Setup Example – Delivery Notes
- Delivery Notes are used when delivering goods to customers.
- Delivery notes do not apply if you offer a service.
- It is possible to issue a combined invoice and delivery note by including the delivery address on the invoice.
- The invoice template can also be edited to indicate it is a combined delivery note and tax invoice. In this case, you do not need a transaction type for delivery notes.
- This example assumes that prices are not shown on delivery notes.
- Typically, Delivery Notes are copied either from Sales Orders or Customer Invoices. In this example, they are copied from Sales Orders.
Header
- Description: Delivery Notes
- Code: DN
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise delivery notes.
- Settings with Default as part of the name, can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Calendar > Enable Date End (Enter Caption) | Allows users to specify a caption for the transaction’s start date on the calendar. | Type a caption (e.g. Scheduled From) | If deliveries are scheduled and displayed on a calendar |
| Calendar > Enable Date Start (Enter Caption) | Allows users to specify a caption for the transaction’s end date on the calendar. | Type a caption (e.g. Scheduled To) | If deliveries are scheduled and displayed on a calendar |
| Calendar > Resource Calendar (Transaction Items) | Provides a dropdown list of calendar types to select the one applicable to the transaction. | 1. Create a calendar to manage deliveries. 2. Select that calendar here. | If deliveries are scheduled and displayed on a calendar |
| Defaults > Default – Data Filter | The default display when a list of transactions for the transaction type is viewed (e.g. This Month, Pending). | Select an option from the dropdown list. | The default value is Pending & Active. Add this setting if you want a different default filter. |
| General > Add Items from the following Categories | This action adds items from the selected categories. Click Edit in the value column and select the categories. | Click Edit. Move the categories to include from the Available to the Selected section. Move the categories to exclude from the Selected to the Available section. | If delivery notes are manually created (not copied from other transactions) and you want to limit the items that can be entered on a delivery note. |
| General > Enable Company | Users can select an access option as follows: – N/A – Customers (All) – Customers (Active) – Suppliers (All) – Suppliers (Active) | Select Customers (Active) to prevent goods being delivered to suspended customers. Select Customers (All) if goods must be delivered regardless. | Always |
| General > Enable Delivery Address | A checkbox. If checked, the Delivery Address is enabled. | Check the checkbox. | Always. |
| General > Enable Due Date (Enter Caption) | Type a caption if the Due Date field should be added to the transaction (e.g. Due Date). | Type a caption (e.g. Required) | If you schedule deliveries ahead of time. |
| General > Enable Required Date (Enter Caption) | Type a caption if the Required Date field should be added to the transaction (e.g. Req. Date). | Type a caption (e.g. Scheduled) | If you require more than one date to schedule deliveries. |
| General > Enable Staff | Allows an organisation to assign transactions: – None: Transactions are not assigned. – All: Transactions can be assigned to Users, and a Rep can be selected. – Rep: Transactions can only be linked to a Rep. – Assign To: Transactions can only be assigned to a User. | Select an option from the dropdown list. | If you want to alert a rep that the order is out for delivery and / or assign the delivery to a specific driver. |
| General > Enable Timekeeping | Enables the Timekeeping module. | Check the checkbox. | If you track the time it takes reps or delivery personnel to deliver goods. You can track both time and mileage on timekeeping. |
| General > Reference Lookup | A field to type Reference lookup lists. | Click the Value column. Type a reference one entry per line. Check Auto Height to show the full list. | If you create manual delivery notes as opposed to copying other transactions. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the transaction type is first created. The options are: – Edit: Allows users to edit/enter numbers only (e.g. for supplier invoices). A warning is displayed on the red warning bar if a duplicate transaction number is entered. – Generate: The system automatically generates numbers in sequence. – Generate (Entity): The system automatically generates numbers in sequence for each entity. This setting cannot be changed if there are transactions. | Generate (Entity) | If you have multiple entities that handle their own deliveries. |
| Transaction Items > Enable Adding Items | Allows users to specify which type of items can be added to a transaction. The options are: – None: No items are added, only the header information is displayed. This option should be used sparingly and not for accounting transactions because there will be no fields for amounts. – All: Users may add items and custom items. – Custom: Users my only add custom items. Typically used for ledger transactions. – Items: Users may only add items. They may not add custom items. Typically used for Invoicing, credit and debit notes. All the buttons to add items are still displayed. The features that are disabled return an error message if clicked. | Select an option from the dropdown list. | If delivery notes are manually captured and not copied from other transactions. |
Statuses (tab)
- You may create an unlimited number of Statuses.
- However, there are only four Status Groups (Pending, Active, Complete, and Cancelled).
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If Inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Categories are used to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another transaction type. The existing categories are replaced by the copied categories.
No categories created.
Copy Rules (tab)
- Copy Rules determine the circumstances under which transactions may be copied.
- Although there are two transactions involved in the copy, you only need to create one copy rule.
- User access must be set for each copy rule.
- You can automate copying transactions by selecting a Trigger status.
- Columns that were hidden in the screenshot were left blank or unchecked.
If Delivery Notes are copied to Customer Invoices, the prices must be picked from another transaction, because they are not on the delivery note. In this example, we selected Sales Orders in the Price From column. The line items are copied from the delivery note, and the price information for those line items are copied from the sales order.
Output Templates (tab)
- Output templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included which will automatically include your company name, logo, and bank details as filled in on the Output tab of a registered Entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
