Deliveries, delivery notes and payments CEO / Admin
A wholesale sale is tracked as four separate quantities per order line: ordered, shipped, acknowledged by the customer at receipt, and invoiced. None of them overwrites another: what remains is calculated. Money received is tracked separately, as payments applied to the invoice.
Access
- The order page (Sales & CRM → Orders → an order) shows the balances, the delivery notes and the closing.
- The invoice page (Sales & CRM → Invoices → an invoice) shows the payments.
- Creating an invoice linked to an order offers "Invoice from a delivery note".
- The Price list page (Sales & CRM → Price list) holds the dated selling prices.
| Action | Required right (sales module) |
|---|---|
| View balances, delivery notes and payments | Sales read |
| Create a delivery note, enter its loading (counts, recipient), record a payment | Sales create |
| Enter the receipt of an approved or delivered delivery note | Sales update |
| Confirm a payment recorded by someone else | Sales approve |
| Open a tariff | Sales create |
| Close a tariff | Sales update |
Each button appears only with the matching right: without the update right, the Receipt button does not appear. If an action is missing, check your access with the administrator.
1. Order balances
For each order line:
| Column | What it counts |
|---|---|
| Ordered | The quantity of the order line |
| Shipped | Approved or delivered delivery notes |
| Acknowledged | What the customer acknowledged at receipt |
| Invoiced | Invoice lines linked to this line, cancelled invoices excluded |
| Left to ship | Ordered − shipped − in preparation (delivery notes still in draft) |
A negative remainder shows as "Delivered over". A difference at receipt shows in red and blocks nothing. It reads received − shipped: a shortage is negative, as on the receipt screen.
2. The delivery note
Create
The Create a delivery note button appears on a confirmed order that is not closed yet, when something is left to ship.
- Lines start from what is left to ship. Set to 0 whatever does not leave with this load.
- The unit is the unit of the order line. A delivery note carries one unit only: to ship two units (for example drums and cans), make two delivery notes. The two counts stay separate end to end.
- Enter the number of containers and the grade of each line, then the recipient (required).
- An order line in a unit that is not a production unit is flagged: it does not go through a delivery note.
Loading (draft delivery note)
- Controller counts: each controller enters the number of containers counted. The difference with the lines of the delivery note shows in red, without blocking.
- On behalf of, the recipient's identity document and the loading times.
- The identity document number is typed masked. It appears in no list and no export; it is shown only on request, with the eye button.
- A field left empty does not change the value already saved.
Approve
The delivery note is approved in the delivery notes list (Inventory & Stock → Delivery Receipts), reached through the "Approve in delivery notes" link on the order page. Once approved, its lines and counts no longer change: only the receipt is entered.
Receipt
The Receipt button opens the lines of the approved or delivered delivery note. For each line:
- the received quantity starts from the shipped quantity;
- a difference requires a reason;
- the difference stays counted in containers, never converted.
3. Invoice from a delivery note
When creating an invoice linked to an order, the Invoice from a delivery note section lists the approved or delivered delivery notes. Add this delivery note takes over its lines:
- the acknowledged quantity when entered, otherwise the shipped quantity;
- if the order states that the quantity is fixed at loading, it is always the shipped quantity;
- if it is fixed at receipt and a line is not acknowledged yet, that line is invoiced at the shipped quantity, and a warning says so;
- price and VAT come from the order line.
Each invoice line keeps its order line, its delivery note line and the basis used: this is what the Invoiced column of the balances counts.
An order carries a single non-cancelled invoice, so several delivery notes are invoiced together. The first note added replaces the lines taken from the order; the next ones are appended. A note already added shows "Already added" and cannot be added a second time.
4. Payments
On the invoice page, Record a payment: amount, date, method (cash, bank, mobile money, other), reference and, when relevant, the cash movement that received it.
- A recorded payment is awaiting confirmation. Someone else, with the approve right, confirms it. The person who recorded it cannot confirm it.
- Confirmation applies exactly to the values shown. If the payment changed in the meantime, it is refused: review it, then confirm.
- The balance due of the invoice is calculated from confirmed payments.
- A mistake is corrected by a reversal, never by deleting. It is confirmed by someone else, like a payment.
Each payment shows its accounting state. "To be posted" gives its reason: no treasury account set for this payment method, or the cash day of the movement not validated yet. A payment linked to a cash movement is posted by the cash journal.
5. Closing the order
- Mark delivered: a shipped order becomes "Delivered".
- On a delivered order with nothing left: Complete the order.
- On a delivered order with a remainder: Settle the remainder, with a required reason (500 characters at most). The order becomes "Completed", the remainder is no longer expected, and the reason is kept with the order.
- While a delivery note in preparation (draft) is open, neither Complete the order nor Settle the remainder is offered: approve or cancel it first.
6. Dated price list
Sales & CRM → Price list lists the dated selling prices by product, grade and unit, with their period, their source and their status: Upcoming, In force or Closed.
- New tariff: product, grade (optional), unit, unit price, first day, last day (optional) and Source of the price, required: no tariff without an origin. The currency is the one of your organisation.
- A tariff without a grade is a tariff in its own right. It does not apply to grades that have no tariff of their own.
- Two tariffs for the same product, grade and unit never overlap. To change a price, Close the tariff in force on its last day (included), then open the new one from the day after.