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. These are locked to ensure the delivery matches the original order.
- Reference: The unique number for this delivery note.
- For Sales Order: A clickable link to the source Sales Order.
- 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 and department.
- 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.
- 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.
- 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.
- This Delivery: Editable Field. 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. For partial shipments, the system automatically calculates allocations:
- Estimated Shipping Cost: A value calculated by the system based on the original order's estimates.
- Shipping Cost: An editable field. When performing a partial delivery, the system pre-populates this with a prorated shipping fee relative to the items in "This Delivery."
- Sub-total: The sum of all line items before taxes and overall discounts.
- Discount / Discount Amount: Displays the global discount. For partial deliveries, the system automatically pre-populates the prorated discount amount and any round-off adjustments to match the current shipment value.
- Included SGST / CGST: A detailed breakdown of the tax components.
- Amount Total: The final grand total value of the Delivery Note, including items, prorated shipping, and taxes.
Action For Balance
This dropdown determines how the system manages the remaining quantity if the delivery is partial:
- Automatically put balance on backorder: Keeps the remaining items open for later delivery.
- Cancel remaining balance: Closes the order for the undelivered items.
Memo
A text area used to record internal notes or specific delivery instructions. These notes are stored with the transaction for future reference.
Choose File (Attachments)
This button allows you to upload and attach external documents like signed waybills or quality certificates directly to the delivery record.
Update Button
Saves any changes made to the fields (like memo or shipping cost) without finalizing the dispatch.
Clear Quantity Button
Resets all values in the "This Delivery" column to zero to quickly re-enter quantities for large orders.
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.
Modifying a Delivery Note
If an error is discovered after processing, the Modifying Delivery Note screen allows for corrections. However, if the delivery has already been invoiced, 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. When you enter a partial quantity in "This Delivery," the system automatically handles the prorating of Shipping Costs, Discounts, and Round Off amounts based on the total values defined in the original order. You retain the ability to manually overwrite these values if the actual costs differ for this specific shipment.