Create a delivery order

This page is for anyone who prepares the paperwork for a delivery. To see how a delivery order relates to invoices and quotations first, read Deliveries and invoices.

Before you start

• You need Delivery Add. To deliver against an invoice or a quotation you also need to be able to edit it; with Own records only, that means your own.
• From an invoice: the invoice is issued and not voided.
• From a quotation: the quotation is Open or Accepted, and it is the current version.
• Decide how much of each line goes out on this trip. You can split a line over several deliveries.

Steps

From an invoice or a quotation

1. Open the invoice or the quotation.
2. In the Delivery card below the document, select Create delivery order.
3. The dialog lists the lines with Invoiced (or Quoted), Delivered and Remaining. Every line with something left is ticked at what remains, services included.
4. Untick the lines that are not going out, and change This delivery for a part delivery. It cannot be more than Remaining.
5. Check Deliver to — the contact’s shipping address, which you can change on the delivery order afterwards — and the Delivery date.
6. Select Create delivery order. The delivery order opens as a draft.

On its own

1. Select Delivery orders in the sidebar, then New delivery order.
2. Choose the Customer, and the Contact if there is one.
3. Under Items, search for a product or type a description, and enter the Qty. Add the Unit, Serial no. or Remark where they help. Select Add line for the next item.
4. Fill in Deliver to, or leave it blank to use the contact’s shipping address.
5. Select Create delivery order.

What happens next

The delivery order is a Draft. It has no number yet, but its quantities already count against the source, so nobody can deliver the same units twice. Open it to check the lines, then issue it. The source’s Delivery card shows the new delivered and remaining quantities.

Rules to know

• A delivery order has no prices, tax or totals.
• On a quotation, Remaining leaves out what has already been invoiced from it with Raise invoice. Deliver those goods from the invoice instead.
• When an invoice has credit notes, the dialog warns you. Credit notes do not change what is left to deliver, so check the quantities yourself.
• From a quotation with a billing plan, the delivery order is Delivery only: the plan’s invoices bill the work.
• A quantity takes up to four decimal places and must be more than zero.

Why it works this way

The paper matches what the customer ordered. A delivery order made from the invoice or quotation copies its lines, descriptions and units, so the customer signs for the same items they agreed to and are billed for. Nothing is retyped, so nothing is mistyped.

Every line starts ticked, services included. easySales cannot know what fits on today’s van. Starting from everything that remains and unticking what stays behind means a forgotten line is visible in the dialog, rather than missing from the paper.

Invoiced goods are delivered from the invoice. Once a quotation’s goods are on an invoice, the invoice is the document the customer pays against. Delivering from it keeps one count of what is delivered and what remains, so the quotation and the invoice never both show the same units waiting.

Work faster

• Accept what remains for a full delivery. The dialog opens with every remaining quantity filled in; check the Delivery date and select Create delivery order.
• Pick products on standalone lines. A line typed without a product needs one chosen later under Invoice as before it can be invoiced. See Invoice delivered goods.
• Add serial numbers where customers ask. A Serial no. prints in its own column, only when a line has one. See Issue and deliver.
• Insert your standard wording. Use a saved template under Terms and conditions puts in a saved text. See Standard templates.

Examples

Lending sample books. Orchard Dental wants to choose fabrics at its own clinic. Mei Tan selects New delivery order, chooses Orchard Dental as the Customer, and adds 3 fabric sample books and 1 tile board, with the Remark “Return by 30 October”. Nothing is to be billed, so the standalone delivery order simply records what left the studio and who signed for it.

A quotation that is already invoiced. Lim & Co raised INV-10000330 from Harbour Café’s quotation for 6 pendant lamps. When Daniel Lim opens the quotation’s Delivery card, the lamps show Remaining 0, because the invoice already covers them. He opens INV-10000330 instead, selects Create delivery order in its Delivery card, and the 6 lamps are offered.

Common questions

• Can I create a delivery order without an invoice or quotation? Yes. Select New delivery order in the Delivery orders list, choose the customer and add the lines yourself.
• Can I create a delivery order from a draft invoice? No. Issue the invoice first; a draft invoice can still change, so there is nothing fixed to deliver against.
• Why is nothing left to deliver on my quotation? Its lines are already delivered, or already invoiced with Raise invoice. Create the delivery order from the invoice.
• Can I deliver more than was invoiced? No. This delivery cannot be more than Remaining. Put extra goods on a new invoice, or on a standalone delivery order.
• Can I change the delivery address? Yes. Edit Deliver to on the delivery order; left blank, it uses the contact’s shipping address.
• Do services have to go on a delivery order? No. They are ticked so nothing is missed; untick any service you do not hand over.

Related

• Delivery orders
• Issue and deliver
• Deliveries and invoices
• Quotations and orders