Delivery Order
Guide to the Delivery Order form for recording product shipments from a sales order and posting stock out.
When to Use
This form is used when goods are shipped before, or separately from, the sales invoice. A delivery order posts inventory out and the COGS journal, but does not create a receivable and does not record sales revenue.
- Menu: Sales & POS / Orders & Fulfillment / Delivery Order
- Route:
/form/deliveryorder - Header table:
deliveryorder - Main details:
deliveryorderdetailanddeliveryorderrewarddetail
Entry Steps
- Select the division, date, time, and customer.
- Select the sales order if the shipment comes from an order. The system can pull the header, product details, and rewards from that order. Without an order, enter the product details directly (see Shipments Without an Order).
- Check the quantity shipped, unit, serial number, expiry date, and department of each item.
- Fill in the shipping method and memo if needed.
- Save. The system posts stock out and the COGS journal based on the latest COGS.
Form Fields
| Field | Required | Explanation |
|---|---|---|
Division (division) |
Yes | Shipping division and the source of the delivery order number. |
Invoice (salesid) |
Yes | Delivery order number generated from the type deliveryorder. |
Invoice Reference (salesidref) |
Yes | Internal reference, automatically follows the delivery order number. |
Date (salesdate) |
Yes | Shipping date. |
Time (salestime) |
Yes | Shipping time. |
Transaction Status (kind) |
No | Internal transaction status. |
Customer Code (customerid) |
Yes | Customer receiving the goods. |
Customer Name (customername) |
No | Customer name from the customer master data. |
Address (customeraddress) |
No | Customer address from the customer master data. |
Sales Rep Code (salesman) |
No | Sales representative responsible for the shipment. |
Sales Rep Name (salesmanname) |
No | Sales representative name. |
Sales Order (salesorder) |
No | Originating sales order number. The lookup only finds the customer's orders that have not been invoiced yet. |
Delivery Details (deliveryorderdetail) |
Yes | Products and quantities shipped. Shown after a sales order is selected. |
Product Reward (deliveryorderrewarddetail) |
Yes | Reward products shipped along with the order. |
Shipping (shipment) |
Yes | Shipping method or courier service. |
Note (memo) |
No | Shipping remarks. |
Change Note (memoedit) |
No | Note entered when editing. Used as the journal memo if filled in. |
Printed (printed) |
No | Becomes active after the document is printed. |
Audit (usercreate, useredit, updatetimestamp) |
No | Information on who created and modified the record and when it was last changed. |
Delivery Details
- Delivery details come from
deliveryorderdetailwith the relationsalesid. - Save validation makes sure the total detail quantity is greater than zero.
- Products in the normal goods category reduce the stock of that product.
- Package products reduce the stock of the package components according to the composition
productpackage. - Reward products are posted as inventory transactions of the reward type.
Delivered Status New
The Delivered field marks a delivery whose goods have actually arrived, separate from the document date. Useful when the order and the delivery order are printed together but the goods only leave a few days later.
- When a new delivery order is saved, you are asked Is this delivery being shipped out right now? Yes = Delivered, No = not yet.
- When the goods arrive, open the delivery order, turn on Delivered, and save. Delivered At and Marked By are filled in by the system.
- Use the list filter to see deliveries not yet delivered.
- Stock and journals are still posted when the document is saved, whatever the status. The status is only a marker; it does not delay posting.
- Deliveries with a courier waybill are marked delivered automatically once waybill tracking says the parcel arrived (see Courier Waybills).
- Changing the status of a delivery dated in a closed accounting period is refused unless the role is allowed.
Stock and Journal
After saving, the system deletes the old inventory and journal entries for the same number, then recreates the shipment posting.
| Part | System Effect |
|---|---|
| Inventory | Creates inventory.invout for the goods shipped with transtype sales or reward. |
| COGS | Takes the latest COGS from the table cogs per product, serial number, date, and division. |
| Journal | Debits the COGS account or the reward account, credits the product's inventory account. |
| Deleting a delivery order | Deletes inventory and journaltrans related to the delivery order number. |
Courier Waybills
A saved delivery order can be turned into a courier waybill straight from this form (platform courier service; available on SaaS or on self-hosted installations whose relay is registered).
- The Create Waybill button opens the waybill dialog: the sender comes from the Company data and the recipient from the customer; pick the origin/destination sub-district, the courier, and its service. Weight is taken from the product data (the Weight field, in grams) and can be corrected before the waybill is created.
- The cost is deducted from the PPOB & Courier Balance when the waybill is created. Rates are always calculated by the server.
- The Shipping panel shows the destination, the service the buyer chose, the shipping fee the buyer paid (for Online Shop orders), and the list of waybills with their status. A delivery order from an Online Shop order is pre-filled with the buyer's destination and paid service.
- Waybill statuses: Pending/Processing → Issued (waybill number assigned), Queued (waiting for the courier), Failed (balance refunded automatically), Needs review (decided by the platform admin; no money moves until it is certain), and Cancelled (balance returns once the courier confirms the cancellation).
- Print waybill prints an A5 sheet with the waybill number (and QR), the parties, goods, and weight — an application-generated sheet, not the courier's official label.
- Track shows the journey history; once tracking reports the package as received, the delivery order is marked as delivered automatically.
Shipments Without an Order
- Delivery details can be entered without selecting a sales order. Stock out and COGS are posted when the shipment is saved, the same as a shipment from an order.
- A shipment without an order is billed through the Fill Data from Delivery Order field on the Sales form. That invoice does not take the stock out again.
- A billed shipment shows Billed on Invoice. Its products, number, customer, division, and sales order cannot be changed, and the shipment cannot be deleted, until that invoice is changed or removed. The Delivered status, memo, and other header fields can still be changed.
- A sales order can only be selected before the shipment is saved.
Common Problems
Check the customer and the order status. The sales order field searches the customer's orders that have not been invoiced yet.
Fill in the delivery details with a quantity greater than zero. Save validation reads the detail quantity footer.
Quick Add from the Search Field
If the icon + appears next to a search field, you can complete shipping data directly from this form without interrupting the delivery order entry.
Sales Representative
Available on the field Sales Rep Code in the shipment header. If the responsible sales representative does not exist yet, click + to add the sales representative master data, then select it again on the same delivery order.
Menu Location
- Sales & POS / Orders & Fulfillment / Delivery Order
/form/deliveryorder