GST Delivery Challan Excel Format

Managing goods movement without a tax invoice is a routine requirement for many businesses — whether it’s job work, stock transfer, return of goods, or supply on approval. Under Rule 55 of the CGST Rules, 2017, a delivery challan must accompany such consignments.

To make this process seamless, we are offering a fully automated GST Delivery Challan Excel file that you can download for free. It is 100% formula-driven, works without macros, and is compatible with Excel, Excel Online, and LibreOffice Calc.

What is a Delivery Challan under GST?

A delivery challan is a commercial document issued when goods are transported without a tax invoice — for purposes like job work, branch transfer, exhibition, or return of goods. It serves as proof of movement and is legally recognised under GST. As per Rule 55(2), the challan must be prepared in triplicate (original for consignee, duplicate for transporter, triplicate for consignor).

Our Excel template covers all mandatory fields, including:

• Challan number & date (auto-generated, sequential)
• Consignor & consignee details (name, address, GSTIN, state code)
• Purpose of dispatch (supply, job work, return, etc.)
• Vehicle number & transporter name
• Item-wise description, HSN/SAC, quantity, rate, taxable value & GST
• Auto-detection of IGST / CGST+SGST based on state codes

Features of the GST Delivery Challan Excel File

How to Use This Excel Template

The workbook is designed with a clear, user-friendly flow. Here’s a step-by-step guide:

1. Set Up Your Masters (One-Time)

Fill in the Company Master (your GST registration details), Customer Master (buyers/consignees), and Product Master (items, HSN/SAC, unit, rate, and GST%). Sample rows are provided — you can edit or delete them.

2. Generate a New Delivery Challan

Go to the ‘Challan Register’ sheet and use the first fully blank row. Fill in the Challan Date, Company Code, Customer Code, Purpose, Vehicle No., Transporter, and up to 5 Product Code + Qty pairs (all via dropdowns). Column A (Challan No.) fills itself automatically in sequence — that becomes your official challan number.

3. Print / Preview a Challan

Go to the ‘Delivery Challan’ sheet, pick the Challan No. from the dropdown at the top. Every field — party details, items, and GST (CGST+SGST or IGST, auto-detected by comparing the company’s and customer’s GST state codes) — fills in automatically. Press Ctrl+P to see the print preview; the print area and page layout are already set.

4. Edit a Previous Challan

Find its row in the ‘Challan Register’ (Ctrl+F and search the Challan No.) and change any field directly. The Delivery Challan preview updates instantly when you re-select that Challan No.

5. Cancel a Challan (Do Not Delete)

Set the Status column in the ‘Challan Register’ to ‘Cancelled’ instead of deleting the row. GST rules require an unbroken, sequential challan series — deleting a row breaks that sequence.

6. Dashboard

The Dashboard shows live totals (challans issued, active/cancelled, this month, last challan no.), master record counts, a quick lookup for any Company/Customer/Product code, and a 6-month challans chart.

Why Choose This GST Delivery Challan Excel Template?

• No macros — works in Excel Online, LibreOffice Calc, and mobile Excel apps without enabling macros.
• Auto-numbering — challan numbers are generated sequentially and include the year (e.g., DC/2026/00001).
• GST intelligence — automatically determines whether the transaction is intra-state (CGST+SGST) or inter-state (IGST) by comparing the state codes of the company and customer.
• Built-in dashboard — get a bird’s-eye view of your challan activity, master data counts, and monthly trends.
• Print-ready — the Delivery Challan sheet is pre-formatted for A4 printing with a professional layout.
• Cancel without breaking sequence — mark a challan as ‘Cancelled’ instead of deleting, maintaining GST audit compliance.

Sheet-by-Sheet Breakdown

Who Can Benefit from This Template?

• Manufacturers — for job work, stock transfers, and sample dispatches.
• Traders & Distributors — for goods sent on approval, return of goods, or exhibition purposes.
• Small & Medium Enterprises — who need a simple, cost-effective solution without investing in expensive ERP software.
• Tax Professionals & CAs — who want to help clients maintain GST-compliant records with minimal effort.
• Students & Learners — to understand the practical application of delivery challan under GST.

Frequently Asked Questions

Is this template really free?

Yes, absolutely. You can download and use it for your business without any cost or registration.

Does it work on Google Sheets?

While the template is designed for Excel, most formulas work in Google Sheets as well. However, for the best experience, we recommend using Microsoft Excel or LibreOffice Calc.

Can I add more than 5 items per challan?

The current version supports up to 5 items per challan. If you need more, you can extend the template by adding more columns, but you’ll need to adjust the formulas accordingly.

What if I make a mistake while entering data?

You can simply edit the row in the ‘Challan Register’. The ‘Delivery Challan’ preview will update automatically when you re-select the challan number.

Is the challan number format customisable?

The current format is DC/YYYY/xxxxx. You can modify the formula in column A of the ‘Challan Register’ to change the prefix or numbering style.