Delivery Challan Format: Free Excel Template (GST, with Example)
2026-06-26
A ready-to-use delivery challan format in Excel — free download. Field-by-field guide, GST Rule 55 rules (job-work, branch transfer, goods on approval), a filled example, and FAQ for stores and dispatch teams.
A delivery challan is the document that travels with goods when they move without an immediate sale invoice — stock transfers, job-work, goods sent on approval, or supply to a site. Get the format right and your goods move legally, your stores reconcile, and (under GST) you stay compliant where a tax invoice isn't issued yet. Here's a ready-to-use delivery challan format in Excel, the field-by-field guide, the GST rules, and a worked example.
⬇ Download the Delivery Challan template (Excel) — free, no sign-up. Use it as-is or adapt to your ERP.
What is a delivery challan?
A delivery challan (DC) is a document that accompanies a movement of goods that is not, at that moment, a sale. It records what is moving, how much, from where to where, and why — so the goods can move legally, the receiver can check them in, and your books stay straight even though no tax invoice has been raised yet.
When you use a delivery challan (vs an invoice)
Under GST (Rule 55), a delivery challan — not a tax invoice — is issued for movements like:
SITUATION WHY A CHALLAN (not an invoice)
------------------------------------- -------------------------------------------
Stock transfer between your branches No sale — internal movement
Goods sent for job-work Ownership doesn't change
Goods sent on approval / sale-or-return Sale isn't confirmed yet
Supply where quantity isn't known e.g. liquid/gas supplied from a tanker
Exhibition / demo / site material Moving out, expected back
When the sale is confirmed, a tax invoice is then raised. The challan keeps the in-between movement compliant and traceable.
What a delivery challan format must contain
This is the template — each field earns its place (GST-required fields are marked *):
FIELD WHAT GOES IN IT
----------------------------- --------------------------------------------------------
Challan No. * / Date * Unique serial number + date of issue
Consignor (from) * + GSTIN Your name, address, GSTIN
Consignee (to) * + GSTIN Receiver's name, address, GSTIN (if registered)
Ship-to address If different from the consignee
Purpose / reason for movement Job-work / branch transfer / approval / etc.
HSN code * + description * Of each item
Quantity * + UOM How much is moving
Rate / taxable value Value of goods (for transport/insurance)
Tax (CGST/SGST/IGST) * Where applicable on the challan
Vehicle no. / transporter For the e-way bill linkage
Reference (PO / job order) What the movement relates to
Signature Authorised signatory (+ receiver's acknowledgement)
For movements above the threshold, the challan also feeds the e-way bill — so the vehicle number, HSN, and value need to be right.
Worked example — a filled delivery challan
A manufacturer sends semi-finished goods out for job-work (plating):
DELIVERY CHALLAN (Job-work — Rule 55) Challan No: DC-2026-0231
Date: 24-06-2026
From: Acme Components Pvt Ltd, Pune GSTIN: 27ABCDE1234F1Z5
To: Shine Plating Works, Pune GSTIN: 27FGHIJ5678K1Z2
Purpose: Goods sent for job-work (nickel plating) — to be returned
-------------------------------------------------------------------------------
S.No Description HSN Qty UOM Taxable Value
---- ------------------- ------ ----- ---- -------------
1 Brass brackets (raw) 7419 2,000 nos ₹ 1,80,000
-------------------------------------------------------------------------------
Vehicle No: MH12 AB 1234 Transporter: Self E-way bill: 1234 5678 9012
Reference: Job Order JO-2026-0188
Issued by: K. Iyer (Stores) Received by: ____________ (Shine Plating)
Because this is job-work, ownership doesn't change — the goods are expected back (often on another challan), and the value is shown for transport/e-way-bill purposes, not as a sale.
How to fill it — field by field
- Challan No. — one running serial per branch (e.g.
DC-2026-####); never reuse a number. - Purpose — state the reason (job-work / branch transfer / approval); it determines the GST treatment.
- HSN + quantity + value — must be accurate; they flow into the e-way bill.
- GSTIN — of both parties where registered; the consignor's is mandatory.
- Returnable movements (job-work, approval) — track the return against the same reference so nothing stays "out" forever — the same discipline as a gate pass.
From a challan book to tracked dispatch
A paper challan book works until you need to answer "which job-work material is still out?", "did the branch transfer arrive?", or "which challans haven't been invoiced?". Moving dispatch onto a workflow gives you:
- A unique number and status per movement (issued → in transit → received → invoiced / returned).
- Returnable movements reconciled — job-work and approval goods flagged until they come back.
- A clean link from the source document (GRN on receipt, material requisition / PO on the order side) to the challan and the eventual invoice.
Frequently Asked Questions
What is a delivery challan?
A document that accompanies a movement of goods where no tax invoice is issued at that moment — stock transfers, job-work, goods on approval — recording what is moving, how much, from and to whom, and why.
Delivery challan vs invoice — what's the difference?
An invoice is raised when a sale happens (ownership and money change). A delivery challan covers a movement without an immediate sale; a tax invoice may follow once the sale is confirmed.
Is a delivery challan mandatory under GST?
Yes, for the movements listed in GST Rule 55 (job-work, branch transfer, supply on approval, etc.) a delivery challan must be issued in place of a tax invoice, and it supports the e-way bill.
What details are mandatory on a delivery challan?
Serial number and date, consignor and consignee details with GSTIN, HSN code and description, quantity, taxable value and tax where applicable, and the reason for transport.
Can I get a free delivery challan format in Excel?
Yes — download the Excel template above. It has the field layout, GST fields, a filled job-work example and a short "how to use" guide.
Flobri turns documents like this into tracked, numbered workflows — delivery challans, GRNs, gate passes and purchase orders — so every movement of goods is authorised, reconcilable and never lost in a challan book.