How to View Delivery Challan
Overview
Learn how to access, review, and understand delivery challan information in the system. This guide covers the list view, detail view, and how to interpret challan data for tracking dispatch and billing status.
Prerequisites
- User must have access to Sales module
- At least one delivery challan created in the system
Accessing Delivery Challan List
Step 1: Navigate to Delivery Challan
From the left sidebar, click Sales → Delivery Challan
The Delivery Challan list page opens showing all challans in the system.
Understanding the List View
Page Header
View Delivery Challan Tab:
- Active tab showing list of all challans
- Click to refresh view or return from detail view
Add Delivery Challan Button:
- Blue button with + icon
- Click to create new delivery challan
- Opens add challan form
Search Bar:
- Located at top right
- Search by: DC number, customer name, order number, reference
- Type and results filter instantly
Column Descriptions
| Column | Description | Example Values |
|---|---|---|
| DC# | Delivery Challan number with expand/collapse arrow | DC-1003, DC-1002, DC-999 |
| Challan Date | Date when challan was created | 03-10-2025, 30-09-2025 |
| Delivery Date | Expected or actual delivery date | 29-09-2025, or "-" if not specified |
| Challan Type | Type of delivery challan | Delivery against order |
| Order# | Linked sales order number | SO-999, SO-1002, SO-1000 |
| Customer Name | Name of customer receiving goods | APPLE INDIA PRIVATE LIMITED |
| Reference | Internal or external reference number | Customer PO, gate pass, vehicle number, or "-" |
| GST Number | Customer's GSTIN | 07AABCA1906H1Z4 |
| Status | Current challan status with icon | Created (with package icon) |
| Amount | Total challan value including taxes | ₹37,382.40, ₹2,54,000.00 |
| Action | Quick action buttons | View (eye icon), Edit (pencil icon), More (three dots) |
Expandable Row Details
Click the ▶ arrow next to DC# to expand row and see additional information:
Three Tabs Appear:
- Items Tab - Shows dispatched items
- Sales Order Tab - Displays linked order details
- Documents Tab - Lists attached files
Items Tab (Expanded View)
When row expanded, Items tab shows table with these columns:
| Column | Description |
|---|---|
| Item Details | Product name and description |
| Qty | Quantity dispatched in this challan |
| Unit Price | Price per unit |
| Discount(%) | Discount percentage applied |
| Tax Rate | GST percentage (CGST, SGST, or IGST) |
| Tax Amount | Total tax amount for the line |
| Amount | Line item total (price + tax - discount) |
Example from screenshot:
- Item: USB-C Power Adapter
- Qty: 12
- Unit Price: ₹3,000.00
- Discount: 12%
- Tax Rate: 18%
- Tax Amount: ₹5,702.40
- Amount: ₹31,680.00
Sales Order Tab (Expanded View)
Displays information about the linked sales order:
| Column | Description | Purpose |
|---|---|---|
| SO# | Sales order number | Link back to original order |
| SO Date | Order creation date | Track order timeline |
| Expected Delivery | Delivery date from order | Compare against actual dispatch |
| Total Amount | Complete order value | See full order context |
| SO Status | Order status badge | Verify order approved before dispatch |
| Dispatch | Dispatch completion percentage with progress bar | Track fulfillment progress |
| Billing | Billing completion percentage with progress bar | Monitor invoicing status |
Example from screenshot:
- SO#: SO-999
- SO Date: 29-09-2025
- Expected Delivery: -
- Total Amount: ₹1,55,760.00
- SO Status: In Review (yellow badge)
- Dispatch: 24% (yellow progress bar)
- Billing: 0% (gray progress bar)
Understanding Progress Bars:
- Dispatch Bar: Shows percentage of order dispatched via challans
- Billing Bar: Shows percentage of challan amount invoiced
- Color coding: Yellow/orange for in-progress, green for completed, gray for pending
Documents Tab (Expanded View)
Shows list of files attached to the delivery challan:
- Document names with file extensions
- Click to download or preview
- Common documents: Transporter details, LR copy, packing list
If no documents: Shows "No documents attached"
Detail View (Slide-out Panel)
Opening Detail View
Click any of these to open right-side detail panel:
- Eye icon (👁️) in Action column
- Challan row itself (click anywhere on row)
- DC# link in expanded view
Detail Panel Components
Header Section:
Customer Information Card (Left Side):
- Company name with initial avatar
- GSTIN: Customer's GST number with tax scheme
- Complete registered business address
- City, state, pincode, country
Challan Summary (Right Side):
- Delivery Challan header with status badge
- DC#: Challan number (e.g., DC-1003)
- Challan Date: Creation date
- Amount: Total challan value with currency
Action Buttons:
- Edit - Modify challan (if status allows)
- ⋯ (Three dots) - More actions dropdown
- Download PDF
- Add e-way Bill
- Attach documents
- ✕ (Close) - Close detail panel
Address Sections
Shipper Address (Left Column):
- Your company's shipping location
- Complete address from where goods dispatched
- GSTIN displayed for compliance
Delivery Address (Right Column):
- Customer's delivery location
- Where goods being shipped
- May differ from billing address
- Complete address with contact details
Challan Information Table
| Field | Description | Details |
|---|---|---|
| Challan Date | Date challan created | Format: DD-MM-YYYY |
| Delivery Date | Expected delivery date | Shows "-" if not specified |
| Reference | Internal reference number | PO number, gate pass, etc. |
| Order # | Linked sales order | Clickable link to order |
| Challan No. | System-generated challan number | Unique identifier (DC-####) |
| E-Way Bill No. | Transportation document number | Shows "-" if not generated |
Item Details Table
Comprehensive table showing dispatched items:
Table Columns:
- #: Serial number (1, 2, 3...)
- Item & Description: Product name with details
- HSN/SAC: Tax classification code
- Qty: Quantity dispatched
Example from screenshot:
# | Item & Description | HSN/SAC | Qty
1 | USB-C Power Adapter | 8504 | 12
Terms & Conditions Section
Pre-populated standard terms:
- Delivery Acknowledgment: Goods delivered as per challan. Recipient must sign and stamp to confirm receipt.
- Goods Inspection: Check goods at delivery. Note any shortage or damage on challan copy immediately.
- Delivery Responsibility: Risk transfers to recipient upon delivery and acknowledgment. Delivery person not responsible after handover.
- GST Compliance: Challan issued per GST norms. Tax invoice follows separately.
- Dispute Timeline: Report any discrepancy within 24 hours of delivery. No claims entertained after this period.
Authorized Signature section appears at bottom for manual signing on printed copy.
Action Menu Options
Click ⋯ (three dots) in Action column or detail panel for these options:
Download PDF:
- Generates printable delivery challan document
- Includes all details: items, addresses, terms
- Professional format for courier and customer
- Contains company logo and branding
- GST compliant format
Add e-way Bill:
- Opens form to enter e-way bill number
- Required for interstate goods movement
- Links e-way bill to delivery challan
- Updates challan record with bill details
Attach:
- Upload additional supporting documents
- Add files after challan creation
- Helpful for adding transporter LR copy, delivery proof
- Supports PDF, images, Excel, Word files
Edit (Pencil Icon):
- Modify challan details
- Only available if challan not invoiced
- Cannot edit if billing started
- Opens edit form with existing data
Downloading Challan PDF
Method 1: From Action Menu
- Click ⋯ (three dots) in Action column
- Select Download PDF from dropdown
- PDF downloads to your computer
- Open and print as needed
Method 2: From Detail Panel
- Open delivery challan detail view
- Click ⋯ button at top right
- Select Download PDF
- PDF generates and downloads
PDF Contains:
- Company header with logo and GSTIN
- Challan number and date prominently displayed
- Shipper and delivery addresses
- Complete item list with quantities and HSN codes
- Terms and conditions
- Space for authorized signature
- Tax details and total amount (if show rates enabled)
Understanding Challan Status
| Status | Icon | Meaning | Next Action |
|---|---|---|---|
| Created | Package icon | Challan finalized and ready for dispatch | Download PDF, hand to logistics team |
| Draft | Document icon | Challan saved but not finalized | Complete details and submit |
| Dispatched | Truck icon | Goods handed over to transporter | Track delivery, update status |
| Delivered | Check icon | Customer received goods | Create invoice |
Tracking Dispatch and Billing Progress
Dispatch Status
Shows what percentage of sales order has been dispatched:
Progress Bar Colors:
- Gray: 0% - No dispatch yet
- Yellow/Orange: 1-99% - Partial dispatch
- Green: 100% - Fully dispatched
Example Interpretation:
- 24% means 24% of order quantity has delivery challans created
- Multiple challans can exist for same order (partial shipments)
- Status updates automatically when new challans created
Billing Status
Shows what percentage of challan has been invoiced:
Progress Bar Colors:
- Gray: 0% - No invoice created
- Yellow/Orange: 1-99% - Partial invoicing
- Green: 100% - Fully invoiced
Example Interpretation:
- 0% means challan created but no invoice generated yet
- Some businesses invoice before dispatch, some after delivery
- Status updates when invoice linked to challan
Filtering and Searching
Search Functionality
Search Bar (Top Right):
- Search across multiple fields simultaneously
- Searchable fields:
- DC number (DC-1003)
- Customer name (APPLE INDIA)
- Order number (SO-999)
- Reference number
- GST number
- Results filter instantly as you type
- Clear search to show all challans
Sorting Data
Click column headers to sort:
- Challan Date: Chronological order
- Amount: Ascending or descending value
- Customer Name: Alphabetical order
- Status: Group by status type
Arrow indicators show sort direction:
- ▲ Ascending
- ▼ Descending
Pagination
Bottom of List:
- Shows current page information
- Go to page dropdown for quick navigation
- Page number selector (1, 2, 3...)
- Navigate through multiple pages if many challans
Info Circle (i):
- Shows total records count
- Displays records per page
- Helpful for understanding list size
Common Viewing Scenarios
Scenario 1: Check Dispatch Status for Order
Goal: See how much of sales order SO-1000 has been dispatched
Steps:
- Search for "SO-1000" in search bar
- View all challans for that order
- Look at Dispatch percentage in Sales Order tab
- Add up quantities from multiple challans if needed
Scenario 2: Find Challan Before Creating Invoice
Goal: Locate delivery challan to create invoice
Steps:
- Navigate to Delivery Challan list
- Filter by customer name or order number
- Check Billing Status - look for 0% (not yet invoiced)
- Note DC# for invoice creation
- Verify items and amounts before invoicing
Scenario 3: Download Challan for Logistics Team
Goal: Print challan document for courier
Steps:
- Find specific challan in list
- Click three dots action menu
- Select Download PDF
- Print and attach to shipment
- Keep copy for records
Scenario 4: Verify Customer Received Delivery
Goal: Check if goods delivered to customer
Steps:
- Open challan detail view
- Check Status field
- Review Documents tab for proof of delivery
- Look for signed challan copy attachment
- Update status to Delivered if confirmed
Key Metrics to Monitor
| Metric | Where to Find | Why Important |
|---|---|---|
| Pending Challans | Count challans with 0% billing status | These need invoices generated |
| Partial Dispatches | Orders with 1-99% dispatch status | Track incomplete order fulfillment |
| Overdue Deliveries | Delivery Date < Today but status not Delivered | Follow up with logistics on delays |
| High Value Challans | Sort by Amount column descending | Priority tracking for large shipments |
Best Practices
Regular Monitoring
Check delivery challan list daily to track dispatch status and ensure timely invoicing
Document Everything
Always upload supporting documents like LR copy, signed challan, delivery photos for audit trail
Status Updates
Update challan status promptly when goods dispatched or delivered to maintain accurate records
Billing Alignment
Monitor billing status to ensure challans get invoiced within your billing cycle
Common Issues & Solutions
Issue 1: Cannot Find Specific Challan
Problem: Challan not showing in list
Solution:
- Clear any active search filters
- Check date range if date filter applied
- Verify challan number spelling
- Check if viewing correct business unit (if multi-location)
Issue 2: Cannot Edit Challan
Problem: Edit button grayed out or not working
Possible Causes:
- Challan already invoiced (check billing status)
- User lacks edit permissions
- Challan cancelled or closed
Solution:
- Check billing status - cannot edit if invoice created
- Contact admin for permission verification
- If invoiced, create credit note instead of editing
Issue 3: PDF Not Generating
Problem: Download PDF button not responding
Solution:
- Check browser pop-up blocker settings
- Ensure stable internet connection
- Try different browser
- Clear browser cache and retry
- Contact support if issue persists
Issue 4: Dispatch Percentage Not Updating
Problem: Created new challan but dispatch status not changed
Solution:
- Refresh the page (F5 or reload button)
- Verify challan submitted (not in draft)
- Check if challan linked to correct sales order
- System may take few seconds to update - wait and refresh
Related Functionalities
- Add Delivery Challan - Create new delivery challans
- Sales Orders - Manage sales orders
- Invoicing - Create invoices from challans
- Reports - Analyze dispatch performance
Need help? Contact support at support@bizconnekt.com