The Bill / Invoice is prepared on a future date but we receive a challan with the goods as a proof of goods sent. Such types of transactions are called Purchase Challan.
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Purchase Challan is an agreement to sell the goods in which ownership of the goods is not passed to the buyer till an Invoice is prepared. The customer has only the possession of the goods but he is not the owner of the goods. It shows the quantity, rate and other details of goods sent to the customer.
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Entry in Purchase Challan is similar to purchase bill entry in all respect, except that no accounting entry is made in this case. It can be as a whole, in part or in multiple be retrieved in the purchase voucher. Purchase Challan affects product stock by increasing it.
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Purchase Challan : Main Menu> Purchase> Purchase Challan.
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 Main Menu
FIG 1. MAIN MENU
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Contents :
Header Details :
The Header Details in Purchase Challan window will appear and then enter the following details :
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Payment Mode- Select the mode of payment as Cash,Credit or Cheque.
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Cash- If the payment mode is set to Cash and the user does not specify the customer name then the Cash Customer button is activated. The Setup Cash Bill Customers form will open up in which the user can specify customer name, city, address 1/2/3, second address 1/2/3, Cst No, Cst Date,Lst No, Lst Date, Dl. No.1 and Dl.No.2. The user can also specify the maximum number of rows in the grid. Clicking on OK button will save the record and the customer name specified will be displayed in the text box. The user can skip entering other details but customer name will have to be specified.
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Cheque- If the Payment Mode is set to Cheque then the Cheque details button will be activated. Clicking on the Cheque Details button will open up the Cheque Details form. Specify the Cheque No, Cheque Date, Bank Name, Branch, Account No, Customer Name and Address. Clicking on OK button will save the details. The user can skip entering other details but Cheque No. will have to be specified.
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Account / Supplier Name- Press the space bar and select the account or party name from whom goods have been received. The Accounts that have been created using the Account\Ledger Creation form.
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Tax Region- Select the tax region for the party from the list. Tax selected here will be applied on the entire challan.
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Agent Name- Enter the agent name if you want to assign any salesman to the party. The Agent/Salesman that have been created using the Setup Salesman form.
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Challan Number- Enter the challan number.
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GRN (Goods Received Number)- Enter the pre-fix as GRN or GR. Enter the GRN Number first time further it is auto generated
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FIG 2. PURCHASE CHALLAN (HEADER DETAILS)
Item Details :
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In purchase challan either items can be enter directly or they can be retrieve from the Purchase Order. In below given screen items are entered manually.
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Then click on Save button or press Alt+S.
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FIG 3. PURCHASE CHALLAN (ITEM DETAILS)
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To save the data entered by the user, user have to press enter button and the cursor should be on next line in the grid.
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View Totals
To view all the totals of account wise summary, click on View Total Button, a pop up will appear in which user can view the discount, tax and other charges in View Total.
FIG 4. VIEW TOTALS
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Hot Key
Press F1 to view the function of all hot keys in the purchase bill.
FIG 5. HOT KEY HELP
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Retrieving Purchase Order In Purchase Challan :
The purchase order can be as a whole, in part or in multiple be retrieved in the purchase challan. If user want to retrieve purchase order then click on Retrieve Order button, a pop up will come, select the P.Order / Delv Note option from the list and then Purchase Order search window appears where user can select the particular order which is to be retrieved.
FIG 6. PURCHASE ORDER SEARCH
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Retrieved items from the selected purchase order in Purchase Challan. The Retrieved Order appears in orange color as shown in below fig.
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FIG 7. PURCHASE CHALLAN (ITEM DETAILS)
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