Delivery Confirmation

Delivery Confirmation view allows the user to create and manage delivery confirmation of purchase order.

Below are available actions for the user from Delivery Confirmation view:

  Create new delivery confirmation, update and delete delivery confirmation

  View and search delivery confirmation details

 

Field Name	Explanations	Mandatory Information
Document Date	Creation date of the document	Y
Document Number	Document number of the purchase order	Y
Confirmation Reference #	Code for easy reference search of the document	N
Confirmed Date	Confirmed date for delivery of the order	N
Branch	Name of company’s branch which make the purchase order	Y
Vendor	The vendor of whom the purchase order was made to	Y
Currency	Currency used by the vendor	Y
Vendor Location	The location of vendor	Y
Contact Person	The contact person of vendor	N
Deliver To	Name of company to deliver the purchase order	N
Delivery Location	The location of company to deliver the purchase order	N
Contact Person	The contact person of company at delivery location	N
Product Brand	Select product brand(s) to filter products	N
Filter	Enter keyword(s) to filter / search for products	N
Product	Product code of the item	Y
Description	Description of the item	N
Uom	Type of the item	Y
Ordered Qty	Number of quantity of the item on the purchase order	Y
Confirmed Qty	Number of quantity of the item confirmed by vendor for delivery	Y
Unit Price	Cost per item	Y
Discount	Discount for the item to purchase	N
Nett Price	Nett price for the item to purchase	Y
Total Amount	Total cost for the item to purchase	Y
Tax Rate	Tax of the item to purchase	Y
Total Discount	Total discount for all the items on the purchase order	Y
Grand Total	Total cost for all the items on the purchase order after discount and tax	Y

 

Create New Delivery Confirmation:

1. Create delivery confirmation through “Purchase – (Transaction) Purchase Order”

2. From “Purchase – (Transaction) Purchase Order”, on “Purchase Order List” tab, double click on the approved purchased order, it will bring up the details on “Purchase Order” tab for the selected order

3. Click arrow on  button on bottom left screen of “Purchase Order” tab and select “Generate Delivery Confirmation” option to generate a new delivery confirmation, it will generate a new delivery confirmation referenced to the selected purchase order. A link to the delivery confirmation will be added on the purchase order

4. If vendor informed that the quantity of a product to be deliver is different from the “Ordered Quantity” in the purchase order, find the product on “Items / Articles” tab by entering the product number or description in “Filter” textfield. Choose the product, change the “Confirmed Quantity” and click  button or press “ENTER”

5. Click on “Notes / Attachments” tab at the middle of screen to add notes or files attachment for the delivery confirmation

6. Click on “Accept Delivery Confirmation” button at the bottom of screen to accept the delivery confirmation. Tax entries applicable for the delivery confirmation will be automatically created under “Taxes” tab if any

7. If “Immediate” invoice rule was chosen in the purchase order, click arrow on  button and select “Generate Proforma Invoice” option to generate a new proforma invoice. “Purchase Invoice” will be created from “Proforma Invoice” instead. Else select “Generate Purchase Invoice” option to generate a new purchase invoice

8. Click arrow on  button and select “Generate Back Order” option to generate a new purchase order form, IF there is any difference in quantity between ordered quantity and confirmed quantity, to order the balance quantity.

System will generate Purchase Order (Back Order type) document containing the item with balance / remaining quantity to be order.

9. Click arrow on  button and select “Generate Sales Order” option to generate a new copy of the sales form, if the whole (purchase) order to be sold directly to a customer. Select a customer from the pop-up window for the sales order

 

Update Delivery Confirmation Details:

1. Click on “Delivery Confirmations List” tab at the bottom of screen

2. Double click on delivery confirmation to be updated, it will bring up the details on “Delivery Confirmation” tab for the selected order. If a delivery confirmation’s status is “Accepted”, right click on the order and reopen / undo approval of the order first. User can do so from the document as well by clicking the arrow on “Generate Report” button at the bottom left of the document screen

3. Make change(s) on the delivery confirmation information

4. Click on “Save” button at the bottom right of screen when done

5. Click on “Revert” button at the bottom right of screen or refresh icon at the top of the screen to roll back the changes

6. Click on “Accept Delivery Confirmation” button at the bottom of screen to approve the delivery confirmation

7. Click arrow on button and select “Generate Back Order” option to generate a new purchase order form to order the difference in quantity in the confirmed order (if any)

 

Delete Delivery Confirmation:

1. Click on “Delivery Confirmations List” tab at the bottom of screen

2. Double click on delivery confirmation to be deleted, it will bring up the details on “Delivery Confirmation” tab for the selected order. If a delivery confirmation’s status is “Accepted”, right click on the order and reopen / undo approval of the order first

3. Click on “Delete” button at the bottom right side of screen

4. Click on “Yes” button on the pop-up window to confirm delivery confirmation deletion

 

View and Search for Delivery Confirmation Details:

1. Click on “Delivery Confirmations List” tab at the bottom of screen

2. Enter search parameter to filter the result, i.e. type in which vendor to search for in the “Vendor” text field box or select from drop-down list

3. Result can be sorted alphabetically by clicking the fields’ columns

4. Double click on delivery confirmation to view full details of the order, it will bring up the details on “Delivery Confirmation” tab for the selected order