Delivery Note
A Delivery Note is generated when a shipment leaves the company’s warehouse bound for the customer.
Typically, a copy of the Delivery Note accompanies the transporter, outlining the items included in the shipment and reflecting the inventory changes. While the Delivery Note is an optional process, it’s worth noting that a Sales Invoice can be directly created from a Sales Order.
To access the Delivery Note, list, go to: > Home > Stock > Stock Transactions > Delivery Note
1. Prerequisites
Before creating and using a Delivery Note, it is advised that you create the following first:
2. How to create a Delivery Note
Creating a Delivery Note mirrors the process of generating a Purchase Receipt. Typically, it originates from a “Submitted” Sales Order (that has not been shipped) by selecting Create > Delivery.
For manual creation of a Delivery Note (though not recommended), adhere to the following steps:
- Access the Delivery Note list and click on New.
- Utilize ‘Get Items from > Sales Order’ to fetch Customer and Item details.
- UOM and Rates are automatically retrieved.
- Save and Submit the Delivery Note.
To retrieve Items from a Sales Order, click on ‘Get Items from > Sales Order’, prompting a popup where you can search for and select Sales Orders.
Upon creation from a Sales Order, all pertinent information regarding unshipped Items and other details will be transferred seamlessly to the Delivery Note.
Additionally, you have the flexibility to adjust the posting date and time, with the default set to the current date and time upon creation.
2.1 Statuses
These are the statuses a Delivery Note can be in:
- Draft: A draft is saved but yet to be submitted to the system.
- To Bill: Yet to be billed using a Sales Invoice.
- Completed: Submitted and sent all the Items.
- Return Issued: All the Items have been returned.
- Cancelled: Cancelled the Delivery Note.
- Closed: The purpose of the Close is to manage short-closing. For example, your Customer ordered for 20 qty but closed at 15 qty. The remaining 5 is not to be sent or billed.
2.2 Partial Deliveries
When generating a Delivery Note from a Sales Order, it allows for adjustments in quantities. For instance, if the Sales Order specifies 10 Items for delivery but only 5 are dispatched this week, with the remaining 5 slated for the following week, you can issue separate Delivery Notes for each batch, one for each week.
2.3 From Pick List
You have the option to generate Delivery Notes in bulk directly from Pick Lists. Simply access a submitted Pick List and select Create -> Delivery Note.
This action will result in the creation of individual Delivery Notes for Sales Orders, organized by Customer. Additionally, any Pick List Items not associated with a Sales Order (manually added by the user) will generate separate Delivery Notes for those items.
3. Related Actions
3.1 Customer Purchase Order Details
You can enter the Customer’s Purchase Order number here for Reference.
3.2 Address and Contact
- Shipping Address: This refers to the destination address where the Items will be delivered to the Customer.
- Contact Person: If the Customer represents an organization, you can specify the individual to contact in this field.
For transactions in India, the following GST-related details can be included:
- Customer GSTIN
- Place of Supply
- Billing Address GSTIN
- Company GSTIN
- Company Address Name
It’s worth noting that Contacts and Addresses are stored independently, allowing for the attachment of multiple contacts or addresses to a single customer entry.
3.3 Currency and Price List
You have the option to specify the currency for the Delivery Note. Typically, this is retrieved from the Sales Order if it has been set there. Additionally, if you designate a Pricing List, the item prices will be extracted from that list. Enabling the “Ignore Pricing Rule” option disregards any pricing rules configured in the Accounts section.
Read about Price Lists and Multi-Currency Transactions to know more.
3.4 Warehouses
- Set Source Warehouse: This is where the Items will be sourced from to send to the Customer.
- To Warehouse: In a regular Sales scenario, the Item exits your Warehouse and reaches the Customer. However, if you wish to retain sample stock, enter a Warehouse here.
3.5 Items Table
- Barcode: You can track Items using barcodes.
- The Item Code, name, description, Image, and Manufacturer will be fetched from the Item master.
- Scan Barcode: You can add Items in the Items table by scanning their barcodes if you have a barcode scanner. Read documentation for tracking items using barcode to know more.
- Discount and Margin: You can apply a discount on individual Items percentagewise or the total amount of the Item.
- Rate: The Rate is fetched if set in the Price List and the total Amount is calculated.
- Item Tax Template: You can set an Item Tax Template to apply a specific Tax amount to this particular Item. To know more, visit this page.
- The Item Weight details per unit and Weight UOM are fetched if set in the Item master.
- Warehouse and Reference: The Warehouse from which the Items are sent to the Customer is shown. Also, a Sales Order will be shown if this Delivery Note was the creation flow: ‘Sales Order > Deliver Note‘.
- Batch No and Serial No: If your Item is serialized or batched, you will have to enter Serial Number and Batch in the Items table. You are allowed to enter multiple Serial Numbers in one row (each on a separate line) and you must enter the same number of Serial Numbers as the quantity.The ‘Available Qty at From Warehouse’, ‘Available Batch Qty at From Warehouse’, and ‘Installed Qty’ will be shown.Note: The Item has to be serialized or batched for these features to work. If the Item is serialized a popup will appear where you can enter the Serial Numbers.
- Expense Account is the account from which the amount will be debited. Ticking on ‘Allow Zero Valuation Rate’ will allow submitting the Delivery Note even if the Valuation Rate of the Item is 0. This can be a sample item or due to a mutual understanding with your Supplier.
- Accounting Dimensions help to tag each transaction with different Dimensions without the need for creating new Cost Centers. You need to create Accounting Dimensions first, to know more, visit this page.
- Page Break will create a page break just before this Item when printing.
3.6 Tracking Quality Inspection
If for certain Items, it is mandatory to record Quality Inspections (if you have set it in your Item master), you will need to update the “Quality Inspection” field. The system will only allow you to “Submit” the Delivery Note if you update the “Quality Inspection”.
After enabling Inspection Criteria in the Item form for Sales and attaching a Quality Inspection Template there, Quality Inspections can be recorded in Delivery Notes.
3.7 Taxes and Charges
The Taxes and Charges will be fetched from the Sales Order.
Visit the Sales Taxes and Charges Template page to know more about taxes.
To add taxes automatically via a Tax Category, visit this page.
Make sure to mark all your taxes in the Taxes and Charges table correctly for an accurate valuation.
Shipping Rule
A Shipping Rule helps set the cost of shipping an Item. The cost will usually increase with the distance of shipping. To know more, visit the Shipping Rule page.
3.8 Additional Discount
In this section, you can apply any extra discounts to the entire order. These discounts may be calculated based on the Grand Total, which includes taxes and charges, or the Net Total, which excludes them. You have the option to apply the additional discount either as a percentage or a specific amount.
3.9 Terms and Conditions
In Sales/Purchase transactions there might be certain Terms and Conditions based on which the Supplier provides goods or services to the Customer. You can apply the Terms and Conditions to transactions to transactions and they will appear when printing the document. To know about Terms and Conditions, click here.
3.10 Transporter Information
If you outsource transporting Items to their delivery location, the transporter details can be added. This is not the same as drop shipping.
- Transporter: The Supplier who will transport the Item to your Customer. The transporter feature should be enabled in the Supplier master to select the Supplier here.
- Driver: You can add a Driver here who will drive the mode of transport.
The following details can be recorded:
- Distance in km
- Mode of Transport whether road, air, rail, or ship.
For India, GST:
- GST Transporter ID
- Transport Receipt No
- Vehicle No The GST Vehicle Type can be changed
The Transport Receipt Date and Driver Name will be fetched.
3.11 More Information
The Delivery Note can be linked to the following for tracking purposes:
3.11 Printing Settings
Letterhead
You can print your Delivery Note on your company’s letterhead. Know more here.
‘Group same items’ will group the same items added multiple times in the Items table. This can be seen when your print.
Print Headings
You can modify the headings of the Purchase Receipt when printing the document by choosing a specific Print Heading. To create new Print Headings, navigate to: Home > Settings > Printing > Print Heading. Find out more information here.
Additionally, there are checkboxes available for printing the Delivery Note without displaying the amount, which could be beneficial for high-value items. You also have the option to group identical items into a single row when printing.
3.12 Status
The status of the document and installation percentage is shown here. Any additional instructions for delivery can be entered here.
3.13 Commission
If the sale was facilitated by one of your Sales Partners, you can input their commission details here. Typically, this information is retrieved from the Sales Order.
3.14 Sales Team
Sales Persons: BizCentric allows you to add multiple Sales Persons who may have worked on this deal.
3.15 Shipping Packets or Items with Product Bundle
If you are shipping Items that have a Product Bundle, BizCentric will automatically create a “Packing List” table for you based on the sub-Items in that Item.
If your Items are serialized, then for Product Bundle type of Items, you will have to update the Serial Number in the “Packing List” table.
3.16 Packing Items into Cases, for Container Shipment
If your delivery involves container shipment or weight-based packaging, you can utilize the Packing Slip to divide your Delivery Note into smaller units.
Multiple Packing Slips can be generated for your Delivery Note, ensuring that the quantities specified in the Packing Slip do not surpass those in the Delivery Note. It’s important to note that Packing Slips can only be created from a Delivery Note in the Draft stage.
3.17 After Submitting
Upon submission of the Delivery Note, a Stock Ledger Entry is generated for each Item, and the stock is accordingly updated. Additionally, if applicable, the Pending Quantity in the Sales Order is also adjusted.
The Dashboard will show the following options:
> Tip: To disallow the creation of Delivery Notes without a Sales Order against it:
3.18 Returning a Sales Order
Once you’ve delivered a Sales Order using a Delivery Note, you can create a return entry in case the Customer returns the Item.
3.19 Skipping Delivery Note
If you don’t want to create a Delivery Note after a Sales Order and directly want to create a Sales Invoice, enable the feature for it in Selling Settings.