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This text refers to program version 4.3  

Operations Menu - Create Delivery

To issue a Delivery from a Sales Order, select 'Create Delivery' from the Operations menu. For the function to have any effect, you must save all changes to the Sales Order (use the [Save] button).

A new record will be created in the Delivery register (in the Stock module), and opened in a new window, entitled 'Delivery: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Delivery record takes its information from the Order, and tries to ship as many Items on the Order as possible. Plain Items are shipped without any control. For Stocked Items, FirstOffice will check the stock balance and suggest a shippable quantity for each Item.

If you need to make a part shipment, change the Delivery Quantity in the appropriate Delivery rows. You can also remove entire rows, by clicking on the row number to the left and pressing the Backspace key. FirstOffice does not allow you to deliver a greater Quantity than was ordered. For Stocked Items, you can also prevent delivering more than you have in stock by using the Do Not Allow Over Delivery option in the Stock Settings setting.

If you have already made a part shipment, when the time comes to ship the remainder of the Order, FirstOffice will again attempt to ship as many of the remaining Items on the Order as possible. The default quantity on the second Delivery will be the same, irrespective of whether the first Delivery has been approved.

To print Freight Labels, use the function on the Operations menu. To print a Picking List, click the Printer icon. To print a Delivery Note, approve the Delivery (see next paragraph), click the [Save] button and then click the Printer icon. Alternatively, go into the Stock module and use the 'Documents' function on the File menu or the [Documents] button in the Master Control panel.

When the Delivery is complete, click the OK check box and save. This signifies that the Delivery has been approved. If you have determined that cost accounting transactions are to be created at the point of delivery, stock transactions in the Nominal Ledger will now be raised (they may otherwise be raised after invoicing). You will no longer be able to modify the Delivery. You will not be able to raise an Invoice for the Delivery until it has been approved.

Please click here for a full description of the screen, including detailed information about shipments, stock and Nominal Ledger Transactions.

To close the screen and return to the Order, click the close box. You will be asked if you want to save any changes. The Del 1 and Del 2 fields of the Order (visible on flip D) will be updated automatically (you will need to close the Order and re-open it to see this). You will no longer be able to delete the Order.

If you run the 'Create Delivery' function from the Operations menu of the 'Orders: Browse' window, it will only create a Delivery for the first highlighted Order. You can also create a Delivery by dragging an Order from the 'Orders: Browse' window to the 'Deliveries: Browse' window. In this case, the new Delivery will not be opened automatically for checking and approval.

If the function does not create a Delivery, the probable causes are:

1. The Order has been marked as Closed.
   

2. All Items on the Order have already been delivered.
   

3. You have logged in as a user that is not permitted to create Deliveries from Orders. This is controlled using Access Groups. To do this, deny access to the 'Delivery from Order' and/or 'Disallow Delivery from not OKed Order' Actions as appropriate.
   

4. There is no valid record in the Number Series - Deliveries setting (in the Stock module). This might be a fault in the setting itself, or it might be because the default Delivery Number in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year.

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