Delivery Note¶
For whom: office staff and shipping · Where: Admin → Stock → Delivery notes tab
The delivery note is the document for goods leaving the house: with number, delivery address, items including serial numbers and a PDF that always looks exactly the same.
Prerequisite
The Delivery notes tab appears with the merchandise management module. Creating and issuing requires the Delivery notes and shipping permission, see Permissions overview.
Der Lieferschein ist kein Frachtpapier
Er begleitet die Ware und weist aus, was geliefert wurde. Frachtbrief, Gefahrgutpapiere und Versicherungsnachweise stellt der Spediteur — DiKAS erzeugt sie nicht.
1. Create a delivery note¶
Admin → Stock → Delivery notes → "New delivery note"
- Select the customer — name and delivery address are taken over.
- Add items: search for the article, enter the quantity.
- If an article tracks serial numbers, the scan field appears — scan or type the numbers of the devices that are to be delivered.
- Save.
The document is then in the Draft state.
Reservation is not a stock deduction
Reserved devices change to Reserved — they remain in the house, and the stock level does not change. It only falls on issuing. Anyone who removes an item again thereby releases the devices.
The delivery address is a copy
It is taken from the customer master data when created and then stays on the document. If the customer moves later, the old delivery note does not change — which is exactly what a document is supposed to do.
2. Issuing¶
"Issue" in the opened document. The following then happens, in this order:
- The document draws its number (
LS-0001). - The reserved devices change to At customer, the stock level falls.
- The PDF is created and stored on the document.
- If desired, the mail goes to the customer.
The number is created on issuing
A draft has no number. A second click on "Issue" draws no second one — the document keeps the one it has. An issued document also can no longer be changed in content.
The delivery note shows no prices
On paper there are quantity and description, not the value. Serial numbers and set components appear as a sub-line below the description.
The states¶
| State | Meaning |
|---|---|
| Draft | Created, devices reserved, no number |
| Packed | The packing station has completed the document |
| Issued | Number assigned, stock booked, PDF stored |
| Shipped | Carrier and tracking number are recorded |
| Delivered | Arrived at the customer |
| Cancelled | Withdrawn, with reason |
Packing happens before issuing. An already issued document can no longer be scanned at the packing station.
3. PDF and mail¶
- Print always delivers the same PDF from storage for an issued document — word for word what the customer received.
- A draft gets a preview without a number. It is meant for checking, not for handing over.
- Send by e-mail sends the stored PDF to the customer's address.
Two mails, not one
The document mail goes out on issuing and carries the PDF; the shipping notice goes out later on shipping, with carrier and tracking number and without an attachment. On issuing, the tracking number does not exist yet, and on shipping the customer has long had the PDF.
If the customer has no e-mail address, DiKAS reports this and sends nothing.
4. Cancelling¶
"Cancel" in the opened document, with a reason — it is mandatory.
| The document was | What the cancellation does |
|---|---|
| Draft | The reserved devices go back to In stock; the stock level had never fallen |
| Issued or later | Exactly the devices of this document go to Back in stock; the stock level rises again |
The number stays on the document
A cancelled delivery note keeps its number. The customer has a paper with this number in hand — recycling it would mean two different deliveries carry the same number.
Brought back are exactly the devices of the document, not a quantity. If another device of the same article has been delivered in the meantime, it is unaffected.
A practical example¶
The customer orders three register terminals.
- New delivery note for the customer, item "Register terminal" with quantity 3, scan three serial numbers, save. → three devices Reserved, stock level unchanged.
- Shipping packs the document against the target list. → State Packed.
- Issue →
LS-0001, devices At customer, stock level falls by 3, PDF is on the document. - Send by e-mail → the customer has the PDF.
- After handing over to the parcel service: enter the tracking number, see Packing and shipping.
When something does not work¶
| Message or observation | Cause | What to do |
|---|---|---|
| The Delivery notes tab is missing | Merchandise management module is not switched on | Switch on the module |
| The document has no number | It is still a draft | Issue |
| The stock level did not fall on creation | That is as intended — a reservation is not a stock deduction | Issue |
| The document can no longer be changed | It is issued | Cancel and create anew |
| The state change is rejected | The step is not allowed from the current state | The message names the possible next states |
| "Please provide a reason." when cancelling | The reason is mandatory | Enter a reason |
| Shipping reports that there is nothing to reserve | The draft does not carry any serial numbers yet | Add the numbers to the document first, then pack |
| The mail does not go out | The customer has no e-mail address | Add the address in the customer master data |
| Quantities without serial numbers do not change the stock level | The delivery note only books off devices with serial numbers | Book off stock articles without serial numbers via the register or a stock booking |
Next steps¶
- Packing and shipping — target list, cartons and tracking number
- Sets — what appears on the delivery note when a bundle is delivered