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Delivery Receipt

Revision as of 12:29, 25 March 2022 by Gelo (talk | contribs)

Delivery Receipt

This module allows the user to keep track the status of the items to be delivered to the customer if it is on Preparing, Delivered or Cancelled.

Requirements before using Delivery Receipt
Delivery Receipt Record Status
Status Description
PREPARED If the Delivery Receipt has been created.
DELIVERED If the Delivery has been successfully delivered.
WITH INVOICE If the Delivery Receipt has been issued with an Invoice.
CANCELLED If the Delivery is cancelled.


Delivery Receipt Record List
Sales - Delivery Receipt - Record List.png


Creating Delivery Receipt
  1. Click Delivery Receipt under Sales Menu
  2. Under Delivery Receipt Menu, Click Add Delivery Receipt
  3. Fill up the necessary fields in the Header part
  4. Tick the Checkbox of the item/s to be delivered.
  5. Enter the quantity of the tick item/s to be delivered and enter its quantity
  6. Click Save
Sales - Delivery Receipt - Add.png


Creating Delivery Receipt Header Information
Field Description Expected Values
1.Delivery Number •Delivery Receipt Reference Number •Auto-Generated after creation
2.Customer •Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module
3.Sales Order Number •Sales Order Reference Number •Sales Order Reference
4.Document Date •Date when the transaction is issued. •Date
5.Target Shipping Date •Address where the items to be shipped. •Date
6.Warehouse •Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module
7.Shipping Address •Address where the items to be shipped. •Alphanumeric
8.Notes •Other remarks for the transaction •Alphanumeric
9.Item •List of Items to be delivered •Item List provided in the Item Master Maintenance Module
10 Description •Description of the Item •Alphanumeric
11.Warehouse •Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module
12.Available on Hand •Quantity available in the Warehouse. •Numeric
13.Quantity Left •Remaining quantity of the item to be delivered •Numeric
14.Quantity(Qty) •Quantity of items to be delivered •Numeric
15. UOM (Unit of Measure) •Unit of Measure of the Item •Types of Unit of Measure provided in the Unit of Measure Maintenance Module.

Notes:

  • The user can only edit the Delivery Receipt record if it is on PENDING status.
  • The Delivery will be automatically set to PARTIAL when:
    • When creating the transaction where the quantity available in the Warehouse is less than to the intended order.
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Customer Maintenance Module
  • Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Warehouse Maintenance Module.
Viewing Delivery Receipt
  1. Click Delivery Receipt under Sales Menu
  2. Under Delivery Receipt Screen, Select a record that needs to view its details. Click the drop-down arrow then click View
  3. The user can edit the Delivery Receipt as long as it is not yet delivered
Sales - Delivery Receipt - View.png
Editing Delivery Receipt
  1. Click Delivery Receipt under Sales Menu
  2. Select a Delivery Receipt record that needs to update its details. Click the drop-down arrow then click Edit.
  3. Update the necessary fields then Click Save
Sales - Delivery Receipt - Edit.png
Creating Delivery Receipt Header Information
Field Description Expected Values
1.Delivery Number •Delivery Receipt Reference Number •Auto-Generated after creation
2.Customer •Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module
3.Sales Order Number •Sales Order Reference Number •Sales Order Reference
4.Document Date •Date when the transaction is issued. •Date
5.Target Shipping Date •Address where the items to be shipped. •Date
6.Warehouse •Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module
7.Shipping Address •Address where the items to be shipped. •Alphanumeric
8.Notes •Other remarks for the transaction •Alphanumeric
9.Item •List of Items to be delivered •Item List provided in the Item Master Maintenance Module
10 Description •Description of the Item •Alphanumeric
11.Warehouse •Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module
12.Available on Hand •Quantity available in the Warehouse. •Numeric
13.Quantity Left •Remaining quantity of the item to be delivered •Numeric
14.Quantity(Qty) •Quantity of items to be delivered •Numeric
15. UOM (Unit of Measure) •Unit of Measure of the Item •Types of Unit of Measure provided in the Unit of Measure Maintenance Module.


Notes:

  • The Delivery Receipt will be automatically set to PARTIAL when:
    • When creating the transaction where the quantity available in the Warehouse is less than to the intended order.
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Customer Maintenance Module
    • Past Transactions with INACTIVE customer prior to its deactivation can still be used.
  • INACTIVE items in the record prior to its deactivation can still be used in the transaction.
    • The status of the item be seen in Item Master Maintenance Module.
  • Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Warehouse Maintenance Module.
    • Past Transactions with INACTIVE Warehouse prior to its deactivation can still be used.
Printing Delivery Receipt Record
  1. Click Delivery Receipt under Sales Menu
  2. Select a Delivery Receipt record that needs to print its details. Click the drop-down arrow then click Print.
Sales - Delivery Receipt - Print.png
Tagging Delivery Receipt as Delivered
  1. Click Delivery Receipt under Sales menu
  2. Select a Delivery Receipt record that needs to tag as Delivered. Click the drop down arrow then select Tag as Delivered
  3. Under Tag as Delivered Screen, Upload the file then click Attached.
  4. Click Attach.
Sales - Delivery Receipt - Tag as Delivered.png


Notes

  • The user can only tagged as delivered a Delivery Receipt if it is on PREPARED status
  • The user must attached a file as a proof of delivery in order to proceed.
    • The user may request for a feature that skip the attachment process.
Reverting Delivery Receipt to Prepared
  1. Select a Delivery Receipt Record that is on DELIVERED status
  2. Click the drop-down arrow then select Revert to Prepared.
Sales - Delivery Receipt - Revert to Prepared.png


Notes:

  • The user may only Revert the Delivery Receipt to Prepared if its on COMPLETE status
    • Delivery Receipt that has status of WITH INVOICE can only be reverted if the Sales Invoice record corresponding to it has been cancelled.
    • To cancel the Sales Invoice, the Auto-Generated Accounts Receivable from the Sales Invoice must be cancelled.
Cancelling Delivery Receipt Record

Delivery Receipt can be cancelled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Sales - Delivery Receipt - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Sales - Delivery Receipt - Cancel2.png
Exporting Delivery Receipt Record

1. Under Delivery Receipt Screen, Click Options

2. Under Options, The user may Export the record

  • When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.
Sales - Delivery Receipt - Export.png


Delivery Receipt Options
Actions Available base on Delivery Receipt Record Status
Status View Edit Print Tag as Delivered Revert to Prepared Cancel
PREPARED
DELIVERED
WITH INVOICE
CANCELLED

Notes:

  • The user can only cancel the Delivery Receipt record if it is on PREPARED status.
  • The Delivery Receipt Status will be changed to WITH INVOICE when after delivered, it will be tagged to Sales Invoice Module.
  • You can Revert to Prepared the Status of Delivery Receipt if it is on COMPLETE status.
  • Records that has WITH INVOICE status can only be reverted to Prepared if the Sales Invoice entry has been cancelled.
Categories:
Modules
Sales Sales Quotation | Sales Order | Delivery Receipt | Sales Invoice
Financials Accounts Receivable
Maintenance Customer | Item Master | Warehouse