Entering a Delivery - Terms Card
This page describes the fields on the 'Terms' card in the Delivery window. Please follow the links below for descriptions of the other cards:
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- Date
- Paste Special
Choose date
- The date of the Delivery. This can default to the current date or to the Planned Delivery Date of the Order, depending on the Delivery Date Based On option that you have selected on the 'Delivery' card of the Contact record for the Customer.
- If you are using the Queued Cost Model, you must make certain that you enter all stock transactions in strict chronological order. Failure to do this may cause your FIFO/LIFO queue to become incorrect. You should not, for example, enter a Delivery with yesterday's date if you have already entered an outgoing stock transaction of any kind (e.g. Delivery, Stock Depreciation) with today's. It is also recommended that you always Deliveries as OK when you save them for the first time. Do not go back to an earlier Delivery and mark it as OK if there are later Deliveries that you have already marked as OK, unless you change the date as well. To help ensure FIFO/LIFO accuracy, if you are using the Queued Cost Model, it is recommended that you use the Set Delivery and Stock Movement Date to Day of OK option in the Stock Settings setting. This will change the Delivery Date in a Delivery to the current date automatically when you mark it as OK and save.
- Location
- Paste Special
Locations setting, Stock module
- Default taken from Order
- The Location from which the Delivery will be made. The default quantity in the Del. Qty field in each row will be the quantity remaining to be delivered from the corresponding Order row or the maximum shippable quantity in the Location, whichever is the lower. If you do not specify a Location here, the Del. Qty figures will be calculated using the stock balances from every Location, even if you have specified a Main Location in the Stock Settings setting. If you have specified a Main Location, leaving the Location field blank means that the Delivery will be made from the Main Location. If you are told there is insufficient stock when you try to mark the Delivery as OK and save but the Del. Qty figure suggests the stock level is sufficient, a possible reason is that you have not specified a Location in the Delivery, you have specified a Main Location and there is insufficient stock in the Main Location.
- You can specify a Location in any of the Delivery rows (flip B), to override the one entered here.
- You must enter a Location here if you are using the Require Location option in the Stock Settings setting.
- If the 'Item Status' window is open, the quantities it shows will refer to the Location specified here if the Location field on flip B is empty. If you have not specified a Location here or on flip B, the quantities will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.
- If you change the Location, the Del. Qty. figures in each row will be updated immediately.
- Route
- Paste Special
Routes setting, Stock module
- You will tend to use the Route field if you have a fleet of delivery vehicles, each of which repeats the same journey or "Route" every day.
- The Route in a Delivery will be updated if you change the Location in the field immediately above or the Address Code (i.e. Delivery Address, on the 'Del. Address' card), as follows:
- The Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Customer/Delivery Address combination.
- If there is no Address Code in the Delivery, the Route will be taken from the record in the Routes/Locations setting for the Location/Customer combination in which the Delivery Address is blank. If there is no such record, the Route will be taken from the first Routes/Locations record for the Location/Customer combination, sorted by Delivery Address.
- In all other circumstances (e.g. there is an Address Code in the Delivery but there is no record in the Routes/Locations setting for the Location/Customer/Delivery Address combination), the Route will be taken from the Contact record for the Customer (Route field on the 'Delivery' card).
- When you create a Delivery from an Order, the Route will be copied to the Delivery from the Order. The Routes of Deliveries can be used by the Trip Sheet report in the Stock module. This can be a list of the Deliveries on a particular Route that can be transported on a specified date or during a specified period.
- Scan Barcode
- The Scan Barcode allows you to add Items to a Delivery by scanning their barcodes using a barcode scanner that is connected to the device that you are using.
- If you will use this field in a Delivery, it is recommended that you select the Set delivered quantity to Zero option on the 'Del. Terms' card in the originating Order before creating the Delivery. This option will be selected by default if you have selected the Set delivered quantity to Zero option in the Order Settings setting, and will mean that when the Delivery is created, the Del. Qty in each row will be zero.
- To use the Scan Barcode field, place the insertion point in the field and then scan the barcode of one of the Items being delivered. The Del. Qty in the relevant row will be increased by one, and the Scan Barcode field will be emptied, allowing you to scan the next Item.
- The relevant row will be chosen as follows:
- If the scanned barcode matches the Item Number of an Item, the Del. Qty in the row with that Item Number will be increased by one.
- If there is no match by Item Number, the scanned barcode will be matched to the Barcode in an Item record.
- If there is no match by Barcode, the scanned barcode will be matched to the Alternative Code in an Item record.
- If there is no match by Alternative Code, the scanned barcode will be matched to a Barcode in the Barcodes setting. Usually this match implies that the Item is one with Varieties.
- If there is no match in the Barcodes setting, the scanned barcode will be matched to the Supplier Item Number in a Purchase Item.
- In all cases, the term "match" means that a match was found, and the matching Item has not been marked as Closed.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- Default taken from Order, 'Terms' card
- You can assign up to 20 Tags/Objects, separated by commas, to a Delivery, to be transferred to the consequent Nominal Ledger Transaction. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.
- By default, the Tags/Objects entered here will be taken from the Order from which the Delivery was created, but you can change them if necessary. Usually these Tags/Objects will represent the Customer and the Salesman.
- The Tags/Objects specified here will usually be assigned to the debit posting to the Cost Account (Cost of Sales Account) in the Nominal Ledger Transaction generated from the Delivery. They will also be assigned to the credit posting to the Stock Account if you are using the Tag/Object on Stock Account option in the Cost Accounting setting. However, if you are using the Skip Header A/C Tags/Objects on Sales and Cost A/C option in the Account Usage S/L setting in the Sales Ledger, these Tags/Objects will not be assigned to either posting.
- You can also specify Tags/Objects in each row (on flip E). Usually these Tags/Objects will represent the Item. By default, you will not be able to specify Tags/Objects belonging to the same Tag/Object Type in this field and in any of the rows. If you need to be able to do this, select the Allow Tag/Objects of same type on Header and Rows option in the Account Usage Stock setting.
- Branch
- If your company has several Branches (e.g. several shops), you can specify the Branch where each client machine is located in the Local Machine setting in the User Settings module. You should do this individually on each client machine. When you create an Order, the Branch where the client machine is located will be recorded in the Order. It will then be copied from the Order to this field in the resulting Deliveries.
- You cannot change the Branch in a Delivery. If you would like it to be possible for particular users to change the Branch in the originating Orders before creating Deliveries, assign to them an Access Group in which you have granted Full access to the 'Change Branch Code on Sales Order' Action.
- If you have entered a record in the Contact register for the Branch, Sales Tags/Objects in that Contact record will be included in the Tags/Objects field above. Branch details such as the address in that Contact record will be printed on Picking List and Delivery documentation if you have included the various Branch fields in your Form Template designs.
- Project
- If you create a Delivery from an Order that is connected to a Project, the Project Code will be copied to this field, and cannot be changed.
- Tags/Objects from the Project will included in the Tags/Objects field above.
- If you have assigned an Order to a Project, you can still issue Deliveries from the Order in the usual way, but you must raise associated Invoices from the Job Costing module, using the 'Create Project Invoices' Maintenance function.
- If you create a Delivery from an Order before assigning the Order to a Project, you can still specify a Project in the Order but you should then use the 'Build Project Transactions from Deliveries' Maintenance function in the Job Costing module to create Project Transactions from the Delivery retrospectively. This will allow you to raise Invoices using the 'Create Project Invoices' function. If you have also created an Invoice from an Order before assigning the Order to a Project, assigning a Project to the Order will no longer be possible.
- Order No.
- The Order Number of the Sales Order from which you created the Delivery record. This field cannot be changed.
- The Order and the Delivery will be connected to each other through the Link Manager facility. This allows you to open the Order quickly and easily when reviewing the Delivery.
- Order Class
- Paste Special
Order Classes setting, Sales Orders module
- Enter the Order Class for the Delivery (if any). Order Classes permit the analysis of Deliveries for reporting: you can use the Order Class as a search criterion when producing a Delivery Journal report.
- The Order Class of the Sales Order from which you created the Delivery will be copied here as a default.
- Tel. Message
- Tick this box if you need your warehouse or delivery staff to call the Customer to arrange for delivery. Doing so will cause the following to be printed on the Delivery Note and Picking List:
- An "X" will be printed in the "Your (customers) Reference Mark, Tel. Msg. " form field
- The Comment from the Delivery if there is one or the Telephone Number from the originating Order will be printed in the "Your (customers) Reference Phone, Tel. Msg. " form field.
- The Attention from the originating Order will be printed in the "Your (customers) Reference, Tel. Msg. " form field.
- If you are likely to use the Tel. Message option, you should therefore be sure to add the form fields mentioned above to your Form Template designs.
The Delivery register in Standard ERP:
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Introduction to the Delivery Register
