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Bulk Create Delivery Notes

Overview​

This feature allows you to bulk create delivery notes for multiple buyers using Backlog SKUs or Paid Backlog SKUs as data sources.

You can freely allocate Backlog SKUs held by each buyer as delivery items and create multiple delivery notes at once.

Purpose​

The purpose of this feature is to reduce the time required for individual creation and increase operational efficiency by performing the delivery note creation process for multiple buyers in bulk.

It is useful when you want to proceed with deliveries to multiple buyers simultaneously or when you want to bulk enter delivery quantities in a distribution table format.

Feature Description​

Available Data Sources and Billing Eligibility​

The bulk delivery note creation feature supports only the following data sources:

  • Undelivered SKU: Select delivery items and enter line items based on Backlog SKU data created from orders.
  • Paid Undelivered SKU: Select delivery items and enter line items based on Paid Backlog SKU data created from orders with credit card payments. This is used in environments utilizing Stripe credit card payment integration.

You must specify one of these data sources for creation. Both cannot be specified at the same time.

When Paid Undelivered SKU is used as the data source, the created delivery notes are set to Non-billable, meaning they cannot be linked to an invoice.

Distribution of Buyers and SKU Line Items​

You can create delivery notes for multiple buyers and freely allocate the Backlog SKUs held by each buyer as delivery items.

The delivery quantity of SKU line items can be changed individually for each buyer.

A delivery note will not be created for any buyer whose delivery quantity for all SKU line items is 0.

Even if custom items or shipping fees are added, the creation of the buyer's delivery note will be skipped if the delivery quantity of the SKU line items is 0.

Inventory Operation​

You can perform inventory operation (inventory transfer) processing simultaneously with the creation of delivery notes.

As a prerequisite, inventory mapping rules must be configured.

For details, please refer to Configure Inventory Mapping Rules.

Information Configured for Each Delivery Note​

Configure the following delivery note information for each buyer:

  • Delivery Invoice No.
  • Delivery Date
  • Applicable Shipping Fees
  • Delivery Address
  • Comments in the PDF
  • Note

Applicable Shipping Fees allows you to select and add the Order Shipping Fee stocked for each order.

Delivery Invoice No. Automatic Generation Rules​

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

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

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

Items That Can Be Added or Applied Uniformly to All Delivery Notes​

The items that can be added or applied uniformly to all delivery notes being created are as follows:

  • Custom Items: Add items that do not exist in the product master.
  • Shipping Fee: Add shipping fees specific to the delivery note.
  • Other Fee: Add fees such as cash-on-delivery commissions or repair costs. You can also enter a negative amount to treat it as a discount.

Instructions​

Navigating to the Bulk Create Delivery Invoices Screen​

  1. Click Transactions menu > Delivery Management.
  2. Click Bulk Create Delivery Invoices.
    You will be transitioned to the "Bulk Create Delivery Invoices" screen.

How to Enter the Form​

Configure Inventory Operation and Data Sources​

  1. Use Inventory Operation
    Configure this if you have enabled the inventory management feature.
    Use the toggle button to specify whether or not to perform inventory transfer simultaneously with the creation of delivery notes.

    • Enable: Performs inventory transfer simultaneously with the creation of delivery notes. Also, specify the inventory Source and Destination.
    • Disable: Does not transfer inventory even when delivery notes are created.

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

    *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.

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

  4. Data Source
    Select the data source from the following two types in the dropdown:

    • Undelivered SKU: Creates delivery notes using Backlog SKU data created from orders.
    • Paid Undelivered SKU: Creates delivery notes using Paid Backlog SKU data created from credit card payment orders.

Select Target Products​

In target products, products that have Backlog SKUs or Paid Backlog SKUs corresponding to the selected data source are displayed as candidates.

  1. Select Products
    Check the checkboxes of the products for which you want to create delivery notes.

    • You can narrow down products by entering conditions in Filter Products.
    • To select all products that hit the search conditions, click Select All.
    • To uncheck all, click Unselect All.

Check or Change Target Buyers​

In target buyers, buyers who hold Backlog SKUs or Paid Backlog SKUs related to the selected products are displayed as candidates.

Check the target buyers and change them if necessary.

  • In the initial state, all candidate buyers are selected. If there are buyers to exclude, you can remove them by unchecking.
  • Multiple target buyers can be selected.
  • You can narrow down buyers by entering conditions in Search Buyers.
  • To select all buyers that hit the search conditions, click Select All.
  • To uncheck all, click Unselect All.

Set SKU Quantity for Each Product​

The SKU quantity entry form switches the input target for each product.

For each product, enter the delivery quantity for each combination of buyer and SKU.

warning

If SKU currencies are mixed within the same buyer, a dropdown to select the currency for each buyer will be displayed.

The buyer can have a delivery note created for only one of the currencies.

  1. Select the Target Product to start entry. The selected product will be highlighted in gray.

  2. Enter the delivery quantity of the SKU for each buyer.

    tip

    You can bulk enter quantities for SKUs corresponding to items using the buttons provided in the vertical and horizontal headers.

    • To bulk enter the maximum quantity: Click the plus icon. You can bulk enter the maximum quantity for all SKUs corresponding to the item.
    • To bulk clear quantities: Click the trash icon. You can bulk clear quantities for all SKUs corresponding to the item.

  3. Mark as Edited
    Once entry is complete, you can lock the current input content for the product by checking Mark as Edited.

    *Optional

Delivery Note Information per Buyer​

Configure the following items for each buyer:

  1. Delivery Invoice No.
    Use the toggle button to specify whether or not to customize the Delivery Invoice No.

    • Enable Customize Delivery Note No.: Set the Delivery Invoice No. via free text.
    • Disable Customize Delivery Note No.: The Delivery Invoice No. will be automatically generated.

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

    • The delivery date is used as the document date.
    • If you want to apply the same date to all delivery notes: Specify the date in the header input field and click Apply All.

  3. Applicable Shipping Fees
    You can specify the Order Shipping Fee stocked for each of the target buyer's orders.

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

  4. Address
    Use the toggle button to specify whether or not to register the delivery address.

    • Enable: Allows you to register a delivery address. The address input field becomes editable.
    • Disable: Does not register a delivery address. The address input field will not be displayed.

    When Enable is selected, specify the delivery address by selecting the following items from the dropdown:

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

  5. 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.

  6. 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.

  7. Note
    Enter an internal memo. This will not be included in the PDF.

Custom Item Settings​

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

  1. Click Add an Item.

  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
    Use the toggle button to specify whether or not 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 cost of the shipping fee.
    • Tax: Check the tax to be set.

    The total amount is calculated as Cost + Applied Tax.

Other Fee Settings​

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

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

  2. For the fee being set, enter the following items:

    • Display Name: Enter the display name for the fee.
    • Cost: Enter the amount for the fee. You can also enter a negative numerical value to treat the amount 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.

Bulk Create Delivery Notes​

After confirming the entered content, click the Create button.

If the process is successful, delivery notes for multiple buyers will be created in bulk.

Important Notes​

Notes on Applying Shipping Fees​

Applicable Shipping Fees are created when the status of an order with shipping fees becomes OC confirmed and are stocked per order.

Stocked Shipping Fees are consumed each time they are applied to a delivery note or invoice.

A shipping fee that has been applied once cannot be applied to another delivery note redundantly.

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

When Including SKUs with Mixed Currencies​

If SKU currencies are mixed within the same buyer, the buyer can have a delivery note created for only one of the currencies.

You cannot simultaneously create delivery notes corresponding to multiple currencies for the same buyer.

Conditions Under Which a Delivery Note Is Not Created​

A delivery note will not be created for any buyer whose delivery quantity for all SKU line items is 0.

Even if custom items or shipping fees are added, the creation of the delivery note will be skipped if the delivery quantity of the SKU line items is 0.