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A Delivery Note is the document that records goods being dispatched to a customer. When your inventory team physically picks, packs, and hands over medicines or medical supplies to a customer (or a delivery person), the Delivery Note is created in the system at that moment. It decrements stock and creates a paper trail of what was sent, in which batch, and to whom.
Delivery Note form showing customer, posting date, items with batch number, and total quantity

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Who Uses This Feature

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Before You Start

  • A Sales Order must exist for the goods being dispatched (in the standard institutional sales flow)
  • The items must be in stock in the warehouse you are dispatching from

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How to Create a Delivery Note

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Method 1: From a Sales Order (Standard)

  1. Open the Sales Order (status = “To Deliver and Bill”)
  2. Click Create → Delivery Note
  3. All items are copied from the Sales Order
  4. Adjust quantities if only a partial delivery is being made
  5. Select the batch for each batch-tracked item (earliest expiry first)
  6. Fill in vehicle/transporter details if applicable
  7. Submit

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Method 2: From Scratch

  1. Go to Stock workspace → Delivery Note → New
  2. Select the Customer
  3. Set the Posting Date and Posting Time
  4. Add items with quantities and batches
  5. Submit

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Field Guide

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Items Table

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Transport Details

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What Happens on Submission

When you submit a Delivery Note:
  1. Stock is decremented - quantity is removed from the warehouse for the selected batch
  2. Sales Order status updates - the linked Sales Order shows what has been delivered vs. what is pending
  3. Sales Invoice can be created - the Delivery Note is now ready to be billed

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Status Meanings

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Processing a Sales Return

If a customer returns goods (wrong item, damaged, or customer changed mind):
  1. Open the original Delivery Note
  2. Click Create → Sales Return
  3. Select the items and quantities being returned
  4. Specify the return batch
  5. Submit - stock is added back to the warehouse

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Best Practices

  • Create the Delivery Note on the day goods physically leave the store. The posting date determines when stock decrements. A Delivery Note dated three days late means your stock reports showed wrong quantities for three days.
  • Always select the correct batch. Batch selection on Delivery Notes is what keeps your batch quantity and expiry reports accurate.
  • Record transporter details for deliveries. If an institutional customer disputes receipt, you need proof of dispatch - the vehicle number and LR number are that proof.
  • Do not create a Sales Invoice before the Delivery Note. Invoice before delivery means you are billing for goods not yet dispatched.

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Common Mistakes

  • Forgetting to select the batch. The system may not enforce this if batch tracking is optional - but skipping it breaks expiry and batch trace reports.
  • Setting the wrong posting date. If the goods were dispatched yesterday but you create the Delivery Note today and use today’s date, your stock history is off by one day.
  • Dispatching without a Sales Order. No Sales Order means no formal approval - especially important for institutional buyers who need authorisation on both sides.