Bulk Create Delivery Notes

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

Overview

This feature allows you to bulk create delivery notes for multiple buyers using data sources available for each inventory management method.

You can select the target SKUs and buyers, allocate delivery quantities for each buyer, 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

Differences Between Inventory Management Methods

The available data sources, target SKU selection method, and inventory handling differ depending on the inventory management method.

Data Sources

Inventory Management (New Method):

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

Data source	Description
Order Confirmation Lines	Create delivery notes based on lines from confirmed order confirmations.
Undelivered SKU	Create delivery notes based on Backlog SKU data created from orders.

With Order Confirmation Lines, select the target SKUs and then specify delivery quantities from lines belonging to multiple orders for the same buyer. Lines that meet the required conditions can be combined from multiple orders into one delivery note.

Inventory Management (Conventional Method):

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

Data source	Description
Undelivered SKU	Create delivery notes based on Backlog SKU data created from orders.
Paid Undelivered SKU	Create delivery notes based on Paid Backlog SKU data created from credit card payment orders. This data source is used in environments with Stripe credit card payment integration.

A delivery note created from Paid Undelivered SKU is set to Non-billable and cannot be linked to an invoice.

Inventory Handling

Inventory Management (New Method):

For Undelivered SKU, specify whether to apply inventory to the delivery notes.

• When inventory is applied, specify delivery quantities within the currently available free stock to reserve inventory for the delivery notes.
• When inventory is not applied, create the delivery notes without reserving inventory.

For Order Confirmation Lines, the lines are processed based on the allocation status linked to the orders. You can create delivery notes that include allocation pending quantities, but you cannot complete the delivery notes until the pending allocations are resolved.

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

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.

For details on inventory mapping rules, refer to Configure Inventory Mapping Rules.

Distribution of Buyers and SKU Line Items

You can create delivery notes for multiple buyers and set delivery quantities for the SKU line items corresponding to the selected data source for each buyer.

You can enter the maximum quantity for all SKUs corresponding to a product or buyer at once, or clear the entered quantities at once.

For each selected buyer, you must enter a delivery quantity of 1 or more for at least one SKU line item.

Information Configured for Each Delivery Note

You can configure the following information for each buyer's delivery note.

• Delivery Invoice No.
• Delivery Date
• Order Shipping Fee
• Delivery Address
• Comments in the PDF
• Note

For Order Shipping Fee, select from shipping fees stocked for each order and add them to the delivery note.

When Undelivered SKU is used in Inventory Management (New Method), Order Shipping Fees cannot be selected.

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 configured for the brand.

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

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

The following items can be added or applied uniformly to all delivery notes being created.

• Custom Items: Add items that do not exist in the product master.
• Shipping Fee: Add a shipping fee 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.
   The "Bulk Create Delivery Invoices" screen opens.

How to Fill Out the Form

Configuring the Data Source and Inventory for Each Inventory Management Method

Inventory Management (New Method):

1. Data Source
   Select one of the following data sources.
   • Order Confirmation Lines
   • Undelivered SKU
2. Apply Inventory
   When Undelivered SKU is selected, specify whether to apply inventory.
   • Enable: Applies currently available free stock to the delivery notes. The available free stock quantity is the maximum delivery quantity that can be entered.
   • Disable: Creates the delivery notes without applying inventory.

For Order Confirmation Lines, you do not need to specify whether to apply inventory. The lines are processed based on the allocation status linked to the orders.

Inventory Management (Conventional Method):

1. Use Inventory Operation
   Use the toggle to specify whether to perform an Inventory Operation when creating the delivery notes.

   • Enable: Performs an Inventory Operation when the delivery notes are created. Also specify the inventory Source and Destination.
   • Disable: Does not perform an Inventory Operation when the delivery notes are created.

2. Source
   Select the source Label and Location from the dropdowns.
   *Configure these items only when Use Inventory Operation is set to Enable.

3. Destination
   Select the destination Label and Location from the dropdowns.

   To consume inventory without transferring it, select Clear without transferring for the destination Label.
   *Configure these items only when Use Inventory Operation is set to Enable.

4. Data Source
   Select one of the following data sources.

   • Undelivered SKU
   • Paid Undelivered SKU

Selecting Target SKUs From "Order Confirmation Lines" in Inventory Management (New Method)

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

1. In Deliverable SKU, filter the target SKUs as needed.

   You can specify conditions such as product name, SKU code, model number, HS code, category, catalog, required ship date, and quantity.

2. Include Allocation Pending Quantities
   By default, SKUs can be selected within their allocated quantities.

   Enable Include Allocation Pending Quantities to select SKUs that include allocation pending quantities.

3. Select the SKUs to include in the delivery notes.

   You can also select or clear all displayed SKUs at once.

4. Click Apply to SKU quantity settings list.

   After applying the SKU selections, you can configure the target order lines, buyers, and delivery quantities.

Configuring Target Buyers and Quantities for "Order Confirmation Lines" in Inventory Management (New Method)

1. Filter Buyers
   By default, all buyers related to the selected SKUs are included. Clear the selection for buyers for whom you do not want to create a delivery note.

2. Target Product
   Select the product for which to configure quantities.

3. Set SKU Quantity
   Enter the delivery quantity for each combination of buyer and SKU by Order Confirmation Line.

   For each Order Confirmation Line, you can check the order number, required ship date, deliverable quantity, and allocation pending quantity.

   You can also enter the maximum quantity for all lines corresponding to a product or buyer at once.

Selecting Target Products for "Undelivered SKU" or "Paid Undelivered SKU"

Follow these steps for Undelivered SKU in Inventory Management (New Method), or Undelivered SKU and Paid Undelivered SKU in Inventory Management (Conventional Method).

Products with SKUs corresponding to the selected data source are displayed as candidates.

1. Select Products
   Select the products for which to create delivery notes.
   • Enter conditions in Filter Products to filter products.
   • To select all products matching the search conditions, click Select All.
   • To clear all selections, click Unselect All.

Selecting Target Buyers for "Undelivered SKU" or "Paid Undelivered SKU"

Buyers who have SKUs related to the selected products are displayed as candidates.

• By default, all candidate buyers are selected. Clear the selection for buyers to exclude.
• Multiple target buyers can be selected.
• Enter conditions in Search Buyers to filter buyers.
• To select all buyers matching the search conditions, click Select All.
• To clear all selections, click Unselect All.

Configuring SKU Quantities for "Undelivered SKU" or "Paid Undelivered SKU"

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 for the same buyer, select the currency for the buyer.

A delivery note can contain only SKUs corresponding to one currency.

1. Select the Target Product for which to start entering quantities.

2. Enter SKU delivery quantities for each buyer.

   tip

   Use the buttons in the vertical and horizontal headers to enter quantities for the corresponding SKUs at once.

   • To enter the maximum quantities at once, click the plus icon.
   • To clear the entered quantities at once, click the trash icon.

3. Mark as Edited
   Select this option to lock the current values for a product after completing the entries.
   *Optional.

Delivery Note Information per Buyer

Configure the following items for each buyer.

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 it from the calendar.

   • The delivery date is used as the document date.
   • To apply the same date to all delivery notes, enter the date in the header input field and click Apply All.

3. Applicable Shipping Fees
   Select the Order Shipping Fee stocked for each order belonging to the target buyer.

   • Select the shipping fees to apply.
   • You can select multiple shipping fees.
   • This item cannot be configured when Undelivered SKU is selected in Inventory Management (New Method).

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

   • Enable: Registers a delivery address.
   • Disable: Does not register a delivery address.

   When Enable is selected, specify the delivery address using one of the following methods.

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

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.

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

Custom Item Settings

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

1. Click Add an Item.

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 apply.
   • 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 configure a shipping fee to add uniformly to the delivery notes.

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

   • Enable: Adds a shipping fee specific to each delivery note.
   • Disable: Does not add a shipping fee specific to each delivery note.

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

   • Display Name: Enter the display name of the shipping fee.
   • Cost: Enter the shipping fee amount.
   • Tax: Select the tax to apply.

   The total amount is calculated as Cost + Applied Tax.

Other Fee Settings

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

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 apply.

   The total amount is calculated as Cost + Applied Tax.

   To remove a fee, click the trash icon.

Bulk Create Delivery Notes

Review the entered information, then click Create.

When processing succeeds, delivery notes for multiple buyers are created at once.

Important Notes

Notes When Including Allocation Pending Quantities

In Order Confirmation Lines for Inventory Management (New Method), enable Include Allocation Pending Quantities to create delivery notes that include allocation pending quantities.

A delivery note that includes allocation pending quantities cannot be completed until the required inventory is allocated and the pending allocation is resolved.

Lines With Different Payment Types Cannot Be Added to the Same Delivery Note

With Order Confirmation Lines in Inventory Management (New Method), paid and unpaid lines cannot be included in the same delivery note. Select only one payment type.

A delivery note created only from paid lines 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 an order with a 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.

When Undelivered SKU is used as the data source in Inventory Management (New Method), Order Shipping Fees cannot be selected.

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

When Including SKUs With Mixed Currencies

If SKU currencies are mixed for the same buyer, a delivery note can contain only SKUs corresponding to one currency.

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

Specify SKU Quantities for All Selected Buyers

You cannot bulk create delivery notes when all SKU quantities for a selected buyer are 0.

Enter a delivery quantity of 1 or more for at least one SKU for each buyer for whom to create a delivery note. Clear the selection for buyers for whom you do not want to create a delivery note.

You cannot create a delivery note containing only custom items or shipping fees when all SKU quantities are 0.

Some Delivery Notes May Succeed While Others Fail

Delivery notes are created for each buyer. Delivery note creation may succeed for some buyers and fail for others.