Delivery challans
Send books to a dealer on sale-or-return, then settle the challan as copies come back or sell, billing only what the dealer kept.
/accounts/challansA delivery challan sends books to a dealer on sale-or-return. The books leave the shelf when you save the challan, because the copies are physically with the dealer. Nothing is billed and nothing reaches the books yet. When the dealer settles, the copies that come back go on the shelf, and the copies they kept are invoiced at the challan's prices.
Send books on a challan
Start it
Open Delivery challans and select New challan.
Say where the books are going
Under Sent to, choose the Dealer. This is usually a trade party, though a school can be chosen too. Set the Challan date. Add a Settle by date if one is agreed. It cannot be earlier than the challan. If the books go to a godown or branch rather than the dealer's own address, fill in Deliver to and Delivery address.
Add the books
Set the Discount % and GST %, then select Add a title for each book, with its copies, rate and discount. These rates and discounts are fixed on the challan. They are what the dealer is billed at for the copies they keep, weeks later, whatever the catalogue says by then.
Send it
Add Notes on the challan if you need them, and select Send on challan. The books come off the warehouse shelf now.
A challan has no freight. Carriage on sale-or-return is settled when the dealer is billed, not when the books go out. If the titles belong to both firms, one challan is made from each firm, and each is settled on its own. The list opens and says so.
Settle a challan
A dealer often settles in more than one sitting. Settle what they have told you about today, and leave the rest out.
Open the settlement
Open the challan and select Settle. Only the titles with copies still out are listed.
Enter what came back and what sold
For each title, enter the copies Returned and the copies Sold. Leave a line blank if nothing on it is settled today. Everything came back or Everything sold fills every line in one go. No line can account for more copies than are Still out.
Set the date and terms
Choose the Settlement date and the Payment terms on the invoice, which start at 30 days credit. The dialog sums up how many copies come back to the shelf, and what the sold copies will be invoiced for.
Settle
Select Settle, or Not now to wait.
What settling does:
- Returned copies go back on the warehouse shelf.
- Sold copies are invoiced to the dealer in one invoice, at the challan's own rates and discounts, rounded off like any invoice. It appears under Sale invoices as Sale-or-return, and the challan lists it under Invoiced from it.
- If nothing was sold, nothing is invoiced.
- Once every copy has either come back or been sold, the challan becomes SETTLED. Until then it stays OPEN and says the rest is still out.
An invoice raised by settling a challan cannot be cancelled. If it is wrong, correct it with a credit note.
Cancel a challan
You can cancel a challan only while nothing on it has been settled. Open it, select Cancel challan, give a Reason of at least three characters, and confirm. Every copy goes back on the shelf, and nothing is billed.
Once any copy has been settled, Cancel challan is no longer offered. Settle the rest as returned instead.
Follow up on books still out
- The list shows Copies sent and Still out for each challan.
- A challan past its Settle by date and still open shows the date in red. Its page warns how many copies the dealer still holds, neither returned nor billed.
- A challan's page shows, title by title, the copies Sent, Returned, Sold and Still out, and the value sent before tax.
- For all the books out with dealers across challans, open Reports → Books with dealers. See Reports.
Send it to the dealer
Use PDF, Print, Email or WhatsApp on the challan's page. The Email button is for the desk only. The PDF is headed Delivery Challan and names the dealer as consignee. It shows the delivery address and the Settle by date when there are any. It also carries the sale-or-return terms: unsold copies are to be returned in saleable condition, and copies kept will be invoiced on settlement.
Statuses
| Status | Meaning |
|---|---|
| OPEN | Some copies are still with the dealer, neither returned nor billed. |
| SETTLED | Every copy has come back or been invoiced. |
| CANCELLED | Withdrawn before anything was settled. Its books went back on the shelf. |
Choose All challans, Open, Settled or Cancelled on the list, search by challan number or dealer, or use the Showing box for one firm. Each firm numbers its challans from its own series.
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