Delivery Management

The “Delivery Notes” interface is a crucial functionality for tracking and managing deliveries made following purchase orders. It allows you to centralize information concerning delivery notes, facilitating inventory management and monitoring of transactions with suppliers. This interface is structured into several sections, each having a specific function.

Filter Bar

The filter bar located at the top of the interface allows you to restrict the display of delivery notes based on various criteria. It is made up of the following fields:

• Start dateAndEnd date: These fields allow you to define a period to display only delivery notes issued within this date range.
• Supplier: Allows you to select a specific supplier to display only the delivery notes associated with the latter.
• Store: Select the store receiving the delivery note. This allows you to filter delivery notes by storage center or distribution point.
• Nature business: Filters delivery notes based on the nature of the company with which the transaction was made.
• Order number: Allows you to directly search for delivery notes associated with a specific order number.
• NumberAndSystem No.: These fields allow you to search for a delivery note based on its internal number or its unique identifier in the system.
• Piece: Filters delivery notes by type of part delivered.
• Fleet: Displays delivery notes according to the associated fleet.
• User: Allows you to filter delivery notes according to the user who created them.

Indicators: Below the filter bar, two indicators are visible:

• Number of records: Shows the total number of delivery notes displayed after applying filters.
• Number of pieces: Displays the total number of parts associated with the displayed delivery notes.

Table of Delivery Notes

Once the filters are applied, the results appear in table form with the following columns:

• System No.: Unique identifier of the delivery note in the Digiparc system, allowing precise tracking.
• Number: Delivery note number, which is often an internal reference.
• Reference: Identifier or specific code of the item delivered.
• Date: Date and time of creation of the delivery note.
• Purchase order number: Number of the purchase order to which this delivery note is associated. This allows a direct link to the original order.
• Fleet: Fleet associated with the delivery note, specifying for which vehicle or group of vehicles the parts were delivered.
• Store: Refers to the store or storage center where the items were delivered.
• Supplier: Indicates the supplier responsible for delivering the parts.
• Currency: Currency used for the amounts specified on the delivery note.
• Number of pieces: Total quantity of parts included in the delivery note.
• Amount excluding tax: Total amount excluding taxes for the items delivered.
• Amount including tax: Total amount including all applicable taxes.
• Status: Indicates whether the delivery note is invoiced or not. Examples of statuses: "Not billed", "Billed".
• Attachment: Allows you to view or add documents attached to the delivery note (invoices, signed purchase orders, etc.).
• User: Name of the user who created or validated the delivery note.

Additional Actions

• Quick Actions: By clicking on the three dots "..." located to the left of each delivery note, the user accesses quick actions, such as modify it, delete it, print out BL, and consult it.
• Export and import: Icons at the top right of the filter bar allow you to export or import the table data, making analysis easier.

Creation of Supplier Invoice from Delivery Slips

This feature allows users to quickly create a supplier invoice from a delivery note (BL) without having to navigate to the supplier invoice interface. This facilitates the process of recording invoices and improves the efficiency of purchasing operations.

Access to the Feature

• In the purchasing module, navigate to the delivery notes section.
• Select the delivery note you want to use to create a supplier invoice.

• Once you have selected the delivery note, click on the three dots (or the menu icon) next to the delivery note.

• In the drop-down menu, look for the option“Create Supplier Invoice”.

Invoice Creation Process

When you select the option“Create Supplier Invoice”, the system performs the following actions:

• Delivery note details, such as supplier, parts, quantities and prices, are automatically pre-populated in the supplier invoice form.

After checking the details,

Click the button"To safeguard"Gold“To validate”to record the supplier invoice.

Benefits of this Feature

• Time Saving:This feature reduces the time needed to create invoices because it eliminates the need to navigate between different modules.
• Data Accuracy:By pre-filling the information from the delivery note, it minimizes the risk of entry errors.
• Operational Efficiency:Users can manage purchases and invoices more efficiently, improving overall workflow.

Billing Status

The fieldStatusin the table indicates whether the delivery note is "Invoiced" or "Not invoiced". This functionality is essential for accounting tracking, allowing users to distinguish which delivery notes require billing action.

Add a New Delivery Note (BL)

Adding a new delivery note is done by following the steps below, filling in each field according to the information relating to the current delivery. This interface centralizes delivery information and ensures that all details are correctly recorded.

Steps to Add a Delivery Note

1. Access the Delivery Note Creation Interface:

• From the main menu, select the option to create delivery notes or click on the "+" icon to open the addition form.

2. Fill in the General Information on the Delivery Note:

• Number: Enter the unique delivery note number.
• Supplier: Select the supplier responsible for delivery using the drop-down list or click "+" to add a new one.
• Purchase order number: Choose the order number associated with this delivery note.
• Date: Select the delivery date from the calendar.

3. Delivery Details:

• Fleet: Choose the fleet concerned by this delivery.
• Store: Indicate the store or warehouse of delivery destination.
• Area: Sélectionnez la zone de livraison, si applicable.
• Véhicule: Associez un véhicule spécifique si la livraison est dédiée à un véhicule particulier.

  4 . Informations Financières:

• Mode de paiement: Sélectionnez le mode de paiement prévu pour cette transaction.
• Montant HT: Entrez le montant hors taxes pour l'ensemble de la livraison.
• TVA: Le taux de TVA par défaut est indiqué, mais peut être ajusté selon les besoins.
• Montant TTC: Ce champ calcule automatiquement le montant total avec taxes en fonction des montants HT et de la TVA.

  5 . Références et Attachments:

• Devise: Sélectionnez la devise utilisée pour cette transaction.
• Attachement: Ajoutez des documents liés au bon de livraison (ex. factures, bons de commande signés) en cliquant sur "Choisir un fichier".
• Référence: Indiquez toute référence supplémentaire spécifique à cette livraison.

  6 . Commentaire:

• Dans la section "Commentaire", vous pouvez ajouter des notes ou des informations supplémentaires relatives à la livraison.

  7 . Ajouter des Articles (Pièces):

• Dans la section "Pièces", cliquez sur le bouton vert "+" pour ajouter des articles à ce bon de livraison.

8. Complete the following details for each room:

• Pièce: Sélectionnez l'article livré.
• Unité: Spécifiez l’unité de mesure (ex. pièces, litres).
• Quantité: Indiquez la quantité livrée.
• Prix unitaire: Entrez le prix unitaire de l’article.
• Remise: Appliquez une remise si nécessaire.
• Montant HT: Ce champ est calculé automatiquement en fonction de la quantité et du prix unitaire.
• TVA: La TVA est calculée automatiquement selon le taux par défaut.
• Montant TTC: Le montant total incluant la TVA est calculé automatiquement.

  9 . Enregistrement:

• Une fois toutes les informations saisies, vérifiez que tout est correct.
• Cliquez sur le bouton d’enregistrement pour finaliser l’ajout du bon de livraison.

Edit a delivery note

To modify an existing delivery note, follow the steps below:

Steps:

Accéder à l’interface des bons de livraison (BL).

If you are looking for a specific voucher:

• Utilisez le filtredisponible (par numéro, fournisseur, date, etc.).

Once the voucher is found in the list:

• Cliquez sur le bouton avec les trois points verticauxà gauche de la ligne correspondante.

Dans le menu déroulant qui s’affiche, cliquez sur "Modifier".

1. Un formulaire de modifications’ouvre.

2. Make the desired changes (general information, parts, dates, etc.).

3. Une fois terminé, cliquez sur "Enregistrer"pour valider les modifications.

Trick :

• Make sure all required data is filled in before saving.

• You can also modify the associated documents from this form.

Delete a delivery note

Steps to follow:

Accédez à l’interface des bons de livraison (BL).

Recherchez le bon de livraison à supprimer en utilisant les filtres(par N° système, date, fournisseur…).

Une fois localisé, cliquez sur le bouton à trois points verticauxà gauche de la ligne du bon.

Dans le menu qui s’affiche, sélectionnez l’option "Supprimer".

Une fenêtre de confirmations’ouvre pour éviter toute suppression accidentelle.

Cliquez sur "Confirmer"ou "Oui"pour valider la suppression.

Case where the delivery note is linked to an invoice

Si le bon de livraison a déjà été rattaché à une facture fournisseur, il aura un statut "Facturé". Dans ce cas, lorsque vous tentez de le supprimer, un message d’erreurs’affiche :

"Impossible to delete the element, because it is created 1 time in the [Purchase] Supplier invoice section"

This means that the voucher is blocked by its presence in an invoice.

Solution to be able to delete the voucher:

1. Allez dans l’interface Achats > Factures fournisseur.

2. Dans les filtres, recherchez par numéro du bon de livraisonconcerné.

3. Cliquez sur Modifierla facture correspondante.

4. Dans le formulaire, décochez ou retirezle bon de livraison associé.

5. Save the invoice changes.

6. Revenez à l’interface des bons de livraison.

7. Le bon aura maintenant le statut "Non facturé".

8. Répétez la suppression : cliquez sur les trois points> Supprimer.

9. Confirm the action.

Remarks :

• Seuls les utilisateurs ayant les droits adéquatspeuvent modifier une facture ou supprimer un bon.

• Ce mécanisme protège la cohérence comptabledu système.

View a delivery note

La consultation permet de visualiser toutes les informationsd’un bon de livraison sans risque de modification.

Steps to follow:

Accédez à l’interface des bons de livraison (BL).

Si vous recherchez un bon précis, utilisez les filtresdisponibles en haut :

• Start/end date

• System number

• Supplier

• Status

• Fleet

• etc.

Une fois le bon localisé dans la liste, cliquez sur la flèche bleue ➤à droite de la ligne (ou sur une icône œil s’il y en a une).

Une fenêtre ou une page s’ouvre avec tous les détails du bon de livraison, notamment :

• General information (number, date, supplier, fleet, etc.)

• Liste des pièces livrées

• Amounts excluding tax / tax included

• Comments

• Status (billed, not billed, canceled…)