Sales orders and delivery challans with transport
Take a quotation or order, and send the goods on a delivery challan with the transporter, vehicle and LR. Bill what was sent, and tell the party when the order is confirmed and when the goods leave.
PLANSFrom Growth
The problem it solves
- Orders are taken on the phone and written in a diary, and half are delivered late or not at all.
- Goods leave on a hand-written challan, and the bill is made from memory days later.
- The party calls three times to ask whether the goods were sent and with which transporter.
- Part deliveries are lost track of, and the rest of the order is never sent.
How it works
- Open Trade > Sales > Orders > Quotations > New. Pick the party; the shop is the one you run, if you are its person in charge. Add items with Quick add, Usual Items, Repeat Last Order or Paste a List.
- Send the quotation, then Confirm it as an order. The party gets Order Confirmed with the number, amount and expected date.
- From Growth, schemes and credit checks run on the order: an order over the credit limit or below the minimum rate waits for approval.
- The order makes a delivery: the challan. The storekeeper fills Transporter, Vehicle Number, LR Number and LR Date, and picks the goods. They validate it on the web or by scanning in the app.
- The party gets Goods Dispatched with the challan, transporter, vehicle and LR. What could not be sent stays on a backorder.
- Under Trade > Sales > Orders > To Invoice, bill the orders that are ready, for one or more challans.
Everything it does
Quotations and orders
- Quotations, Sales Orders and To Invoice under Trade > Sales
- A new order starts from the shop whose person in charge you are
- Fast entry: Quick add, Usual Items, Repeat Last Order and Paste a List
- Discounts per line for billing staff
- Expected date on the order, said in the Order Confirmed message
- Revisions of a sent quotation or a confirmed order, with compare (their own page)
Delivery challan
- Each order's delivery is its challan, numbered by itself
- Transporter (a party), Vehicle Number, LR Number and LR Date on the delivery
- Printed on the delivery slip under Transporter, Vehicle and LR
- Part delivery: what is not sent stays on a backorder of the same order
- In the app: Goods Out lists deliveries waiting; scan to count and done
Billing the order
- To Invoice lists orders with goods ready to bill
- One bill can cover several deliveries of an order
- The bill carries the order's party, items and rates
Messages to the party
- Order Confirmed: number, amount, your Entity and the expected date, with a link to the order
- Goods Dispatched: order, challan, transporter, vehicle and LR
- Each by WhatsApp, else SMS, else email, the first that works; WhatsApp and SMS use message credits
Who uses it
Billing ClerkTakes quotations and orders, confirms them and bills from To Invoice.
StorekeeperPicks the goods, fills the transport details and validates the challan.
Trade ManagerApproves held orders and sees every order.
PartyGets the order confirmation and the dispatch details.
Where you use it
- Web: Trade > Sales > Orders > Quotations, Sales Orders and To Invoice; the delivery from each order
- The SmartMy Trade app: Goods Out for storekeepers to count and send deliveries (built and in testing, not in the app stores yet)
- Customer portal (Growth): the party sees its orders and bills
- Not in the app: taking a new order; orders are made on the web
What you control
Settings
- Order Confirmed and Goods Dispatched: on for every Entity, channels chosen in Notifications
- Person in charge of each shop: sets the shop a new order starts from
Approvals
- Trade hold: some orders wait for Trade Managers or the levels you set. That is an order over the party's credit limit, with overdue bills, to a cash-only party, or below the minimum rate
Notifications
- Order Confirmed: to the party when the order is confirmed; WhatsApp, else SMS, else email; in-app for parties with a login
- Goods Dispatched: to the party when a delivery of the order is done; same channels
- Each party can switch off a channel for themselves; the events stay on
Questions
Is the delivery slip a GST delivery challan?
It is the challan your goods travel on, with transport details. With the India pack, an e-way bill can be made where needed. It has not yet run on the live government connection, so we test it with you before go-live.Can we bill before the goods leave?
That follows each item's invoicing rule: bill on ordered quantities or on delivered quantities. To Invoice shows what is ready either way.What if only part of the order is sent?
Validate what was sent. The rest stays on a backorder of the same order, and Goods Dispatched goes again when it is sent.Do schemes apply on orders?
Yes, from Growth. Free goods and slab discounts are added to the order; see Schemes.Related features
BILLING AND STOCKFast entry: quick add, usual items, repeat and pasteFour ways to fill a long bill without picking items one by one. Type a code and quantity and press Enter, or tick from the items this party buys most. Or repeat the party's last bill, or paste the order a party sent on WhatsApp or in Excel.CUSTOMERS, BROKERS AND REPORTSRevisions of quotations, orders and POs, comparedChange a sent quotation, a confirmed sales order or a purchase order and keep every earlier version. The order keeps its number with Rev 1, Rev 2. Any version can be compared with the order as it is now, line by line.ORDERS, PURCHASE AND CREDITSchemes: free goods and slab discountsRun free goods (buy 10, get 1) and quantity slab discounts by item, category, brand and party group, between two dates. They are put on the bill or sales order by themselves, marked with the scheme.ORDERS, PURCHASE AND CREDITCredit limit, overdue and cash-only holdsSome credit bills and sales orders wait for a manager's approval. That is when over the party's credit limit, to a cash-only party, or to a party with overdue bills. Approved, it posts or confirms by itself.BILLING AND STOCKFreight, packing and transport charges on billsFreight, packing, loading and cartage go on the bill as lines of their own. The transporter, vehicle number and lorry receipt (LR) are kept on the bill and printed on it. So the party knows what was charged and how the goods travel.CUSTOMERS, BROKERS AND REPORTSCustomer portal: bills, statement and paying onlineYour credit parties log in to see what they owe, what is overdue, every bill and return, and their statement for any period. A bill opens its own page, where the party pays online.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.