This module lets you review and manage Incoming delivery note documents. An incoming delivery note records which goods you have received from a supplier — you create the document based on the delivery note sent by the supplier. The list view gives you access to every document you have created in one place, lets you search among them, and you can start the most important actions directly from here (create a new document, close, delete, download, print, send email, create an incoming invoice or a warehouse receipt based on the document).
The possible statuses of Incoming delivery note documents are: Draft, Closed, Cancellation, Cancelled, Used — the meaning and restrictions of each status are explained in the Frequently asked questions section.
Click Main menu / Transport / Incoming delivery note / List to see all the incoming delivery notes created so far. Above the table, the buttons on the Actions tab let you work with the selected document:
At the right end of the tab row, the Analytics link takes you to the statistics page of incoming delivery notes, and the clipboard icon copies the content of the table to the clipboard, for example for pasting into a spreadsheet.
Click the Search tab above the table to see the filtering options. The fields visible right away are: Partner company name, Document number, Currency and Status (you can select several statuses at once). The “Expand” button opens further filters: Document date, Performance date, Employee, Item number, Project, Job number and Department number. Use the Search button to filter by the conditions you set.
The disk icon next to the search button saves the current search conditions — after that the list loads according to the saved state — and the icon next to it deletes the saved search.
On the View and layout tab you can set how the list appears for you:
These settings are saved per user, so they are kept the next time you sign in.
In the panel below the list you can quickly view the details of a selected document without opening the document itself. The tabs of the panel:
The panel can be pinned with the icon in its top right corner, and its size can be adjusted by dragging the divider line at the top of the panel.
On the Additional functions tab you find extra options related to the selected document:
If you want to record the supplier invoice based on the delivery note, do not enter the data again: select the closed delivery note, then use Document management / Incoming invoices — the new incoming invoice opens pre-filled with the data of the delivery note. If you need the document file right after closing, choose Close and download from the arrow next to the Close button.
The default table columns and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The identifier of the incoming delivery note, usually the number printed on the delivery note by the supplier. | |
| Document date | The date the document was created. | |
| Performance date | The date the delivery was actually carried out, that is, the date the goods arrived. | |
| Partner company name | The name of the partner (supplier) linked to the document. | |
| Partner contact person | The name of the contact person on the partner side. | |
| Net value | The total net value of the items on the document. | |
| VAT rate | The VAT amount of the items on the document. | |
| Gross value | The total gross value of the items on the document. | |
| Currency | The currency used on the document (for example HUF, EUR). | |
| Exchange rate | The exchange rate used on the document, if it was not created in the base currency of the company. | |
| Employee | The name of the colleague who recorded the document. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled, Used). |
The set of displayed columns can be customized under View and layout — the list above shows the default view.
The columns of the Items tab in the preview window and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product on the item. | |
| Item number | The unique item number of the product, by which it can also be identified in the master data. | |
| Gross weight | The total (quantity-multiplied) gross weight of the item, calculated from the unit weight recorded in the product master data. | |
| Quantity | The quantity of the received product, in the unit of measure of the product. | |
| Net unit price | The net price of one unit of the product on the document. | |
| Action | Quick actions for the row — in the preview window they can only be viewed; the items can be edited after opening the document. |
Only documents in Draft status can be closed. Documents in Draft, Closed and Used status can be deleted; documents in Cancellation and Cancelled status can only be removed from the list with Permanent deletion. If closing stops with an error message, read the message, check the data and items of the document, then try again.
The Used status shows that you have finished with the closed delivery note. The Used button only works for documents in Closed status and puts the document into this status, so on the list you can easily tell apart the processed delivery notes from those still waiting to be processed. You can also filter by it in the Status field of the Search tab.
These actions are only available for documents in Closed (or a later) status, because a draft can still change. For a draft you can use Download / PDF preview and the XLSX exports — if you need the final copy, close the document first (even with the Close and download option). Also make sure the row is selected in the table, because without a selection the buttons are not active.
Document management starts another document from the data of the selected delivery note, so you do not have to type the same data again. You can choose between Incoming invoices, Warehouse receipt and Worksheets, and with the Modification and Cloning options you can create a new, editable copy from the delivery note.
Filter the list to the documents you need on the Search tab, then with Download / XLSX list you can export the whole list you currently see into one spreadsheet, even without a selection. If you also need the items, use the XLSX item list option.
The Incoming delivery note module only appears under Main menu / Transport if it is assigned to your user. If you do not see it, ask the system administrator to check the module assignment in your user settings.
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