How to Enter Sales and Purchase Challan in ecount ERP

This article explains how to create sales and purchase challan vouchers in ecount ERP, covering party selection, product entry, and related settings.

📋 Overview

The Sales / Purchase Challan option (Transaction → Challan → Sales / Purchase Challan) lets you record delivery challans for both sales and purchase transactions. After entering a challan, you can generate bills or invoices from the related order, and view reports such as pending or cleared challans.

🔧 Steps / How-to

1. Navigate to Transaction → Challan → Sales / Purchase Challan.
2. Select the Party A/c – choose the customer for a sales challan or the supplier for a purchase challan. Party selection can be customized in the account master.
3. Enter the Challan No. (auto‑generated if a voucher number series is set) and Date. Fill Document No./Date if required; you may record the customer's challan number here.
4. Press Enter in the middle entry area to start product entry.
5. Choose a product from the popup. You can insert, edit, or delete items directly. Product columns and selection steps are configurable via product options.
6. If needed, overwrite the product name using the Product Name Overwrite option in voucher setup.
7. Enter the ordered quantity. For dual‑unit items, provide the quantity in the second unit; the first‑unit quantity is calculated automatically.
8. If the item is batch‑managed, select the appropriate batch. For location‑managed items, choose the storage location. For serial‑number‑managed items, enter or select each serial number.
9. Rate is fetched automatically from the product master or price list. If multiple price lists exist, you will be prompted to select one. For GST calculations, enter the tax‑paid rate when required.
10. Quantity and rate can be entered up to four decimal places as defined in stock options.
11. The system calculates the line amount; you may adjust it if necessary.
12. Repeat steps 4‑10 for additional items. Delete an item with Ctrl+Y or the delete button.
13. After completing item entry, press Tab to exit the grid.
14. Enter a narration. Use Ctrl+R to retrieve saved narrations or enable auto‑narration.
15. If Stock Effect on Challan is enabled (Company Setup → Advanced Setup), the inventory will be updated when you save the challan.
16. Save the voucher.

⚙️ Settings / configuration

• Voucher Setup – configure voucher options, number series, and product name overwrite (Voucher Setup).
• Invoice Type – define invoice types for sales and purchase vouchers (Invoice Type).
• Expense Formula – manage GST, IGST, TCS, CESS, and transport charges (Expense Formula).
• Branch Setup – set discounts, brokerage, e‑Way Bill, e‑Invoice, and digital signature (Branch Setup).
• Stock Effect on Challan – enable under Company Setup → Advanced Setup to affect inventory when a challan is saved.

💡 Tips

💡 Tip: Set up a voucher number series to auto‑generate sequential challan numbers and avoid manual entry errors.

💡 Tip: Use the product popup to quickly add new items without leaving the voucher screen.

⚠️ Note: If stock effect is disabled, inventory levels will not change after saving a challan, which may lead to mismatched stock reports.

✅ Summary

• Open the Sales / Purchase Challan screen via Transaction → Challan.
• Select the appropriate party and enter challan details.
• Add products, specify quantities, batches, locations, or serial numbers as needed.
• Confirm rates, tax‑paid rates, and line amounts.
• Enter narration and save; inventory updates if Stock Effect on Challan is enabled.