In this module you can manage Incoming delivery note documents. An incoming delivery note records which goods you have received from a supplier. This guide shows the edit page of a single document: how to create a new document, how to add items, how to close it for good, and how to create an incoming invoice or a warehouse receipt from it.
The possible statuses of Incoming delivery note documents are: Draft, Closed, Cancellation, Cancelled, Used — a new document always starts in Draft status; the Used status can be set on the list page, and the meaning and restrictions of each status are explained in the Frequently asked questions section.
Click Main menu / Transport / Incoming delivery note / New and an empty document opens. You can open an existing document from Main menu / Transport / Incoming delivery note / List. At the top of the page you will find the Actions, Additional functions and View and layout tabs, below them the document header, then the Items and the other tabs.
The header contains the following fields — the detailed description of required and optional fields is in the Field descriptions section:
You can record the content of the document on the Items tab, with the buttons above the item table. You can choose from several methods — pick the one that is fastest in the given situation:
On the Properties tab of the item window (New button) you can choose from the following buttons:
On the Basic data panel on the right side of the window you can see the prices and stock data of the selected product (Physical, Reserved, Available, Incoming) for information. On the Warehousing master data tab, selecting the Site is required — it determines which site the received product belongs to — and this is where you can also specify the Storage areas and shelves (location code) data.
The further buttons above the table: Open edits the selected item, Delete removes it, Cloning duplicates it, Product label prints a label, Product card opens the data sheet of the selected product, and Add-ons and alternatives shows the add-on and substitute products related to the product. These buttons can only be used when an item is selected (and for a document in Draft status).
Besides the Items tab there are further tabs:
On the Actions tab you will find the buttons that control the life cycle of the document:
On the Additional functions tab you will find extra options that help your daily work: viewing the Sent items, sending a New email (using an External mail client or the Internal mail client built into the system), adding a New product or New partner, creating a New task for the document, and opening the partner’s Partner card.
On the View and layout tab, the Interface and behavior button lets you customize how the data sheet is displayed, and the Columns button the columns shown in the item table. These settings are saved for your user, so they are kept the next time you sign in.
If you have to add many items from the delivery note, use the Quick add button: the item window jumps to the Part number field and opens again after every save, so you can type or scan the next product right away. And if the supplier’s invoice also has to be recorded, from the closed document you can start a pre-filled invoice with Document management / Incoming invoices, so you do not have to retype the data.
The fields in the header and on the tabs of the document, and what they mean:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The identifier of the incoming delivery note, which you have to enter manually (usually the number shown on the supplier’s delivery note). It cannot be changed after the first save. | |
| Document date | The creation date of the document; it is filled in automatically and cannot be edited. | |
| Performance date | The date the delivery was actually completed, that is, the day the goods arrived; selectable from the calendar, today by default. | |
| Status | The state of the document (Draft, Closed, Cancellation, Cancelled, Used). Draft for a new document; the system changes its value as a result of your actions. | |
| Currency | The currency of the document (for example HUF, EUR). It cannot be changed on a saved document. | |
| Exchange rate | Only shown if the currency differs from the company’s base currency. The system fills it in when the currency is changed, and you can modify it if needed. | |
| Partner company name | The name of the partner (supplier). With the icon you can add a new partner, and the partner data of the document is filled in automatically. | |
| Partner contact person | The contact person on the partner’s side; with the icon you can add a new contact person to the selected partner. | |
| Billing address and Shipping address (header) | The billing and shipping address of the selected partner; with the icon you can add a new address to the partner. | |
| Customer comment | Text that also appears on the printed or downloaded document; it can also be loaded from a saved text template. | |
| Internal comment | A note visible only within the company. | |
| Billing address and Shipping address (Settings tab) | Selectable from the addresses of your own company: which billing and which shipping address should appear on the document. | |
| Project, Job number, Department number | Optional classification data on the Settings tab, for reports and filtering by cost centre. If the value does not exist yet, you can add it on the spot with the icon. |
The default columns of the item table on the Items tab and what they mean:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product on the item; filled in automatically when the product is selected. | |
| Part number | The unique part number of the product, by which it can be identified in the master data. When you type it, the system offers the matching product. | |
| Quantity | The received quantity in the unit of measure of the product (for example pcs). You can also enter decimals. | |
| Net unit price | The net price per unit of quantity; it is calculated from the Net base price and the Discount / Surcharge, but can also be modified manually in the item window. | |
| VAT rate | The VAT rate that applies to the item (for example 27%). | |
| Net value | The total net value of the item (quantity × net unit price), calculated by the system. | |
| VAT value | The VAT amount of the item, calculated by the system. | |
| Gross value | The total gross value of the item, calculated by the system. The net, VAT and gross totals of the whole document are shown at the bottom of the item table. | |
| Site | Selectable on the Warehousing master data tab of the item window: which site the received product belongs to. |
The set of columns shown can be customized in the View and layout / Columns setting — the list above shows the default view.
You have to enter the document number of an incoming delivery note yourself before the first save, the system does not generate it. After the first save the field is locked, so that the identifier of the document cannot change. If you made a typo and the document is still in Draft status, you can start over with the correct number in one step using the Delete and copy option.
Closing finalizes the document, so the items and the header can no longer be edited afterwards, and the item editing buttons are inactive as well. The Close button can only be used in Draft status. If something has to be corrected, use Document management / Cloning to make a copy of the document and correct that.
Save only records the data: the document stays in Draft status, and you can come back to it and modify it at any time. Close finalizes the document, and no further modification is possible. If you are sure about the data, you can do both in one step with the Save and close option.
On the document page you can only delete documents in Draft and Closed status, and a deletion cannot be restored. If you only want to correct something, use the Delete and copy option: it deletes the document and makes a copy that you can correct.
Before saving you have to fill in the required fields: Document number, Performance date, Currency, Partner company name, the partner’s Billing address and Shipping address fields, and on the Settings tab the Billing address and Shipping address fields of your own company. If one is missing, the system tells you which one you have to complete.
These buttons refer to a specific item, so they are only active if you have selected a row in the table. On a closed document item editing is not allowed, so the buttons for adding items cannot be used there either.
In Main menu / Transport / Incoming delivery note / List you can see all the documents, and you can search and filter there as well. You can read about using the list in detail in the Incoming delivery note list guide.
The module only appears in the menu if it is assigned to your user. If it is missing, ask the company administrator to check the module assignment of your user.
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