> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Delivery Note
> How to record the dispatch of goods to customers in Bizaxl Medical Retail.
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.
***
## Who Uses This Feature
| Role | What They Do Here |
| ------------------- | ------------------------------------------------------------------ |
| **Inventory Staff** | Creates Delivery Notes when goods are packed and ready to dispatch |
| **Store Manager** | Reviews dispatches; confirms billing status |
| **Accounts Staff** | Uses Delivery Notes as the basis for Sales Invoices |
***
## 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
***
## How to Create a Delivery Note
### 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
### 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
***
## Field Guide
### Header
| Field | What to Enter | Required? |
| ---------------- | ------------------------------------------------------------- | --------- |
| **Customer** | Who is receiving the goods | Yes |
| **Company** | Your company | Yes |
| **Posting Date** | The date of dispatch | Yes |
| **Posting Time** | The time of dispatch | Yes |
| **Is Return** | Tick only for sales returns (goods coming back from customer) | No |
### Items Table
| Field | What to Enter | Required? |
| ------------- | --------------------------------------------------- | ---------------------- |
| **Item Code** | Medicine or product | Yes |
| **Qty** | Quantity being dispatched | Yes |
| **Batch No** | The batch being dispatched - select earliest expiry | Yes (if batch-tracked) |
| **Rate** | Auto-filled from Sales Order | Yes |
| **Warehouse** | From which warehouse goods are being taken | Yes |
### Transport Details
| Field | What to Enter |
| -------------------- | --------------------------------------------------- |
| **Transporter Name** | Name of courier or delivery company (if applicable) |
| **Driver** | Driver's name |
| **LR No** | Lorry Receipt number from the transporter |
| **LR Date** | Date on the LR document |
| **Vehicle No** | Delivery vehicle number |
***
## 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
***
## Status Meanings
| Status | What It Means |
| ----------------------- | ------------------------------------------------- |
| **Draft** | Created but not submitted - stock not yet reduced |
| **Submitted** (To Bill) | Goods dispatched, stock reduced - invoice pending |
| **Completed** | Fully invoiced |
| **Return Issued** | A return has been processed against this delivery |
| **Cancelled** | Dispatch cancelled - stock is reversed |
***
## 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
***
## 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.
***
## 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.
***
## Related Features
* [Sales Order](/retail/medical-retail/sales-order) - the order that precedes the delivery
* [Sales Invoice](/retail/medical-retail/sales-invoice) - billing after delivery
* [Batch & Expiry Tracking](/retail/medical-retail/batch-expiry-tracking) - batch selection guidance
* [Stock Entry](/retail/medical-retail/stock-entry) - for internal transfers (not customer deliveries)