Delivery Notes

Overview#

Use Delivery Notes to manage deliveries to customers. A Delivery Note lists the items delivered, with their quantities and parcels, and can be signed digitally on the Tracker app when the customer receives the goods.

• You usually copy a Delivery Note from a Sales Order or a Work Order.
• When you do, each item's Specification is copied to the item's Note field.
• From the Delivery Note, you can copy to a Customer Invoice, and to a Materials Movement (Issue) to issue the stock (see Transaction Flows).

A red warning bar appears on the Delivery Note when the customer, Address or Contact is blank, or, when branches are used, the branch is blank.

Before you create Delivery Notes, set up:

1. Your Customers, with their delivery addresses and contacts.
2. The Delivery Note Statuses. Delivery Notes must be in an Active status to appear on the Tracker app.
3. An output template for the Delivery Note (see Output).
4. For digital deliveries, the Tracker app and the notification settings (see Digital Delivery Notifications).

Settings#

User Settings#

General Settings#

List View#

The list opens in the view set by your Default Transactions View setting. Menu > View switches between the Transaction view, which displays one row for every Delivery Note, and the Items view, which displays one row for every line item on the Delivery Note.

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

The Items view displays one row for every line item on the Delivery Note.

Edit View#

Buttons Explained#

Header Explained#

Item Buttons Explained#

You must first select a customer before you can add lines.

Item Fields Explained#

Statuses#

Delivery Notes use the statuses set up for the module. See Statuses for the status groups and default statuses.

Delivery Notes must be in an Active status to appear on the Tracker app. Signing a Delivery Note on the Tracker app sets it to Complete.

How Delivery Notes Work#

Batches#

• Delivery Notes can be batched by status, assigned person, date and time. By default, Delivery Notes with the same date and time form a batch (Group Delivery Note batches by Date and Time).
• Delivery Notes must be in an Active status to appear on the Tracker app, where the batches appear.
• The Batch filter on the list shows All, Unassigned or any of the Active batches.
• When a batch is selected, you can put its Delivery Notes in order: right-click a Delivery Note and select Move Up (Ctrl + U) or Move Down (Ctrl + D).
• Output templates print a batch in this order (see Output Data Pipelines).

Attachments#

• Documents and links can be attached to a Delivery Note, in the same way as other transactions (see the Attachments Tutorial).
• To add one, edit the Delivery Note and click Actions (button) > Add Attachment.
• Click an attachment's description to open it, or right-click it and select Edit or Delete.
• The attachment types include Signature, and Delivery Note attachments are also shown in the Attachments module.

Digitally Signed Delivery Notes#

Delivery Notes can be signed digitally on the Tracker app (see the Delivery Notes Tutorial). Delivery Notes cannot be edited on the Tracker app, but changes made on the desktop appear there if you are working online.

The signed Delivery Note can be printed on Delivery Note and Customer Invoice output templates (see Output Data Pipelines).

Digital Delivery Notifications#

An automatic delivery notification can be sent to customers as soon as they receive the goods. BOS Server sends the HTML email, depending on these settings:

• Delivery Notes > Digital Deliveries: Send Notification when Status is... (select the status)
• Delivery Notes > Digital Deliveries: Notification sets Status to... (select the status)

To set up BOS Server, use this SQL to generate the HTML email notification that a delivery is complete:

select
N.SUBJECT,
N.EMAIL_TO,
N.EMAIL_CC,
N.EMAIL_BCC,
N.BODY
from NOTIFICATION_DELIVERIES N

• The email notification can be customised if NOTIFICATION_DELIVERIES is not used.
• The email is sent to the contact person on the Delivery Note.
• Additional recipients can be added to the CC and BCC fields.

For step-by-step instructions, see the Delivery Notes Tutorial.