--- title: Delivery Note order: 13 updated: 2026-07-03 --- # Delivery Note A **delivery note** records goods you hand to a customer **immediately** — before any sales order exists. You give the goods on the spot, raise the delivery note, and **later** create the sales order and link the delivery note to it. Once linked, the order's delivery accounting counts the delivery note's quantities, so you never deliver the same items twice. While a delivery note is approved (or linked), its quantity **leaves your sellable stock** at the godown/room/rack it went out from — exactly like a normal delivery — so the same pieces can't accidentally be sold or delivered again. ## Where to find it Two ways: - **Inventory → Stock**, then the actions menu (⋮) in the top-right corner, and choose **Delivery Note**. - From the **Delivery Receipt** page, open its top-right menu and choose **Delivery Note**. Either opens the Delivery Note page. ## The statuses Every delivery note moves through this lifecycle: - **Pending** — created, but no delivery proof has been uploaded yet. Stock is not affected. - **Delivered** — the delivery proof has been uploaded. It is waiting for a senior to approve. Stock is still not affected. - **Approved** — a senior with the right permission has approved it. The quantity now **leaves sellable stock** at the location it was dispatched from, effective on the **note date**. It shows in the product's Stock Ledger as a *Challan Out* movement. - **Link Pending** — the delivery note has been attached to a sales order and is waiting for the link to be approved. Stock stays out; the order's delivered quantities do **not** count it yet. - **Linked** — the link has been approved. The delivery note now **counts toward the sales order's delivered quantities**. **Detach** removes a link (from either *Link Pending* or *Linked*) and returns the delivery note to **Approved**. If it was already *Linked*, the order's delivery figures are recalculated. The search panel at the top lets you filter by customer, contact person, product head, product code, and status. ## Create a delivery note 1. On the Delivery Note page, click **Create Delivery Note** next to the search panel. 2. Pick the **customer** and **contact person**, and set the **note date**. You can back-date to any day up to today; future dates are not allowed. 3. Add one or more product rows. For each: choose the product head and code, the quantity, the make, and — importantly — the **godown, room, and rack** the goods are going out from. A description auto-fills from the product; you can add your own note. You may optionally enter a **price per unit** (this is for display and printing only — it never affects stock or the order). 4. Set the **delivery note number** (see *Numbering* below). 5. Save. The entry appears in the list as **Pending**. ## Deliver and approve 1. Open the delivery note (click its row) and, from the actions menu, choose **Upload Delivery**. 2. Drag in the delivery proof file(s), add an optional note, and save. The entry moves to **Delivered** and records who uploaded it. 3. While it is still pending/delivered, you can add or remove files. Removing every file drops it back to **Pending**. 4. A senior with **Approve Delivery Note** permission opens it and chooses **Approve**. The status becomes **Approved** and the quantity is subtracted from stock at the chosen location, dated the note date. ## Print the delivery note From the actions menu inside any delivery note (in any status), choose **Print Delivery Note**. A PDF opens in the viewer — nothing is emailed; you can simply view or print it and close it. If prices were entered, the note shows Price and Amount columns; a grand total appears only when every line has a price. The note's heading, subject, opening and closing text, and terms come from your firm template. ## Link a delivery note to a sales order Once the sales order exists, you connect the delivery note to it so the order knows those goods are already delivered. 1. Attach the delivery note to the order — either from the delivery note's **Request link with this sales order** action, or from the order's **View** page via **Attach Delivery Note**. The delivery note moves to **Link Pending**. 2. A senior with **Approve Link** permission approves it. The delivery note becomes **Linked** and its quantities now count toward the order's delivered figures. 3. To undo, choose **Detach** — the delivery note returns to **Approved** and the order's delivery figures are recalculated. **Only fully-fitting delivery notes can link.** Every product on the delivery note must appear on the sales order with **enough remaining quantity**. If a product isn't on the order, or the delivery note quantity exceeds what's still undelivered, the link is blocked and the system tells you exactly which lines don't fit. The fit is re-checked again at approval, so a delivery note can't over-deliver a line even if another delivery consumed the quantity in the meantime. A delivery note that is *Link Pending* or *Linked* **cannot be deleted** — detach it first. ## Numbering Your firm chooses how delivery note numbers are assigned, in **Settings → Misc settings → Delivery Note Numbering**: - **Automatic** — the system assigns the next number using your chosen format (a prefix such as the year, followed by a padded running number, e.g. `2026-00042`). You cannot type your own number in this mode. - **Manual** — you type the delivery note number yourself when creating the delivery note. It can be edited while the delivery note is still *Pending*. Numbers are not checked for uniqueness in this mode. ## Permissions Delivery-note permissions live in the **Delivery** tab of a user's permissions: - **View Delivery Notes** — open the page, view delivery notes, download proofs, and print the note (required for everything else). - **Create Delivery Note** — record a new delivery note. - **Edit Delivery Note** — change a delivery note while it is still *Pending*. - **Upload Delivery** — add or remove delivery proof files and the note (moves *Pending* ↔ *Delivered*). - **Approve Delivery Note** — approve a delivered delivery note so stock leaves the warehouse. Also needs manage-scope on the from-location. - **Attach to Order** — request a link between an approved delivery note and a sales order. - **Approve Link** — approve (or reject) a pending link so the delivery note becomes *Linked*. - **Detach** — remove a link and return the delivery note to *Approved*. - **Delete Pending Delivery Note** — delete a delivery note that is *Pending* or *Delivered*. - **Delete Approved Delivery Note** — delete an *Approved* delivery note (stock is added back).