Print Delivery Notes

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You may need to print Delivery Notes for Invoices issued to debtors (customers) which will accompany the stock items or goods when the goods are dispatched or delivered to the debtors (customers).

When the debtors (customers) receive the goods they will check that the goods, as specified on the Delivery Note, are delivered in the correct quantities and quality and sign the Delivery Note to accept the delivery of the goods. The Delivery Note will then be returned.

Delivery Notes are supporting documents for Invoices. These Delivery Notes may be retained as proof that a debtor (customer) has physically received the goods.

These documents may also be handy where your stock is in a warehouse, where staff has to issue the stock items to the front office, or even for security purposes when stock items need to pass a certain access point in your business.

Delivery Notes will reflect information regarding the stock code, description of stock item, the units (for example each) and the quantity of items. The debtor (customer) can verify the physical stock items from the Delivery Note when the goods are received.

The Delivery Note also provides for the name, date and signature of the recipient of the goods. It could be a good idea to print two documents, where the debtor (customer) will retain one and the other one by your business. You may print any number of copies according to your specific needs.

Delivery Notes may also be printed for Point-of-Sale Invoices.



To Print Delivery Notes:

1.Click on the Input → Documents → Invoices → Print Delivery Notes menu. The Document Type Options screen is displayed:

2.Send Report to - Select the method (screen, printer, file, e-mail or fax) on which you wish to send the report to.

3.Sequence - Select to print Delivery Notes according to Document Numbers (Invoice Numbers), Document Date (Invoice Date), or the Document Reporting Groups 1 or 2 which you have created in the Setup → System parameters → Groups menu on the Documents tab.

4.Use number - From ... To - Select to print Delivery Notes for a specified Invoice Number or a range of Invoice Numbers.

Use Periods - This field is by default inactive. If you select this option, the use number option will be de-activated. You may then select the dates in the From Date ... To Date fields to print Delivery Notes for all Invoices issued on a specified date or between two selected dates.

If this field is selected and more than one financial period (months) is selected, it will print the Delivery Notes per period.

5.Click on the OK button. The selected Delivery Notes will be printed.

You may click on the Printer Setup button to select any available printer on your system, and also set the type of paper and print quality for the selected printer.

If you select a dot-matrix printer, you may click on the Page Setup button of the Select the printer screen to set the paper size, margins, etc. for dot-matrix printers.

Copies - The number of copies can only be selected when the printer option is selected.


View Delivery Notes

Delivery Notes can only be printed in the Input → Documents → Invoices → Print Delivery Notes menu for existing Invoices, whether the Invoices have been updated (posted) to the ledger, or not.

Delivery Notes will reflect basically the same information as the Invoice for which the Delivery Note is printed, but will not reflect any monetary amounts.

A sample of a Delivery Note is as follows:

You may also select to print the company logo, instead of your address, on Delivery Notes. If you select to print your company logo, make sure that your address and contact numbers are included in your logo.

Delivery Notes consist basically of three (3) sections, i.e. the heading, transaction details and the footer.

1.Header section - contains the details of your business, the postal and delivery addresses (if delivery address was entered) of the debtor (customer), the document number, date, number of pages, Tax reference number, and the reference number of the debtor for the transaction, and account number. This information was displayed on the Document Selection screen. The Customer Tax Ref (Exemption Reference) number is the Tax number as entered on the Edit → Accounts → Debtor (Accounting Information tab).

2.Transaction section - contains the details of the transactions as selected, entered and edited in the Document Entry screen. It displays the code, description, units (e.g. each, boxes, etc.), quantities of the stock items sold, any comments, etc.

3.Footer section - contains the message as entered on the Setup → System parameters → Documents (Invoice tab) menu, and the Company and Tax registration numbers, if entered on the Setup → System parameters → Company Info (Address tab) menu.

If a Quote has been converted to an Invoice, the Quote number will also be reflected. Any other document number, if copied (converted) will be displayed.

This section also includes a place for the name and signature of the person who accepts the Delivery Note, and the date on which the Delivery Note is accepted.

Debtors (customers) may sign these Delivery Notes, and it should be retained as proof that the debtor (customer) has received the goods sold, and has accepted the Delivery Note. This could resolve any disputes when a debtor (customer) does not pay an Invoice.

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