🧭 A van sales day: challan to day close

Intermediate · 14 min · Distribution

Run one complete van sales day: issue the morning challan to salesman Ravi, sell on the route with Challan POS, take collections, bring back unsold stock, settle and reconcile in the evening and close the day.

Why and when you use it

Van sales mix stock, cash and credit across many shops in one day, so small gaps easily become big losses. Following the same steps daily keeps stock, money and the salesman's account in balance. The owner or accountant runs the morning and evening steps; the salesman runs the route.

Before you start

Ravi added as a salesman and linked to his login (Salesmen)
Malviya Nagar route with its customers (Routes, Customers)
Stock in Inventory
Van 1 added (Vehicles)

Step by step

Morning: issue the challan (Challans)Press New Challan, pick Ravi, add items, check the value for the e-way bill, Save Challan, issue it and print with PDF / Print.
Ravi checks his stock (My Challans)Ravi opens My Challans on his phone and counts the van against the challan.
On the route: bill each shop (Challan POS)At each shop Ravi picks his challan, the customer, the items and the payment mode (cash, UPI or credit), and saves the bill.
Collect old dues (Distribution Desk)Money collected against older invoices is recorded with Add collection under Collections.
Evening: take back unsold stock (Challans)Record the returned quantities on the challan; the stock goes back to inventory.
Settle and reconcile (Settlements)Press Record Settlement, enter counted cash, UPI and credit, Save Settlement and Run Reconciliation. Fix any mismatch, then Close Settlement.
Close the day (Distribution Desk)When every salesman is settled, close the day in Day close and check Reports.

Worked example

Sharma Traders, 13 Nov 2026. Ravi takes 310 units worth ₹62,800 on Van 1 for the Malviya Nagar route, bills 14 shops for ₹46,900 including GST and also collects ₹5,000 of old dues.

9:00 am: challan to Ravi for tea × 200, detergent × 100, biscuit cartons × 10 (₹62,800); above ₹50,000, so the e-way bill is prepared with RJ14 GB 4521. Issued and printed.
9:30 am: Ravi checks My Challans and counts the van.
10 am to 5 pm: Ravi bills 14 shops in Challan POS, including Gupta Kirana Store for ₹12,000 on credit. Totals: cash ₹24,400, UPI ₹10,500, credit ₹12,000.
A shop pays ₹5,000 cash against a bill from last week; the office records it with Add collection.
6:30 pm: Ravi returns 84 units (tea 50, detergent 30, biscuits 4); they are recorded on the challan and go back to stock.
Settlement: Cash ₹24,400, UPI ₹10,500, Credit ₹12,000, Qty Sold 226; Run Reconciliation matches. Close Settlement. The ₹5,000 old-dues cash is checked against its collection entry.
7:15 pm: Imran's settlement is also closed, so the office closes 13 Nov in Day close.

Result: Stock shows 226 units sold and 84 back in the godown, 14 invoices raised, ₹34,900 in cash and UPI from the day's bills plus ₹5,000 of old dues, and ₹12,000 added to Gupta Kirana Store's balance. Ravi's challan is Settled and the day is closed.

💡 Tips

Keep the same timings every day; the habit is what keeps van sales clean.
Count cash and stock with the salesman present, never after he has left.
Use the Salesman Register on Challans weekly to review each salesman's bills.

⚠️ Common mistakes

Letting the salesman settle the next morning. Stock and cash get mixed with the new day. Settle the same evening.
Recording old-dues collections as part of the day's bill cash, which makes the reconciliation look over. Keep them as separate collections.
Closing the day before every settlement is closed.

सवाल

Does the van need an e-way bill if nothing is sold yet?

Goods moving above ₹50,000 generally need one even on a delivery challan, and some states have different limits for movement inside the state. Check with your CA.

🎬 Video walkthrough (script — recording coming soon)

Scene 1: Issue the morning challan to Ravi and print it.
Scene 2: Ravi checks My Challans on his phone.
Scene 3: Bill Gupta Kirana Store in Challan POS on credit.
Scene 4: Record an old-dues collection on the Distribution Desk.
Scene 5: Record evening returns on the challan.
Scene 6: Record and reconcile the settlement, then close it.
Scene 7: Close the day in Day close.