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This text refers to program version 4.0  

Operations Menu - Delivery

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

A new record is created in the Delivery register (in the Stock module). It is 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. For Stocked Items, Hansa will usually check the stock balance for the stock Location specified (on the 'Del Terms' card of the Order), and suggest a shippable quantity for each item. If no Location is specified, the stock balance across all Locations will be checked. If you would like the default value always to be the ordered quantity, even if there is insufficient stock, use the Always Deliver option in the Stock Settings setting in the Stock module. Plain Items are shipped without any checking of stock levels, but will not appear on the Delivery at all if the Automatic delivery for Service and Plain Items option in the Stock Settings setting is being used.

If an Item that requires Serial Numbers has been used on the Order with a Quantity greater than one, the Delivery will contain the appropriate number of rows each with a Quantity of one. This allows you to enter Serial Numbers on flip B: Serial Numbers must be entered before the Delivery can be approved.

If you need to make a part shipment, change the Quantity of one or more rows on the Delivery screen as appropriate. You can also remove entire rows, by clicking on the row number to the left and pressing the Backspace key. Hansa will prevent you delivering a greater Quantity than was ordered unless you have checked the Allow Del Qty greater than Ordered box in the Stock Settings setting. For Stocked Items, you can also prevent delivering more than you have in stock by checking the Do Not Allow Over Delivery option in the same setting.

If a part shipment has been made, when the time comes to ship the remainder of the Order, Hansa 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.

The Date of the Delivery can default to the current date or to the Planned Delivery Date of the Order, depending on which Delivery Date Based On option has been selected on the 'Delivery' card of the Customer record. The default Delivery Date can be changed if necessary.

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. 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 Delivery screen, including detailed information about shipments, stock, approving Deliveries 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 no longer be able to delete the Order.

If the 'Delivery' function is run from the Operations menu of the 'Orders: Browse' window, it will only create a Delivery for the first highlighted Order. If you need to create Deliveries in batches, use the 'Create Deliveries from Orders' Maintenance function. 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. The Customer has exceeded their Credit Limit, and you have specified in the Credit Limit setting in the Sales Ledger that Deliveries should not be created for such Customers. In this case, a message will appear explaining the situation.
   

4. The Customer is on hold (the 'On Hold' box on the 'Terms' card of their Customer record has been checked).
   

5. 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 on the 'Ser Nos' card of the current user's Person record or 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. If a change is made to the 'Ser Nos' card of the Person record, you will need to quit Hansa and restart for it to take effect.

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