Delivery Notes

Overview

Delivery Notes are used to manage deliveries to customers.

When a Sales Order or Work Order is copied to a Delivery Note, the Specification is copied to the Item's Note field.

A red warning is displayed for the following: Customer blank, Address Blank, Contact Blank, or the Item count is exceeded for Digital Deliveries.

Navigation: Main Menu > Customers > Delivery Notes

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click a username to edit the record > Settings (tab)

• Copy Rules > Delivery Notes - Copy to Customer Invoice: The options are Yes or No.

• Copy Rules > Delivery Notes - Copy to Materials Movement (Issue): The options are Yes or No.

• Copy Rules > Sales Orders - Copy to Delivery Note: The options are Yes or No.

• Copy Rules > Work Orders - Copy to Delivery Note: The options are Yes or No.

• Default Templates > Delivery Notes: Allows a template to be selected that applies to the particular user.

• Default Transactions View > Delivery Notes: Sets the default list view when delivery notes are accessed. The options are:

  • Today

  • All Pending

  • All Active

  • All Pending & Active

• Delivery Notes > Deleting Allowed: The options are Yes or No.

• Delivery Notes > Access Allowed: The options are Yes or No.

• Delivery Notes > Delivery Notes Batch Update - Access Allowed: The options are Yes or No.

• Delivery Notes > New Allowed: The options are Yes or No.

• Tracker > Digital Delivery Notes - Access Allowed: The options are Yes or No.

General Settings

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

• Delivery Notes > Digital Deliveries: Notification sets Status to...: Provides a dropdown list of statuses for users to select one.

• Delivery Notes > Digital Deliveries: Send Notification when Status is...: Provides a dropdown list of statuses for users to select one.

• Delivery Notes > Group Delivery Note batches by Date and Time: Options are Yes or No.​

See Tracker for additional settings applicable to the Tracker App.

Batching Delivery Notes

• Delivery Notes can be batched according to Status, Assigned, Date and Time. 

• Delivery Notes must be in an Active Status to be displayed on the Tracker App.

• Batches are shown on the Tracker App.

• A Batch selection is provided in the Data Filter, which includes options for All, Unassigned and any of the Active Batches. 

• When a Batch is selected, the Delivery Notes can be ordered by right clicking a Delivery Note and selecting Move Up (Ctrl + U) or Move Down (Ctrl + D).

• Output of Batches, in the correct order, is supported using the Data Pipeline: DN_All.

How to Create a Digitally signed Delivery Note

Delivery notes can be signed digitally using the Tracker app. Delivery notes cannot be edited in the Tracker app. Any edits on the desktop are displayed on the Tracker if the user is working online.

The digitally signed Delivery Note can be Output using the SIGNDOC field in the Delivery Note module (pl_Signed) as well as in the Customer Invoice module (CI_Linked_Del).

1. Log in to the Tracker application and click Deliveries.

2. Enter your PIN and click Login (button).

3. Select a Delivery Batch (If it differs from the default selected Batch).

4. Select a Delivery Note from the list of Active Delivery Notes.

5. Select the Items and optionally update the Quantity to be delivered.

6. Click the Sign (button) and let the Customer enter their name and sign in the block provided.

7. Click the Clear (button) to clear the Signature.

8. Click the Save (button) to complete the process. The signed Delivery Note will be uploaded to the live database, and the Delivery Note will be set to Complete.

Digital Delivery Note Notifications

An automatic Delivery Notification can be sent to clients as soon as they have received the goods. The HTML email notification is sent from BOS Server depending on these settings:

• Delivery Notes > Digital Deliveries: Send notification when Status is... (Select Status)

• Delivery Notes > Digital Deliveries: Notification sets Status too... (Select Status)

BOS Server Setup for Emails

Use the following SQL to generate the HTML Email Notification that a Delivery has been completed. 

select

N.SUBJECT,

N.EMAIL_TO,

N.EMAIL_CC,

N.EMAIL_BCC,

N.BODY

from NOTIFICATION_DELIVERIES N

• The email notification can be customised if NOTIFICATION_DELIVERIES is not used.

• The Email is sent to the Contact person on the Delivery Note.

• Additional recipients can be manually added to the CC and BCC fields.