How to prepare and review a delivery challan

A delivery challan records the goods and delivery details for a movement to a customer. Confirm the correct organization and entity, customer, delivery address, source order or other applicable document, items, quantities, units, dates, warehouse or location, and transport details.

Check whether a challan already exists for the same shipment. A saved challan, carrier booking, completed delivery, invoice, and customer payment are separate outcomes. Keep the relevant references and verify each stage.

These steps follow the reviewed HelloBooks Frontend V3 form. Tax registration, source-document availability, warehouse settings, and connected delivery services can change the available fields. Ask hello@hellobooks.ai if the right workflow is unclear.

The form groups its fields under General Info, Logistics & Order Details, Items & Pricing, and Terms & Notes. Where the screen uses a step layout, Next and Previous move between these groups.

1. Open Delivery Challans and choose Add Delivery Challan or Create Your First Delivery Challan.
2. If using a source document, choose the applicable document type and source, then review the customer and copied items. The available types depend on the entity.
3. In General Info, review Delivery Challan No., Challan Date, customer, and Delivery Date.
4. Confirm that Delivery Date is not earlier than Challan Date. For GST-registered organizations, complete Place of Supply and the required registration-related details.
5. Review the customer and shipping details against the actual delivery instructions before moving to the items.

Items & Pricing includes Item, Description, HSN/SAC Code, Qty., Unit, Unit Price, Account, Tax Rate, Discount, and Amount. Choose an identifiable item and a description that lets the receiving team recognize the goods.

Every included line needs an item, an account, a unit of measurement, and a quantity greater than zero in the reviewed save validation. Where a source ordered quantity is provided, the form blocks a delivery quantity above that value. GST-registered organizations also require HSN/SAC on item lines.

Review the unit carefully: five boxes and five individual units are different deliveries. Verify item quantities against the source document and the goods actually being dispatched. Do not alter the source quantity merely to suppress an error.

Logistics & Order Details includes Warehouse / Location, Tracking Number, dispatch method, Delivery Status, Print Status, Reference, Scheduled Date, Order Status, Priority, Delivery Type, and Backorder Status where applicable. Enter only information that reflects the actual shipment.

Transport Mode, Vehicle Number, and Vehicle Type are available for the applicable transport workflow. Check the delivery address and carrier details. A typed tracking number or a selected delivery status is not independent proof that a carrier accepted or delivered the shipment.

If an e-way bill or connected Shiprocket booking is required, use the applicable configured workflow and verify its separate result. Do not assume Save automatically satisfies every transport or tax requirement.

The form offers Save, Save & Close, and Save & Add Another. Choose the action appropriate to your work and wait for its result. The reviewed create payload saves the document as Draft; check the actual saved status and any connected-service messages.

1. Review General Info, Logistics & Order Details, Items & Pricing, and Terms & Notes, including all required fields.
2. Compare source references, customer, quantities, units, dates, tax fields, and totals with the delivery evidence.
3. Choose Save or the appropriate save option and wait for completion.
4. Reopen the saved challan and compare the reference, customer, lines, quantities, dates, and status.
5. Review its preview or PDF before using it for dispatch. Verify carrier booking, e-way-bill acknowledgement, actual dispatch, and delivery evidence separately where relevant.

Fictional example: a sales order contains 10 identical units for one customer, but only 6 units will be dispatched today. Review the source order and prepare the challan for the 6 units actually being sent, using the correct unit of measurement and delivery address.

Check that the challan and physical dispatch both show 6 units. Keep the source order and challan references for the remaining 4 units. Do not assume this guide establishes how every warehouse or order status updates automatically; verify the saved source and operational records.

If the source selection already reflects prior deliveries or the remaining quantity differs from your evidence, stop and reconcile the difference before making another challan.

For Challan number must be unique, check both existing and archived documents. For missing required fields, review the customer, dates, item, account, unit, quantity, and GST-specific requirements. For Cannot deliver more than ordered, compare the selected source and quantity with the actual shipment.

A connected carrier or e-way-bill action can have a different outcome from the challan save. If a service reports an error, inspect the saved challan and external booking or acknowledgement before retrying so you do not create duplicate records.

Email hello@hellobooks.ai with the entity, challan and source-document references, intended quantity and unit, dates, exact message, connected service if any, and expected result. Use redacted evidence. Opening an email draft does not submit a confirmed support ticket; review and send it and keep the reply.