Order to Delivery Form

The Deliver Items for a Sales Order screen allows users to convert a Sales Order into a physical Delivery Note. This process marks the transition from a commitment to sell to the actual dispatch of goods, affecting inventory levels and generating the necessary accounting entries in the General Ledger.


Header Information

The header contains the primary reference and logistics data. While most data is pulled from the Sales Order, some fields remain editable to reflect the actual delivery conditions:

  • Customer & Branch: The recipient of the goods (e.g., Obito). These are locked to ensure the delivery matches the original order.
  • Reference: The unique number for this delivery note (e.g., 019/2026).
  • For Sales Order: A clickable link to the source Sales Order (e.g., 037/2026).
  • Delivery From: The warehouse or location from which the items are being picked (Editable).
  • Shipping Company: Select the carrier responsible for transporting the goods. Use the + button to add a new provider on the fly.
  • Date: The actual date of dispatch. This defaults to the current date but can be modified.
  • Current Credit: Displays the customer's current credit balance for quick reference during dispatch.
  • Branch & Department (Right Side): Assigns the delivery to a specific organizational unit (e.g., 1234 Supply branch) and department (e.g., 001/2018 test).
  • Invoice Deadline: A reference date indicating when this delivery should be converted into an invoice.

Delivery Items Table

This section tracks the movement and specific attributes of the products being shipped. Items are pre-filled from the Sales Order:

  • Item Code & Description: The identification and name of the product (e.g., 123456 - test 1).
  • Batch No & Exp Date: If batch tracking is enabled, you must select the specific batch and expiry for the items being dispatched.
  • Ordered: The total quantity requested in the original Sales Order.
  • Units: The unit of measurement (e.g. each).
  • Delivered / Invoiced: Shows how many units have already been shipped or billed in previous transactions.
  • QOH (Quantity on Hand): Displays current stock in the warehouse. A negative value (e.g., -1.000) indicates the item is out of stock.
  • This Delivery: Enter the exact quantity being shipped now.
  • Price & Discount: The unit price and any line-level discount applied to the item.
  • Tax Type: The tax percentage applicable (e.g., GST 5%).
  • Total: The final value for the line item after taxes and discounts.

Total Summary Section

Located at the bottom right, this section provides the financial breakdown and allows for manual logistics adjustments:

  • Estimated Shipping Cost: A value calculated by the system. It shows the expected shipping cost based on the quantity entered in the "This Delivery" column relative to the original order's shipping estimates.
  • Shipping Cost: An editable field where the user can manually enter the actual shipping fee to be charged for this specific dispatch.
  • Sub-total: The sum of all line items before taxes and overall discounts.
  • Discount / Discount Amount: Displays the percentage and the calculated monetary value of global discounts applied to the transaction.
  • Included SGST / CGST: A detailed breakdown of the tax components (e.g., 2.5% each for a 5% GST rate or VAT 5%).
  • Amount Total: The final grand total value of the Delivery Note, including items, shipping costs, and taxes.

Action For Balance

This dropdown determines how the system manages the remaining quantity if the delivery is partial (i.e., you delivered less than what was ordered):

  • Automatically put balance on backorder: Keeps the remaining items open in the system so they can be delivered later in a separate transaction.
  • Cancel remaining balance: Closes the order for the undelivered items, effectively marking the order as complete even if some items weren't shipped.

Memo

A text area used to record internal notes, specific delivery instructions, or comments regarding the shipment (e.g., "Customer requested delivery at the back entrance"). These notes are stored with the transaction for future reference.


Choose File (Attachments)

This button allows you to upload and attach external documents or images directly to the delivery record. This is commonly used for attaching signed waybills, delivery photos, or quality inspection certificates.


Update Button

Saves any changes made to the fields (like memo or shipping cost) without finalizing the dispatch. This is useful if you are still working on the record and aren't ready to affect inventory yet.


Clear Quantity Button

Resets all values in the "This Delivery" column to zero. This allows you to quickly start over if you need to re-enter the quantities being shipped for a large order.


General Ledger (GL) Impact

When a delivery is processed, the system records the "Cost of Goods Sold" to reflect the value of the inventory leaving the business:

  • C.O.G.S Account: Debited to reflect the cost expense of the items delivered.
  • Inventory Account: Credited to reduce the asset value of your stock on hand.
  • Balance: The Debit and Credit must always be equal (e.g., INR 137.046) to ensure accounting integrity.

Modifying a Delivery Note

If an error is discovered after processing, the Modifying Delivery Note screen allows for corrections. You can update quantities, change shipping costs, or add memos. However, if the delivery has already been converted to an invoice, you must void the invoice before the delivery note becomes editable again. 


Note
Our system allows you to split a single Sales Order into multiple deliveries. Whether you have all the stock ready or only a portion of it, you can choose to deliver only a specific quantity now and handle the rest later. By simply adjusting the "This Delivery" quantity, you can manage partial shipments easily.

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