Delivery Notes Out

Delivery Note is a document of a delivery of the articles to the customer. Delivery Notes have no impact on the Accounting and their recording is not necessary. Invoices serve as the tax documents and Release Notes serve as the documents of release.

Picture: The open menu of the Sales / Processing of Sales Orders - Delivery Notes module

Book of Delivery Notes Out

The record of Delivery Notes may be useful if the Delivery Notes Out correspond neither to the Invoices nor the physical release. This may occur e.g. at larger deliveries, where the Delivery Note (the protocol on receipt of goods) may be signed after the actual physical receipt of goods. In that case, one may use this database to create a record and monitor which article has had the Delivery Note signed already.

Picture: The Book of Delivery Notes Out

Delivery Note Out Document

Basic Data (1st page)

This page of the Delivery Notes serves for the basic data registration.

Picture: Delivery notes - 1st page

Field description:

Sales Order	The number of the superior document, so the number of the Sales order that the Delivery note is linked with. If the Delivery note has been issued as the free document, this field is empty.
Addresses	The button to display an addressee or the superior company. For further information, see the Addressee chapter.
Delivery Note	The book, business year and number of the delivery note.
Status	The field for selecting from a code list that enables filtering of documents according to the selected status.
Customer	Name of the customer who the Delivery note is issued for.
Prices	The total amounts of the Delivery note. The Gross price, Net price, and the amount of VAT are stated in this row.
Currency	The flag indicates that the document is issued in a foreign currency.
VAT	If the option is checked, the document includes VAT.

It is possible to assign random types and kinds of the notes to the Delivery notes, eventually you can use the Header text or the Footer text. Closer description of work with notes is stated in the the Basic Code Lists and Supporting K2 Modules – Notes chapter. The Internal Customer Text tab serves to display the customer's internal text. There are also the Tasks and Activities tabs. Closer description of work with the folders is stated in the Tasks - Document Folder and Activities - Document Folder chapters.

The basic data of the header are stated in the Data tab.

Data - DELIVERY NOTES

Field description:

Cost Centre	The cost centre covered by the delivery note.
Contract Code	A random numeric or character code that serves to sort company activities.
Device	A reference to the Device book. It is copied from a Sales Order into the subordinate documents.
Code 1, Code 2, Officer	The fields enable user identification, and eventually a link to the Officers book. For further description, see the Basic Code Lists - Code 1, Code 2, Officer chapter.
Form of Order	In which way the order has been made.
Payment Method	The method of payment for the withdrawn articles. Note: The payment method can influence the Invoice rounding. For further description, see the Rounding of Domestic Invoices Depending on the Payment Method methodology.
Shipping Method	Shipping method of goods.
Method of Transport	Method of transport of goods. The button next to the Method of transport field is mainly related to eshop. If there is an article where the Packet Type field is filled on the 1st page of an Article card in the item of a Sale document, the list of Methods of Transport corresponding to the defined conditions in the Packet Type field is displayed after pressing this button. Other records are not displayed.
Accepted	The name of the employee who has accepted the goods.
Exchange Rate	If the Delivery Note is issued with a foreign currency (the Currency field is checked), the currency of the document and the exch. rate for recalculation are entered into this field. Here, it is displayed from the Sales Order only.
Matching Symbol	This field serves for setting the matching symbol definition of the accounting documents (see the Accounting - Matching Symbols chapter).
Delivery Terms	The records of Delivery Terms. In the case of a free document, these will be pre-filled in with the data in the Customer card. If you create a new document from a Sales Order, it will be pre-filled in with the data from the Sales Order.
Price Group	The price group of the document header according to which the selling prices are determined. This price group is copied into the individual document items.
ID card No.	The field is used for identification of the person who handed the goods over.
Licence plate	The licence plate of the car which carried the goods.
Plan Type	A plan type that is defined in the Book of Sale is entered into this field by default (see the Basic Code Lists and Supporting K2 Modules - Plan Type chapter). The plan type serves for classification of the documents.
Date of Issue	The date of issue of a Delivery Note.
Delivery Date	The delivery date of goods. The date from this field is copied to the Desired field in the Sale item when creating document.
Description	A random description of the document.
Issued By	The name of the employee who has issued the delivery note.
Changed By	The date and the name of the user who made the last change.

Items (2nd Page)

The articles that are delivered to the customer are stated on the 2nd page of a Delivery Note. Insert a new item in the Change mode or in a New record with the Ins key. If you issue an unassigned document, the Sale Item form is displayed, into which you can select a required article and enter the required data. If you issue an assigned document, select the items from the Header Items book after pressing Ins.

Picture: Delivery Notes Out - 2nd page

The Sale Item form can also be activated by pressing the Enter key on the individual items of a Delivery Note, either in the Changemode or in the Browsemode. In addition, the Change mode allows you to edit the required data.

Values in the document items, including discounts, can be adjusted in bulk with the Bulk Change of Items button in the Change mode. For further description of this function, see the Bulk Edit Document Items and Purchase and Sale Items chapters.

Documents (5th Page)

There is a list of all documents that are linked with this document through a superior document (a Sales Order) on the 5th page of a Delivery Note card. You can move between the individual documents by pressing Ctrl and the initial letter of the document simultaneously. It is also possible to display the selected document by pressing the Enter key.

Picture: Delivery Notes Out - 5th page with the open Order Confirmations tab

External Documents (9th page)

On the 9th page, any attachments and documents can be assigned to Delivery Notes. Further description of work with the attached external documents and documents is stated in the Basic Code Lists and Supporting K2 Modules – 9th Page chapter.

Functions of the Delivery Notes Out Module Menu

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Picture: Functions of the Delivery Notes Out Module Menu

Form - Bulk Actions:

Change Status

Allows to change the Status field of the selected entries in bulk.

Change Delivery Date

On the unconfirmed Delivery Notes Out, this function enables to edit:

Delivery Date,
the Desired delivery date on items,
a VAT rate on items acc. to the Article card and the Delivery Date (if there is no confirmed Invoice Out or Order Confirmation on an item).

The VAT and Gross amounts will be recalculated after changing the VAT rate. If there is an unconfirmed Invoice Out or an Order Confirmation on an item of a Delivery Note, the amounts on these documents will be also changed.

Reports - DELIVERY NOTES

List of Delivery Notes


Process No.: EXP002	Report ID: SZAK059	File: DLV_SEZ01.AM
Report description: List of Delivery Notes Out.
Address in the tree: [Sale / Processing of Sales Orders] [Delivery Notes Out] [Print Documents]

Report parameters:

Without parameters.