Delivery Notes
Package: BILLING
1. General
The Delivery Notes module is used to document deliveries – in particular partial deliveries. Delivered quantities are recorded at line item level in the triggering module.
An order covers 10 units of a product, of which initially 6 units are available. From the order, a delivery note is created with the Delivery Type Partial Delivery and the Delivery Quantity 6. The truck icon at the line item changes from black to green once the remaining quantity has been fully delivered with a further delivery note.
All ordered line items of an order are in stock. From the order, a delivery note with the Delivery Type Complete Delivery is created – the delivery quantities are automatically populated. After delivery, the invoice is created directly from the delivery note via the New Invoice action.
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Delivery Notes module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
3.1. Fields
The following table describes required fields and fields with non-obvious functions. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Title * | Name of the delivery note |
| Delivery Date * | Date of delivery |
| Status * | Current processing status of the delivery note |
*Required field
Line Items Block – Basic Settings
| Field | Description |
|---|---|
| Delivery Type |
|
Line Items Block
In the Line Items block, products or licenses are added and position groups assigned as needed. The basic functions correspond to those of the product block – see Product Block in Billing Modules.
Display of Linked Delivery Notes
For each line item, the truck icon is displayed next to the Stock Quantity field if further delivery notes exist for the called record. The icon appears in the Delivery Notes, Deals and Orders modules.
- Icon black → Only a partial quantity has been delivered so far
- Icon green → The total quantity has been delivered
After clicking the icon, a popup opens with all linked delivery notes for the current record.
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Prerequisite | Functionality |
|---|---|---|
| New Invoice | – | Creates a new invoice and links it to the delivery note |
| Set Status "Cancelled" | – | Sets the status of the delivery note to Cancelled |
| Create Return | – | Creates a return based on the delivery note |
| New Email | Configured email inbox | Opens the email editor with reference to the delivery note |
3.3. Creating a Delivery Note
A new delivery note can be created in the following ways:
- Delivery Notes module → Create Delivery Note button or Create action in the navigation bar
- Deals module → Create Delivery Note action in the detail view
- Orders module → Create Delivery Note action in the detail view
The "Create Delivery Note" action in the Deals and Orders modules is only available if it has the active status in Module Management under Layout – Configure Links for the respective module.
3.3.1. Creating from the Delivery Notes Module
Via the Create Delivery Note button or the Create action in the navigation bar, the creation view opens. In addition to the basic data, the Delivery Type must be selected in Line Items – Basic Settings and at least one Product or License must be selected in the Line Items block.
3.3.2. Creating from the Deals Module
After clicking the Create Delivery Note action, a popup opens. Fields such as organization, contact and line items are automatically transferred from the deal. The popup shows position groups, line items, stock quantity, ordered quantity and already delivered/reserved quantities.
For Partial Delivery, the desired Delivery Quantity must be entered manually. For Complete Delivery, the not yet delivered quantity is automatically entered and the Delivery Quantity field is locked.
3.3.3. Creating from the Orders Module
The process corresponds to creating from the Deals module – fields are transferred from the order, and the behavior for partial and complete delivery is identical.
3.4. Deleting a Delivery Note
A record in the Delivery Notes module is immediately and permanently removed from the database when deleted – it is not moved to the Trash and cannot be restored.
4. Practical Examples
1 – Documenting a Partial Delivery for an Order
An order for 10 units of a product arrives, but initially only 6 units are available in stock. From the order, a delivery note is created via the Create Delivery Note action. In the popup, the Delivery Type is set to Partial Delivery and the Delivery Quantity is manually entered as 6. All other fields – organization, contact and line items – are automatically transferred from the order.
After saving, the truck icon at the line item in the order shows black, indicating that a remaining quantity is still open. Once the remaining 4 units are available, a second delivery note with the Delivery Type Partial Delivery and the remaining quantity 4 is created. The truck icon then changes to green – the total quantity has been fully delivered.
2 – Complete Delivery with Directly Subsequent Invoicing
All ordered line items of an order are in stock. From the order, a delivery note with the Delivery Type Complete Delivery is created via the Create Delivery Note action. The delivery quantities are automatically populated and the Delivery Quantity field is locked. After saving, the delivery note is exported as PDF and sent to the customer by email.
Subsequently, the invoice is created directly from the delivery note via the module-specific action New Invoice and linked to the delivery note. This way, the entire process – order, delivery and invoice – is seamlessly connected.
3 – Creating a Return Based on a Delivery Note
A customer reports that two of the delivered products arrived damaged and should be returned. In the detail view of the corresponding delivery note, a return record is created via the module-specific action Create Return, which is automatically linked to the delivery note.
The returned line items and quantities are recorded in the return record. The original delivery note remains unchanged; the return documents the return process separately and fully traceable.
5. Frequently Asked Questions
What do the colors of the truck icon at a line item mean?
The black truck icon indicates that only a partial quantity of the ordered amount has been delivered so far. The green icon signals that the total quantity has been fully delivered via one or more delivery notes. After clicking the icon, a popup opens with all linked delivery notes for the respective record.
What is the difference between "Partial Delivery" and "Complete Delivery"?
With Partial Delivery, the Delivery Quantity is entered manually – so any partial quantity of the ordered line items can be delivered. With Complete Delivery, the not yet delivered remaining quantity is automatically entered and the Delivery Quantity field is no longer editable.
Can I restore a delivery note if it was accidentally deleted?
No. A deleted delivery note is immediately and permanently removed from the database – it is not moved to the trash and cannot be restored. It is therefore recommended to ensure that the record is no longer needed before deleting.
From which modules can I create a delivery note?
A delivery note can be created directly in the Delivery Notes module via the Create Delivery Note button. Alternatively, the Create Delivery Note action is available in the detail view of the Deals and Orders modules – provided the link is set to active in module management under Layout – Configure Links.
Can I create an invoice directly from a delivery note?
Yes. Via the module-specific action New Invoice in the detail view of the delivery note, a new invoice is created directly and linked to the delivery note.