Quotation to Sales Order

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.
  • Invoice Deadline: A reference date indicating when this delivery should be converted into an invoice.
Delivery Items Table

This section tracks the movement of specific products. The system allows for Partial Deliveries if the full ordered quantity is not available:

  • Item Description: Details of the product (e.g., AC REMOTE). Items are pre-filled from the Sales Order.
  • Ordered Units: The total quantity requested in the Sales Order.
  • QOH (Quantity on Hand): Displays the current stock available in the selected warehouse. Note: A negative value indicates stock-out conditions.
  • This Delivery: The most critical editable field. Enter the exact quantity being shipped now. If you ship less than the ordered amount, the remainder stays on back order.
  • Price & Tax: These fields are typically locked to the Sales Order rates but are displayed to show the value of the goods being moved.
  • Batch & Expiry: If enabled, you must select the specific batch number and expiry date for the items being dispatched.
Post-Delivery Actions & Balance Handling

At the bottom of the form, you must decide how the system handles items not included in the current delivery:

  • Action For Balance: Choose between "Automatically put balance on back order" (to deliver the rest later) or "Cancel remaining balance" (if no further shipments will be made).
  • Memo: Add internal notes or special delivery instructions (e.g., "sample comment").
  • Process Dispatch: Finalizes the record, updates inventory, and creates GL entries.
Modifying a Delivery Note

If an error is discovered after processing, the Modifying Delivery Note screen allows for corrections. However, please note:

  • Quantities can be updated as long as the items have not been fully invoiced.
  • Changing the "This Delivery" quantity will automatically recalculate the General Ledger entries and the Amount Totals to ensure the accounts remain balanced.
  • If a delivery has already been converted to an invoice, you must void the invoice before the delivery note becomes editable again.
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.
Next Steps: Delivery to Invoice

Once the delivery is finalized, the workflow moves to the Invoicing stage. You can click "Invoice This" from the Delivery View to generate a Sales Invoice based exactly on the quantities shipped, ensuring that the customer is only billed for what they have actually received.

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