Vehicle number on challan

Late November I sent a carton of phones and covers to my cousin's counter in Pali.

Bill was to go later. He was short of stock before a local mela. I said I will send with a tempo from Narayan Singh Circle.

I made a paper in hurry. Items, qty, his shop name. I forgot the vehicle number.

I used delivery challan but I left the vehicle box empty because the tempo had not come yet. I thought I will write with pen when it come.

Tempo came. I was with a customer changing a battery. Driver took the carton. I forgot the pen.

Vehicle number on challan, what actually happened

Around 3 pm driver called. Voice loud. Some check near Kishangarh side.

He said your paper has no vehicle number. They asking which vehicle is carrying this.

I felt stupid. Sitting in Jaipur, he is on highway, carton of phones, paper looking incomplete.

I asked him the number. RJ-19 something. I wrote it on a new challan. Same items. I put vehicle number this time. Transporter name also, the tempo wala name, mobile.

I sent PDF on WhatsApp. He showed the phone to the people there. They let him go. I don't know the full story. I was not there. I only know empty vehicle field made a man shout at me from the road.

From that day I do not print challan until I have the number, or I write TO BE FILLED and then I actually fill before the box leave the door.

Better: wait for the vehicle, then type.

Delivery challan is when goods move but invoice will go later. Or invoice already made and you still need a movement paper for the driver.

It is draft shop paper on this site. Not e-way bill. Not GSTN. I do not generate government e-way here. If the value need e-way, that is official portal and CA talk, not BillOnDesk.

I still need vehicle number on my own challan. Driver, check post, even the receiving cousin, they all ask, which vehicle.

Fields I fill now.

Consignor. Me. Shop address full. Not only Jaipur.

Consignee. Cousin shop, Pali, street, phone.

Place of supply I write Pali, Rajasthan. Simple.

Items. Model names. Qty. I do not put sale rate sometimes, I put only qty, because this is not the bill. Some people put rate. Cousin asked me to put rate so his helper know approximate. I put. Still I mark DRAFT / ESTIMATE.

Vehicle number. Bus, tempo, pickup, whatever. Exact. RJ-19-GA-1234 style. Not "red tempo".

If it is a bus parcel, I write bus name and I still ask the parcel office if they have a vehicle number. Sometimes they give a receipt of their own. I staple.

Transporter name. Driver mobile. If driver change at half way, I cannot control. At least my starting paper has someone.

Challan number. DC-2025-044. Date. Time even, if I remember.

Reason. Stock transfer to own/cousin counter. Or sample. Or supply against later invoice. One line.

Signature. Mine. Driver can sign on print that he took the carton. I started this after a cover box went missing. Driver said he never took 20 covers. My paper had no sign. Now I take sign. Ugly handwriting. Useful.

August this year I updated one more thing. I click a photo of the loaded tempo number plate. I keep it in the same WhatsApp chat as the PDF. If someone say number is wrong, I have photo.

Once I typed RJ-14 instead of RJ-19. Jaipur habit. Driver was Pali man. Number was RJ-19. Check people and my paper different. WhatsApp photo saved, I sent correction.

How I fill the delivery challan

Do not put a random vehicle number to make the form look full. That is a lie on a movement paper. I don't do that. If I don't know, I wait.

A shop in Bhawani Mandi told me they write any number from memory. I said that is how you get a long afternoon with questions. He laughed. His problem.

When the carton reached Pali, cousin counted. One phone short. I had qty 12 on challan, he got 11.

Because vehicle number was there, and driver name, we could call. Driver found the phone under the seat, wrapped in newspaper. He dropped it next day.

If challan was only a vague list with no vehicle, he would say not my tempo.

Paper is not only for police. Paper is for the driver and for the cousin.

Some customers in Jaipur want challan when they send a boy on bike to pick a screen from me, bill later because accounts sir comes tomorrow.

Bike also has a number. I write it. Looks funny for one screen. I still write. Boy is not my staff. If he go somewhere else with the screen, I have a paper that this number took it.

I use the same delivery challan. One item. Vehicle the bike number. Buyer the office name.

Next day I make invoice. Different paper. simple invoice or GST draft if they need tax columns.

I do not convert challan into invoice by changing the title in Word. I did that in 2022. Invoice number and challan number became same. CA asked why goods moved twice. They didn't. I only renamed a file. Shame.

Challan number stay challan. Invoice number stay invoice.

If customer cancel after goods already went, that is return and credit note story. Separate.

What I do not put on challan.

I do not draw government emblem.

I do not write this is e-way.

I do not copy some PDF from internet that say GST e-way bill.

I do not help anyone move goods with fake numbers.

Empty vehicle field is a mistake. Fake vehicle field is worse.

If two vehicles, like tempo till station then train, I write the first vehicle I know, and a note, further by train. Not perfect. I ask CA if the value is big. For my small carton of covers, this is what I did once to Jodhpur. Parcel office gave their receipt. I kept both.

People in small towns search vehicle number on challan because some check asked them, or some accountant asked them.

My answer from the highway phone call: yes, put it. Before the box leave.

If the vehicle is not decided, don't print the final PDF. Save the item list in notebook. When tempo comes, type number, then print, then load.

I close the tab after download. I know if I don't download, the form is gone. I send PDF to myself and to the driver and to cousin. Three people. One carton.

Pali mela went ok. Cousin sold most of the covers. He sent money later. I made the bill later. Challan already had done the travel job.

The driver still teases me. He say, Seth, number likha kya.

I show him the paper first now. He points the vehicle line. Then he lift the carton.

That is the system. Not fancy. It started because I was busy with a battery and I thought pen will save me.

Pen did not save me. A filled field did.