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You are here : CRM > Dispatch > Delivery Challan Entry General Delivery Challan Entry General
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This option allows to create general Delivery Challan for Items for Vendors as well as Customers. IMMS provides facility to create Returnable as well as Chargeable Delivery Challans.
After creating a General Delivery Challan, it is necessary to authorize it. Once Authorized, a Delivery Challan can neither be changed nor deleted but a Returnable Delivery Challan can be Short Closed.
Being a tightly integrated software, IMMS automatically updates the stock once a Delivery Challan is saved and authorized.
Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.
IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display all the deleted records.
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After creating a Delivery
Challan, it is necessary to authorize it through this option to further
create Invoice
against it. Once Authorized, a Delivery Challan can neither be changed
nor deleted but it can be Short Closed provided its a Returnable Delivery Challan. To authorize a particular Delivery Challan, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the |
Delivery Challans can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.
To 'Add' a Delivery Challan, click on the 
button and to 'Edit', click on the 
icon on its corresponding record. To 'Delete' a particular Delivery Challan, click on the 
icon on the record. To view details of a particular Delivery Challan, <DoubleClick> on that record. As a result, following screen will be displayed -
Specify the Dispatch details as follows -
Year:
Denotes the year of Delivery Challan.
While 'Adding', Year is displayed by default. It can not be changed.
In case of 'Edit', and 'View', Year will be displayed automatically for the selected record. It can NOT be changed.
Group:
Denotes the Group of Delivery Challan.
While 'Adding', please note that the Group which has been specified as default for the selected financial year through Document Control Master
option in Administrator Toolswill be displayed automatically.
You can change it by clicking on the field to access a list of already defined Delivery Challan Groups for the entered Year though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by clicking on it. Alternatively you can also enter the Group Code.
In case of 'Edit', and 'View', Group will be displayed automatically for the selected record. It can NOT be changed.
Site:
Specify the Site of the Delivery Challan.
While 'Adding', the Site if any specified with the selected Group
Click on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site Code.
In case of 'Edit', and 'View', Number will be displayed automatically for the selected record. It can NOT be changed.
Number:
(Type : Alphanumeric, Length : 6)
Denotes the Number of Delivery Challan.
While 'Adding', Delivery Challan Number is either generated automatically or entered manually by the user.
Click here to read more about the flag...
In case of 'Edit', and 'View', Number will be displayed automatically for the selected record. It can NOT be changed.
DC Date:
Specifies the Date of Delivery Challan.
While 'Adding' a new Delivery Challan, today's date is displayed by default. It can be changed but it should not be earlier than the current period start date and should not be later than the current period end date. Press <TAB>.
In case of 'Edit', and 'View', Date of the selected Delivery Challan Number will be displayed automatically. It can be changed in 'Edit' mode.
Place of Supply:
(Type : Alphanumeric, Length : 50)
While 'Adding' a new Delivery Challan, City and State of the current Site will be displayed by default. It can be changed. Enter the Place of Supply for the Delivery Challan. It can be left blank as well.
In case of 'View'and 'Edit', Place of Supply will be displayed for the selected Delivery Challan Number. You can change it in 'Edit' mode.
Returnable:
Denotes whether the Delivery Challan is Returnable or not. Further only Returnabe Delivery Challans can be Short Closed.
While 'Adding' a new Delivery Challan, turn the flag 'On' by clicking on it if the Delivery Challan is Returnable. Otherwise, keep it 'Off'.
In case of 'Edit', and 'View', status of this flag will be displayed automatically for the selected Delivery Challan. It can NOT be changed in 'Edit' mode.
Denotes whether the Delivery Challan is Chargeable or not. Please note that a Delivery Challan can be chargeable only for a Customer and NOT for a Vendor.
While 'Adding' a new Delivery Challan, turn the flag 'On' by clicking on it if the Delivery Challan is Chargeable. Otherwise, keep it 'Off'.
In case of 'Edit', and 'View', status of this flag will be displayed automatically for the selected Delivery Challan. It can NOT be changed in 'Edit' mode.
Reason for DC:
Denotes the reason for preparing Delivery Challan.
While 'Adding' a new Delivery Challan, specify the Reason for creating a Delivery Challan. Click on the field to access a list of Reasons already defined through Codes Master - Entry (Code Type = 'RC) option of Administrator Tools module. Select your desired Reason from the list by clicking on it. Alternatively you can also enter the Reason Code.
In case of 'Edit', and 'View', Reason will be displayed automatically for the selected Delivery Challan. You can change it in 'Edit' mode.
DC For:
Denotes whether the Delivery Challan has been made for a Customer or a Vendor.
While 'Adding' a new Delivery Challan, specify whether the Delivery Challan is being made for a Customer or a Vendor by selecting an appropriate option from the given popup. Press <TAB>.
In case of 'Edit', and 'View', value of this field will be displayed automatically for the selected Delivery Challan. You can NOT change it in 'Edit' mode.
Customer / Vendor:
Denotes the Customer or Vendor for whom the DC has been prepared.
In case of Customer, click on the
icon on the field to access a list of Customers defined through Customer Master option. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.
You can not select a Customer that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Customers.
In case of Vendor, click on the
You can not select a Vendor that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Vendors.
Address:
Address of the selected Customer / Vendor Code will be displayed automatically for your reference. You can NOT change it.
City:
City of the selected Customer / Vendor Code will be displayed automatically for your reference. You can NOT change it.
Pin Code:
Pin Code of the selected Customer / Vendor Code will be displayed automatically for your reference. You can NOT change it.
This section will be visible only if the Delivery Challan is being made for a Customer. Otherwise it will not be visible.
Shipment:
Denotes the Shipment of the Customer.
While 'Adding' a new Delivery Challan, click on the field to access a list of Shipment Codes defined for the selected Customer through Customer Shipment Master option. Select your desired Shipment Code from the list by clicking on it. Alternatively you can also enter the Shipment Code. Press <TAB>.
In case of 'Edit', and 'View', Shipment will be displayed automatically for the selected Delivery Challan. You can change it in 'Edit' mode.
Address:
Address of the selected Shipment Code will be displayed automatically for your reference. You can NOT change it.
City:
City of the selected Shipment Code will be displayed automatically for your reference. You can NOT change it.
Pin Code:
Pin Code of the selected Shipment Code will be displayed automatically for your reference. You can NOT change it.
This section stores the details of Employee who has generated the Delivery Challan.
Employee:
Denotes the Employee who created the Delivery Challan.
While 'Adding' a new Delivery Challan, click on the field to access a list of Employees defined through Employee Master option of Administrator Tools module. Select your desired Employee Code from the list by clicking on it. Alternatively you can also enter the Employee. Press <TAB>.
In case of 'Edit', and 'View', Employee will be displayed automatically for the selected Delivery Challan. You can NOT change it in 'Edit' mode.
Reference Number:
(Type : Alphanumeric, Length : 15)
Denotes the Reference Number of any extra document.
While 'Adding' a new Delivery Challan, enter the Reference Number of any extra document.
In case of 'Edit', and 'View', Reference Number will be displayed automatically for the selected Delivery Challan. You can NOT change it in 'Edit' mode.
Reference Date:
Denotes the Reference Date of the Document.
While 'Adding' a new Delivery Challan, today's date is displayed by default but it can be changed.
In case of 'Edit', and 'View', Reference Date will be displayed automatically for the selected Delivery Challan. You can NOT change it in 'Edit' mode.
Rate Structure:
Specifies the Rate Structure related with the General Delivery Challan.
While 'Adding', click on the field to access a list of existing Rate Structures defined through Rate Structure Master option. Select your desired Rate Structure from the list by clicking on it. Alternatively you can also enter the Rate Structure.
In case of 'View' and 'Edit', Rate Structure Code of the selected Invoice Number will be displayed automatically. You can change it in 'Edit' mode.
Click on the 
button to continue.
A grid is displayed as shown above.
While 'Adding', this grid will be displayed empty. You can start entering Items here.
In case of 'Edit', and 'View', this grid will be populated with Items belonging to the selected Delivery Challan.
Click on 
button to enter more Items in the grid. As a result, a new row will
added in the end of the grid.
Field Description of the grid -
Action
Click on the
Item Code:
Denotes the Item to be dispatched.
Click on the field to access a list of Items defined through Item Master Basic Detail - Entry option. Select your desired Item from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.
You can not select an Item that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Items.
Please note that only
- 'Bought Out' type of Items will be displayed/accepted.
- those Items will be accepted/displayed that have been linked with the selected Warehouse through Warehouse Inventory option of Stores and Inventory module.
- those Items will be accepted/displayed that have on-hand quantity available.
Item Name:
Description of the selected Item Code will be displayed automatically.
UOM:
Unit of Measurement of the selected Item Code will be displayed automatically.
Warehouse Code:
Denotes the Warehouse from where the Items have to be dispatched.
While 'Adding' a new Delivery Challan, click on the field to access a list of Warehouses associated with the selected Item through Warehouse Inventory option of Stores and Inventory module. Select your desired Warehouse from the list by clicking on it. Press <TAB>.
In case of 'Edit', and 'View', Warehouse will be displayed automatically for the selected Delivery Challan. You can change it in 'Edit' mode.
You can not select a Warehouse that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Warehouses.
Only those Warehouses will be displayed/accepted for which the currently logged in user has been provided with rights to access it through Warehouse User Authority Master option of Stores and Inventory module.
Description:
Description of the selected Warehouse Code will be displayed automatically.
Dispatch Quantity:
Click on the field.
In case the Item is a non-Dimension Item AND does not maintain Serial No / Batch No / Inward Batch No
In case the Item is a Dimension Item
In case the Item requires Serial No / Batch No / Inward Batch NoReturn Date:
Denotes the approximate date of Return of the Item from the party.
Enter the Return Date on which the Item may be returned. It can NOT be before today's date.
Item Rate:
(Type : Numeric, Length : 9.4)
Denotes the Rate at which the Item will be charged to the Customer.
Click on the field. Now enter the Rate at which the Item will be charged.
Remark:
Click on the field. Enter the Remarks if any, related to the Item. Press <TAB>.
OAF Detail:
Denotes the OAF Number against which the material is being sent to the Customer.
Click o the field to access a list of existing Open OAFs generated for the selected Customer through Order Acknowledgment Entry option. Select your desired OAF Number from the list by scrolling down to it and pressing <ENTER>.
Please note that if the flag 'Do you want to prepare Invoice, of DC-general + Non-Returnable + Non-Chargeable + Customer (Warranty/Short-Supply)?'
HSN Code:
(Type : Numeric, Length : 8)
Denotes the HSN Code for the Item.
While 'Adding' a new Delivery Challan, IMMS will display the HSN Code for the entered Item Code specified through Sales Item Master: Product/Spare option where (a) that selected Item Code is same as the Internal Item Code and (b) Internal Item Code is same as Sales Item Code.
You can change it. To do so, click on the field to access a list of existing HSN Codes defined through HSN Code Master option of Administrator Tools Module. Select your desired HSN Code from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the HSN Code. You can leave it blank as well.
In case of 'Edit', and 'View', HSN Code of the Item will be displayed as per the selected Delivery Challan Number. You can change it in 'Edit' mode.
Click on the button to continue
While 'Adding' a Delivery Challan, all the following fields will be displayed blank.
In case of 'Edit', and 'View', values in all the following fields will be displayed automatically as per the selected Delivery Challan Number. They can be changed in 'Edit' mode.
Stores Transport related details as follows -
Specify the Mode of Dispatch of the Delivery Challan.
Click on the field to access a list of already existing Modes of Dispatch defined through Codes Master - Entry (Code Type = 'MOD ') option of Administrator Tools module. Select your desired Mode of Dispatch from the list by clicking on it. Alternatively you can also enter the Mode of Dispatch Code.
Transporter's Code:
Specify the name of Transporter.
Click on the field to access a list of already existing Transporters defined through Codes Master - Entry (Code Type = 'TR') option of Administrator Tools module. Select your desired Transporter from the list by clicking on it. Alternatively you can also enter the Transporter Code.
Transport Address:
(Type : Alphanumeric, Length : 80)
Enter the full postal address of the Transporter.
LR/Docket No:
(Type : Alphanumeric, Length : 10)
Enter the Lorry Receipt or Airway Bill Number.
LR Date:
Enter the Date of Lorry Receipt Number.
Road Permit No:
(Type : Alphanumeric, Length : 30)
Enter the Road Permit Number of the transporter.
Road Permit Date:
Enter the Road Permit Date of the transporter.
Vehicle No:
(Type : Alphanumeric, Length : 60)
Enter the Vehicle Number carrying the dispatch.
Net Wt.:
(Type : Numeric, Length : 9.3)
Enter the Net Weight of the dispatch.
Gross Wt.:
(Type : Numeric, Length : 9.3)
Enter the Gross Weight of the dispatch.
No of Article/Boxes:
(Type : Numeric, Length : 12)
Enter the number of Articles or Boxes the Dispatch is carrying.
Ref Doc No:
Enter the Reference Document Number for the Dispatch. You can NOT change it in 'Edit' mode.
Ref Doc Date:
Enter the Date of the Reference Document Number. You can NOT change it in 'Edit' mode.
City/Port of Loading From:
(Type : Alphanumeric, Length : 40)
Enter the name of the City or Port from where dispatch will be loaded.
City/Port of Loading To:
(Type : Alphanumeric, Length : 40)
Enter the name of the City or Port from where dispatch will be unloaded.
Remark:
Enter Remarks, if any related to the dispatch.
Click on the button to continue
While 'Adding' a Delivery Challan, all the following fields will be displayed blank.
In case of 'Edit', and 'View', values in all the following fields will be displayed automatically as per the selected Delivery Challan Number. They can be changed in 'Edit' mode.
(Type : Alphanumeric, Length : 80)
Enter any Markings and Numbers assigned for Items for dispatch.
(Type : Alphanumeric, Length : 40)
Enter the name of Pre Carrier.
(Type : Alphanumeric, Length : 40)
Enter the Place where the Pre Carrier will receive the dispatch.
(Type : Alphanumeric, Length : 80)
Enter the Reference.
(Type : Alphanumeric, Length : 50)
Enter the the type of processing or manufacturing done for the dispatch.
(Type : Alphanumeric, Length : 15)
Enter the the type of Tarrif applicable for the dispatch.
(Type : Numeric, Length : 8.4)
Enter the Amount of Freight applicable on the dispatch.
(Type : Numeric, Length : 8.4)
Enter the Amount of Octroi applicable on the dispatch.
(Type : Numeric, Length : 8.4)
Automatically calculates and displays the Total Amount as 'Freight Amt' + 'Octroi Amt'.
Once you have entered all the information related to the Delivery Challan, click on 'Save' button to save it or 'Cancel' to discard. The control will go back to the list.
button to finally authorize the selected records.
This field will be displayed ONLY if the Serial Numbers are maintained for the Item. (Flag 'Use Item Serial No' for the Item is set as 'On' through Item Master Basic Detail - Entry option of Materials Module