TamilAccounting

Order to Delivery Form

The Deliver Items for a Sales Order screen converts a Sales Order into a physical Delivery Note. This is the transition from a commitment to sell into an actual dispatch of goods, so it reduces inventory and generates accounting entries in the General Ledger.

Where to find it

Open a sales order from the Sales Orders List and choose Delivery from the action menu, or use Delivery on the Sales Order View.

Header Information

Most header data is pulled from the Sales Order, but some fields stay editable so the delivery reflects what actually happened.

Field	Editable	Description
Customer & Branch	No	The recipient of the goods. Locked, so the delivery matches the original order.
Reference	Yes	The unique number for this delivery note.
For Sales Order	No	A clickable link back to the source Sales Order.
Delivery From	Yes	The warehouse the items are being picked from.
Shipping Company	Yes	The carrier transporting the goods. Use the `+` button to add a provider on the fly.
Date	Yes	The actual dispatch date. Defaults to today.
Current Credit	No	The customer's credit balance, shown for reference during dispatch.
Branch & Department	Yes	Assigns the delivery to an organisational unit and department.
Invoice Deadline	Yes	When this delivery should be converted into an invoice.

Delivery Items Table

Items are pre-filled from the Sales Order.

Column	Description
Item Code & Description	The product identification and name.
Batch No & Exp Date	Where batch tracking is enabled, select the batch and expiry being dispatched.
Ordered	The total quantity requested on the original Sales Order.
Units	The unit of measurement.
Delivered / Invoiced	How many units have already been shipped or billed in earlier transactions.
QOH	Quantity on hand in the warehouse. A negative value indicates a stock-out.
This Delivery	The critical editable field. The exact quantity being shipped now. Ship less than ordered and the remainder stays on back order.
Price & Tax	Locked to the Sales Order rates, shown so you can see the value of goods being moved.

Total Summary Section

Bottom right, this gives the financial breakdown and allows manual logistics adjustments. For partial shipments the system calculates allocations automatically.

Field	Description
Estimated Shipping Cost	Calculated from the original order's estimates.
Shipping Cost	Editable. On a partial delivery this is pre-populated with a prorated fee relative to the items in This Delivery.
Sub-total	The sum of line items before taxes and overall discounts.
Discount / Discount Amount	The global discount, prorated for partial shipments.

Action For Balance

This dropdown decides what happens to the undelivered remainder on a partial delivery.

Option	Effect
Automatically put balance on backorder	Keeps the remaining items open on the order for a later delivery.
Cancel remaining balance	Closes the order for the undelivered items.

Choose deliberately. Cancel remaining balance closes the order permanently — if the customer is still waiting on the balance, the order disappears from your outstanding list and nobody chases it.

Memo

A text area for internal notes or specific delivery instructions, stored with the transaction for future reference.

Choose File (Attachments)

Upload external documents such as signed waybills or quality certificates directly onto the delivery record.

Update Button

Saves changes to fields like memo or shipping cost without finalising the dispatch.

Clear Quantity Button

Resets every value in the This Delivery column to zero, so you can quickly re-enter quantities on a large order.

General Ledger (GL) Impact

Processing the delivery records the cost of the inventory leaving the business.

Account	Effect
C.O.G.S Account	Debited — recognises the cost of the items delivered.
Inventory Account	Credited — reduces the asset value of stock on hand.

Modifying a Delivery Note

A processed delivery can be edited or voided from the Sales Delivery View, subject to permissions. Because the delivery has already posted to the ledger and moved stock, any change reverses and re-applies those entries rather than simply overwriting them.

Note

You can split a single Sales Order into multiple deliveries. When you enter a partial quantity in This Delivery, the system prorates Shipping Costs, Discounts and Round Off amounts against the totals on the original order — and you can overwrite those values manually if the actual costs for this shipment differ.

Direct Sales Order — the source document
Sales Order View — where you start the delivery
Delivery to Invoice — the next step
Sales Delivery View — the resulting document
Direct Delivery — deliver without an order

Previous Quotation to Sales Order Next Delivery To Invoice