How to Create Delivery Orders

Delivery Orders (DOs) in QNE Optimum are critical for tracking the movement of goods from your business to your customers. They act as confirmation that items have been dispatched, help streamline inventory management, and ensure accurate record-keeping for sales and logistics. Efficient management of delivery orders helps support timely fulfillment, minimizes errors, and provides transparency to both the accounting and operations teams.

Prerequisites

• Customer record exists.

• Inventory items have been created.

• Stock quantities are available for delivery, if applicable.

• Sales Orders or Quotations exist if using the transfer function.

• The user has permission to create Delivery Orders.

Scenario:

Imagine you are a sales officer in a company that sells office supplies. A customer has placed and confirmed an order for multiple items. You now need to create a Delivery Order to prepare the items for shipment. After the customer's order has been confirmed, you need to create a Delivery Order in QNE Optimum to prepare the items for shipment.

Procedure 1: Creating a Delivery Order

1. In the navigation pane click Sales > Delivery Orders

• Note: If the Quick Create icon is enabled (the highlighted button in the red box), selecting Delivery Orders opens the new Delivery Order transaction form. Otherwise, the Delivery Order List opens.

2. From there, select the New button to create a new Delivery Order transaction.

There are two options available for creating a Delivery Order:

Option 1: Create a Delivery Order by transferring details from an existing Quotation or Sales Order, depending on your sales process.

1. Select the Customer code

2. On the top part of the Delivery Orders  window, select the Transfer button. Then select Quotation/Sales Order, depending on your sales process.

3. Select the Quotation/Sales Order needed to be transferred to the Delivery Order by clicking OK.

4. The system copies the details from the selected source document into the Delivery Order. Review the information, then click Save.

Option 2: Create Delivery Orders manually.

1. Complete the required fields in the delivery order header.

• Customer – Select the customer placing the order.

• Delivery Term - Specifies the agreed delivery conditions, such as delivery location, shipping arrangements, or delivery instructions.

• Term - Payment terms offered to the customer, such as C.O.D., 30 Days, or 60 Days.

• Currency – Displays the transaction currency and exchange rate. Update the exchange rate if required.

• Location – Warehouse, branch, or business location from which the items will be supplied.

• Attention – Name of the customer contact associated with the order.

• Agent - Salesperson or account manager responsible for handling the customer's order.

• Project - Project code associated with the delivery order.

• Reference No. - Internal reference number used for tracking purposes, if applicable.

• Doc Date – Date the Delivery Order is created or recorded.

• D. Order No. – Document number used to identify the Delivery Order.

• Tax Inclusive – Enable if prices include tax.

5. In the Details section, enter the item information

• Stock Code – Stock code of the item.

• Description – Automatically populated with the stock name once the Stock code is selected.

• F.Desc – Additional details about the item if needed.

• QTY – Quantity of the item being offered to the customer.

• UOM - Unit of Measure (e.g., pcs, boxes, liters).

• Unit Price - Proposed selling price per unit.

• Disc – Any Discount applied.

• Stock Location - Warehouse or inventory location where the item is available.

• Tax Code -Tax code assigned to the delivery order item, if applicable.

• WTAX Code - Withholding tax code assigned to the delivery order item, if applicable.

6. Confirm that the totals are calculated correctly and reflect all adjustments. Then proceed by clicking Save.

Optional Steps:

• The Others and/or Notes tabs can be used to enter additional remarks or references related to the delivery order. 

• The Files tab can be used to attach supporting documents from your workstation.

• The Info tab displays:

  • document creation timestamp,

  • user who created the document,

  • print history information.

Procedure 2: Validation of Recorded Delivery Order

1. After saving the transaction, verify if:

• The Delivery Order is saved successfully.

• The Delivery Order number is generated or displayed correctly.

• The totals reflect the entered pricing, discounts, and taxes.

2. Verify that the Delivery Order appears in the Delivery Orders List.

Procedure 3: Editing a Delivery Order

1. Go to Sales > Delivery Orders, then select the Doc # of the Delivery Order that you want to update.

2. Once opened, make the required changes, then click Save.

Procedure 4: Deleting a Delivery Order

1. In the Delivery Order  List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

2. Verify that the Delivery Order no longer appears in the Delivery Orders List.

3. Preferred Method: If the Delivery Order is no longer required, click Cancel instead. This preserves the transaction history while marking it as inactive.

Application:

Delivery Orders can be used to:

• Example 1: Partial Shipments

A customer orders 100 units of a product, but only 60 units are currently available in stock. Using QNE Optimum, you can create a Delivery Order for the 60 available units and create a Delivery Order for the available quantity and document the remaining quantity for future processing.

• Example 2: Coordinating Multiple Warehouses

A company operates from two warehouses. The Delivery Order records the warehouse location from which items are dispatched, helping maintain accurate inventory records.

• Example 3: Integration with Invoicing

Once a Delivery Order is confirmed, it can be referenced when creating Sales Invoices, helping align invoicing with delivered items and reducing the need to re-enter information.

Important Notes:

• Editing and Deleting Transactions: Editing and deletion permissions may be restricted based on system configuration, organizational policy, or applicable regulatory requirements (such as CAS approval, where applicable). Ensure modifications and deletions follow your organization's internal policies and applicable regulatory requirements.
  
  System Scope: QNE Optimum