As an enterprise or logistics head, does the question on delivery challan arises in your mind too? Then this article will provide all the answers to your question right from the beginning.
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Delivery challan, slip of delivery or dispatch challan, is an instrument that carries details about the delivered goods such as quantity, condition and description. This challan also contains the recipient details, delivery location and time. The principal purpose of delivery challan is transfer of goods.
Normally, three copies of Delivery Challan are generated:
- First for the Buyer
- Second for the transporter
- Third for the Seller
It shall be noted that delivery challan is communicated with the transported goods. It is an important document that is used by nearly by every business for a day-to-day transaction.
What is the difference between an invoice and a delivery challan? Is the most common question that pops-up in the mind, as their functionalities are pretty much same
|Meaning||A delivery challan/slip or note helps to acknowledge that goods are received or accepted by the customer. It does not transfer any legal ownership or rights.||An invoice or bill is a document through which the customer accepts the full-ownership, along with risk, rights and liabilities of the goods.|
|Contents||Quantity, condition and description of goods||Quantity, description, GST rate, HSN code and amount payable|
|When to send?||When goods are dispatched||At the time of dispatching of goods|
|Accounting entries||Cannot be used for making entries in the books of account.||Provides a base for entries in the books of accounts.|
|Acknowledgement||It shall be acknowledged by the recipient or customer.||The customer or recipient need not to acknowledge.|
|Taxable value of goods||Taxable value of goods||An invoice contains the taxable value of goods.|
However, a delivery challan & tax invoice can be combined together to form “delivery challan cum tax invoice.“
After all this information about the delivery challan, you must be looking out the formatting or the contents of the delivery challan. Here are the most critical aspects that must be included in a delivery challan.
- Delivery challan date
- Delivery challan’s serial number
- Registered supplier’s name
- Buyer’s name and identity
- The quantity and the details of the goods, along with their HSN codes
- The name and address of the transporter or consignor
- Delivery Place
To make an errorless challan, capture the fine details of the goods such as their taxable value, description, HSN code.
It shall be noted that delivery challan serial number is mandatory as it helps in its identification and makes it easier for future references. Moreover, in a case, if the person who is receiving such goods is unregistered, the place of a business must be clearly specified in a delivery challan.
You must be probably striving for a resolution to this question. These are the situations that impel you to generate a delivery challan:
- In a situation where the business place of a supplier is not disclosed to the person receiving such goods
- Supplying goods on approval basis
- To transport job work goods such as machinery, dices etc.
- The number of goods cannot be determined at the time of dispatch (e.g. Liquid gas)
- Transportation of semi-assembled goods or completely in parts
Under any of these scenarios, a delivery challan can be generated and issued.
Book or record-keeping is a vital culture among successful enterprises, as they maintain proper records of each and every important document. One such document is a delivery challan.
Further, you can create and generate an errorless delivery challan, invoices and sales or purchase order in a few clicks, using auTotax GST software. In addition to this, autoTax helps you to automate all your GST compliances as it can be integrated with all the leading ERPs easily.