Skip to main content

Create a Delivery Note

Overview​

This feature allows you to create delivery notes by setting the product amount and quantity, various costs, and basic delivery information according to the transaction details for each buyer.

You can create delivery notes from five types of data sources.

Purpose​

Standardizing the delivery note creation process eliminates differences between personnel, helping to prevent business operations from becoming dependent on specific individuals.

Since delivery notes can be created based on existing data, the range requiring manual input is minimized, which also leads to a reduction in input errors and operational mistakes.

Feature Description​

Data sources for creating delivery notes​

Delivery notes can be created from the following five types of data sources.

The reference data, input specifications for SKU details, and setting items vary depending on the data source.

Data sourceDescription
Backlog SKUSelect delivery items and enter details based on Backlog SKU data created from orders.
Paid Backlog SKUSelect delivery items and enter details based on Backlog SKU data created from credit card payment orders. Used in environments utilizing Stripe credit card payment integration.
Confirmed OrderEnter details based on confirmed orders. All SKUs included in the order confirmation are subject to delivery.
Partner InventorySelect delivery items and enter details based on partner inventory.
Original (Without data source)Select delivery items and enter details directly from the product master without referring to document-derived data. Currency, transaction terms (wholesale rate, discount rate, etc.), and billing terms (deposit terms) are set for each delivery note.

Available options in delivery notes​

The available options for the following items are determined by the maker's Core Preferences.

  • Selectable currencies
  • Selectable transaction terms
  • Selectable billing terms

Options for the tax to be applied are determined by the maker's tax settings.

For details on the maker's core settings and tax settings, refer to the following operation manuals.

Inventory Operations​

You can perform Inventory Operation (inventory transfer) processing at the same time as creating a delivery note.

As a prerequisite, inventory mapping rules must be configured.

For details, refer to Configure Inventory Mapping Rules.

Details that can be added to delivery notes​

The following details can be added to a delivery note.

  • SKU: Based on the data source, SKU details for delivery items can be added. You can customize the wholesale price and applied tax.
  • Custom item: Items that do not exist in the product master can be added as custom items.
  • Shipping Fee: Shipping fees specific to the delivery note and shipping fees stocked for each order can be added.
  • Other fee: Other fee such as cash-on-delivery fees or repair costs can be added. You can also enter a negative amount to treat it as a discount.

Basic information to set in delivery notes​

The following items are set as basic information for the delivery note.

  • Delivery address
  • Delivery Invoice No.
  • Delivery Date
  • Billing availability
  • Note
  • Comments in the PDF
  • Tags

Automatic generation rules for Delivery Invoice No.​

You can specify whether the Delivery Invoice No. is generated automatically or customized manually.

When generated automatically, it is created based on DEXTRE's standard rules or the document numbering rules set for the brand.

For details on document numbering rules, refer to Configure Document Numbering Rules.

Relationship with invoice creation​

A delivery note can be set as Non-billable.

If set to non-billable, it cannot be referred to as a data source when creating an invoice.

Furthermore, since paid Backlog SKUs are Paid, they are fixed as Non-billable.

Instructions​

Navigating to the delivery note creation screen​

  1. Click Transactions > Delivery Management.
  2. Click Create Delivery Invoice.
    You will be redirected to the "Create a New Delivery Invoice" screen.

How to fill out the form​

Selecting a buyer and data source type​

  1. Search Buyers
    You can search for the buyer for whom to create the delivery note by narrowing down each item.

  2. Select a buyer
    Click the Select button for the buyer you wish to create a delivery note for.

  3. Data source type
    Select the data source type to use from the dropdown menu.

    • Undelivered SKU: Create a Delivery Note using backlog SKU data created from orders.
    • Paid Undelivered SKU: Create a delivery note using paid backlog SKU data created from credit card payment orders.
    • Confirmed Order: Create a delivery note using confirmed orders.
    • Partner Inventory: Create a delivery note using partner inventory.
    • Original (Without data source): Create a delivery note by selecting directly from the product master.

SKU detail input for "Undelivered SKU" data source​

These are the operations when Undelivered SKU is selected as the data source type.

  1. Use Inventory Operation
    Specify whether to perform an inventory transfer at the same time as creating the delivery note using the toggle button.
    *Note: Inventory mapping rules must be configured.

    • Enable: Inventory transfer is performed simultaneously with the creation of the delivery note. Also, specify the inventory Source and Destination.
    • Disable: Inventory is not transferred even if a delivery note is created.

  2. Source
    Specify the Label and Location that will be the source of the inventory transfer from the dropdown.

    *Note: This is displayed only when Use Inventory Operation is set to Enable.

  3. Destination
    Specify the Label and Location that will be the destination of the inventory transfer from the dropdown.

    *Note: This is displayed only when Use Inventory Operation is set to Enable.

  4. Select Backlog SKU
    Checking and selecting the backlog SKUs to apply to the delivery note will display the delivery quantity input field.
    Select the delivery quantity from the dropdown.

    • Check the checkbox of the target backlog SKU from the Backlog SKU list to select it.
    • Multiple backlog SKUs can be selected.
    • You can narrow down Backlog SKUs by entering conditions in Filter SKUs.
    • To select all backlog SKUs that match the search criteria, click Select All.
    • To uncheck all, click Unselect All.

  5. Selected SKU
    The SKU details for the selected Backlog SKUs are displayed.

    If necessary, checking Custom Price / Tax Setting enables the following settings:

    • Price: Can be changed by entering the amount directly.
    • Tax: The tax to be applied can be changed.

SKU detail input for "Paid Undelivered SKU" data source​

These are the operations when Paid Undelivered SKU is selected as the data source type.
Used in a Stripe credit card payment integration environment.

Note that for paid Backlog SKUs, the wholesale price and tax for each SKU detail cannot be changed.

  1. Use Inventory Operation
    Specify whether to perform an inventory transfer at the same time as creating the delivery note using the toggle button.
    *Note: Inventory mapping rules must be configured.

    • Enable: Inventory transfer is performed simultaneously with the creation of the delivery note. Also, specify the inventory Source and Destination.
    • Disable: Inventory is not transferred even if a delivery note is created.

  2. Source
    Specify the Label and Location that will be the source of the inventory transfer from the dropdown.

    *Note: This is displayed only when Use Inventory Operation is set to Enable.

  3. Destination
    Specify the Label and Location that will be the destination of the inventory transfer from the dropdown.

    *Note: This is displayed only when Use Inventory Operation is set to Enable.

  4. Selection of paid undelivered SKUs
    Checking and selecting the paid Backlog SKUs to apply to the delivery note will display the delivery quantity input field.
    Select the delivery quantity from the dropdown.

    • Check the checkbox of the target paid Backlog SKU from the paid Backlog SKU list to select it.
    • You can make multiple selections.
    • To select all displayed paid Backlog SKUs, click Select All.
    • To uncheck all, click Unselect All.

SKU detail input for "Confirmed Order" data source​

These are the operations when Confirmed Order is selected as the data source type.

All SKUs included in the order confirmation are subject to delivery.

  1. Use Inventory Operation
    Specify whether to perform an inventory transfer at the same time as creating the delivery note using the toggle button.
    *Note: Inventory mapping rules must be configured.

    • Enable: Inventory transfer is performed simultaneously with the creation of the delivery note. Also, specify the inventory Source and Destination.
    • Disable: Inventory is not transferred even if a delivery note is created.

  2. Source
    Specify the Label and Location that will be the source of the inventory transfer from the dropdown.

    *Note: This is displayed only when Use Inventory Operation is set to Enable.

  3. Destination
    Specify the Label and Location that will be the destination of the inventory transfer from the dropdown.

    *Note: This is displayed only when Use Inventory Operation is set to Enable.

  4. Select order
    Check the checkbox of the target order from the order list to select it.

    • Orders with the status OC confirmed are displayed in the list. Unconfirmed orders cannot be selected.
    • You can narrow down orders by entering conditions in each Search item.

  5. Delivery Invoice SKUs
    The SKU details for the selected order confirmation are displayed.

    If necessary, checking Custom Price / Tax Setting enables the following settings:

    • Wholesale Price: Can be changed by entering the amount directly.
    • Tax: The tax to be applied can be changed.

SKU detail input for "Partner Inventory" data source​

These are the operations when Partner Inventory is selected as the data source type.

For partner inventory, Inventory Operation is mandatory.

  1. Use Inventory Operation
    When the data source is partner inventory, Use Inventory Operation is fixed to Enable.

  2. Source
    When the data source is partner inventory, the transfer source is fixed to the label and location for consignment sales.

  3. Destination
    Specify the Label and Location that will be the destination of the inventory transfer from the dropdown.

  4. Select Partner Inventory Items
    Checking and selecting the partner inventory to apply to the delivery note will display the delivery quantity input field.
    Select the delivery quantity from the dropdown.

    • Check the checkbox of the target partner inventory from the partner inventory list to select it.
    • Multiple partner inventories can be selected.
    • You can narrow down partner inventory by entering conditions in Filter SKUs.
    • To select all partner inventory that matches the search criteria, click Select All.
    • To uncheck all, click Unselect All.

  5. Selected SKU
    The SKU details for the selected partner inventory are displayed.

    If necessary, checking Custom Price / Tax Setting enables the following settings:

    • Wholesale Price: Can be changed by entering the amount directly.
    • Tax: The tax to be applied can be changed.

SKU detail input for "Original (Without data source)"​

These are the operations when Original (Without data source) is selected as the data source type.

The default values for currency, transaction terms, and deposit terms are taken from the buyer's setting data.

  1. Currency
    Select the currency to use from the dropdown menu.

  2. Transaction Condition
    Select the Transaction Term from the dropdown menu.

    In addition, enter the transaction term rate corresponding to the selected transaction terms.

  3. Deposit Condition
    Select With Deposit or Without Deposit from the dropdown menu.

  4. Use Inventory Operation
    Specify whether to perform an inventory transfer at the same time as creating the delivery note using the toggle button.
    *Note: Inventory mapping rules must be configured.

    • Enable: Inventory transfer is performed simultaneously with the creation of the delivery note. Also, specify the inventory Source and Destination.
    • Disable: Inventory is not transferred even if a delivery note is created.

  5. Products to Add to the Delivery Note
    Enter the quantity for each SKU.

    To add a SKU, click Add an Item as needed.
    The "Select Products" modal will open.

    Check the checkbox for the products you want to include in the delivery note.

    • Multiple products can be selected.
    • You can narrow down products by entering conditions in Search Products.
    • To select all products that match the search criteria, click Select All.
    • To uncheck all, click Unselect All.

    Once selection is complete, click the Select button.
    The selected products will appear in Products to add to delivery note.

  6. Selected SKU
    A list of SKU details corresponding to the SKUs added to the delivery note is displayed.

    The following items are set with default values by referring to the settings of the target buyer, currency, transaction terms, and product master for the delivery note.
    Make changes as necessary.

    • Price: Can be changed by entering the amount directly.
    • Tax: The tax to be applied can be changed.

Custom item settings​

In custom items, you can add items that do not exist in the product master.

  1. Click Add an Item. One input field for a custom item will be added.

  2. For each custom item, enter the following items:

    • Display Name: Enter the display name of the custom item.
    • Description: You can enter a description for the custom item.
    • Price: Enter the wholesale price of the custom item.
    • Tax: Check the tax to be set.
    • Quantity: Enter the quantity of the custom item.

    The total amount is calculated as (Price + Applied Tax) × Quantity.

    Unnecessary items can be deleted by clicking the trash icon.

Shipping Fee settings​

You can set shipping fees to be added to the delivery note.

  1. Use Shipping Fee
    Specify whether to add a delivery note-specific shipping fee using the toggle button.

    • Enable: Adds a delivery note-specific shipping fee. Also, enter the Display Name, Cost, and Tax.
    • Disable: Does not add a delivery note-specific shipping fee.

  2. When Use Shipping Fee is set to Enable, enter the following items:

    • Display Name: Enter the display name for the shipping fee.
    • Cost: Enter the cost of the shipping fee.
    • Tax: Check the tax to be set.

  3. Order Shipping Fee
    You can specify the Shipping fee set at the time of order that is stocked for each order of the target buyer.

    • Checking the shipping fee you want to set allows you to apply the shipping fee based on the order to the delivery note.
    • You can make multiple selections.

Other fees settings​

You can add fees other than shipping, such as cash-on-delivery fees or repair costs, to the delivery note.

  1. Click Add a Fee as needed.
    The input field for other fees will be displayed.

  2. Enter the following items for the fee to be set:

    • Display Name: Enter the display name for the fee to be set.
    • Cost: Enter the amount for the fee to be set. The fee amount can also be entered as a negative value to be treated as a discount.
    • Tax: Check the tax to be set.

    The total amount is calculated as Cost + Applied Tax.

    Unnecessary fees can be deleted by clicking the trash icon.

Basic information of the delivery note​

  1. Delivery Address
    Specify whether to register the delivery address using the toggle button.

    • Enable Register delivery address: You can register a shipping address. Address input fields will be displayed.
    • Disable Register delivery address: A delivery address is not registered. Address input fields are not displayed.

    If Register delivery address is enabled, select the following items from the dropdown to specify the delivery address:

    • Input New Address: Enter various address information for the shipping destination.
    • Select Delivery Address: Select or change the delivery address from the shipping address list.

  2. Delivery Invoice No.
    Specify whether to customize the Delivery Invoice No. using the toggle button.

    • Enable Customize Delivery Invoice No.: Set the Delivery Invoice No. using free input.
    • Disable Customize Delivery Invoice No.: The Delivery Invoice No. is automatically generated.

  3. Delivery Date
    Enter the year, month, and day for the delivery date. It can be selected from a calendar.

    The delivery date is used as the document date.

  4. Billing
    Specify whether to perform billing for the delivery note being created using the toggle button.
    *Note: If Paid Undelivered SKU is selected as the data source, Make this delivery invoice non-billable is fixed to enabled.

    • Enable Make this delivery invoice non-billable: It will no longer appear in the list when selecting delivery notes for invoice creation.
    • Disable Make this delivery invoice non-billable: It will appear in the list when selecting delivery notes for invoice creation.

  5. Note
    Enter internal memos. These are not included in the PDF.

  6. Comments in the PDF
    Enter the text to be included in the footer section of the last page of the PDF. There is no character limit.

    If the text does not fit within the last page, the entire comment will be placed on a new page.

  7. Comments in the PDF (Character limit)
    Enter the text to be included in the header section of the PDF. Up to 100 characters can be entered.

Tag settings​

  1. Select Tags
    Select the tags to apply to the delivery note being created.

    Management tags can be set for internal data classification and operational notes.
    Management tags are not displayed on the buyer's screen.

    Enable the checkbox for the tag you want to set from the options.

    To create a new tag, please check How to create tags, which explains the tag creation process in detail.

How to create tags​

  1. Click Create Tag.
    The "Create a New Tag" modal will open.

  2. Enter the following items:

    • Tag Code (Required)
      Enter a code to identify the tag.
    • Tag Name (Required)
      Enter the display name for the tag.
    • Description
      Enter a brief description of the tag.
    • Tag Color
      Specify whether to set a tag color using the toggle button.
      • Set Color enabled: Specify an arbitrary color from the color picker.
      • Set Color disabled: No tag color is set.

  3. After confirming the input details, click the Create button.
    The created tag will be added to the options in Select Tags.

Creating the delivery note​

After confirming the input details, click the Create button.

If the process is successful, the delivery note will be created.

Important Notes​

Notes regarding the application of shipping fees​

The Order Shipping Fee is created when the status of the order for which the shipping fee was set becomes OC confirmed, and is stocked for each order.

Stocked shipping fees are consumed each time they are applied to a delivery note or invoice, and a shipping fee applied once cannot be applied redundantly to another delivery note.

They can be applied freely regardless of the data source of the delivery note being created.

When creating an order confirmation as the data source, if there is stock remaining for the shipping fee set in the original order, it will be automatically applied.

For details, refer to Create an Order Confirmation, which explains the shipping fees set for orders.