Create and manage delivery challans for GST compliance

Create and track delivery challans in Aczen Bilz to document goods dispatched to customers, and update delivery status as shipments move through transit.

A delivery challan is a document that accompanies goods when they are dispatched from your premises to a customer’s location. It records what was sent, in what quantity, and to whom — without raising a tax liability at the point of dispatch. In Aczen Bilz, you can create delivery challans linked to your inventory, track their delivery status in real time, and download a PDF for each shipment.

Create a delivery challan

1. Open Delivery Challans

   In the left sidebar, click Delivery Challans. The page shows a summary of all challans along with counts by status: Pending, In Transit, and Delivered.

2. Start a new challan

   Click Create Challan in the top-right corner. A form dialog opens.

3. Review the challan number and date

   Aczen Bilz auto-generates a challan number in the format DC-YYYYMMDD-NNN (e.g., DC-20250501-042). The date defaults to today. Adjust the date if you are creating a challan for a past dispatch.

4. Select a client

   Use the Select Client dropdown to choose an existing client. Selecting a client auto-fills the customer name, email, phone, address, and GSTIN. If the recipient is not in your contacts, fill in the customer details manually in the fields below.

   Field	Notes
   Customer Name	Required. Name of the recipient.
   Customer Email	Optional.
   Customer Phone	Optional.
   Customer GST Number	Optional. Include if the recipient is a GST-registered business.
   Customer Address	The delivery address where goods will be received.

5. Add items

   In the Items section, add each product being dispatched:

   • Product — Select from your inventory. The dropdown shows current stock levels so you can verify availability before dispatching.
   • Quantity — The number of units being sent in this shipment.
   • Unit — Unit of measurement (e.g., pcs, kg, boxes). Auto-filled from inventory.
   • Description — Optional notes about the item (e.g., colour, batch number, or special handling instructions).

   Click Add Item to include additional products in the same challan. Use the trash icon to remove a row.

6. Set delivery status and notes

   Choose the initial Delivery Status for the challan:

   • Open (Pending) — Goods are prepared but not yet dispatched.
   • In Transit — Goods have been handed to the transporter.
   • Delivered — Goods have been received by the customer.

   Add any Notes relevant to the shipment — for example, vehicle number, transporter name, or special delivery instructions.

7. Create the challan

   Click Create Challan. The challan is saved and appears in the list. You can download a PDF immediately using the PDF button on the challan card.

Track and update delivery status

As a shipment progresses, update its status directly from the Delivery Challans list.

1. Find the challan

   Locate the challan in the list. Each card shows the challan number, customer name, date, item count, and current status.

2. Change the status

   Click the status dropdown on the challan card and select the new status — Open, In Transit, or Delivered. The change is saved immediately with no confirmation dialog.

Update the status to In Transit as soon as goods leave your premises, and to Delivered once you receive confirmation from the customer. Accurate status tracking helps you reconcile outstanding deliveries at month end.

Challan statuses

Open

The challan has been created and goods are ready for dispatch but have not yet left your premises.

In Transit

Goods are with the transporter and on their way to the customer.

Delivered

The customer has received the goods. The delivery is complete.

Cancelled

The dispatch was cancelled. No goods were sent.

Download a challan PDF

Click the PDF button on any challan card to download a formatted delivery challan document. The PDF includes your business details, the customer’s name and address, a list of items with quantities, and the challan number and date. You can print this and send it with the shipment.

Delete a challan

Click the Trash icon on a challan card to permanently delete it. You will be asked to confirm before the challan is removed.

Deleting a challan cannot be undone. If a challan was issued in error, consider marking it as Cancelled to preserve a record instead of deleting it.

Delivery challans and invoicing

A delivery challan does not create a tax liability — it is purely a goods movement document. Once goods are confirmed as delivered, raise a tax invoice from Invoices → Create Invoice using the same line items. Reference the challan number in the invoice notes to maintain a clear paper trail linking dispatch to billing.

Under GST rules, a delivery challan is required when goods are sent for purposes that do not immediately attract tax — for example, goods sent on approval, loan, or for job work. Always retain challan PDFs with your records for at least 6 years as they may be required during a GST audit.