---
title: Sample Delivery
order: 11
updated: 2026-07-02
---

# Sample Delivery

A **sample delivery** records a sample you hand to a customer for evaluation. While the sample is out, it is subtracted from your sellable stock — so nobody can accidentally sell the same piece — and when the customer returns it, the quantity is added back. Returns can be partial: a customer may keep some pieces and return the rest over time.

## Where to find it

Open **Inventory → Stock**, then the actions menu (⋮) in the top-right corner, and choose **Sample Delivery**. The Sample Delivery page opens.

## The statuses

Every sample delivery moves through a simple lifecycle:

- **Pending Delivery** — created, but the delivery receipt has not been uploaded yet. Stock is not affected.
- **Pending Approval** — a delivery receipt has been uploaded and it is waiting for a senior to approve. Stock is still not affected.
- **Delivered** — a senior with the right permission has approved it. The quantity now **leaves sellable stock** at the godown/rack/room it was dispatched from.
- **Partially Returned** — some quantity has been returned and approved, but not all of it.
- **Returned** — everything has been returned and approved. Stock is fully back.

The search panel at the top lets you filter by customer, contact person, product head, product code, and status.

## Create a sample delivery

1. On the Sample Delivery page, click **Add Sample** next to the search panel.
2. Pick the **customer** and **contact person**, and set the **sample delivery date**.
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 sample is going out from. A description auto-fills from the product; you can add your own note.
4. Optionally add freight or handling under **Additional Charges**.
5. Save. The entry appears in the list as **Pending Delivery**.

## Deliver and approve

1. Open the sample delivery (click its row) and, from the actions menu, choose **Upload Delivery**.
2. Drag in the delivery receipt file(s) and save. The entry moves to **Pending Approval**, and it records who uploaded it (the person who delivered).
3. While it is still pending, you can add or remove files. Removing every file drops it back to **Pending Delivery**.
4. A senior with **Approve Sample Delivery** permission opens it and chooses **Approve Sample Delivery**. The status becomes **Delivered** and the quantity is subtracted from stock at the chosen location. It now shows in the product's Stock Ledger as a *Sample Out* movement.

## Returns

When the customer sends stock back:

1. Open the delivered sample and choose **Return Entry** from the actions menu.
2. Enter the returned quantity per line (you cannot return more than is still out), a return date, and an optional note or proof file. Save.
3. A senior with **Approve Sample Return** permission approves the return entry. The returned quantity is added back to stock at its original location.
4. The status becomes **Partially Returned** if some quantity is still out, or **Returned** once every line is fully back.

## Print the delivery note

From the actions menu inside any sample delivery (in any status), choose **Print Sample Delivery Note**. A PDF opens in the viewer — nothing is emailed; you can simply close it. The note's heading, subject, opening and closing text, and terms come from your firm template (see below).

## Permissions

Sample-delivery permissions live in the **Delivery** tab of a user's permissions:

- **View Sample Deliveries** — open the page (required for everything else).
- **Create Sample Delivery** — record a new one and upload its receipt.
- **Approve Sample Delivery** — approve a pending one (subtracts stock). Also needs manage-scope on the from-location.
- **Create Sample Return** / **Approve Sample Return** — raise and approve returns.
- **Delete Sample Delivery** — permanently remove one.
- **Back-date Sample Delivery** — pick a past sample or return date.

## Customising the printed note

The Sample Delivery Note template is a firm-wide setting. Open **Settings → Firm Customisation → Communication & Templates → Sales Communication → Sample Delivery Note** to set the PDF subject, opening paragraph, closing text, and terms & conditions. See [Document templates](/docs/settings/document-templates).