The information in this document is applicable to product update 503 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Info section
This section displays the information of the sales order, such as the sales order number, debtor name, selection code, reference number, sales order date, and fulfilment date of the items. Click Info to view the details in this section. Click Info again to hide the details in the section.
Print section
This section is not available for printing delivery notes for drop ship sales orders.
Select a printing option from the following:
- Trial - Select this option to print test copies of the delivery notes.
- Final - Select this option to print final copies of the delivery notes. By default, this option is selected.
Note:
- The selected sales order will be processed only if the Final option is selected.
- When the Trial option is selected, the selected sales order will not be processed. Also, the Entry data section and the Packing list check box under the Options section will be deactivated.
Output section
This section is not available for printing delivery notes for drop ship sales orders.
Select a print output type from the following options:
- None - Select this option if you only want to process the sales order without printing the delivery note.
- Printer - Select this option to print the delivery note in hardcopy format.
- E-mail - Select this option to send the delivery note by e-mail to the debtor. Select Debtor, Delivery debtor, or Invoice debtor as the recipient of the e-mail.
Printer
Select the printer available to be used for printing the output.
Note: This option is available only if the print output type Printer is selected.
E-mail
This is the e-mail address of the debtor who will receive the delivery note. Depending on the selection at the E-mail option list, the e-mail address can be that of the debtor, delivery debtor, or invoice debtor. By default, the e-mail address of the debtor selected at the E-mail option list will be displayed, which is derived from the Sales orders screen (go to , select the relevant sales order, and then click Open). However, you can type a new e-mail address. If you want to send the delivery note to multiple e-mail addresses, insert a semicolon (;) between the e-mail addresses.
Note: Changes made to the e-mail address will not be reflected in the debtor maintenance (go to , select the relevant debtor, and then click Open) but the changed e-mail address will be reflected in the Address data screen (go to , select the relevant sales order, click Open, and then click the Email icon at the Ordered by, Delivery to, or Invoice to field in accordance to the selected recipient (Debtor, Delivery debtor or Invoice debtor) at the E-mail option list).
E-mail Cc
Type the email address of the person who will receive the carbon copy of the delivery note.
E-mail Bcc
Type the email address of the person who will receive the blind carbon copy of the delivery note.
Subject
Type the subject of the e-mail. This information is mandatory. The debtor’s reference number, as defined in the sales order, is displayed below the Subject field.
Long description
Type the description of the email.
Covering letter
Type or select a covering letter code to attach a covering letter with the e-mail. This is available only if Image is selected at Covering letter (format) under the General section of Documents settings and the Use multiple layouts check box is not selected under the Fulfilment section of Order settings. For more information, see Overview of layouts.
E-mail template
Type or select an email template that you want to use when you email the delivery note to the recipient.
Note: This field is only available if you have selected the Final option at Process and E-mail option at Output under the Process section. You also have to select the Email template option at Sales orders under the E-mail settings section at . You can create the email template at Sales orders at .
Entry data section
This section is enabled only if the printing option Final is selected under the Print section.
Generate invoices
Select this check box to generate the invoice for the sales order. By default, this check box is selected.
The following fields are enabled only if the Generate invoices check box is selected.
Lines
Select this check box to generate and print invoices for only the delivered items in the sales order lines. For more information, see Why is the sales order invoiced completely despite enabling the setting “lines only” in the fulfillment screen?.
Fulfilment date
Type or select the start date and end date to generate and print invoices for order lines delivered at defined date(s). This field is enabled only after the Lines option is selected. By default, the All check box is selected for you to generate invoices for sales or service items fulfilled on any date.
Note: The filtering of the fulfilment date for an order is not applicable to a sales order text line. Upon the generation of invoice based on the defined fulfilment date, the sales order text line will be invoiced if the fulfilment date of the text line is earlier than or equals to the transaction date.
Selection code
Type or select the selection code for the sales order.
Zero invoice
Select this check box if you want the invoice to include sales order lines with “0” amount.
Print invoices
Select this check box to print the generated invoice.
Note:
- Invoices can only be printed if you have not selected the Authorise invoices check box at , under the Authorise section. If the Authorise invoices check box is selected, the generated invoice must be authorised at before the invoice can be printed.
- If this check box is selected, the Print invoices screen will be displayed once Start is clicked. For more information, see Printing and processing invoices.
Options section
This section is not available for printing delivery notes for drop ship sales orders.
Print date
The current date is displayed. This field cannot be edited.
Define layout
This check box is disabled for the printing of delivery notes.
Layout
Type or select a layout for the delivery notes. By default, the delivery note layout displayed is based on the Delivery note defined at . This information is mandatory.
Note: This field is available only if you have not selected the Use multiple layouts check box at , under the Fulfilment section.
Collective layout
Type or select a collective layout for the delivery notes. This information is mandatory. You can define collective layouts for delivery notes at for delivery notes. For more information, see Overview of collective layouts for logistics.
Note: This field is available only if you have selected the Use multiple layouts check box at , under the Fulfilment section.
Number of copies
Type the number of copies of the delivery notes you want to print. This information is mandatory and should be between 1 and 99.
Note: This field is available only if you have selected the Use multiple layouts check box at , under the Fulfilment section.
Packing list
Select this check box if you want to print packing lists.
Note: This check box is available only if the printing option Final is selected under the Print section.
Layout
Type or select a layout for the packing lists. By default, the packing list layout displayed is based on the Fulfilment defined at . This information is mandatory.
Note: This field is enabled only if the Packing list check box is selected.
Free text line 1/2/3
You can type additional information for the delivery note in the Free text line 1, Free text line 2, and Free text line 3 fields. These fields are enabled if the Free text lines check box under the To be printed section is selected.
To be printed section
This section is not available for printing delivery notes for drop ship sales orders.
Free text lines
Select this check box to add remarks to the delivery note. Once this check box is selected, the Free text lines 1, Free text lines 2, and Free text lines 3 fields under the Options section will be enabled.
Back order lines
Select this check box to include sales order lines that have a delivery date later than the sales order date to be printed on the delivery note. For example, if the sales order date is January 20, 2024, the fulfilment date for Item A is on January 20, 2024, and the fulfilment date for Item B is on January 23, 2024, Item B will also be printed on the delivery note if this check box is selected.
Fully completed lines
Select this check box if you want sales order lines that are realised (completed) to be printed on the delivery note.
Compress
Select this check box to combine the same items with the same sales order information into one line on the delivery note. Only the same sales items with the same information such as fulfilment date, sales price, and other information (except quantity) can be combined.
Lines with quantity 0
Select this check box to include items with the quantity of “0” in the delivery note.
Unmatched payments
Select this check box for cash payment or any other entries that are not matched to any invoice or payment (payment for the sales order has not been made).
Note: If this check box is not selected, only the total payment amount for the sales order will be displayed on the delivery note.