Delivery Challan Format in Excel, Word and PDF

A delivery challan format is a highly convenient way to quickly generate bills for your business. Instead of investing your precious time in creating this format from scratch, you can use TranZact for the creation of all your delivery challans across various handy formats for your ease of use.

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What Is Delivery Challan?

A delivery challan is a document created by a seller when goods of any kind are delivered through shipment. Such a delivery needn't necessarily amount to a sale. For example, if there is a transfer of goods that takes place between a head office and a branch office, it does not result in a sale but still requires the issue of a delivery challan.

There are two main types of delivery challans:

  • Outward Delivery Challan
  • Inward Delivery Challan
  • An outward delivery challan is a formal document that informs the relevant sales authority about all known details of goods that have been transported. The primary use of an outward delivery challan is for job work and other subcontracting purposes and is sometimes sent along with an invoice.

    An inward delivery challan is a document created to keep a track of all the materials that have been sent and received for a particular job. This includes raw materials too. Having understood what is delivery challan let's look at its format next.

    GST Delivery Challan Format

    There are various types of tools you can use to create a GST delivery challan format. A few such tools are:

  • Microsoft Word
  • Microsoft Excel
  • PDF
  • Google Docs
  • Google Sheets
  • Computerized Software
  • All you need to do is open up the tool of your choice and fill in all the relevant information such as business name, goods description, client info, challan date and number, the overall cost, and contact details and take a printout of the document if needed. Then you can sign the delivery challan and send it to the recipient. We'll be looking at each of these applications below so you can pick the one that works best for you.

    When Delivery Challan Is Issued?

    Section 55 (1) of the CGST laws states that a supplier may issue a delivery challan instead of an invoice in the following scenarios:

  • When the quantity is unknown during the supply of liquid gas.
  • If goods are transported before they are supplied. For example, moving goods between warehouses.
  • When goods are transported for job work, and if:
  • Goods are being sent from a principal to a job worker.
  • Goods are being transferred from one job worker to another.
  • Goods are being sent back from the job worker to the principal.
  • In certain cases, you also need to issue a delivery challan for the transportation of goods. Those cases are:

    Transportation based on approval

    You require a challan if you are moving goods inter/intra-state for a sale or return and they are removed before the supply happens.

    Transportation of art to galleries

    You can only transport art to galleries for exhibitions with such challans.

    Transportation of goods overseas for promotion and/or exhibition

    As per the CBIC Circular No. 108/27/2019-GST issued on 18th July 2019, the transportation of such goods can no longer be treated as supply or export.

    Transportation of goods across multiple shipments

    If goods are being transported by different modes of transport, the supplier needs to issue a tax invoice for the first consignment and a delivery challan for each subsequent consignment.

    At the time of removal of goods

    As per Rule 55(4) of CGST and SGST Rules, 2017, a tax invoice can't be issued until after the goods are transported. Therefore, a supplier may issue a delivery challan during the removal of goods and transport them.

    When an e-way bill isn't required

    As per Rule 55A of the CGST Rules, if an e-way bill isn't required to transport the goods, the goods can be transported using a delivery challan.

    Contents of Delivery Challan Format

    A standard GST delivery challan format contains the following:

  • Contact details: The name and address of both the consignor and consignee.
  • GSTIN details: Both their GSTIN details must be clearly stated in the delivery challan.
  • Challan date and number: The date of the issue along with the delivery challan number.
  • The item description and HSN Code: The Harmonized System of Nomenclature (HSN) along with item descriptions.
  • Quantity: The number of goods and the unit of measurement.
  • Tax rates and taxable value: Both the tax rates, the taxable value, and the total of all applicable taxes.
  • Price and quantity: The total price along with the total quantity.
  • Place of supply: In case goods are crossing state lines, mention the place of supply.
  • Signature of the supplier: Your delivery challan must have the signature of the supplier.
  • Delivery Challan Format in Excel

    A delivery challan contains various data which is in the form of tables. That's why the approach of a delivery challan format in Excel can be used. Plus, you can use Excel's vast number of formulas for your calculations to save time. All you need to do is open up an Excel sheet and key in all the relevant details such as business name, goods description, client information, challan date, and number, the overall cost, and contact details. You can then use this template for all your future delivery challans by simply updating the relevant information.

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    Delivery Challan Format in Word

    To create a delivery challan format in Word, scroll through the various available templates in Microsoft Word and pick one. Then you need to fill in all your details like business name, description of goods, customer details, date of challan, challan number, and other important details. You may include space for your company`s logo and any other relevant information, such as your company`s terms and conditions or return policy.

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    Delivery Challan Format in PDF

    A PDF format is very convenient and also has an additional layer of security which is why many people find it preferable. All you need to do is download the delivery challan format in PDF, update it with all the relevant information for the challan, and send it to your transporter and buyer. You can also download invoices that are in other formats such as Word and Excel into a PDF format. Simply follow the steps mentioned below

  • Click 'File' on the menu bar
  • Select the 'Save' option
  • Click on 'Save As'
  • Under 'Save as Type,' choose PDF.
  • Click on 'Save'
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    Delivery Challan Format in Google Docs

    Within the Google Docs functionality, all you need to do is go to your Google Drive and open up a new Google Doc. Once you have the doc open, fill out all the necessary details in a tabular format using the 'insert table' option and you have your delivery challan template ready.

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    Delivery Challan Format in Google Sheets

    A delivery challan format under GST in Google Sheets is very similar to Microsoft Excel. You also have the provision to use formulas for higher efficiency and ease of calculation. Start by opening up a new sheet by clicking on the google sheets tab - it's the one with the green symbol beside it. Simply input all the relevant information such as business name, goods description, client info, challan date, and number, the overall cost, and contact details. You can use this format for all your future delivery challans by simply changing the challan details.

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    FAQs on Delivery Challan Format

    • What is the difference between a delivery challan and an invoice?

      The difference between a simple delivery challan format and an invoice is that an invoice proves the legal ownership of goods and services, which includes all the risks and liabilities associated with it. A delivery challan proves that a customer has acknowledged the receipt of goods. It does not show any legal responsibilities or ownership.

    • When is the delivery challan issued?

      A delivery challan under GST is issued by a seller to the buyer at the time of delivery of goods.

    • Is delivery challan mandatory under GST?

      Yes, a delivery challan is mandatory under GST.


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