General Information about Delivery Reporting

What Does This Procedure Do?

When a customer order has been delivered to the customer, you must update this in the system. The customer order must first have been registered in the Register Customer Order procedure. During the delivery reporting, the system updates the stock balance for those parts included in the order. You can choose whether the order has been delivered in full ("final delivery made"), or only in part ("partial delivery made"). You can also make excess deliveries (too much) or short deliveries (too little) without leaving a backorder.

Reasonability checks, block for excess reporting and block for deleting rest, can be used. These reasonability checks and blocks with limits for excess reporting and deleting can be activated by settings under the Orders / Quotes heading under the Sales tab in the Settings procedure.

Once an order has been delivery reported, it is placed in a separate register while waiting to be invoiced. This register can be printed in the Invoice Basis procedure. This procedure is mainly used to preview the invoice bases before the actual invoices are printed. You can still make corrections or adjustments on the delivered orders as long as the invoices have not been printed and approved. This can be done in the Register Invoices Directly procedure.

There are a number of system settings which determine the different functions in this procedure.

• You can configure a setting called Credit limit warning during Delivery Reporting. You can choose to measure the credit limit against order backlog, order backlog plus accounts receivables, accounts receivables or overdue accounts receivables. Please note that the check is made against the customer code invoice on the order. For example if the delivery is made to several stores or retailers but the payments are made centrally. The credit limit control is therefore made against the central company since they are paying.
• It is possible to receive a warning if the setting called Warn for overdue invoices during delivery reporting has been activated.
• It is possible to receive a warning if the setting called Warn if balance is negative during Delivery Reporting has been activated. You can select if you want to receive this warning for all parts or only for the parts with traceability. This warning minimizes the risk of delivery taking place before a manufacturing order has been reported, which is not good if you are supposed to be able to trace batch numbers/manufacturing order numbers to the customer order.
• With the setting Print delivery note for delivered rows upon delivery you determine if you want to print a delivery note. A question will then appear where you can select this option.
• With the setting Print transport label after delivery reporting you determine whether you want to print a transport label directly or via the Transport label tab after saving the delivery reporting. A question will then appear where you can select this option.
• You can configure a setting called Open Print Shipping Document after Pick List Delivery Reporting if you want to open the Print Shipping Documents automatically with the current order loaded.
• You can configure a setting called Add to invoice basis after delivery reporting if the delivered quantity shall be added to the existing invoice basis. A question will then appear where you can select this option.
• If you have activated the setting Sort invoice bases according to customer order at delivery, the invoice records will be displayed in numerical order if two deliveries are made to the same invoice basis.
• You can configure a setting called Status 'Pending' on invoice basis for new customers? if you want the status of the invoice basis to be set to Pending after the delivery reporting.

The settings are described in detail under Orders / Quotes under the Sales tab in the Settings procedure.

There is also a setting called Automatically set status 6 (Delivered) on M-order when delivering linked C-orderThis setting is configured under the Orders heading under the Manufacturing tab in the Settings procedure.

What Does This Window Contain?

At the top of the window there is a field in the heading row where you enter the order number. When an order number has been loaded, a dialog box appears where you can select to deliver the entire order if you want to. In the Rows tab, you can then see the order rows on the order. Here you can also add order rows for example if you wish to add freight costs.

After you have saved a delivery reporting, the Delivery note tab will also become activated and there you can preview the printout of the delivery note. The Transport label tab is also activated when you save, and under this tab you can see which transport labels that can be printed and you can also adjust the quantity/package and the number of copies.

Change of unit, if any, during delivery reporting is not saved in any database. It is only a calculation help.

Multiple Stock Locations

A part can have several stock locations. If you use multiple locations, the order rows that contain parts with multiple stock locations will have a separate window that can be opened. You can then register deliveries per stock location.

If you previously have used multiple locations and then deactivated this setting in the Settings procedure, you can still open this window on order rows with parts that still have multiple locations.

The multiple stock location window can be found in the Quantity to report field in the order rows.

When delivery reporting of an entire order (quick reporting) or if the All check box has been selected for an order row, the system will automatically perform a calculation. This calculation will suggest from which stock location or stock locations the delivery should be made in order to cover the total quantity. It is based on the following:

• When using age analysis of the stock location, the delivery is suggested to be made from the stock location with the oldest arrival date.
• When using priority of stock location, the delivery is suggested to be made from the stock location which has the highest priority (that is, the lowest number). If you also use pick location, then the system will always first suggest that the delivery is made from the stock location that is the pick location.

Read more about how to use multiple stock locations in the Location section in the documentation of the Settings procedure.

Window Functions

Read more about the Window functions under Window Functions in the MONITOR Basics guide.