Delivery Challan Format in Word, Excel, PDF

Auto-Fetch Challan Number: Every new challan gets a unique, sequential number automatically. This eliminates manual errors and keeps your GST records clean.

Auto-Fetch Date: The challan date is filled in by default at the time of creation. It ensures accuracy and saves time in preparing documents.

PAN Auto-Fetch via GSTIN: Once you enter GSTIN details, the system instantly extracts the linked PAN. This reduces manual typing and avoids mismatched records.

Auto GST Type Detection: Based on the customer’s state, the system decides the correct tax type. It applies IGST for interstate movement and CGST/SGST for within-state deliveries.

HSN & SAC Code Support: Add standardized codes for goods and services in your challan. This ensures proper classification and easy GST compliance.

Place of Supply Detection: The software automatically picks and displays the place of supply. This ensures the challan reflects the right tax treatment without extra effort.

Reverse Charge Mechanism: Enable RCM with a single click when the tax liability shifts to the buyer. The challan will clearly show this as per GST rules.

Custom Fields: You can add extra fields like PO number or invoice number for reference. This helps to link the challan with other documents.

Custom Item Columns: Choose which details to show for items—like batch number, expiry date, or SKU. Hide the rest to keep the challan short and clear.

Hide/Show Fields: Turn off optional sections like discounts or totals when they are not needed. This makes the challan look clean and easy to read.

Define Item Units: Use standard units like Kg, Litre, Dozen or create customize unit label. This keeps quantities accurate.

Item Description & Product Images: Add clear descriptions and even product photos. Helps workers and drivers pick the right items and avoids mistakes.

Mode of Transport: Pick the way goods are moved—road, rail, air, or ship. Refrens challan will show it for clarity.

Distance Calculator: Record the distance between starting and delivery point. Useful for GST e-way bills and freight planning.

Transport Document No. & Date: Add Goods invoice number, railway receipt, airway bill, or bill of lading with its date. These details help track goods in transit.

Vehicle Details: Enter the vehicle number and type, like regular or overdimensional cargo. This makes tracing easier and meets compliance needs.

Transaction Type: Select why goods are moving—regular supply, job work, for own use, line sales, semi-knocked down (SKD), completely knocked down (CKD), or lot. This explains the purpose of the movement.

Shipping & Delivery Info: Add delivery address, delivery notes, timing, and contact person. Clear info reduces delivery mistakes.

Generate E-way Bill: Make an e-way bill directly from the challan without retyping details. Saves time and prevents errors.

One-Click Duplicate (Triplicate) Challan: Quickly create three copies—one for receiver, one for transporter, and one for records. Saves effort and avoids confusion.

Convert to Invoice: Once goods are accepted or sold, change the challan into an invoice with one click. No need to re-enter the same data.

How to create a delivery challan?

You can create a delivery challan in four different ways:

1. Using Word or Google Docs

2. Using Excel or Google Sheets

3. Using online tools or delivery challan generators

4. Using software like Refrens

In this guide, I will explain all four methods. You will also learn which method suits your business, and the pros and cons of each.

Creating a Delivery Challan Using Word or Google Docs

• Open Google and search for Refrens delivery challan format Word.

• Click on the top result and scroll to the section titled Delivery Challan Template in Word Format.

• Choose a template that fits your requirements and click on it. This will open the template in Google Docs.

• Make a copy of the template and start editing. Add all necessary details, including product name, quantity, and amount.

• Customize the template if needed, like changing headers, footers, or formatting.

• After editing, go to File → Download and select either .docx or PDF.

• It is recommended to download in PDF format for a professional look, as PDF preserves formatting better than Word.

Creating a Delivery Challan Using Excel or Google Sheets

Similar to creating a delivery challan in Word or Google Docs, you can use Excel or Google Sheets for a more spreadsheet-friendly approach.Using Excel or Google Sheets is helpful if you want calculations, auto-sums, or more control over formatting compared to Word or Google Docs.

• Open Google and search for Refrens delivery challan format Excel.

• Click on the top result and scroll to the section titled Delivery Challan Template in Excel Format.

• Choose a template that fits your requirements and click on it. This will open the template in Google Sheets.

• Make a copy of the template and start editing. Add all necessary details, including product name, quantity, and amount.

• Customize the template if needed, like changing headers, footers, or formatting.

• After editing, go to File → Download and select either .xlsx or PDF.

• It is recommended to download in PDF format for a professional look, as PDF preserves formatting better than Excel.

Using Delivery Challan Generator

If you prefer not to use raw templates, use a delivery challan generator for a fast and easy creation process.

Go to refrens.com and select "Create Delivery Challan" from the header dropdown.

A blank delivery challan format will open. Add the following details:

• Delivery Challan Number & Date

• Business Logo (optional)

In the "Delivered By" section, add your business details including:

• Name

• Address

• GSTIN (if applicable)

In the "Delivered To" section, add client details:

• Name

• Address

• GSTIN (if applicable)

Shipping Details:

• Shipped From – tick "Same as business address" if applicable, or enter a different shipping address.

• Shipped To – add complete shipping address.

Transport Details:

• Transporter name and address

• Mode of transport

• Distance

• Vehicle type and number

• Transport document number and type

• Transaction type

Product Details:

• Name and description

• Quantity

• Rate

• GST rate and amount

• Total amount

Add Terms & Conditions and Additional Notes if required.

Add Signature for authenticity.

Click Save to create the delivery challan.

Download the challan as PDF or send it directly to the client via emailor WhatsApp.

Pros and Cons of Using Delivery Challan Templates

Pros

• Quick start with pre-designed templates.

• Standardized format ensures uniformity in all challans.

• Easy to edit on desktop applications like Word or Excel.

• Multiple file options: Word, Excel, Google Docs.

• Offline access available if using Microsoft Word or Excel.

• Useful for sending a small number of delivery challans.

• Customizable with company logo, terms, and additional notes.

• No need for the internet to create basic delivery challans.

• Simple layout, suitable for beginners or small businesses.

Cons

• Manual editing required for every new challan.

• Time-consuming when handling multiple challans.

• Error-prone: mistakes in quantities, rates, or GST may occur.

• No auto tracking of delivery or payment status.

• Limited automation: cannot convert to invoice or link to accounting software.

• Version control issues if multiple copies exist.

• Hard to edit on mobile devices.

• Not ideal for large businesses with frequent deliveries.

Why Choose Generators Over Templates?

Faster Creation: Generators let you fill in details once and instantly produce a challan. No need to manually edit each template.

Error Reduction: Auto-calculation of totals, GST, and amounts reduces mistakes.

Professional Look: Pre-designed formats make your delivery challans look uniform and professional.

Mobile-Friendly: Most generators work on mobile and tablet, unlike desktop-only templates.

Digital Tracking: Generators often track delivery challan status, making follow-ups easier.

Multiple File Formats: Download in PDF, Word, or Excel without extra work.

Easy Sharing: Send delivery challans via email or WhatsApp directly from the generator.

Reusable Data: Save client and product details for future use, reducing repetitive work.

Partial Automation: Some generators allow bulk creation or auto-numbering of challans.

Cloud Access: Access your delivery challans from anywhere without worrying about losing files.

Single Dashboard Management: Manage all delivery challans, clients, and shipments from one central dashboard.

What is the Purpose of Creating a Delivery Challan?

A delivery challan is essential for businesses to document the movement of goods in scenarios where an invoice is not necessary, such as:

Job work Returnable goods Stock transfers between warehouses Goods delivered on approval or consignment The goods delivery challan format helps businesses and their clients keep track of the quantity and type of goods sent and received, providing a record for future reference. This is especially important for GST-compliant businesses that may need to provide additional documentation for tax purposes. The delivery challan in GST includes provisions for situations where goods are moved without a supply, making it a key part of GST-compliant documentation.

Using an online delivery challan generator can help businesses streamline the process, keep accurate records, and ensure that the delivery of goods is properly documented.

Delivery Challan in GST

Under GST regulations, a delivery challan is necessary when goods are moved without an actual sale. For instance, if goods are sent for job work, or stock is transferred from one warehouse to another, a delivery challan in GST must accompany the goods.

In the case of job work, the GST Act mandates that businesses provide a delivery challan with details such as the job worker’s address, description of goods, quantity, and other relevant details. Using an online delivery challan format ensures that all the necessary fields are included for GST compliance.

Delivery Challan Format in Word

Creating a delivery challan in Word is easy with Refrens. Use customizable templates to draft a professional delivery challan format:

• Choose a Template: Browse through our delivery challan templates designed for various business needs.
• Customize Details: Add your business name, goods description, client information, challan number, date, total amount, and contact details.
• Personalize Appearance: Modify fonts, colors, and logos to match your brand identity.
• Save for Future Use: Keep a Word copy for reference or reuse. Now, you can seamlessly create a challan, invoice, quotation, eway bill which you can download it, and share it with clients or transporters.

Delivery Challan Format PDF

Refrens makes it simple to generate and share delivery challans in PDF format.

Steps to generate a Delivery Challan in PDF:

• Register yourself in Refrens.com
• Add Necessary details in Delivery challan Form
• Simply Download it or Share it via email or Whatsapp. Its as simple you can seamlessly create Invoices and Quotation similarly

Refrens provides a complete set of free tools to simplify your business documentation and accounting process. Each software is built for ease of use and accuracy.

Best Cloud Accounting Software – Manage all your business finances, track income and expenses, and generate reports instantly.

Best Online Billing Software – Create and send professional bills in minutes. Track payments and manage clients from one dashboard.

Best GST Invoicing Software – Generate GST-compliant invoices Generate GST-compliant invoices, calculate taxes automatically, and stay audit-ready.

Best eWay Bill Software – Create and link eWay Bills with invoices and delivery challans for seamless goods movement.

Best eInvoicing Software– Generate IRN and QR codes automatically and stay compliant with government eInvoicing regulations.

All these tools work together on Refrens, so you can manage invoices, challans, and compliance documents from a single platform.