Direct Delivery
A Direct Sales Delivery (also known as a Delivery Note) is an official document issued to record the physical movement of goods from user inventory to the customer. It serves as proof of dispatch and ensures that stock levels are accurately reduced in the system. While an invoice handles the financial aspect, the delivery note focuses on the fulfillment of items.To create a direct sales delivery, navigate to Sales > Click "Deliveries" Tab > Click "New Direct Delivery".In a direct sales delivery, the ERP system may automatically generate a sales invoice in the background to maintain a consistent transaction flow, ensuring proper stock movement and accurate accounting records.
Customer
A customer is required to create a delivery. User can select a customer from the existing list. User will see the most recent customers as well as the most transacted customers (maximum 10 customers displayed). User can search to narrow down results. If the customer doesn't exist in the list, user can add a new customer by clicking the + button next to the customer dropdown. This opens a popup where user can enter the necessary details and create the customer, who will then be ready to delivery.
Customer Branch
In the ERP system, a single customer can have multiple Customer Branches. A Customer Branch represents a specific location, office, or division of the same customer. This allows businesses to manage transactions separately for each branch under one main customer account.
Transaction Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Sales Order, Delivery, or Sales Invoice. This is our unique reference for every transaction. The system allows user to customize the reference number format as per business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference. The reference value can also be edited and changed without affecting the format, giving user flexibility while maintaining consistency in the numbering pattern.
Sales Area
a Sales Area is a key organizational unit that defines where and how sales activities take place.Deliver From Location
The Deliver From Location field specifies the warehouse or stock location from which the goods will be issued and delivered to the customer. This helps track inventory movement and ensures accurate stock allocation. User can create a new location easily by clicking the + button next to the dropdown. This opens a popup where user can add the new location details, which will then be available for selection.
Payment Terms
Use this field to set the payment terms, such as 'Cash Only' or 'Pay After 10 days.' To create a custom term, click the + icon next to the dropdown. This allows user to set up a new Payment Term with a custom due date limit tailored to business needs. one more text added
Price List / Sales Lists
It is a drop down having multiple price lists, such as Retail for end customers and Wholesale for B2B customers. Based on the tax inclusion setting of the selected sales type, prices in the line items will be shown as "Price after tax" (tax included) or "Price before tax" (tax not included). User can also create a new sales type directly from this page by clicking the + icon next to the drop down.
Deliver From Location
The Deliver From Location field specifies the warehouse or stock location from which the goods will be issued and delivered to the customer. This helps track inventory movement and ensures accurate stock allocation.
User can create a new location easily by clicking the + button next to the dropdown. This opens a popup where user can add the new location details, which will then be available for selection.
Barcode Scanning
Barcode scanning helps user quickly add items to a delivery by scanning the barcode printed on the product. This feature makes product entry faster and easier. To use barcode scanning:
- First, enable this feature from Setup -> Preferences -> Use Barcode Functionality
- Once enabled, the barcode field will appear on the delivery form
- Simply scan the product barcode and the item will be automatically added to user delivery
Dates
- Delivery Date: This represents the official date the goods are dispatched from the warehouse.
- Invoice Before: This date Automatically calculated based on the selected Payment Term relative to the Delivery Date. This is a suggested value that can be manually modified by the user.
Customer's Current Credit
The system displays the customer's Current Credit to help user manage outstanding balances. This value is displayed as a link; the user can view all payment transactions for the customer by clicking on it.
Customer's Current Balance
When a user enables Show Customer Balance under Setup -> Preference -> Show Customer Balance, the system displays the customer's total balance in the form instead of the current credit. The outstanding amount appears as a link for quick reference, which, when clicked, allows the user to view all previous payment transactions for that customer.
Branches & Departments
In an ERP system, Branches and Departments help organize business operations and improve tracking across the company. Using branches and departments ensures better control, structured management, and accurate reporting across different locations and business functions.
- Branches: A branch represents a separate business location or unit of the same company. User can enable it from, Setup -> Preference -> Use Branches Only.
- Transactions by location
- Inventory and stock movements per branch
Branch-wise accounting and reporting
Departments: A department refers to an internal division of the organization responsible for a specific function, such as Sales or Accounts. User can enable it from Setup -> Preference -> Use Branches and Departments.
- Activities and responsibilities within the company
- Approval workflows and internal controls
- Department-based reports and performance analysis
Line Items
The product and services list will be provided to choose the particular item. For each line item, the process is as follows:
- Item Dropdown: Select an item from the list. If the item has default values (like tax type or sales price), they will automatically populate the relevant fields. To add a new item on the fly, click the + icon next to the dropdown. User can also edit the item's name from here.
- QOH (Quantity On Hand): This field shows the available quantity in the selected location. Clicking on the displayed QOH value opens a detailed view showing the stock quantity, re-order level, demand, and purchase orders for the item across all locations.
- Quantity & Units: Enter the quantity being delivered. The system supports multiple units for an item. Stock movement is always managed in the original stock unit.
- Price Input: The default price is populated based on the selected sales type and location. A button at the start of the price box shows recent transactions for this item. The selected Price List determines if the price shown is "Price after tax" or "Price before tax".
- Discount: User can apply a line discount. The discount can be entered as a percentage or a fixed amount. This behavior is set in Setup -> Preferences -> Use Amount Discount in Sales Line Discount.
- Tax Type(Optional): This field shows the tax value for the respective item. If Setup -> Preference-> Allow Item Tax To Change is enabled, this tax type shows as a dropdown and can be changed.
- Batch and Expiry Date: If business handles items like medicines or FMCG products, user can enable batch and expiry date tracking. To enable this feature, go to Setup -> Company Setup and enable either "Enable Batch System" (for batch numbers only) or "Enable Batch Number & Expiry Date System" (for both). Once enabled and when user receive stock, batches are created. When selling, a dropdown will appear in this line item to select the required batch, and an input field will be available to enter or modify the expiry date as needed.
- Add Item: Click the Add button to finalize the item and add it to the delivery table.
- Edit Icon: Click the Edit pencil icon to change any input in that line.
- Confirm Changes (Check mark Icon): Click this button to save modifications (such as updated quantity, price, or discounts).
- Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line item to its previous state.
- Remove Icon: Click the "X" icon to remove a line item from the table.
Insufficient Quantity Issue
Our system prevents negative stock inventory to maintain proper stock movement and accounting accuracy. If the entered quantity results in a negative stock value, the system will block the entry and display the message: "Marked items have insufficient quantities in stock as on day of delivery." This issue occurs due to the Inventory Location or the Transaction Date.
Allowing Negative Inventory
If business workflow requires it, user can enable negative stock by navigating to Setup -> Preferences -> Allow Negative Inventory. Once enabled, user can proceed with deliveries even if current stock levels are insufficient.
Total Details
Below the line items, user will find the delivery totals section.
- Sub-total: The sum of all line item totals before additional charges or discounts.
- Shipping Charges: An input field to add any shipping or delivery costs.
- Discount %: An input to apply a percentage-based discount to the overall delivery total.
- Tax Details: Displays the total tax amount with an elaborate breakdown (e.g., GST 5% - 2.00).
- Round Off/Discount: An input to adjust the final total for rounding purposes.
- Update Button: Click this button to refresh the form and recalculate all totals.
Attachments
User can attach documents or images related to the transaction. Click the attachment icon or browse option in the delivery form to upload files. These are saved with the delivery for future reference.
Comments
User can add comments to the delivery for internal notes or customer communication.
Delivery Details
For unpaid or pay later invoices, user can enter the following delivery details to ensure accurate shipping and communication:
- Delivery To: A field to specify the name of the recipient or the specific entity receiving the goods, ensuring the package reaches the correct person or department.
- Contact Phone Number: The contact number of the customer for delivery coordination and communication purposes. This ensures a smooth delivery process and allows the delivery team to reach the customer if needed.
- Customer Reference: The customer's Purchase Order or Purchase Invoice number can be stored here to connect and track orders in the future. This helps in referencing back to the customer's own documentation.
- Address: Used to enter the delivery address of the customer. This address will be automatically filled if it was already entered while creating the customer. User can also modify or update the address as needed for each transaction.
- Shipping Company: The Shipping Company field is used to specify the logistics or transport provider responsible for delivering the goods to the customer. This helps track which courier or shipping service is handling the delivery and can be used for tracking purposes.
Custom Fields
Custom fields allow users to create their own form inputs based on what they need. If a user requires extra fields to complete a delivery or any other transaction, they can add them as needed. User can create custom inputs such as text box, dropdown, radio button, check box, date, and amount box.
User can also add custom fields to the line items by clicking the Add Field option located at the top center of the line items section.
To enable this feature:
- Go to Setup -> Preferences -> Show Add Custom Field on Forms
- After enabling, the Add Fields option will appear in the form header, line items, and footer pages.
- User can delete custom fields whenever they want from the Setup -> Custom Fields page.
General Ledger
When a delivery is finalized, the system automatically records the financial impact on accounts to reflect the movement of stock and the cost associated with the sale. However, for Service items, the system does not generate any General Ledger (GL) entries. Since services are non-physical and do not involve inventory movement, there is no cost of goods sold or stock value to adjust at the delivery stage.
- C.O.G.S. Account: This account is debited to recognize the expense of the items being delivered to the customer.
- Inventory Account: This account is credited to reflect the reduction in physical stock levels as items leave the warehouse.
Draft Option
User can save a delivery as a draft before finalizing it. Draft deliveries can be found in the delivery list with a "Draft" status. When ready, open the draft and click Place Delivery to finalize it.
Related Transactions & Actions
After creating a Direct Sales Delivery, user can manage the following subsequent step directly from the Delivery's List or the Delivery's View page:
- Invoice: Once the delivery is confirmed, user can generate a Sales Invoice to record the financial transaction. This will pull the item details and quantities directly from the delivery to ensure accurate billing and accounting.
Delivery Report
The Deliveries Report page is an organized section that helps the user get the best reports from the system. The user can generate these reports as PDF or Excel files based on their needs. This section is used to view or print customer deliveries exactly as they are defined in the user profile.
How to AccessTo find this section, the user should go to Reports > Sales > Deliveries. This page allows the user to filter and print sales data for any time period.
Report FiltersOn the right side of the screen, the user can use several filters to find the exact information needed before printing:
- Template: The user can choose how the delivery looks. For example, selecting "Professional Sales Delivery" from the list.
- Date: The user can pick a specific date range (like a full month) to see all deliveries created during that time.
- Currency Filter: This allows the user to filter the report by currency, such as Indian Rupee (INR).
- Payment Link: The user can select a payment provider, like PayPal, to include on the report.
- Comments: The user can type custom notes or messages that will appear on the printed report.
- Customer: This filter allows the user to run a report for just one specific customer.
- Orientation: The user can choose to print the report in Portrait (vertical) or Landscape (horizontal) layout.
You can create new PDF templates or modify existing ones by navigating to the Reports Module -> Click "Editor" page can see on top right corner page.
- Modify Existing Templates: The user can modify any existing template to change colors, fonts, or layouts as they want.
- Create Own Templates: The user can also create a customized template for every type of transaction. This ensures that the branding and details match the business requirements perfectly.
Once all filters are set and the correct template is chosen, the user can click the blue Print button at the top of the filter column to generate the final document.