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Sales and customers

Delivery notes and invoicing them later

When goods leave before the invoice: record them on a delivery note, then bring one or more notes onto a single invoice.

4 min read 3 steps Open this screen in Books

Write the note

In the side menu choose Delivery notes, then New delivery note. Pick the customer and fill in the Delivery details (2): Delivered to, Received by and Vehicle / driver. These print on the note for the receiver to sign.

Under Goods delivered add the items and quantities. Price when billed does not print on the note. It is only kept to price the invoice later.

If you invoice goods the moment they are delivered, you do not need this screen: the invoice itself takes the stock out and posts its cost.
Write the note

Deliver the goods

A draft moves nothing. Press Save and deliver (1), then confirm with Deliver. The note takes a number and the goods leave the warehouse on the delivery date, with only their cost posted. There is no revenue, no VAT and no debt on the customer until the invoice is issued. The note is not a tax invoice, and it does not appear in the aging or the statement.
The journal Books posts for you
AccountDebitCredit
Cost of goods sold600.00
Inventory600.00
Once delivered, the note cannot be edited or deleted. Check the quantities before you confirm, because a mistake is corrected with a return after billing.

Raise the invoice from the note

For one note: open it and press Raise invoice. For several: tick them in the list and press Invoice selected. They must be for one customer in one currency, and only a delivered, unbilled note can be ticked.

In the window set the Invoice date, turn on Issue the invoice now if you do not want a draft, then press Create the invoice. The invoice prices the goods and adds VAT, and does not move them again. The note becomes Invoiced, so it cannot be billed twice.

  1. Draft
  2. Delivered
  3. Invoiced
The top of the list shows Delivered, not yet invoiced so nothing is forgotten. That figure is the cost of the goods, not the value of the coming invoice.
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