Delivery Notes

A delivery note (DN) is a document that accompanies a shipment of goods from your warehouse to a client. It records what was dispatched, in what quantities, and from which warehouse. Delivery notes are the outbound counterpart of goods receipts in the procurement module — while goods receipts track goods arriving from a supplier, delivery notes track goods leaving your warehouse for a client.

Each delivery note is linked to a sales order and represents a single shipment event. A single sales order can have multiple delivery notes, which is common when items ship at different times (split shipments) or from different locations.

Key Concepts

• Delivery Note — A dispatch document listing the items, quantities, and source warehouse for a shipment to a client. Also known as a dispatch note or packing slip.
• Picking — Collecting items from their storage locations in the warehouse to fulfill the order.
• Packing — Packaging the picked items for shipment, potentially consolidating items from multiple locations.
• Dispatch — Handing off the packed goods to a carrier or the client for delivery.
• Split Shipment — When a sales order is fulfilled across multiple delivery notes, typically because not all items are available at once or because items ship from different warehouses.

Creating a Delivery Note

To create a new delivery note:

1. Navigate to Sales > Delivery Notes in the sidebar.
2. Click New Delivery Note.
3. Fill in the details:
   • DN Number — A unique identifier for this delivery note (e.g., DN-2026-0112).
   • Sales Order — Select the confirmed sales order to fulfill. Only orders in Confirmed, Processing, or Partial status are available.
   • Client — The client receiving the goods (should match the sales order’s client).
   • Warehouse — The warehouse from which goods will be dispatched.
   • Delivery Date — The planned or actual delivery date.
   • Carrier — The shipping carrier or freight company (optional).
   • Tracking Number — The carrier’s tracking or waybill number (optional).
   • Shipping Method — e.g., Standard, Express, Client Pickup (optional).
   • Notes — Any delivery instructions or comments.
4. Click Create to save the delivery note in Draft status.

Managing Delivery Lines

After creating a delivery note, add the items to ship:

1. Find your delivery note in the list and click the Lines action.
2. Click Add Line for each item:
   • SO Line — Select which sales order line item you are shipping. The dropdown shows the remaining quantity for each line.
   • Product — The product being shipped (optional, for reference).
   • Source Location — The warehouse location from which items are being picked (optional).
   • Qty Shipped — The quantity being shipped in this delivery.
   • Unit — The unit of measure.
   • Notes — Line-specific notes such as batch numbers, serial numbers, or special packaging instructions.
3. You can add partial quantities — for example, if a sales order line has 200 units ordered, you can ship 150 in this delivery note and the remaining 50 in a future delivery.

Lines can only be added or modified while the delivery note is in Draft status.

Delivery Note Workflow

A delivery note moves through a series of statuses as it progresses from creation to delivery:

1. Draft

The delivery note has been created but the picking process has not started. You can still add, edit, or remove lines.

2. Picking

Click Start Picking to move the delivery note to Picking status. This signals to warehouse staff that they should begin collecting items from their storage locations. The delivery note must have at least one line before picking can start.

3. Packed

Click Mark Packed once all items have been collected and packaged. The shipment is ready for dispatch.

4. Shipped

Click Ship to record that the goods have been handed off to the carrier or collected by the client. This is the critical step that updates inventory:

• Stock levels are adjusted to reflect the dispatched quantities.
• Each sales order line’s shipped quantity is updated.
• The sales order’s status may change to Processing, Partial, or Completed depending on how much has been shipped overall.

You can optionally provide carrier and tracking number information when shipping.

5. Delivered

Click Confirm Delivery once delivery has been confirmed at the client’s location.

Cancellation

A delivery note can be cancelled at any point before it is shipped (Draft, Picking, or Packed status). Once goods have been shipped, the delivery cannot be cancelled — returns must be handled through credit notes.

Tracking Fulfillment

The delivery notes list shows the current status of each shipment, the associated sales order, client, warehouse, and carrier information. Use the search and filter features to find specific deliveries by number, client, or status.

To see the full details of a delivery note including all its line items, click on the delivery note to open its page and view the Lines tab.

Important Notes

• Each delivery note must be linked to a sales order. The client and warehouse should match the sales order.
• Shipping a delivery note is an irreversible action that affects stock levels. Ensure the delivery note lines are correct before shipping.
• You can create multiple delivery notes for the same sales order to handle partial or split shipments.
• The sales order’s status automatically updates based on the total shipped quantities across all its delivery notes.