Create delivery notes

Delivery notes document the delivery of goods. They can be used as:

  • Physical (as opposed to financial) records of sales transactions
  • Packing lists
  • Delivery route instructions
  • Confirmation of receipt (when acknowledged by a customer)

They have no financial impact. Indeed, they include no financial information. Delivery notes are completely optional. Without them, that is, when the Delivery Notes tab is not enabled, delivery of goods is assumed to occur as soon as the sales invoice or receipt form is created.

Enable the Delivery Notes tab

To use delivery notes, first enable the Delivery Notes tab. Click Customize below the left navigation pane, check the box for Delivery Notes, and click Update below the list:

Create a delivery note

Delivery notes can be created five ways:

  • Standard method
  • From a sales quote
  • From a sales order
  • From a sales invoice
  • From a credit note

Standard method

In the Delivery Notes tab, click New Delivery Note:

Complete the delivery note entry form:

  • Delivery Date contains today’s date by default, but may be edited.
  • Reference is optional and may be used for internal or external sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing delivery notes and add 1.
  • Order number is the corresponding sales order number, if any.
  • Invoice number is the corresponding sales invoice number, if any.
  • Customer is a predefined customer from the Customers tab. Delivery notes cannot be created for “walk-in” buyers.
  • Delivery Address will not be the customer’s billing address, but must be filled in as a separate entry.
  • The first Description is for an optional summary of the entire delivery.
  • Item allows you to select inventory items or non-inventory items.
  • The second and all subsequent Description fields describe individual line items. If this field is defined for an inventory or non-inventory item, that definition will automatically be carried over. The field may be edited.
  • Qty is the quantity of the line item being delivered at this time.
  • Add line allows you to add more line items 1, 5, 10, or 20 at a time.
  • Location appears if inventory locations are defined under Settings. Choose which location goods are delivered from.

Click Create to issue the delivery note. All necessary adjustments to inventory quantities and status by location occur automatically.

Northwind Traders has sold 5 boxes of frozen blue crab meat to Great Lakes Food Market. Northwind issued sales invoice #46224. It issues delivery note #311 as a packing list for the shipment:

Other methods

All other methods of delivery note creation use the Copy to function. This is available from:

  • Sales quotes
  • Sales orders
  • Sales invoices
  • Credit notes

When viewing an eligible form, click Copy to … and select New Delivery Note:

A completed delivery note entry screen will appear. Edit as required and click Create.

Think carefully before enabling the Goods Receipts or Delivery Notes tabs. Once you have started using them, you must continue. Manager will not allow you to disable the tabs after the first goods receipt or delivery note is created. The functionality these tabs provide can be very important for some businesses. But they also entail extra work every time an inventory item is purchased or sold. Consider creating a test company to explore whether they are truly necessary for your business. They can always be added later.

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