Delivery challan when bill will go later

July 2023 I sent a carton to a shop in Hiran Magri, Udaipur.

They wanted fifteen power banks. Same brand I keep.

They said send today. Bill later. Our GSTIN is on a paper in the owner's house, he is in Ahmedabad till Thursday.

If I make GST invoice now, buyer GSTIN blank, later they will cry.

If I hold the stock, they will buy from someone else on Ashok Nagar.

So I made a delivery challan.

I didn't know the word properly in 2020. I used to write packing list on a torn box.

Now I know, when goods move and bill will go later, challan is the paper that travel with the carton.

Delivery challan when bill will go later, what actually happened

I opened delivery challan on BillOnDesk.

Shop name mine. Their shop name. Item, power bank 10000 mAh, qty 15. Rate I still wrote, so they don't say I sent random stuff.

Vehicle optional. I put the tempo number, RJ27 something. I clicked photo of the number plate because I forget numbers.

Driver name I put. Mobile number I put. If police or octroi type check, I am not in the mood for drama.

I wrote purpose, stock transfer to shop against order on WhatsApp.

Not a sale invoice. Not yet.

DRAFT / ESTIMATE mark. I am not printing a fake e-way holographic thing.

I don't make fake government papers. If e-way is needed for the value, that is official portal and CA talk. Not this website.

BillOnDesk is not GSTN. File tax on official portal when I later make the real invoice in books.

The tempo left. I sent PDF on WhatsApp to the Udaipur shop also, so they know what is coming.

They received in evening. One piece they said look used. I said check seal.

They sent photo. Seal okay. They accepted.

Thursday owner came back. GSTIN came. Then I made invoice for same 15 pieces.

Same qty. Same rate. Challan number I mentioned on invoice remarks, so the story match.

If qty on invoice different from challan, that is a hole. I fell in that hole once in Jaipur.

I sent 10 chargers on a handwritten challan. Invoice I typed 12 because I was thinking of another order.

Buyer paid for 10. My folder showed 12. Stock count at night was a fight with myself.

Now I keep challan PDF and invoice PDF in same WhatsApp starred.

September 2024 I used challan again. A hotel near Fateh Sagar wanted 8 wall chargers for rooms. They take goods, accounts come next week.

Same process. Challan with vehicle of their own van. I put van number.

Hotel security at gate asked paper. Driver showed challan print. Gate opened.

If I had sent only a WhatsApp text, security uncle would not care. He want paper in hand.

That is why challan exist in real life. Not for exam. For gate.

What I write on challan.

From address. To address. Date. Item names. Qty. Not always price if they are secret, but I usually put rate so nobody swap a cheap model.

I sent 15 of 10000 mAh. If someone put 5000 mAh in box, rate line help catch.

Vehicle number. If no vehicle, if I send with a boy on bike, I write bike and number.

If customer pickup, I write customer vehicle, self pickup.

How I fill the delivery challan

Don't write invoice number on challan if invoice is not made. Empty field is okay.

Don't write received payment on challan if they didn't pay. Udaipur shop paid later by NEFT.

Challan is not receipt. I made that mix in Sikar for a relative. He thought challan means paid. He didn't collect money for three weeks.

I had to explain like a teacher. Challan is goods going. Receipt is money coming. Invoice is the bill.

Three papers. Three jobs.

If all three happen same day, maybe you only need invoice. If goods go today and money and GSTIN tomorrow, challan today.

Some people ask me to put GST amount on challan.

I am careful. If it start looking like a tax invoice, later two papers for one sale.

I put taxable value maybe. Or I put goods value. I don't print a full GST tax invoice layout on challan.

The delivery challan page is simple. I like that. I fill and print.

I keep one copy in the box. One copy with me.

If printer not working, I still fill PDF and show on phone at gate. Some gates accept. Some don't. Hiran Magri shop accepted phone. Hotel security wanted print. I keep a few A4 in tempo now.

Don't put Ashoka emblem on challan to make it look sarkari. Don't buy hologram from a stall.

That is not how honest shop work.

If value is high and law need e-way, I call CA. I don't click random generate on unknown sites.

This Udaipur 15 power banks was not a film scene. It was a carton, a tempo, a Thursday GSTIN, a later invoice.

In Kota my brother send phones to a coaching hostel on challan because the purchase guy comes Saturday.

Same idea.

In Bikaner mama sent a box of covers to a road side stall, no challan, stall man said 20 pieces missing.

No paper. No proof. Mama learned. Next time challan with qty 200 covers, signed by stall man.

Signature on challan when they receive. That I forgot in July 2023 first time.

Udaipur shop received, I didn't take sign. Later one piece argument.

Second time I wrote received in good condition, asked them to sign photo on WhatsApp.

Not perfect court evidence. Better than nothing.

If you are a small shop, and buyer say bill later, don't refuse always. Don't send with zero paper also.

Make challan. Put qty. Put vehicle if any.

Then when bill time come, copy the same items. Don't invent extra.

And tell the buyer, I will not back date invoice to last month because your GSTIN was in Ahmedabad.

Invoice date is when I make the bill, after I have their details.

They didn't like that sentence. They accepted.

I still sell to them. They still forget GSTIN in a house. People are people.

One more small thing. Vehicle number I once wrote RJ14 instead of RJ27 because my Jaipur brain auto-fill.

Tempo was Udaipur. Police did not stop us that day. The hotel gate uncle did. He match number plate and paper. I had to write by hand on the print.

Now I click the plate photo before the vehicle leave. I type from photo. I put that photo in the same WhatsApp chat as the delivery challan PDF.

If driver change at last minute, I make a new PDF. Don't overwrite in your head and forget the print in the box.

I still make challan first. Then invoice. Then I sleep.