Delivering a sales order

Every order can be delivered. Delivery means a service has been performed or a good was supplied. The customer usually acknowledges receipt of the service or good by signing a delivery note.

A delivery can be considered as a pre-billing element that can be managed by a project manager. The delivery will decrement the order and will therefore have to be validated and converted to an invoice.

From a sales order, two delivery options are available to you: on quantities or on the amounts.

Reference

A delivery note can be sent by email - to the company's employees or customer's contacts - for electronic signature. For more information, refer to Signing a document electronically.

Reminder:

Delivery on quantities is possible if the quantities in the lines exceeds 1.

An order can be totally or partially delivered. When the delivery is partial, an order remainder is generated. The remainder keeps the order number and the delivered order is renumbered.

1 From a sales order, go to Edit > Deliver the order on quantities.
2 In the Deliver the order on quantities screen, check if the information on the delivery is correct.
3 Modify the delivery and expected billing dates or keep the one entered by default.
4 In the table below, modify the quantities to deliver if needed.
5 Click on:
  • All lines, to automatically enter the delivery rate in the lines with the quantity ordered. We recommend you use this option if the order must be completely delivered.
  • Selected lines, to enter quantities to be delivered separately.
  • No line, to reset the quantities to be delivered.
6 Click on Create the delivery to create the delivery, validate the order lines and deliver.
  • Click on Yes to directly validate the delivery.
  • If the delivered order lines are recurrent and the sold product is linked to a service, then click on Yes to generate the contract(s) when delivering the order.

The newly-created delivery's record sheet opens.

Reminder: delivery on the amounts is possible if the quantity in the lines is equal to 1.

1 From a sales order, go to Edit > Deliver the order on the amounts.
2 Follow the same procedure as in Deliver the order on quantities.
1 From the order search results, or from the Lines tab of an order, select the lines to deliver. The lines to be delivered must belong to the same order.
2 Right-click on the selection then click on Deliver the selected lines.

The multiple delivery window opens.

Order number, Order date and Expected.

Current order information

These information are given for your information and cannot be modified.
Delivery date

Specify the date that will be specified in the Delivered on field in the new delivery header.
Expected billing date

Specify the date that will be specified in the Delivered on field in the new delivery header.
Sales order number created Specify the number of the new order received automatically created when delivering the lines.
Period from xx to xx

Specify the period that will be specified in the Period from and to fields on the lines of the new reception.
Create a delivery per line

Check this box if you want to generate as many deliveries as order lines to receive.

Otherwise, leave this box empty and only one reception will be created for all order lines to receive.
3 Click on Validate and confirm action.

Order lines are delivered.

The administrator uses this feature when, by error or during the manual retrieval of data, an invoice was issued irrespective of the procedure to follow when delivering an order then billing the delivery.

1 From the delivery screen, go to Edit > Administration > Mark the delivery as billed.
2 Enter the delivery date before validating your choice.

Timesheets can be linked to a delivery note.

1 From a delivery's Linked timesheets and expenses tab, select one or several timesheets in the List of time linked to the delivery note.
2 Right-click on your selection, then click on Link the selected time lines to the DN.
3 Click on Yes to validate the linking.

The selected timesheets are linked to the delivery note and are displayed in the List of time linked to the delivery note.

To dissociate timesheets, right-click on the relevant lines in the List of time linked to the delivery note, click on Dissociate the selected time lines from the delivery note, then validate the dissociation.

DMF 020435 SALES DELIVERIES LINK INVOICE TO DELIVERY NOTE

An independent invoice can be linked to a delivery note:

  • validated and not-billed;
  • marked as billed, with no associated invoice.
1 From a delivery's record sheet, click on Edit > Link invoice to delivery note.
2 In Invoice to attach, select the invoice in the help list. This list contains all the sales invoices (or credit notes) linked to the delivery, that were booked but not yet linked to a delivery.
3 Click on Validate.

The selected invoice is linked to the delivery note and the delivery is marked as billed. The invoice's date is retrieved as the delivery's billing date.

DMF

020438 SALES DELIVERIES ADD DELIVERY TO EXISTING INVOICE

020502 SALES INVOICES MODIFY

An unbilled delivery note can be added to an existing invoice in order to add the lines of the delivery note to the invoice.

The invoice and the delivery note must have:

  • The same customer;
  • The same delivery site;
  • The same billing site.

The invoice must not be booked either.

1 From an unbilled delivery note, go to Edit > Add to existing invoice.
2 In the Invoice field, select the invoice. The help list contains all invoices matching the conditions listed before.
3 Click on Validate.

The delivery note is added to the invoice:

  • The delivery note contains the Billed indication in the header.
  • The lines of the delivery note are added to the invoice.
  • In the History section under the Header tab of the delivery note, the invoice is displayed as a linked invoice.
  • In the History section under the Header tab of the invoice, the quotation and/or the order from which the delivery note was created is displayed as a linked management object.
  • The billing date of the delivery note is the same as the invoice's.
  • If the project, phase or sub-phase are different in the invoice and in the delivery note, the invoice adapts automatically by becoming multi-project, or sigle-project/multi-phase.

You can create several delivery lines from a single line.

1 In the delivery screen, go to > Split a delivery by quantity / by amount.
2 In the Split the delivery screen, go to Edit > Validate delivery splitting.
DMF 020418 SALES DELIVERIES CANCEL
1 From the delivery screen of your choice, go to Edit > Administration > Cancel.
2 Enter the Cancellation date.
3 Click on Validate, then confirm the cancellation.

The delivery is canceled.

If the delivery referred to the entire order, already marked as Delivered:

  • the canceled delivery is marked as Canceled;
  • a delivery with negative values is automatically created and displayed as Canceled;
  • the initial order's status changes from Delivered to Canceled;
  • an order with negative values is automatically created and displayed as Canceled;
  • a non-validated order is created with positive values.

If it is a partial delivery, the initial order is divided into two orders: one order that is delivered with the delivery's amount, and one order that is not delivered with the remaining amount. If the partial delivery is canceled, the delivered order is the only one impacted.

DMF

020436 SALES DELIVERIES MODIFY DELIVERY SITE ON VALIDATED DELIVERY NOTE

020240 SALES DELIVERIES MODIFY BILLING SITE ON VALIDATED DELIVERY NOTE

Prerequites: The delivery must be Not billed.

1 From the Header of the delivery > Customer and Addresses section:
  • Click on the icon > Change order address / Change billing address, or
  • or go to Edit > Administration > Change addresses > Change delivery address or Change billing address.
2 If the delivery:
  • has not been billed, the delivery or billing site can be modified and the VAT is recalculated.
  • has been billed, the delivery or billing site can only be modified if the new site is located in the same country as the previous site.
3 Click on Save.

The delivery or billing site is modified.

DMF 020439 SALES DELIVERIES BATCH UPDATE

Prerequisite: The VEN_RUB_LIB management rule must be enabled.

Prerequisite: Custom data must be created (see Custom data).

Custom data can be modified on multiple objects or third parties at once.

1 Start a search and select the results to modify.
2 Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

3 Check the custom data to modify and enter the new value for each checked element.
4 Click on Validate.

Custom data are modified in the selected management objects.

You can postpone billing dates for multiple deliveries from the search results:

1 From the deliveries search results, select the deliveries to postpone and right-click.
2 Click on Postpone expected billing dates.
3 In the postponement window, check the desired postpone type:
  • By period to set the period at which the billing date must be postponed. If the number is not entered, the date will not be postponed.

Example

To postponed the date in 3 weeks, enter 3 in Number and check Week.

  • On a specific date to select the specific date until which the date must be postponed.

Tip

To empty the date, check On a specific date then leave the date field empty.

4 Validate.

Billing dates are postponed.

  • From a delivery, go to Edit >Delete.

Depending on the type of delivery, deleting:

  • reconstructs the sales order from which the delivery was generated, if the delivery is of DEL type;
  • switches the status of the delivered time lines from "Billed" to "Validated", if the delivery is of TIM type;
  • switches the status of the delivered expense report lines "Billed" to "Validated", if the delivery is of EXP type;
  • marks the purchase invoice line as "Not billed" ("Rebilled" box not checked) if the delivery is of PUR type;
  • recalculates the next maintenance contract's due date if the delivery is of CRTM type.

A delivery can be deleted only if it is not billed.