Aura Business raises a delivery challan against a sales order, reduces stock from the despatching location, converts the challan to a tax invoice when the sale is confirmed, handles returnable and demo goods, and captures proof of delivery.
A delivery challan accompanies goods that are moving when the sale is not yet complete. The most common cases for a distributor are a demonstration unit going to a hospital for evaluation, goods despatched ahead of invoicing, material going out for job work or repair, and anything expected to come back. The challan records what physically left, from which location, for whom.
In Aura Business the Delivery Challan module sits between the sales order and the tax invoice. Raising it reduces stock from the despatching godown and creates a document the receiving party signs. When the sale is confirmed, the challan converts to a GST tax invoice carrying the same lines, so nothing is retyped and the goods movement and the sale remain separately documented.
Most challan problems are the same problem: something physical happened and no document was created at the moment it happened.
A monitor goes out for evaluation on a handwritten slip and nobody can say where it is eight months later.
The printed book is filled in by hand and the system's stock figure never changes.
When the customer confirms, the invoice is keyed again from the challan and the quantities do not match.
The hospital store says it never arrived and you have nothing signed to show otherwise.
Items sent for trial or repair are written off because nobody marked them returnable.
The e-way bill is created from different details than the document actually travelling with the goods.
Lines, customer, GSTIN and ship-to address come from the sales order.
Despatch document created with the quantity actually going, marked returnable where it applies.
The despatching godown is debited, with serial or batch recorded on the line.
E-way bill generated for the consignment where the movement requires one.
Receipt confirmed with signature and a photograph captured on the field app.
The challan becomes a tax invoice on confirmation, or the goods come back and the challan is closed.
Open challans and demo goods stay on a list until they are invoiced or returned.
Workflow: A patient monitor goes to a hospital on a returnable challan and stays on the open-challan list with its serial number.
Result: The unit is either bought or brought back, not lost.
Workflow: The hospital confirms the purchase and the challan converts to a tax invoice with the same lines, quantities and serials.
Result: No difference between the goods and the bill.
Workflow: The delivery is signed on the field app with a photograph of the cartons at the receiving dock.
Result: Disputes end with a document, not an argument.
Workflow: An analyser sent to the principal for repair leaves on a returnable challan and is received back against the same document.
Result: Stock and asset records stay honest.
Demo units, trials and staged deliveries to hospitals.
Analysers placed on evaluation before purchase.
Stock transfers and consignments to regional dealers.
Goods sent out for repair and returned.
Site deliveries against long-running project orders.
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Whenever goods move without a completed sale, such as demo units, goods sent for job work or repair, and despatches ahead of invoicing. Which situations legally require a challan for your business should be confirmed with your accountant.
Yes. The despatching godown or van is reduced when the challan is raised, and the movement appears in the stock ledger, so stock reflects what is physically in the building rather than what has been invoiced.
The challan is converted, and the tax invoice is created with the same lines, quantities, serials and batches, with GST applied by place of supply. The link between the two documents is kept.
Yes. Goods sent on a returnable challan stay on an open list with their serial numbers until they are either invoiced or received back, so evaluation units do not disappear.
It can be raised from the challan or from the invoice, depending on which document the consignment travels against. See e-way bill software.
The person delivering captures a signature and a photograph on the field app against the challan, and the customer can also follow the despatch on the order tracking page. See dealer management.
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