Challans
Challans records the stock you issue to a salesman for the day (van sales), the stock he brings back, the e-way bill details for the movement, and the final settlement.
Why and when you use it
In van sales the salesman leaves in the morning with goods that are not yet sold to anyone. A delivery challan is the document that moves that stock out of the godown and makes the salesman responsible for it until he sells it or returns it. The owner or godown in-charge issues challans; the accountant uses the Salesman Register and statuses to check every rupee and every pack.
Before you start
- Salesman added (Salesmen)
- Products with stock in Inventory
- Route for the day planned (Routes or Beat Planner)
Step by step
- Open ChallansIn the left sidebar, under Stockivio ERP, open Challans. The list shows Challan No, Salesman, Issue Date, Status, Items and Total Qty.
- Start a new challanPress New Challan and pick the salesman.
- Add the itemsAdd each product and the quantity he is taking. Check the total quantity against what is physically loaded on the van.
- Fill e-way bill details if neededMoving goods worth more than ₹50,000 generally needs an e-way bill, even when the goods are not yet sold; some states differ for movement inside the state. Fill the transport details on the challan and check with your CA.
- Save and issuePress Save Challan. A saved challan starts as Draft; issue it when the van is ready to leave, and its status becomes Issued.
- Print the challanUse PDF / Print to give the salesman a copy to carry in the van.
- Take returns in the eveningWhen the salesman comes back, record the unsold stock as returned. Returned stock goes back to inventory. The status becomes Partially Returned or Returned.
- Settle itAfter the day's settlement is closed, the challan shows Settled. Filter by Draft, Issued, Partially Returned, Returned or Settled to see where each challan stands.
- Check the Salesman RegisterPress Salesman Register, choose the salesman and period and press Show. It lists every invoice the salesman made. Use Excel to download it.
Worked example
On 13 Nov 2026 Sharma Traders loads Ravi's van for the Malviya Nagar route: 200 packs of tea 250 g (₹118), 100 packs of detergent 1 kg (₹200) and 10 cartons of glucose biscuits (₹1,920).
- Press New Challan and pick Ravi.
- Add tea 250 g × 200 (₹23,600), detergent 1 kg × 100 (₹20,000) and biscuits carton × 10 (₹19,200). Total Qty 310, value ₹62,800.
- As the value is above ₹50,000, fill the transport details with Van 1, RJ14 GB 4521, and prepare the e-way bill.
- Press Save Challan, issue it, and print it with PDF / Print.
- In the evening Ravi returns 50 tea, 30 detergent and 4 biscuit cartons; record them as returned.
Result: In the morning 310 units leave godown stock and sit with Ravi. In the evening 84 units come back to inventory, the challan shows Returned, and after the settlement it shows Settled.
💡 Tips
- Count the van with the salesman before you issue the challan; disputes start at loading.
- Issue one challan per salesman per day so the evening settlement is simple.
- Look at the Issued filter before closing the day; nothing should be left there overnight without a reason.
⚠️ Common mistakes
- Raising sales invoices from the office for goods that are on a challan. Bill them through Challan POS so the challan knows what was sold.
- Forgetting to record returns, so stock stays with the salesman on paper and the godown count looks short.
- Issuing a high-value challan without an e-way bill. Check the value before the van leaves.
Questions
Is a delivery challan a sale?
No. It only moves stock to the salesman. The sale happens when he bills a shop through Challan POS.
What does Partially Returned mean?
Some, but not all, of the unsold stock has been brought back and recorded.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Challans and show the status filters.
- Scene 2: Press New Challan, pick Ravi and add three products.
- Scene 3: Point out that ₹62,800 is above ₹50,000, so the e-way bill details are needed.
- Scene 4: Save Challan, issue it and print with PDF / Print.
- Scene 5: Record the evening returns and show Returned.
- Scene 6: Open Salesman Register, press Show and download Excel.