> ## Documentation Index
> Fetch the complete documentation index at: https://aczen-d43c4738.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# 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

<Steps>
  <Step title="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.
  </Step>

  <Step title="Start a new challan">
    Click **Create Challan** in the top-right corner. A form dialog opens.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.               |
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## Track and update delivery status

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

<Steps>
  <Step title="Find the challan">
    Locate the challan in the list. Each card shows the challan number, customer name, date, item count, and current status.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

## Challan statuses

<CardGroup cols={2}>
  <Card title="Open" icon="package-open">
    The challan has been created and goods are ready for dispatch but have not yet left your premises.
  </Card>

  <Card title="In Transit" icon="truck">
    Goods are with the transporter and on their way to the customer.
  </Card>

  <Card title="Delivered" icon="circle-check">
    The customer has received the goods. The delivery is complete.
  </Card>

  <Card title="Cancelled" icon="x-circle">
    The dispatch was cancelled. No goods were sent.
  </Card>
</CardGroup>

## 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.

<Warning>
  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.
</Warning>

## 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.

<Note>
  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.
</Note>