Creating delivery notes is a crucial step in managing the dispatch and delivery process within SIX ERP, mirroring the system's approach to generating client purchase orders (POs) but tailored specifically to the logistics of sales and delivery workflows. This manual offers a detailed walkthrough on how to create a delivery note in SIX ERP, utilizing the system's capabilities to enhance your business operations efficiently.
Delivery Notes document the details of goods dispatched to a client. Ensure that all relevant order and client information is accurately recorded in SIX ERP before proceeding. For additional details, visit Customer > Customers, select the respective client, and verify that all information, including Billing and Shipping Information, is correctly set.
Please note that while SIX ERP allows for the creation of delivery notes from scratch and through manual input, this method is not considered best practice. To ensure consistency, accuracy, and efficiency in your workflow, it is recommended to utilize the automated conversion flows that the system offers. Transforming documents such as purchase orders into delivery notes through these automated processes minimizes the risk of errors and streamlines the delivery management process. Leveraging these built-in conversion flows ensures that your delivery documentation is aligned with the preceding documents, enhancing the overall coherence and reliability of your operational documentation.
Navigate to Delivery Notes: Find Sales > Delivery Notes in the left Menu bar to access the Delivery Note module within SIX ERP.
Create New Delivery Note: Search for a button labeled “CREATE NEW DN”. Clicking this button initiates the creation process.
Since delivery notes are normally tied to specific orders, normally you would create a Delivery Note from another document. In case of a new Delivery not, it imposes no ties to any other document. Therefore, there will be no relations prior to the Delivery note.
Select and add the client, and fill in the required fields marked with a *.
It’s crucial to ensure that delivery notes are linked with the correct client orders within the system. For this reason we suggest using the automated conversion eg. from Purchase Orders or Estimates to create Delivery Notes.
Enter the details of the products or services being delivered. This typically includes descriptions and quantities. Note that the available fields in Delivery Notes depend on the system setup; normally, only quantities are mentioned, but according to requirements, fields can be added or removed.
Selecting an appropriate status for each delivery note is essential for tracking the delivery process accurately. The statuses available for selection are:
Waiting: Indicates that the delivery note is prepared but the dispatch process has not yet started. Use this status for delivery notes that are ready but are awaiting the next step in the delivery process.
Sent: This status is used when the goods have been dispatched from your location but have not yet arrived at their destination. It marks the beginning of the transit process.
Cancelled: Use this status if the delivery has been halted or cancelled for any reason. This status is crucial for tracking orders that are not going to be completed as initially planned.
Partially Delivered: This status applies when only some of the items listed on the delivery note have been delivered to the client. It's useful for tracking deliveries that are completed in multiple shipments.
Delivered: Signifies that all items on the delivery note have been successfully delivered to the client. This status concludes the delivery process for the delivery note in question.
Correctly setting the delivery note status ensures accurate monitoring of each order's progress, from preparation through to successful delivery or cancellation.
Save the Delivery Note: Confirm all details are saved within SIX ERP.
Send the Delivery Note: Utilize SIX ERP’s integrated communication tools to email the delivery note directly to the client (Save & Send), or download and send it using an external method.
Save and Process Later: If further processing of your delivery note is needed, use Save and Send Later.
After issuance, it's important to monitor the delivery note through its lifecycle, from dispatch to delivery. SIX ERP facilitates tracking the status, updates, and any modifications to the delivery note, ensuring transparency and efficiency in order management.
In SIX ERP, creating a delivery note can transition seamlessly from various stages of the sales process. From the Split Screen Preview Window, users have the convenience of directly converting estimates/proformas, purchase orders, or invoices into a delivery note by utilizing designated buttons designed for this purpose.
This integrated functionality supports a smooth progression from initial cost estimation or sales agreement (estimates/proformas, purchase orders) and requests for payment (invoices) directly into formalizing the dispatch of goods through a delivery note.
The configuration of delivery notes in SIX ERP is adaptable, allowing for customization based on specific business requirements. Typically, delivery notes focus on listing the quantities of items being shipped to ensure clarity and accuracy in the delivery process. However, the fields available on a delivery note can be tailored during setup, providing the flexibility to include or exclude additional information as needed. Whether it's adding detailed product descriptions, batch numbers, or removing unnecessary fields to streamline the document, SIX ERP's setup options ensure that your delivery notes can be precisely aligned with your operational needs and customer expectations. This customization capability highlights the system's versatility in accommodating diverse business practices and reporting standards.
Creating a delivery note in SIX ERP is an integral part of the sales and delivery process, documenting the transfer of goods to clients. By accurately selecting the client and order, inputting the correct product or service details, and choosing the appropriate status, businesses can effectively manage the delivery aspect of sales transactions. Remember, delivery notes serve as an essential record of the dispatch process; thus, their accurate creation and management are paramount. With this comprehensive guide, you’re equipped to navigate the delivery note creation process within SIX ERP, streamlining your business's operational workflow.