Functions in Delivery Challan

Zoho ERP provides multiple functions that are used to reflect changes after goods are dispatched. They help you maintain accurate records while working with delivery challans at different stages of the delivery process. These functions also support completed or returned deliveries, partial returns, conversion into invoice, and more.

Mark as Delivered

Once your goods are successfully delivered to the destination, you can mark the associated delivery challan as delivered. Here’s how:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan associated with the goods that were delivered.
Click Mark as Delivered at the top of the page.

The status of the delivery challan will be updated to Delivered.

Convert to Invoice

Once you’ve created a delivery challan and marked it as Delivered, you can convert it to an invoice to charge your customers. Here’s how:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan you want to convert to an invoice.
In the Details page, click the More icon at the top and select Convert to Invoice from the dropdown.
In the New Invoice page, review the details and make necessary changes.
Click Save and Send or Save as Draft and send it later.

The invoice will be created for the delivery challan.

Note: To view the invoice associated with a delivery challan, go to the respective delivery challan’s Details page, and click Invoices at the top.

Pro tip: If only some items from the delivery challan were sold, you can create an invoice only for the sold items. The delivery challan will be marked as Partially Invoiced.

Revert to Open

If you mark a delivery challan as Delivered by mistake, you can change its status back to Open. Here’s how:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan associated whose status you want to revert.
Click the More icon at the top of the page and select Revert to Open.
In the confirmation pop-up, click Yes.

The status will be reverted and you can again mark it as delivered when required.

Mark as Returned

If your goods were not delivered to the destination and had to be returned, you can mark the corresponding delivery challan as returned. Here’s how:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan associated with the returned goods.
Click the More icon at the top of the page and select Mark as Returned.
Click Return in the confirmation pop-up that appears. Note that this action cannot be reverted.

Note: To view the returned items of a Delivery Challan, go to Delivery Challans under Sales, select a delivery challan, and click the Returned Items tab.

Record Partial Returns

Note: You can record a partial return for delivery challans that have been partially invoiced.

After delivering the items in an order, if your customer accepts and purchases only some of them, you can record a return for the remaining items. Let’s consider a scenario to understand this better.

Scenario: Manish dispatched three boxes of raw materials to a manufacturing firm and issued a delivery challan for their transportation. However, upon delivery, he discovers that the customer needed only two boxes. Therefore, Manish can generate an invoice for two boxes and record a partial return for the remaining box.

To record a partial return for the items in your delivery challan:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan associated with the partially returned goods.
Click the More icon at the top of the page and select Record Partial Returns.
Select the items that were returned and enter their quantity in the pop-up that appears.
Click Proceed.

Note: You can record only one return on a delivery challan. To record another return, you must undo the first return and then re-record it.

Undo Partial Return

If you want to undo a partial return that you recorded:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan for which you want to undo the return.
Click the More icon at the top of the page and select Undo Partial Returns.

Now, your transaction will be restored to its original state before the partial return was initiated.

Add e-Way Bill Details

To add e-Way bill details to your delivery challan:

Navigate to Sales on the left sidebar.
Select Delivery Challans under Invoices from the top module bar.
Select the delivery challan to which you want to add the e-Way bill details.
Click the More icon at the top of the page and select Add e-Way Bill Details.
A pop-up will appear, allowing you to either create a New e-Way Bill or Associate e-Way Bill Number.
To associate an e-Way Bill number, click Associate e-Way Bill Number, enter the number, and click Save.

Note: To edit the e-Way Bill number associated with a Delivery Challan, click the Edit icon next to the field on the Delivery Challan’s details page, make the necessary changes, and click Save.