Receipt Challan (RC) – Stock Inward & Inventory Guide

A Receipt Challan (RC) is the core document used to record and verify goods received from a supplier. It ensures that every incoming item is accurately documented, checked, and added to inventory.

What a Receipt Challan Includes

  • Supplier information and shipment reference
  • Delivered product list with SKU, UOM, and quantity
  • Received vs. ordered quantity for validation
  • Lot, batch, and expiry details (when applicable)
  • Warehouse and storage location
  • Price, tax, discount, and total cost
  • Quality checks, damages, or shortages

Importance of Receipt Challan (GRN)

The Receipt Challan acts as a legally recognized Goods Received Note (GRN) and supports:

  • Accurate inventory records
  • Clear supplier reconciliation
  • Proper tracking for audits, finance, and returns

Industry Use Cases

The Receipt Challan module is widely used in Retail FMCG, Pharmacy, Distribution, Manufacturing, Any business requiring stock inward documentation

It ensures every received item is verified, traceable, and compliant within the supply chain.

Table of Contents

  1. What Is a Receipt Challan?
  2. Ways to Create a Receipt Challan
  3. Receipt Challan Header Fields
  4. Supplier Information Tab
  5. Goods Received Tab
  6. History Tab
  7. Change Status Tab
  8. Documents Tab
  9. Update History Tab
  10. Right-Side Actions Explained
  11. Steps to Create a Receipt Challan
  12. Goods Received – Detailed Process
  13. How to View Receipt Challan Details
  14. How to Edit a Receipt Challan

What Is a Receipt Challan?

A Receipt Challan is a structured document that records goods arriving from a supplier. It contains item-wise details such as quantities received, product identifiers, prices, supplier information, delivery reference numbers, and more.
This document plays a vital role in ensuring that the received goods match what was ordered, making it extremely valuable for inventory tracking, payment approval, and supplier accountability.

It also provides a legal and operational trail that helps detect discrepancies like shortages, excess delivery, damaged goods, or mismatch with purchase orders. Thus, it ensures that every inbound movement is auditable and aligned with business workflows.

Ways to Create a Receipt Challan

You can create a Receipt Challan in multiple ways depending on workflow convenience: Go to Back Office → Inventory → Receipt Challan to access the complete Receipt Challan management module.

1. Auto-Generated from Purchase Order

When clicking Deliver & Create Receipt Challan in a Purchase Order, the system automatically generates a challan with all item details already pre-filled.
This saves manual effort and ensures a direct link between PO and GRN.

2. Create Manually from Receipt Challan Module

Navigate to Back Office → Inventory → Receipt Challan, then click Create.
This method is ideal for manual entries, non-PO receipts, or ad-hoc deliveries.

3. Create Using Supplier Reference Number

If a supplier provides a reference number, it can be used to quickly open and create challans related to that specific shipment or batch.

Receipt Challan Header Fields

Each header field serves a specific purpose and plays a key role in tracking and reconciliation.

Number

A unique, auto-generated challan number.
It ensures traceability and provides a permanent audit ID for internal and external references.

Status

Shows the current progress stage of the challan.
Changing the status helps categorize orders like Open, Partially Received, Cancelled, etc.

Status Types

  • Open – Assigned to newly created challans awaiting goods.
  • PartiallyGoodsReceived – Used when goods are received in multiple batches.
  • GoodsReceived – Applied once all items are received successfully.
  • Cancel – Used when supplier cancels shipment or goods are rejected.

Invoice Status

Defines the financial progress related to the received items.

  • Invoiced – All received items have been fully invoiced.
  • Over Invoiced – Invoice amount exceeds expected product values.
  • Partial Invoiced – Only some items have been invoiced.

Supplier Name

Shows the supplier associated with the challan.
Selecting a supplier auto-fills contact, address, and other mapped details, improving accuracy.

Created On

Shows the date the challan was created.
Useful for auditing, reporting, and supplier communication.

Total

Displays the complete value of all items in the challan including quantity and cost.
It helps cross-check against invoices and purchase orders.

Supplier Information Tab

This tab captures the complete supplier details for documentation and communication.

Supplier

Select or search the supplier name.
This field ensures the challan is linked to the correct supplier for payment, reconciliation, and reporting.

Tip: Use Alt + C to quickly add a new supplier without leaving the screen.

Address

Click the “+” button to enter or modify billing/shipping address.
Correct addresses ensure proper communication and correct invoice mapping.

Transport

Select transport mode such as Van, Truck, Courier, or Auto.
This helps delivery tracking and identifying logistic partners involved in the shipment.

Reference

Reference numbers connect challans to supplier documents like delivery notes, invoice numbers, or shipment IDs.
This is extremely helpful during audits or when matching documents.

Goods Received Tab

Displays all goods issued under the challan.

Product

Enter or search products included in the receipt.
Products auto-fill their unit price, SKU, UOM, and tax settings.

Quantity

The number of units expected or received.
Maintaining accurate quantities ensures perfect alignment between PO, GRN, and invoice.

Units (UOM)

Defines unit of measurement like pcs, kg, box, etc.
Consistency of UOM ensures accurate stock updates and prevents inventory mismatch.

Price

Automatically filled from the product’s purchase price but can be adjusted if negotiated.
Editing price influences total cost and needs proper authorization.

Discount

Allows applying per-item discount values if negotiated with the supplier.

Total Amount

Displays the final value after price and discount.
Used for invoice matching and total cost validation.

History Tab

This tab tracks all status changes over time.

Each entry displays what was updated, who updated it, and when it was updated.
This creates a complete audit trail for compliance and accountability.

Change Status Tab

Allows updating order status such as:

  • Open
  • PartiallyGoodsReceived
  • GoodsReceived
  • Cancel

Status changes ensure internal teams know the exact stage of the receipt lifecycle.

Documents Tab

This tab is used for uploading or associating documents like:

  • Delivery Notes
  • Supplier Invoices
  • Transport Receipts
  • Quality Check Reports

Documents help with compliance, verification, and financial audits.

Update History Tab

Shows every field-level update including:

  • Supplier changes
  • Product modifications
  • Quantity updates
  • Address edits
  • Price corrections

This is crucial for transparency and helps identify errors or unauthorized modifications.

Right-Side Actions Explained

These actions automate important functions and provide quick shortcuts.

Bulk Entry

Allows adding multiple products in a single step.
Very useful for large shipments where dozens or hundreds of items need entry.

Print

Prints the challan in a formatted layout suitable for documentation and supplier reference.

Goods Received

Opens detailed Goods Received process, enabling stock allocation, lot/serial entry, and warehouse assignment.

Return Items

Used when goods are damaged, wrong, or rejected.
It automatically creates a goods return entry for supplier reconciliation.

Create Invoice

Converts the received goods into a supplier invoice.
This accelerates payment processing and financial workflows.

Download

Downloads the challan as a PDF file for offline storage or email communication.

Share

Allows sending the challan digitally to suppliers or internal teams.

Clone

Creates a duplicate challan with the same items.
Ideal for repeated or cyclical orders.

Generates barcodes for received items.
Useful for warehouse labeling and scanning.

Notification

Used to send alerts related to the challan such as “Goods Received” notifications to warehouse teams.

Show Tax

Enables or disables tax visibility on the challan.
Helpful for tax-inclusive or tax-exempt suppliers.

Steps to Create a Receipt Challan

  1. Go to Back Office → Inventory → Receipt Challan.
  2. Click Create Receipt Challan.
  3. Select the supplier.
  4. Supplier details auto-fill based on master data.
  5. Add billing and shipping addresses.
  6. Enter product names, quantities, prices, and UOM.
  7. Review order summary at the bottom.
  8. Click Save to create the challan.

Goods Received – Detailed Process

  1. Click Goods Received from the right-side panel.
  2. Review product list, SKU, and UOM.
  3. Enter Tracking Number for logistics-level traceability.
  4. Select Warehouse Location for stock allocation.
  5. Enter Quantity to Receive.
  6. Ensure quantity does not exceed the ordered amount.
  7. Add Lot Number / Serial Number if applicable.
  8. Click Save.
  9. Click Print Challan to generate receipt print.

After goods are saved, system updates status to GoodsReceived automatically.

How to View Receipt Challan Details

  1. Open Back Office.
  2. Navigate to Inventory → Receipt Challan.
  3. Click any challan Number to open details.
  4. Press ESC or Close to exit.

How to Edit a Receipt Challan

  1. Open Receipt Challan listing.
  2. Click the challan number to open it.
  3. Edit supplier, address, products, quantities, or pricing.
  4. Save after updating.

Tip: Use Download Invoice to download a PDF copy of the challan.