Create a Delivery Note

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes
• Troubleshooting

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.

The available data sources and inventory handling differ depending on the inventory management method.

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

Differences Between Inventory Management Methods

The delivery note data sources, line selection methods, inventory handling, and billing availability differ depending on the inventory management method.

Data Source Types

Inventory Management (New Method):

The following data sources are available in Inventory Management (New Method).

Data source	Description
Original (Without data source)	Select delivery items from the product master to create a delivery note.
Undelivered SKU	Select delivery items based on Backlog SKU data created from orders to create a delivery note.
Order Confirmation Lines	Select lines from confirmed order confirmations to create a delivery note.
Loan inventory	Select delivery items from loan inventory to create a delivery note.

With Order Confirmation Lines, you can add only the required lines and quantities from multiple order confirmations belonging to the same buyer to one delivery note. You can also include only part of the quantity from an order line and handle the remaining quantity in a subsequent delivery note.

Inventory Management (Conventional Method):

The following data sources are available in Inventory Management (Conventional Method).

Data source	Description
Original (Without data source)	Select delivery items from the product master to create a delivery note.
Undelivered SKU	Select delivery items based on Backlog SKU data created from orders to create a delivery note.
Paid Undelivered SKU	Create a delivery note based on Paid Backlog SKU data created from credit card payment orders.
Confirmed Order	Select a confirmed order by order to create a delivery note. All SKUs included in the selected order confirmation are included in the delivery note.
Partner Inventory	Select delivery items from inventory currently on loan through the Partner Inventory feature to create a delivery note. This data source is available only when an inventory mapping rule has been configured.

Inventory Handling

In Inventory Management (New Method), you do not configure the Inventory Operation, Source, or Destination used in Inventory Management (Conventional Method).

You can specify whether to apply inventory only when the data source type is Original (Without data source) or Undelivered SKU.

When inventory is applied, specify a quantity within the currently available inventory to reserve inventory for the delivery note. You cannot create a delivery note by reserving only part of a quantity when there is insufficient available inventory.

When inventory is not applied, inventory is not automatically deducted when the delivery note is created or completed.

For Order Confirmation Lines, the Inventory Operation settings used in Inventory Management (Conventional Method) are not available. The lines are processed based on the allocation status linked to the order.

For Loan inventory, the specified quantity is reserved in loan inventory when the delivery note is created.

While the delivery note is open, that quantity cannot be used for another delivery note. When the delivery note is completed, the specified quantity is deducted from the loan inventory quantity.

In Inventory Management (Conventional Method), you can perform an Inventory Operation when an inventory mapping rule for delivery note creation has been configured. For an Inventory Operation, specify whether to perform the operation and set the labels and locations for the Source and Destination.

When an Inventory Operation is not performed, inventory is not automatically deducted when the delivery note is created or completed.

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.

• Core Preferences
• Create a Tax Master

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: You can add a shipping fee specific to the delivery note or a shipping fee stocked for an order. When Confirmed Order is selected in Inventory Management (Conventional Method), the stocked shipping fee from the source order is applied automatically.
• Other fee: Other fees, 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 used as a data source when creating an invoice.

A delivery note created only from paid Order Confirmation Lines in Inventory Management (New Method) is non-billable. Paid Undelivered SKU in Inventory Management (Conventional Method) is also non-billable.

Instructions

Navigating to the Delivery Note Creation Screen

1. Click Transactions > Delivery Management.
2. Click the Create Delivery Invoice button.
   The "Create a New Delivery Invoice" screen opens.

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 for whom you want to create a delivery note.

3. Data Source Type
   Select the data source type to use from the dropdown according to the inventory management method.

   • Inventory Management (New Method):
     • Original (Without data source)
     • Undelivered SKU
     • Order Confirmation Lines
     • Loan inventory
   • Inventory Management (Conventional Method):
     • Original (Without data source)
     • Undelivered SKU
     • Paid Undelivered SKU
     • Confirmed Order
     • Partner Inventory: Available when an inventory mapping rule for delivery note creation has been configured.

Configuring Whether to Use Inventory

For both Inventory Management (New Method) and Inventory Management (Conventional Method), you can specify whether to use inventory for the delivery note being created.

• Inventory Management (New Method):
  • Use the Apply Inventory toggle to specify whether to apply inventory to the delivery note.
    • Enable: Creates the delivery note with inventory applied. You can specify the delivery quantity within the currently available inventory. Inventory is reserved when the delivery note is created and deducted when the delivery note is completed.
    • Disable: Creates the delivery note without applying inventory. Inventory is not automatically deducted when the delivery note is created or completed.
  • For Order Confirmation Lines and Loan inventory, you cannot specify whether to apply inventory.
  • Order Confirmation Lines are processed based on the allocation status linked to the order.
• Inventory Management (Conventional Method):
  • Inventory Operations are available only when an inventory mapping rule has been configured.
  • Use the Use Inventory Operation toggle to specify whether to use inventory.
    • Enable: Performs an Inventory Operation when the delivery note is created. Also specify the inventory Source and Destination.
    • Disable: Does not perform an Inventory Operation when the delivery note is created.

Entering SKU Details From "Order Confirmation Lines" in Inventory Management (New Method)

Follow these steps when Order Confirmation Lines is selected in Inventory Management (New Method).

1. Include waiting supply quantities
   By default, you can select lines only within the allocated quantity.

   Enable Include waiting supply quantities to create a delivery note that includes quantities for which inventory has not yet been allocated. A line with an allocated quantity of 0 can also be selected when it has an allocation pending quantity.

2. Filter Order Lines
   Filter order lines by Order Code, SKU Code, Model Number, Product Name, Payment Type, Allocation Pending Quantity, or a range from Required Ship Date (From) to Required Ship Date (To).

3. Select Order Lines
   Select the lines and quantities to add to the delivery note from order confirmations belonging to the same buyer.

   • You can select only the required lines and quantities. You do not need to add every SKU included in an order confirmation.
   • You can include only part of the quantity from an order line and handle the remaining quantity in a subsequent delivery note.
   • You can add lines from multiple order confirmations.
   • The list shows the Allocated Quantity, Allocation Pending Quantity, Additional Quantity, and Payment.
   • Paid and unpaid lines cannot be included in the same delivery note.
   • Lines whose Inventory Source Type is Standard inventory and lines whose type is Loan inventory cannot be included in the same delivery note.

4. Click the Add Selected Order Lines button to add the selected lines to the delivery note SKU details.

5. In Delivery Invoice SKUs, review the Quantity and Price for each SKU. Change the quantity or price as needed.

Entering SKU Details From "Loan inventory" in Inventory Management (New Method)

Follow these steps when Loan inventory is selected in Inventory Management (New Method).

1. Loan Inventory
   Select the checkboxes next to the SKUs to include in the delivery note.

   • Multiple SKUs can be selected.
   • You can filter the target buyer's loan inventory by entering a Product Name or Model Number.

2. Selected SKUs
   The SKU details for the selected SKUs are displayed.

   Enter the quantity.
   You cannot enter a quantity greater than the Available Quantity.

   If necessary, select Set Custom Price & Tax to configure the following items:

   • Price: Change the amount by entering it directly.
   • Tax: Change the tax to be applied.

Entering SKU Details From "Undelivered SKU" in Both Inventory Management Methods

Follow these steps when Undelivered SKU is selected in Inventory Management (New Method) or Inventory Management (Conventional Method).

1. In Select Undelivered SKU, select the Backlog SKUs to include in the delivery note. The delivery quantity input field appears when a Backlog SKU is selected.

   • Select the delivery quantity from the dropdown as needed.
   • Multiple Backlog SKUs can be selected.
   • You can filter Backlog SKUs by entering conditions in Filter SKUs.
   • To select all Backlog SKUs that match the search criteria, click Select All.
   • To clear all selections, click Unselect All.

2. The SKU details appear in Selected SKUs.

   If necessary, select Set Custom Price & Tax to configure the following items:

   • Price: Change the amount by entering it directly.
   • Tax: Change the tax to be applied.

Entering SKU Details From "Original (Without data source)" in Both Inventory Management Methods

Follow these steps when Original (Without data source) is selected in Inventory Management (New Method) or Inventory Management (Conventional Method).

The default values for the currency, transaction condition, and deposit condition are taken from the buyer's settings.

1. Currency
   Select the currency to use from the dropdown when Original (Without data source) is selected.

2. Transaction Condition
   Select a Transaction Term from the dropdown. Then enter the value shown for the selected transaction term, such as Ratio or Percent Off.

3. Deposit Condition
   Select With Deposit or Without Deposit from the dropdown when Original (Without data source) is selected.

4. Products To Add To The Delivery Note
   Enter the quantity for each SKU when Original (Without data source) is selected.

   To add a SKU, click Add an Item.
   The "Select products" modal opens.

   Select the products to include in the delivery note.

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

   When you have finished selecting products, click Select.
   The selected products appear in Products To Add To The Delivery Note.

   Enter the quantity for each SKU. SKUs with a quantity entered appear in Selected SKUs.

5. Selected SKUs
   Review the selected SKU details.

   If necessary, configure the Price or Tax.

   • Price: Change the amount by entering it directly.
   • Tax: Change the tax to be applied.

Entering SKU Details From "Confirmed Order" in Inventory Management (Conventional Method)

Follow these steps when Confirmed Order is selected in Inventory Management (Conventional Method). All SKUs included in the selected order confirmation are included in the delivery note.

1. Select Order
   Select the target order from the order list.

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

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

   If necessary, configure the Price or Tax.

   • Price: Change the amount by entering it directly.
   • Tax: Change the tax to be applied.

Entering SKU Details From "Partner Inventory" in Inventory Management (Conventional Method)

Follow these steps when Partner Inventory is selected in Inventory Management (Conventional Method). This data source is available when an inventory mapping rule for delivery note creation has been configured.

An Inventory Operation is required for Partner Inventory.

• Use Inventory Operation is fixed to Enable.
• The Source is fixed to the label and location configured for consignment sales.
• Select the Label and Location for the Destination from the dropdowns.

1. Select SKU
   Select the SKUs to add to the delivery note. The delivery quantity input field appears when an SKU is selected. Select the delivery quantity from the dropdown.

   • Multiple Partner Inventory items can be selected.
   • You can filter Partner Inventory items by entering conditions in Filter SKUs.
   • To select all Partner Inventory items that match the search criteria, click Select All.
   • To clear all selections, click Unselect All.

2. Selected SKUs
   The SKU details for the selected Partner Inventory items are displayed.

   If necessary, select Set Custom Price & Tax to configure the following items:

   • Price: Change the amount by entering it directly.
   • Tax: Change the tax to be applied.

Entering SKU Details From "Paid Undelivered SKU" in Inventory Management (Conventional Method)

Follow these steps when Paid Undelivered SKU is selected in Inventory Management (Conventional Method). Paid Undelivered SKU is used in environments with Stripe credit card payment integration.

1. In Select Paid Undelivered SKU, select the Paid Backlog SKUs to include in the delivery note. The delivery quantity input field appears when a Paid Backlog SKU is selected.

   • Select the delivery quantity from the dropdown as needed.
   • Multiple Paid Backlog SKUs can be selected.
   • You can filter Paid Backlog SKUs by entering conditions in Filter SKUs.
   • To select all Paid Backlog SKUs that match the search criteria, click Select All.
   • To clear all selections, click Unselect All.

   The wholesale price and tax for each Paid Backlog SKU detail cannot be changed.

Custom Item Settings

You can add items that do not exist in the product master as custom items.

1. Click the Add an Item button. One custom item input field is added.

2. Enter the following items for each custom item:

   • Display Name: Enter the display name of the custom item.
   • Description: Enter a description for the custom item as needed.
   • Price: Enter the wholesale price of the custom item.
   • Tax: Select the tax to be applied.
   • Quantity: Enter the quantity of the custom item.

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

   To remove an item, click the trash icon.

Shipping Fee Settings

You can set shipping fees to add to the delivery note.

1. Use Shipping Fee
   Use the toggle to specify whether to add a shipping fee specific to the delivery note.

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

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 shipping fee amount.
   • Tax: Select the tax to be applied.

3. Order Shipping Fee
   You can select an available Order Shipping Fee from an order belonging to the target buyer.

   • Select the shipping fees to apply order-based shipping charges to the delivery note.
   • You can select multiple shipping fees.

   When Confirmed Order is selected as the data source in Inventory Management (Conventional Method), a shipping fee is applied automatically if the source order has a remaining stocked shipping fee.

Other Fee 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.
   An input field for another fee appears.

2. Enter the following items for the fee:

   • Display Name: Enter the display name of the fee.
   • Cost: Enter the fee amount. You can also enter a negative value to treat the amount as a discount.
   • Tax: Select the tax to be applied.

   The total amount is calculated as Cost + Applied Tax.

   To remove a fee, click the trash icon.

Delivery Address Settings

Use the toggle to specify whether to register a delivery address.

• Enable Register delivery address: You can register a delivery address.
• Disable Register delivery address: A delivery address is not registered.

When Register delivery address is enabled, select a delivery address.

If the target buyer has registered delivery addresses, the address set as the default is displayed as selected.

Change the delivery address

1. Click the Change button.
   The "Delivery Address" modal opens.
2. Select the address to use from the registered delivery addresses.
3. Click the Apply button.

Edit a registered delivery address

1. Click the Change button.
   The "Delivery Address" modal opens.
2. Click Edit for the delivery address to edit.
3. Edit the address information.
4. Click the Update and apply button.

Enter a new address

1. Click the Input new address button.
   The "Delivery Address" modal opens.
2. Enter the address information for the delivery destination.
3. Click the Add and apply button.

Basic Information for the Delivery Note

1. Delivery Invoice No.
   Use the toggle to specify whether to customize the Delivery Invoice No.

   • Enable Customize Delivery Note No.: Enter a custom Delivery Invoice No.
   • Disable Customize Delivery Note No.: The Delivery Invoice No. is generated automatically.

2. Delivery Date
   Enter the year, month, and day for the Delivery Date. You can select the date from a calendar.

   The Delivery Date is used as the document date.

3. Billing
   Use the toggle to specify whether the delivery note can be billed.
   *Note: When only paid Order Confirmation Lines are selected in Inventory Management (New Method), or when Paid Undelivered SKU is selected in Inventory Management (Conventional Method), Make this delivery invoice non-billable is fixed to enabled.

   • Enable Make this delivery invoice non-billable: The delivery note does not appear in the list when selecting delivery notes for invoice creation.
   • Disable Make this delivery invoice non-billable: The delivery note appears in the list when selecting delivery notes for invoice creation.

4. Note
   Enter an internal note. The note is not included in the PDF.

5. Comments in the PDF
   Enter the text to include in the footer of the last page of the PDF. There is no character limit.

   If the text does not fit on the last page, the entire comment is output on a new page.

6. Comments in the PDF (Character Limit)
   Enter the text to include in the header of the PDF. You can enter up to 100 characters.

Tag Settings

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

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

   Select the checkboxes for the tags to apply.

   To create a new tag, refer to How to Create Tags.
   This section explains how to create tags.

How to Create Tags

1. Click Create Tag.
   The "Create a New Tag" modal opens.

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
     Use the toggle to specify whether to set a tag color.
     • Enable Set Color: Select a color from the color picker.
     • Disable Set Color: No tag color is set.

3. Review the entered information, then click Create.
   The created tag is added to the options in Select Tags.

Creating the Delivery Note

Review the entered information, then click Create.

When processing succeeds, the delivery note is created.

Important Notes

Notes When Including Allocation Pending Quantities

In Order Confirmation Lines for Inventory Management (New Method), enable Include waiting supply quantities to create a delivery note that includes allocation pending quantities.

A delivery note that includes allocation pending quantities cannot be completed until the inventory is ready.

Lines That Cannot Be Added to the Same Delivery Note

With Order Confirmation Lines in Inventory Management (New Method), the following lines cannot be included in the same delivery note.

• Paid and unpaid lines
• Lines whose Inventory Source Type is Standard inventory and lines whose type is Loan inventory

For each pair, include only one type of line in a delivery note.

Delivery Notes Created From Paid Lines Are Non-billable

A delivery note created only from paid lines in Inventory Management (New Method) is non-billable.

A delivery note created from Paid Undelivered SKU in Inventory Management (Conventional Method) is also non-billable.

Notes About Applying Order Shipping Fees

An Order Shipping Fee is created and stocked for each order when the order with the shipping fee reaches the OC confirmed status.

A stocked shipping fee is consumed when it is applied to a delivery note or invoice. Once applied, the same shipping fee cannot also be applied to another delivery note.

In Inventory Management (Conventional Method), you can manually select any available stocked shipping fee regardless of the data source.

In Inventory Management (New Method), you can manually select an available stocked shipping fee when using Order Confirmation Lines as the data source. Order Shipping Fees are not available when using Original (Without data source) or Undelivered SKU.

When a delivery note is created using Confirmed Order as the data source in Inventory Management (Conventional Method), the shipping fee from the source order is applied automatically if stock remains.

For Order Confirmation Lines in Inventory Management (New Method), the shipping fee is not applied automatically. If needed, select the shipping fee to use from Order Shipping Fee.

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

Whether to Apply Inventory Cannot Be Changed After Creation

In Inventory Management (New Method), the Apply Inventory setting selected when a delivery note is created cannot be changed when the delivery note is edited.

In Inventory Management (New Method), you can configure Apply Inventory for the following data sources.

• Original (Without data source)
• Undelivered SKU

Before creating the delivery note, confirm whether inventory should be applied.

Notes About Editing or Adding a Delivery Address

When you edit a registered delivery address and create a delivery note, the changes are also applied to the delivery address registered for the buyer.

When you enter a new delivery address and create a delivery note, the entered address is added to the buyer's delivery addresses.

You can enter one new address on the delivery note creation screen.

For instructions on editing delivery addresses registered for a buyer, refer to Edit a Buyer.

Troubleshooting

When Order Confirmation Lines, Backlog SKUs, or Other Data Cannot Be Found

The items to check depend on the inventory management method and data source type. The following are common cases to review.

Inventory Management (New Method):

• Order Confirmation Lines
  • Confirm that the target order confirmation has been confirmed. You cannot create a delivery note from lines in an unconfirmed order confirmation.
  • Lines with no allocated inventory are hidden by default. Enable Include waiting supply quantities to display and review lines for which inventory has not been allocated.
  • In an environment migrated from Inventory Management (Conventional Method) to Inventory Management (New Method), orders created before migration must be converted for use with the new method. Confirm that the target order has been converted. If V2 conversion unreviewed appears in the order list, conversion is required.
    • For details, refer to Bulk Convert Legacy Orders.
  • Confirm that a delivery note has not already been created.
• Undelivered SKU
  • New Backlog SKUs cannot be created in Inventory Management (New Method), because Order Confirmation Lines provide the corresponding functionality.
  • In an environment migrated from Inventory Management (Conventional Method) to Inventory Management (New Method), only Backlog SKUs created before migration can be used.
  • Confirm that the Backlog SKU has not been archived.
  • Confirm that a delivery note has not already been created.

Inventory Management (Conventional Method):

• Confirmed Order
  • Confirm that the target order confirmation has been confirmed. You cannot create a delivery note from an unconfirmed order confirmation.
  • Confirm that a delivery note has not already been created.
• Undelivered SKU
  • Confirm that the target Backlog SKU has been created from an order.
  • Confirm that the Backlog SKU has not been archived.
  • Confirm that a delivery note or Partner Inventory transfer slip has not already been created.
• Partner Inventory
  • Confirm that the target Partner Inventory is currently on loan to the buyer for whom the delivery note is being created.
  • Confirm that an order has not been created through a sales report.
  • Confirm that a delivery note has not already been created.