Delivery Challan

What a delivery challan is

A delivery challan travels with goods you send out. It tells the client, and whoever carries the goods, what is in the consignment.

It is not a bill: it has no due date, prints no bank details and takes no payments. You invoice separately, either before the goods leave or once they arrive.

Find your way round the list

Open Sales & Invoices in the sidebar and choose Delivery Challans. Before your first challan the page shows a short introduction with a Create First Delivery Challan button. After that it opens on Overview, with your challans listed newest first.

• Create Delivery Challan opens a blank challan.
• The tabs are Overview, Active (the list on its own) and Deleted (deleted challans, which can be restored). Tag-wise Report opens its own page.
• Filters narrows the page by Status, Client, Contact and Date Range. Delivery Challan Summary under it counts the challans and drafts that match.
• Each row ends with icons for Quick Preview, Open in New Tab, Edit and Duplicate, and a ⋯ menu with everything else.
• Download As saves the list as a CSV file, with or without line items, and the columns button beside it (Show/Hide Columns) chooses which columns show.

Create a delivery challan

Click Create Delivery Challan. The page that opens is the challan itself: you fill it in where it will print.

1. 1Check the Challan No and Delivery Challan Date, and add the order reference the client gave you in PO Number if there is one.
2. 2Under Delivered To, pick the client from Select a Client, or click Add New Client to create one without leaving the page.
3. 3Tick Add Shipping Details to add the Shipped From and Shipped To addresses and Transport Details, such as the transporter and the vehicle number.
4. 4List the goods in Item Name / SKU Id, with the quantity and rate. Add New Line adds another item and Add New Group adds a heading.
5. 5Add tax, terms, notes, attachments or a signature if the challan needs them.
6. 6Click Save & Continue to save the challan and open its page. Save & Create New saves it and starts another, and Save As Draft keeps it as a draft.

• In the shipping details, Same as your business address and Same as client's address fill an address in for you, and Select a Shipping Address picks one saved on the client.
• A challan needs a number, a date, a client, a currency and at least one named item before it can be saved.
• The page is the one used for invoices, without the bank details. The invoice guide describes each part.

Start from an invoice instead

When the goods on a challan are the goods on a document you already have, start from that document.

1. 1In Invoices, open the ⋯ menu of the invoice and choose Generate Delivery Challan.
2. 2KyDec saves a draft challan with the same client and items, dated today, and opens it.
3. 3Add the shipping and transport details, then click Save & Continue.

• The same entry is in the menus of quotations, proforma invoices and sales orders.
• You can generate more than one challan from the same document, for an order delivered in parts.

Send it, print it and invoice it

Saving opens the challan on its own page, with the printed copy in the middle and the actions along the top.

• On the challan page, Share holds Send Email, Send WhatsApp and the public link, and Download / Print holds Print and Download. In the list, the ⋯ menu of a row has Send Email, Send Whatsapp, Copy Delivery Challan link and Download.
• In the ⋯ menu on the challan page, View/Print Duplicate Delivery Challan and View/Print Triplicate Delivery Challan print the extra copies for the transporter and for your own records.
• Generate Invoice makes a draft invoice from the challan and opens it for you to check and save. The challan then reads Converted.
• Tick Mark Delivery Challan Sent on the challan page to set its status to Sent when you have handed it over yourself.
• Customize Delivery Challan Design on the challan page changes the template, colour and font, letterhead and footer, page size and watermark.

Statuses and rules worth knowing

• A challan is Draft when saved with Save As Draft and Created once saved in full. Sent is one you have marked as sent, Converted is one a document has been made from, and Cancelled is one you have cancelled.
• Only an open challan can be cancelled. A draft is deleted instead. Revert reopens a cancelled challan.
• A deleted challan is kept under Deleted, where Restore brings it back and Delete Permanently removes it for good.
• A draft challan cannot be converted. Save it in full first.