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Creating a delivery note

When goods have been delivered, you can record the delivery for your own orders. If you have sufficient user rights, you can record deliveries for orders submitted by other users.

• To record delivery of your own orders, select the menu item Status and click the Purchase requests or Requisitions tab.
• To record delivery of orders submitted by other users, select the menu item Control center and click the Order administration link. Then click the link for the item for which you want to record delivery:
  • Requisition notes
  • Purchase requests
  • Purchase orders

Creating a delivery note involves the following steps:

1. Select the delivery note on which you want to record the receipt of goods or create a new delivery note if no delivery note has been issued yet.
2. Fill in and save the delivery note.
3. Close the delivery note. This step is optional, but invoice processing of the order cannot take place until the delivery note has been closed.

Selecting the delivery note

1. To create a delivery note for the entire order, click the checkbox next to the order to select it .

   To create a delivery note for individual items, click to display the items, then click the checkbox next to the items to select them .

   Note: The order has to have the status Sent .

2. Click the Delivery note button.

   The Delivery note page is displayed.

3. If necessary, select the Receiving company, the Supplier and the Ordering company from the selection lists. This is usually only necessary if the system has not been able to identify these companies.
4. To create a new delivery note, enter the number of the delivery note in the No. field.

   To record the receipt of goods on an existing delivery note, select the delivery note from the No. selection list. The No. selection list is not displayed if this is the first delivery note for the order.

5. If necessary, in the Arrived field, change the date and time of delivery that has been entered automatically by the system.
6. Click the Next button.

   The Delivery note page is displayed.

Filling in the delivery note

You enter the details of the delivery on the Delivery note page.

In the Positions section, all ordered items are displayed in a list. The fields Article No., Product and Arrived are automatically filled in by the system based on the information contained in the order, but you can change this information if it differs from the order. However, usually you only have to enter the quantity delivered.

1. For each item, in the Amount delivered field, enter the quantity that was actually delivered.

   Note: Depending on the system settings, the default quantity in the Amount delivered field is either zero or the quantity that has been confirmed the supplier.

2. Depending on the settings in the basic contract for the supplier, you may be able to record the delivery of substitute products or additionally delivered products:
   • If a substitute product was delivered instead of the item that was ordered, click the icon to select the substitute product from the catalog.
   • If additional items that were not ordered have been delivered, click the icon to record the delivery of these items.

   The Search page is displayed. Search for and select the substitute or additionally delivered product and click to enter the product in the delivery note. See Product search in the user guide General information for all users for more information on searching.

   If you selected an additionally delivered product, an additional row containing the selected product is displayed in the delivery note. Enter the amount delivered. Click the icon if you want to delete this row.

Closing the delivery note

To close the delivery note, make sure that the checkbox Closed above the Positions list is activated . You cannot edit a closed delivery note. If additional items are delivered, you must create a new delivery note.

Note:If the default quantity in the Amount delivered field is the same as the quantity that has been confirmed the supplier, the checkbox Closed is activated by default. If you do not want to close the delivery note, you must deactivate this checkbox.

1. Click the Save button to close or save the delivery note.
2. If you have deactivated the checkbox Closed, you can edit the delivery time at a later time. See Editing delivery notes for more information.
3. If you have activated the checkbox Closed, the Delivery note check page is displayed.

   On the Delivery note check page, you can either confirm that the delivery was correct or issue complaints. The options available on this page depend on settings defined in the basic contract:

   Correct delivery:

   • If the delivery was correct, in the No more problems section, select the Delivered right option and click the Save button.
   • If the delivery was correct, but you want to complain about the goods delivered, in the No more problems section, select the Complain option and click Save.

   Incorrect delivery:

   If the quantities entered in the delivery note differ from the ordered quantities, various options are displayed for you to select how the incorrect delivery should be handled.

   For example, if too few items were delivered, the Short quantity section is displayed. In this section, you may, for example, decide to accept the partial delivery or to issue a complaint about the partial delivery. See Issuing a complaint for more information on the various options.

4. Select the appropriate options and click Save.

See also Editing delivery notes Creating complaints Complaints - Reasons and treatments Checking the automatic receipt of goods