Item Issue To Sales Order
The delivery challan. The storeman picks the customer and the sales order (or the registered picking list), the open lines come in, he confirms what leaves, and Save takes it out of stock at its cost. When the Sales setting asks for it, the sales invoice is raised from it in the same Save.
What it is for
It moves the goods and their cost: stock goes down, and the cost of the goods is posted with the accounts the posting profile gives for this screen. It also tells the sales order what has been delivered, so the order's delivery and invoice status follow.
The one rule people get wrong: where the lines come from is set in the Sales setting (shipment through). Set to the sales order, the challan picks sales order lines directly. Set to picking list, it picks only lines that were picked and registered on Picking List Registration, and shows their origin.
A delivery challan cannot be edited or deleted. It can be reversed, but not once a delivery return or a sales invoice has been raised against it.
How the document is built
- New, fill Posting Date, Transaction Journal, Site and Warehouse, Customer, and the Sale Order (or, for an export, the Outbound Shipment). The movement is set to the sales issue movement.
- Create. If nothing is open for that site and warehouse the screen says "There is no Issuance available on site ..." (or "There is no Picking List available on site ..." when deliveries go through picking).
- Confirm the quantity, the batch and, for catch-weight items, the weight on each line.
- Save.
Every field in plain words
Header
| Field | What it means | What to put |
|---|---|---|
| Transaction | The challan number | Given on Create |
| Posting Date | The delivery date | Not before the sales order date, and in an open inventory period |
| Transaction Journal | The journal | Only journals with the sales issue movement |
| Site, Warehouse | Where the goods leave from | Site required |
| Customer, Name | The customer | Required |
| Sale Order | The order delivered | Picked from the customer's open orders, or its registered picking lists |
| Outbound Shipment | The export shipment delivered | Shown for a foreign customer |
| Notes | Free text |
Carrier, driver and vehicle
Carrier, Driver, Driver Licence Number, Vehicle Number, Seal Number, Tracking Number and Remarks for Carrier are printed on the challan and the gate pass. The Carrier details toolbar button lets them be changed after Save.
Lines
| Field | What it means | What to put |
|---|---|---|
| Sales, Sales No, Name | The kind of line and the item | From the order |
| Search Name | The item's search name | Shown when Search Name is ticked on the Inventory Control Setting |
| Special Indicator | Free, sample, scheme | From the order |
| Ordered Quantity | The order's quantity | Read only |
| Movement Quantity | What leaves now | Not more than open on the order line, unless it accepts over-delivery; not more than picked when delivering from a picking list |
| Movement Unit | The unit | |
| Site, Warehouse, Storage Location | Where it leaves from | Warehouse can be changed per line |
| Stock Category, Stock Status | Optional | Shown per the company settings |
| Catch Weight, Catch Weight Unit, Catch Weight Quantity | The real weight of a catch-weight item | Required for catch-weight items, within its minimum and maximum |
| Batch/Serial Number | The batch issued | Pick from available batches, or leave empty: batches are taken first-expiry-first-out when the item's tracking structure asks for it, otherwise oldest first, and the line is split across batches when one is not enough. A batch whose expiry, best-before or quality retest date is past is not taken, unless the tracking structure allows issuing expired stock |
| Batch Expiry Date, Batch Date, Batch Potency, Batch Yield | From the batch | Read only |
| Origin Reason | The sales order of the line | Read only |
| Line Text | Free text |
Toolbar
- Open Quantity - what is still open on the order.
- Additional items - add items from stock that are not on the order, alongside at least one order line.
- Package and Package measurement - pack the lines into Packages, with weight and volume. Packing can be saved after the challan is posted.
- Open voucher - the accounting voucher.
What happens on Save
- Stock goes down at the item's average cost on the posting date, at the level the item is valued (company, site or warehouse). Batches are drawn as described above.
- Stock reserved for this sales order is released by the quantity issued.
- When the warehouse holds goods for a customer, the line is marked as held for this customer.
- The sales order's delivery and invoice status are updated.
- When the Sales setting has automatic invoice on issuance (for local or foreign customers), the sales invoice is raised from the challan. Lines with a special indicator go onto it only when the indicator has Required in Sales Invoice. Lines whose order quantity is already fully invoiced are left out.
- For an item whose object group creates service objects on delivery, a service object with its warranty dates is created for the customer.
- Promotion reward items are checked against their delivery condition: a reward cannot leave before its main item has been delivered (partly or fully, as the promotion says), and not more than the main item's delivered quantity allows.
How to configure it
- In the Sales setting choose whether deliveries go straight from the sales order or through picking, and whether the invoice is raised on issuance.
- Name the sales issue movement on the journal, and its accounts in the posting profile.
- Tick Search Name, Stock Status and the other line columns on Inventory Control Setting.
Scenarios
- A distributor that invoices on delivery. Automatic invoice on issuance is on: one Save posts the cost and raises the invoice.
- A warehouse that picks before it ships. Deliveries go through picking: the challan offers only registered picked lines, with the batches the picker scanned.
- An exporter. The customer is foreign; the challan is made against the outbound shipment.
What it is connected to
- Sales Order, Outbound Shipment, Sales and Distribution Setting (Delivery Process, automatic invoice, Accept Over Delivery) and Promotions and Rewards (Delivery Condition) - the sales order, the outbound shipment, the setting and the promotions.
- Customer Invoice - the invoice raised from the challan.
- Service Object Group - the object group that creates service objects on delivery.
- Order to cash - the sales process this issue is a step of.
- Picking List Registration - the picked lines delivered.
- Delivery Return - brings goods back against the challan.
- Delivery Confirmation - records what the customer actually received.
- Gate Pass - the challan's gate pass print.
If something looks wrong
- "There is no Issuance available on site ..." - nothing open on the order for that site and warehouse.
- "Please select Order lines" - the challan holds only additional items. Add at least one order line.
- "Issuance Line ID: ... - Posting Date: ... cannot be smaller then Sales Order Posting Date: ..."
- "Basic Data - Item ... Required Quantity: ... cannot exceed Balance Quantity: ... in Sales order: ..." - more than open on the order line.
- "Basic Data - Item ... Cannot Over Deliver more then ...%"
- "Basic Data - Line ID: ... block from Sales Order: ..." / "... Partial Delivery not allowed from Sales Order: ..."
- "Basic Data - Item ... Required Quantity: ... cannot exceed Balance Quantity: ... in Picking List: ..." - more than was picked.
- "Picking List is not Registered properly, please unpick and then pick again"
- "Basic Data - Item (...) ... - Stock not available : Quantity cannot be greater than available Quantity ..." - not enough open stock at that site and warehouse on the posting date. The message adds why a batch was left out (expired, or due for retest) when that is the reason.
- "Basic Data - Line ID: ... - Reward item ... cannot be delivered: the main item [...] is not yet delivered ..." - deliver the main item first.
- "Issuance: ... cannot be Reverse. Following Invoice Transactions has been raised against it: ..." - reverse the sales invoice first. The same applies to delivery returns.
- "There is not Packages" - Package measurement was pressed before any package was added.