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Delivery Note

A Delivery Note is made when a shipment is shipped from the company\u2019s Warehouse to the customer.

A copy of the Delivery Note is usually sent with the transporter. The Delivery Note contains the list of Items that are sent in the shipment and updates the inventory. The Delivery Note is an optional step and a Sales Invoice can be created directly from a Sales Order.

To access the Delivery Note list, go to:

\u003e Home \u003e Stock \u003e Stock Transactions \u003e Delivery Note

Prerequisites​

Before creating and using a Delivery Note, it is advised that you create the following first:

  • Sales Order

\u003e Note: From version-13 onwards we have introduced immutable ledger which changes the rules for cancellation of stock entries and posting backdated stock transactions in ABNERP. Learn more here.

How to create a Delivery Note​

The entry of the Delivery Note is very similar to a Purchase Receipt. It is usually created from a \u201cSubmitted\u201d Sales Order (that is not shipped) by clicking on Create \u003e Delivery.

To create a Delivery Note manually (not recommended), follow these steps:

  1. Go to the Delivery Note list, click on New.
  2. The Customer and Item details can be fetched by clicking on 'Get Items from \u003e Sales Order'.
  3. The UOM and Rates will be fetched automatically.
  4. Save and Submit. Delivery Note

To fetch Items from a Sales Order, click on Get Items from \u003e Sales Order. This will open a popup from where you can search for Sales Orders and select one.

You will notice that all the information about unshipped Items and other details are carried over from your Sales Order if you create the Delivery Note from there.

You can also edit the posting date and time, the current date and time are set when you create the Delivery Note.

Statuses​

These are the statuses a Delivery Note can be in:

  • Draft: A draft is saved but yet to be submitted to the system.
  • To Bill: Yet to be billed using a Sales Invoice.
  • Completed: Submitted and sent all the Items.
  • Return Issued: All the Items have been returned.
  • Cancelled: Cancelled the Delivery Note.
  • Closed: The purpose of the Close is to manage short-closing. For example, your Customer ordered for 20 qty but closed at 15 qty. The remaining 5 is not to be sent or billed.

Partial Deliveries​

When you create a Delivery Note from a Sales Order, the quantities can be changed. So if the Sales Order contains 10 Items to be delivered and you're delivering only 5 this week and the remaining next week, then you can create 2 Delivery Notes in two weeks.

From Pick List​

You can create Delivery Notes in bulk, from Pick Lists also. From a submitted Pick List, click on Create -\u003e Delivery Note.

This would create separate Delivery Notes for Sales Orders, grouped by Customer. If a Pick List Item is not linked to a Sales Order(added manually by user), a separate DN would be created for all those items as well.

Customer Purchase Order Details​

You can enter the Customer's Purchase Order number here for Reference.

Address and Contact​

  • Shipping Address: The Customer's address where the Items will be shipped.
  • Contact Person: If the Customer is an organization, add the Contact person in this field.

For India, the following details can be added for GST:

  • Customer GSTIN
  • Place of Supply
  • Billing Address GSTIN
  • Company GSTIN
  • Company Address Name

Contacts and Addresses are stored separately so that you can attach multiple Contacts or Addresses to the customer.

Currency and Price List​

You can set the currency in which the Deliver Note is to be sent. This is usually fetched if set in the Sales Order. If you set a Pricing List, then the item prices will be fetched from that list. Ticking on Ignore Pricing Rule will ignore the Pricing Rules set in Accounts \u003e Pricing Rule.

Read about Price Lists and Multi-Currency Transactions to know more.

Warehouses​

  • Set Source Warehouse: This is where the Items will be sourced from to send to the Customer.
  • To Warehouse: In a regular Sales scenario, the Item exits your Warehouse and reaches the Customer. However, if you wish to retain sample stock, enter a Warehouse here.

Items Table​

  • Barcode: You can track Items using barcodes.
  • The Item Code, name, description, Image, and Manufacturer will be fetched from the Item master.
  • Scan Barcode: You can add Items in the Items table by scanning their barcodes if you have a barcode scanner. Read documentation for tracking items using barcode to know more.
  • Discount and Margin: You can apply a discount on individual Items percentage-wise or the total amount of the Item. Read Applying Discount for more details.
  • Rate: The Rate is fetched if set in the Price List and the total Amount is calculated.
  • Item Tax Template: You can set an Item Tax Template to apply a specific Tax amount to this particular Item. To know more, visit this page.
  • The Item Weight details per unit and Weight UOM are fetched if set in the Item master.
  • Warehouse and Reference: The Warehouse from which the Items are sent to the Customer is shown. Also, a Sales Order will be shown if this Delivery Note was the creation flow: 'Sales Order \u003e Deliver Note'.
  • Batch No and Serial No: If your Item is serialized or batched, you will have to enter Serial Number and Batch in the Items table. You are allowed to enter multiple Serial Numbers in one row (each on a separate line) and you must enter the same number of Serial Numbers as the quantity.

The 'Available Qty at From Warehouse', 'Available Batch Qty at From Warehouse', and 'Installed Qty' will be shown. To know more about installation, visit the Installation Note page.

Note: The Item has to be serialized or batched for these features to work. If the Item is serialized a popup will appear where you can enter the Serial Numbers.

  • Expense Account is the account from which the amount will be debited. Ticking on 'Allow Zero Valuation Rate' will allow submitting the Delivery Note even if the Valuation Rate of the Item is 0. This can be a sample item or due to a mutual understanding with your Supplier.
  • Accounting Dimensions help to tag each transaction with different Dimensions without the need for creating new Cost Centers. You need to create Accounting Dimensions first, to know more, visit this page.
  • Page Break will create a page break just before this Item when printing.

Tracking Quality Inspection​

If for certain Items, it is mandatory to record Quality Inspections (if you have set it in your Item master), you will need to update the \u201cQuality Inspection\