Orders, deliveries and receiving

# Orders, deliveries and receiving

Use this when goods and money do not move on the same day: a customer orders now and you deliver in parts, or a supplier delivers before the bill arrives.

Selling: sales order, delivery, invoice

1. Open Sales orders under Sales. Choose New sales order, pick the customer and the lines, and Save. Choose Confirm when the customer agrees.
2. When goods leave, open the order and choose Deliver. Type How much goes now. Deliver less than the full amount to send the rest later. Choose Print delivery note for the driver.
3. A delivery with no sales order or invoice behind it is a Challan (no invoice yet). Use New challan under Deliveries and challans.
4. Choose Invoice what was delivered, then Make the invoice. You get a draft invoice for what was delivered and not yet billed.

When you deliver, the goods leave stock at cost and the cost is posted at once. The invoice made from the delivery does not move stock again, so nothing is counted twice. Undo a delivery and the goods go back into stock.

### Example

A customer orders 100 at 10. You deliver 60 on Monday and 40 on Friday. Each delivery can be invoiced on its own: 600, then 400. The order shows Part delivered after Monday and Ordered, delivered and invoiced at the end.

Buying: purchase order, goods received, bill

1. Open Purchase orders under Purchases and make and approve the order as usual.
2. When goods arrive, open Goods received and choose New goods received. Pick A purchase order (only approved ones that are not fully billed are listed) or No purchase order, just goods that arrived. Type what Arrived and the Cost each, plus batch or serial numbers if needed. Post it to bring the stock in.
3. When the supplier's bill comes, choose Make the bill from the receipt and type the bill number printed on it. Issue the bill as usual.

Until the bill is issued, what you received sits in Goods received not invoiced, a liability. When the bill is issued that clears. If the bill price differs from the receipt, the difference goes to Purchase price variance, an expense, so stock stays at what you received.

The match check

On Goods received, choose Match check, then compare a purchase order or a bill. Each item shows a plain warning when:

• it was billed with nothing received
• it was billed for more than was received
• more arrived than was ordered
• the bill price is more than 1% off the order price
• it is missing from the order altogether

A row that is fine says Agrees. The check only works for lines linked to an item. Free text lines are skipped.

Sending goods back: debit notes

Open Debit notes and choose New debit note. Pick the Against the bill and either Goods sent back (with the quantity) or Reduce an amount. Post it when the supplier agrees. What you owe the supplier is lower, and goods sent back leave stock at cost.

Proforma invoices

A proforma invoice is an offer to pay in advance; it becomes a real invoice only when you turn it into one. Open Proforma invoices under Sales, choose New proforma, and give a Valid until date. Use Mark as sent and Print. When the customer agrees, choose Turn into invoice. This can be done once. A cancelled proforma cannot be turned into an invoice.

What to watch for

• Post the delivery on the day the goods leave. Cost of goods sold is dated by it.
• Do not make a normal invoice for something already delivered. Use Invoice what was delivered.
• Enter the receipt before the bill, or the match shows a warning.
• Goods received, not billed shows what is waiting for a bill. Check it each month.
• A debit note applies to an issued bill, not to a draft.