Issue and deliver

This page takes a delivery order from draft to delivered. For what each status means, read Deliveries and invoices.

Before you start

You need Delivery Edit to issue, change, deliver and cancel a delivery order, and Delivery Delete to delete a draft. With Own records only you work with the delivery orders you own.

Steps

1. Open the delivery order. The main button at the top follows its status.
2. On a Draft, select Edit to check the lines and the details, then Issue. It takes its number, by default starting DO-, and today’s date, and the customer’s details are fixed as they are now.
3. Hand the delivery order over with the goods, with the Driver and Vehicle filled in if you use them.
4. When the customer has the goods, select Mark delivered. Enter Delivered on — not before the delivery order date, not after today — and Received by, then select Mark delivered.
5. In the Signed copy card, select Upload signed copy to attach the signed paper or a photo of it.
6. To withdraw an issued or delivered order, choose Cancel delivery order in the ··· menu and give a Reason. To discard a draft, choose Delete draft instead.

To mark many orders delivered at once, tick them in the Delivery orders list, select Mark delivered and enter the Delivered on date. Orders that are not issued, or that are dated after that day, are skipped, and the message tells you how many. Received by is not asked for in a batch; add it on each order afterwards.

To hand an order to a colleague, choose Change Owner in the ··· menu; Owner history in the same menu lists its earlier owners.

What happens next

• Issued: the order has its number. You can still change its lines, within what remains to deliver, and its details.
• Delivered: the lines are locked. Only Driver, Vehicle, Remark and Received by can still change. The order can now be invoiced if it came from a quotation or stands alone; Create invoice becomes the main button.
• Cancelled: the order stays in the list with its history and its reason, and its quantities go back to the invoice or quotation it came from.

Print a delivery order

Select PDF at the top of the page to open the delivery order in a new tab, on any status, a draft included. It needs Delivery View, and there is no Word download. The layout is the Delivery order design under System settings → Document settings: the built-in design, a form design or a Word file you upload.

• It is headed DELIVERY ORDER and lists the items and quantities with no prices, tax or totals; a serial number column appears only when a line has one.
• Deliver To is the order’s delivery address, or the customer’s billing address fixed at issue.
• Header lines with no value, such as Driver or Vehicle, are left out. A draft has no number.
• The receipt block — “Received the above in good order and condition”, signature, name, date and company chop — stays on one page. Your design can reword it or leave it out.
• A draft prints a red DRAFT stamp and a cancelled order CANCELLED; issued and delivered orders none.

Rules to know

• A delivery order needs at least one line before it can be issued.
• A draft is deleted, never cancelled; an issued order is cancelled, never deleted.
• An order turned into an invoice cannot be cancelled until that invoice is voided, deleted while it is still a draft, or the line is removed from it.
• A line already invoiced cannot be removed, or lowered below the invoiced quantity, until the invoice is voided or its draft deleted.
• A Signed copy can be attached only to a delivered order: PDF, image or Office files, at most ten. A cancelled order keeps its files to download, but no file can be added or removed.
• The history tab records every change, the issue, the delivery and the cancellation.

Caution

Cancelling cannot be undone. To deliver again, create a new delivery order.

Why it works this way

A delivered order matches what the customer signed. Once the goods are received, the customer’s signed paper is the record both sides hold. Locking the lines keeps your copy identical to theirs; a wrong delivery is corrected by cancelling it and raising a new one, so both versions stay on file.

The delivered date is the day the goods arrived. You may record it days later, so easySales asks for the real day, never in the future and never before the delivery order date. When you invoice the goods with Create invoice, that date fills the invoice’s supply date where your tax settings show one, so the sale lands in the right period.

Issuing fixes the customer’s details. The paper that went out shows the address and contact as they were that day. A later change to the account does not rewrite a delivery already made, so a reprint still matches the signed copy.

Work faster

• Print the draft to check it. PDF works on a draft too, stamped DRAFT, so you can check the layout before you issue.
• Fill in Driver and Vehicle before printing. Empty header lines are left off the paper, so add them first if the customer’s site asks for them.
• Upload the signature from your phone. Open the delivered order on a phone and select Upload signed copy to attach a photo of the signed paper.
• Mark a day’s deliveries together. Tick the issued orders in the Delivery orders list and select Mark delivered. See Delivery orders.
• Go straight to the invoice. On a delivered order from a quotation or a standalone one, the main button is Create invoice until everything on it is invoiced. See Invoice delivered goods.

Examples

A delivery from start to finish. Mei Tan creates DO-10000040 from Harbour Café’s invoice for 5 of its 8 bar stools. She fills in the Driver, issues the order and prints it for the van. The café manager, Jason Ong, signs for the stools on 20 October. Back at the studio, Mei selects Mark delivered, enters 20 October and “Jason Ong” under Received by, and uploads a photo of the signed paper. The invoice’s Delivery card shows the stools as Delivered 5, Remaining 3 (8 − 5).

Correcting a delivered quantity. The same afternoon, Mei learns that only 4 of the 5 stools on DO-10000040 arrived undamaged, and the café signed for 4. The lines are locked, so Mei cancels DO-10000040 with the reason “One stool damaged; 4 received”. The 5 stools go back to the invoice, showing Remaining 8. She creates DO-10000041 for 4 stools, issues it and marks it delivered on 20 October, received by Jason Ong. The card now shows Delivered 4, Remaining 4 (8 − 4).

Common questions

• Can I change a delivery order after it is delivered? Only the Driver, Vehicle, Remark and Received by. To correct anything else, cancel it and create a new one.
• Can I record a delivery on an earlier date? Yes. Delivered on takes any day from the delivery order date up to today. The delivery order date is the day it was issued, so issue it before the goods go out.
• Why can’t I cancel a delivery order? It has been invoiced with Create invoice. Void that invoice, or delete it while it is a draft, and then cancel the delivery order.
• How do I attach the customer’s signature? Once the order is delivered, select Upload signed copy in the Signed copy card: up to ten PDF, image or Office files.
• Can I print a delivery order before issuing it? Yes. A draft prints with a DRAFT stamp and no number.
• Can I print a delivery order without the signature block? Yes, if your Delivery order design leaves it out. See Letterhead and designs.

Related

• Create a delivery order
• Invoice delivered goods
• Delivery orders
• Keeping records