Dispatch & delivery

When goods leave the premises, order execution produces the documents that make the movement GST-correct: a delivery note per dispatch, an e-way bill fed from that delivery note, and, for goods that move without a sale, a job-work challan.

Recording a dispatch

Dispatches happen at the Partial Dispatch and Complete Dispatch stages.

With the order at the Shipment stage and the tax invoice done, open the dispatch action.
Enter the quantity per line being dispatched, along with the vehicle and transport details.
Confirm. A Delivery Note is created for that dispatch and stock is decremented for the dispatched quantities.
Repeat for further tranches. The order shows the remaining dispatchable quantity per line; cumulative dispatched can never exceed ordered.

For example, on an order for 10 pumps you can dispatch 4 (6 remaining), then 4 more (2 remaining) then the final 2, at which point the order can reach Complete Dispatch. Cancelling a partial dispatch returns the quantity to remaining and needs a reason note.

Delivery notes vs the tax invoice

A Delivery Note and a Tax Invoice are two different documents, and it matters which feeds what:

The Delivery Note is the dispatch document. Each dispatch creates one, with its own number and the dispatched line quantities, plus the ship-to and transport fields (vehicle number, transporter, distance) the e-way bill needs.
The Tax Invoice is the finance document the customer needs to claim input tax credit. A single tax invoice may relate to one or many delivery notes.
The e-way bill reads from the Delivery Note, not the invoice, so the permit reflects the actual goods movement.

Because each partial dispatch produces its own delivery note, the sum of delivery-note quantities can never exceed the ordered quantity.

The e-way bill

At the E-Way Bill stage, for shipments that meet the threshold under a regime that requires a transport permit (India’s e-Way Bill via NIC):

Ensure a Delivery Note exists, the permit can’t be generated without one.
Generate the permit. It reads the Delivery Note’s transport and line data.
The permit number and validity are stored on the order. Validity is computed per the regulatory rule (for India, distance-based).
Within the validity period you can update the vehicle or extend validity; you can cancel within the regulatory window.

For tenants without such a regime, the stage is skipped automatically.

Delivery challan PDF & signed POD

The delivery challan travels with the goods and is signed by the receiver on arrival.

A delivery challan PDF is generated from the shipment / delivery-note data using your tenant’s template.
When the goods arrive, upload the signed proof of delivery (POD) onto the order.
The POD upload triggers a finance event for payment-trigger workflows.

Documents are stored under your tenant’s storage area, and every generate and upload is audited.

Job-work & delivery challans (goods without a sale)

A job-work / delivery challan moves goods without a sale or tax invoice, typically parts sent out for sub-contract machining, plating, casting or heat-treatment and expected back. It never raises a receivable.

Create a challan, choosing the type (delivery or job-work), the dispatching and receiving parties, the line items with quantities, and a movement reason.
For a job-work challan, capture the GST fields the regime needs for non-invoice movement (for India, ITC-04 style reference data).
The goods movement is posted against inventory, stock is held at the sub-contractor / in-transit not consumed, and no invoice or receivable is created.
Print the challan as a PDF (using your tenant’s template) to travel with the goods.
On return, reconcile the returned goods against the originating challan. Cumulative returned quantity can never exceed the sent quantity per line.

Challan status runs through open, partially-returned, fully-returned and closed. Where the regime and threshold require it, a challan can feed e-way-bill generation. Challans are restricted to roles with the challan / dispatch permission, and every create, dispatch, return reconciliation and close is audited.