Manage Receipt Challan

A receipt challan, also known as a receipt voucher or a goods received note (GRN) is a document that is used to record and acknowledge the receipt of goods from suppliers. It is typically created at the point of receiving goods in a warehouse or other storage facility. It contains detailed information about the products that have been received, such as the quantity, item numbers, and other identifying information. It also includes information about the supplier and the date the goods were received.

The receipt challan serves as an important tool for managing inventory and ensuring that goods are received in a timely and accurate manner. It helps in keeping accurate records of the goods received and can be used as a proof of delivery. It also helps to check the accuracy of the delivery against the purchase order and to inform the finance department of the goods received to initiate the payment process.

In addition, the receipt challan also plays a key role in maintaining transparency and accuracy in the supply chain process, it is an important document that serves as evidence of receipt of goods and it can be used to reconcile with the purchase order, invoices and payments. It also helps in detecting any discrepancies or errors in the delivery, like missing or damaged items, or wrong quantity, and allow the businesses to take necessary actions in a timely manner.

Overall, the receipt challan is a critical document for ensuring proper inventory management and accurate financial records, and it also helps in maintaining transparency and accountability in the supply chain process.

Receipt Challan

A Receipt challan is used to record receipt of goods/items at stores. For example , the Company receives new stock item from a Supplier. Go to Back Office, select Inventory in the menu and click and open Receipt Challan

There are many ways to create a receipt challan,

  1. Create receipt challan automatically when click Deliver & Create Receipt Challan from purchase orders.
  2. Create a receipt challan from receipt challan window.
  3. Create receipt challan using the reference number for the specific supplier.

Number

This is a unique number for receipt challan.

Status

Update supplier order status. Click Save after selecting the purchase status. Purchase Status helps to view all the purchase status like new order, payment pending, etc.,

Status Types

Status helps to view all the purchase status like open, goods received, etc.,

Open

When the purchase order is created the status is updated as open

PartiallyGoodsReceived

Partial goods received is when received a single order in multiple goods.

GoodsReceived

The buyer should set the order to this status once the order has been received from the seller.

Cancel

If the supplier cancelled their order for any reason then time the order status is order cancelled.

Invoice Status

O2VEND has the following pre-defined invoice status - Invoiced, over-invoiced and partial invoiced.

Invoiced

Receipt challan invoice status changed invoiced when the invoice has been paid for the full product.

Over Invoiced

Receipt challan invoice status changed over-invoiced when the invoice has been overpaid for the added product.

Partial Invoiced

Receipt challan invoice status changed partially invoiced when the invoice has been partial product paid.

Supplier Name

Name of the supplier name will appeared.

Created On

The order created date will show in a created on the field.

Total

The total purchase amount will show in an order total.

Create Receipt Challan

Go to the Inventory in the Back Office and select the Receipt Challan. The admin can select the supplier from the list of suppliers in the dropdown and select the quantity of the product.

Supplier Information

Enter the name of the supplier and the contact information. This information will appear on purchase invoices print.

Supplier

Enter the supplier name in this field.

Tip

Click Alt+C - Create a supplier at the supplier section.

Address

Click + symbol, the address section will open. Update the supplier address in this field.

Transport

Select the transport name like van, bus or auto etc.

Referrence

Reference numbers are commonly used to identify items for a particular supplier, admin can enter the reference number of incomplete or new orders for the specific supplier.

Goods issue

The Goods issued items are displayed in this goods issue tab.

Note

Entered purchase note are displayed in the note tab.

History

The updated order status are displayed in the purchase history tab.

Product

This field allows to add and edit the products. When adding the products it fills the product cost in the price field.

Tip

Click Alt+C - Create a product at the product section.

Quantity

Enter the minimum or maximum quantity of the product.

Units

Units of Measure (UOM) are used to define the measurement of the items.

Price

The product cost is updated in this field. It allows to edit or change the cost of the products.

Discount

Enter the discount amount on this field.

Total Amount

It shows the total amount of products. The total amount is reduced when the product has a discount.

Steps to Create Receipt Challan

  1. Click Create Receipt Challan button in the top right corner.
  2. Enter the supplier name in the supplier search box. The available supplier list will show the search dropdown related on search.
  3. Select the supplier name, then the supplier-related information will fill automatically.
  4. After selecting the supplier name enter the billing address and shipping address.
  5. Select product name by entering the product name in a Product Name search box. The available product list will show the search dropdown related on search.
  6. Summary will show at the end of the page. Kindly check the Order summary before saving the order.
  7. Finally, Click the top right corner Save button to create a purchase.

Create Invoice

See create invoice button, Click Create Invoice button and generate the invoices from receipt challan.

Cancel

If want to cancel the sales order, Click the Cancel button. Now click OK the order is cancelled and the order status is changed as cancelled. If click Cancel the order shouldnot be cancelled.

Goods Received

After creating the receipt challan, click Goods Received button goods received section will open. Stock is increased after create the goods issue. Check the increased stock in stock history and stock inventory.

How to add Goods Received

  1. Click Goods Received button.
  2. The product name, UOM, SKU and quantity of the product will be shown.
  3. Enter Tracking Number of the product. ( Tracking numbers are useful to the seller for knowing now which location ordered product is there and when it will deliver to the buyer )
  4. select Location (for more details on how to create location-location section).
  5. Enter quantity to Receive(Some items need to receive).
  6. Quantity to Receive cannot be larger than the order quantity and receive quantity.
  7. The order of the product is the goods received when click Save button.
  8. Enter the serial number and lot number for serial and lot enable products. Click key symbol to enter the serial number based on quantity.
  9. If want to print goods received click Print Challan button.

After creating goods received invoice status updated Goods Received.

Tip

After made changes in add goods received method should change the status of the order in a History box. This will help to manage orders.

How to add lot in Goods Received

  1. Click Goods Received button.

  2. Click Allot Lot button for the products.

  3. Enter the lot number, manufacturer batch, mfg date, expiration date, and adjust the quantity for this product, or pick an existing lot number. After pressing the enter key, the information is stored.

  4. Click Save button. A lot is allocated, and the stock is added to the designated warehouse.

  5. Click Print Challan button to print goods return items.

Receive To

Select warehouse of the products. Goods received is created after click Save button. If not select none option.

Receipt Challan Details

This section contains general information of the receipt challan like Order and supplier information, address information, Payment and shipment method, order note, order status and order total.

How to view Receipt Challan Details

  1. Open Back Office
  2. Go to Inventory Menu.
  3. Click and open Receipt Challan section.
  4. View All List in the section.
  5. If click Number it moves to the order details page.
  6. Click Close button or ESC to go order list page.

Edit Receipt Challan Detail

Edit order details for supplier information and add the products.

How to edit Receipt Challan details

  1. Open Back Office
  2. Go to Inventory Menu.
  3. Click and open Receipt Challan section.
  4. View All purchase List in the section.
  5. If click Number it moves to the order details page.
  6. If want to edit supplier information, enter supplier name and add supplier billing, shipping address.
  7. If want to add products to enter a product name in a search by product name.
Tip

If click Download Invoice to download the PDF Order. It includes the details of company name, company logo, Address, supplier order details.

Tip

Use Export Orders and Export Orders With Order Lines options to export the report details into a comma-separated CSV file.