for samples and demo units, so the stock leaving the shelf is recorded and explained.
• Mark challans Delivered as soon as the signed copy comes back. The customer's name and date then sit on the record.
• Turn on approval in Settings if goods must be released by a second person.

Related Finance, GST & Accounting guides

• Customer POsRegister the purchase order a customer sends you, approve it, raise sales orders, record deliveries and payments against it, and see the whole deal in one place in Sayl Finance.
• Sales OrdersCreate sales orders, get them approved or rejected, cancel them, and turn approved orders into invoices - with every status explained - in Sayl Finance.
• InvoicesCreate GST invoices, send them over WhatsApp or email, record payments and track what is overdue in Sayl Finance.
• CustomersAdd customers in Sayl Finance once - GSTIN, billing address and GST state code - and reuse them on every quotation, sales order and invoice.
• Items / ProductsBuild one item catalog in Sayl Finance - category, unit, HSN/SAC, GST rate, cost and price - and pick from it on every quotation, order and invoice.