How to Generate and Manage the Challan Report in ecount ERP

This article explains how to generate and work with the Challan Report (Sales & Purchase) in ecount ERP.

📋 Overview

The Challan Report lists receipt (purchase) and issue (sales) challans for selected parties and products. It shows pending, cleared, and combined (pending + cleared) challans, including those carried over from previous years.

🔧 Steps / How-to

1. Open the report via Report → Challan Book → Sales / Purchase Challan.
2. Press F6 to set the report date or define a date range. If pending challans from a prior year exist, the start date defaults to that year.
3. Click the Filter icon and choose parties (area, city, party) and products (group, category, product) you want to include.
4. Use the toggle button to switch between Pending, Cleared, and All challan views.
5. To clear a pending challan without generating a bill, select the challan and press the Clear button. The entry will display a (+) sign.
6. To recover an externally cleared challan, press Clear again; the (+) sign disappears.
7. Challans cleared by a bill appear with a (*) sign in the cleared list.
8. Insert new vouchers, or edit/delete existing ones, directly from the report. Vouchers linked to a bill cannot be deleted.
9. Note that challans from previous years cannot be deleted in the current year.

⚙️ Settings / configuration

• Date handling: use a single date range for the current year; previous‑year dates are only shown when pending items exist.
• Toggle option: cycles through Pending → Cleared → All lists.
• Filter master: selects area, city, party (account master) and group, category, product (product master).
• Report formats: choose from existing templates or create a new format via the template manager.

💡 Tips

💡 Tip: Use the date range feature to focus on a specific fiscal period; the report automatically excludes earlier years unless pending challans remain.

⚠️ Note: Once a bill is generated from a challan, the voucher becomes read‑only and cannot be removed.

✅ Summary / checklist

• Open the Challan Report from the menu.
• Set the appropriate date or range.
• Apply party and product filters as needed.
• Toggle to view pending, cleared, or all challans.
• Clear external pending challans with the Clear button and recover them if required.
• Insert, edit, or delete vouchers directly, respecting the bill‑generated restriction.