Entering a Delivery - Header
This page describes the fields in the header of the Delivery window. Please follow the links below for descriptions of the other cards:
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- No.
- Paste Special
Select from another Number Series
- The unique identifying number of the Delivery. The default will be chosen as follows:
- It will be taken from the number sequence allocated to the current user on the 'Number Series' card of their Person record.
- It will be taken from the number sequence specified in the Number Series Defaults setting in the System module.
- It will be taken from the Number Series - Deliveries setting.
- It will be the next number following on from the last Order entered.
- You can change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Deliveries setting, the number you change to must be inside a valid number sequence.
- You will not be able to save a Delivery if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Date of the Delivery falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year. If you change number sequences each year, remember to update your Person records and Number Series Defaults setting if you are using them (steps 1 and 2 above) so that they refer to the new number sequences.
- Customer
- The Customer Number from the originating Order. This field cannot be changed.
- Name
- The Customer Name from the originating Order.
- Official No.
- Paste Special
Select from another Legal Record Number sequence
- Default taken from Legal Record Numbers setting, Sales Ledger
- In some countries it is a legal requirement to allocate an official serial number to each Delivery. It may be that companies will be assigned number sequences to be used for this purpose (perhaps supplied pre-printed on stationery), or it may be that companies can generate the number sequences themselves using official formatting and other rules.
- The first unused number from the first valid sequence in the Legal Record Numbers setting will appear here by default. Depending on how you have configured this setting, an Official No. will be assigned to a Delivery when you save it for the first time or when you save it after marking it as OK.
- You may be able to change to another number, depending on the configuration in the Legal Record Numbers setting (and also depending on the VAT Law). The new number must fall in a valid sequence (e.g. one that is valid for the Classification of the Customer and the Invoice Date). Future Deliveries using that sequence will continue from that new number.
- You can use 'Paste Special' to choose from a different sequence. Sequences beginning after the current date and sequences that cannot be used with the Customer's Classification will not be shown in the 'Paste Special' list.
- TREO No.
- TREO (Tax Remission Export Office) Orders are used in Kenya and other East African countries. If a manufacturing company receives a Sales Order from an export Customer, then any components purchased for manufacturing the Items on the Sales Order will be exempt from tax and customs duties. Such a Sales Order must be marked with a Control Code supplied by the tax authority and with the expiry date of that Control Code. This Control Code will be copied to all Deliveries resulting from the Order, to be shown in this field.
- OK
- When you have checked that the Delivery is complete and correct, you should mark it as OK and save. No further changes to the record will be possible (with the exception of the Language, Declared Value, Packages, Total Volume, Total Weight and Transport No. fields).
Stock levels of the Items in the Delivery will be updated and, if you have determined that cost accounting (Cost of Sales) postings are to be created at the point of delivery, a Nominal Ledger Transaction will be created in the Transaction register. If Cost of Sales postings are not to be created on the point of delivery, they will be included in the Nominal Ledger Transaction that will be created from the Invoice. Cost of Sales postings from Deliveries are described here.
- You must mark the Delivery as OK and save before you can raise an invoice for it. You can do this from the Order or from the Delivery.
- When you print the Delivery, the Form Template used will depend on whether you have marked the Delivery as OK. If you have not marked the Delivery as OK, the Form Template will be determined by the Picking List form, otherwise it will be determined by the Delivery Note form. Please refer to the Printing Picking Lists and Delivery Notes page for more details about printing documents and determining Form Templates.
- You can use Access Groups to prevent particular users from marking Deliveries as OK. To do this, deny them access to the 'OK Deliveries' Action.
- You can have a text (SMS) message sent automatically to the Customer whenever you save a Delivery that you have marked as OK, to inform them that the arrival of their Items is imminent. Please refer to the Contact Delivery Alerts page for details about this feature.
- If you are using the Create Invoice when OKing Delivery option in the Order Settings setting in the Sales Orders module, an Invoice will be created automatically whenever you mark a Delivery as OK and save. This Invoice will also be marked as OK immediately and automatically.
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The Delivery register in Standard ERP:
Go back to:
Introduction to the Delivery Register
