Delivery notes

Goal

You need to record goods that leave the store without an invoice — for example, a sample, a customer pickup, or stock moving to a customer's site before billing — and keep a signed paper trail.

Where this happens

• In the back office (Core App): Customer Management → Delivery Notes. Tills do not create delivery notes.

A delivery note is a signed record of goods that physically left the store when no invoice was raised at that moment. It lets the store account for the movement and lets the customer (or driver) confirm what was taken.

Prerequisites

• You are signed in to the correct store with permission for Customer Management.
• You have the customer's name or account number.
• You know what items are leaving and the quantity of each.
• The customer (or driver) is available to sign for the goods.

Steps

1. Open Delivery Notes

1. In the sidebar, expand Customer Management.
2. Click Delivery Notes.

2. Pick the customer

1. Click the Customer field.
2. Search by name, phone, or account number.
3. Pick the customer from the list.

If the customer is not in the list, stop and add the account customer first — see Customers.

3. Add the items being delivered

For each line:

1. Scan the barcode on the item, or type the stock code in the Item field and press Enter.
2. Enter the quantity leaving the store.
3. Repeat for each item.

If the system cannot find the stock code, see Edge cases below.

4. Add the delivery details

1. Enter the delivery date (the date the goods physically left the store).
2. Pick the destination (Customer site, Customer pickup, Other store, Other).
3. Type the receiver's name and contact so there is a clear paper trail.
4. Add a note when the delivery is a sample, when the customer will be invoiced later, or when a supervisor asks for one.

5. Print and save

1. Click Save.
2. Wait for the confirmation message that includes the delivery note number.
3. Click Print and give the printed copy to the customer or driver to sign.
4. File the signed copy with the day's delivery paperwork.

Expected result

• Stock counts for the items on the delivery note drop by the recorded quantities.
• You have a delivery note number and a signed printed copy to file.
• The customer's account is ready for an invoice to be raised later (if applicable).

Edge cases

• The customer is not in the list. Add the account customer first — see Customers.
• The barcode does not find an item. Search by description. If still nothing, the item may not exist in your store yet — ask your supervisor to create it.
• The delivery is split between customers. Create one delivery note per customer so each paper trail is clean.
• The receiver refuses to sign. Stop and tell your supervisor — unsigned goods leaving the store are an audit gap.
• You need to change a line after saving. Open the delivery note and edit it before the invoice is raised. After the invoice is raised, ask your supervisor to correct the invoice instead.
• The note needs to be invoiced later. Open the delivery note and click Convert to Invoice — this is the normal path from "goods left, no invoice yet" to "invoice raised".

Related

• Customers
• Sales at the till
• Proof of payment