Entering delivery notes and follow-up of pending quantities

There are several methods for creating a (or several) delivery note(s):

1. By choosing the Add command in the Action menu or in the button bar, and by indicating the corresponding Offer No in the first dialog that appears. In this case, there are no existing records in the Orders file (or if there are, they are ignored).

If the Follow-up of pending quantities checkbox is checked in the Delivery note, the program will generate Order records for any suspensions. Follow-up will then have to be carried out using the Generate delivery notes procedure, from the Order file.

If the Follow-up of pending quantities checkbox is not checked in the Delivery note, the program does not generate Order forms for any suspensions. It is up to you to follow up on the suspensions. To help you, you can print the List of balances to be delivered, or search using the formula:

[Delivery notes lines]Pending quantity is greater than 0

2. By selecting the Add command in the Action menu or in the button bar, and by indicating the Order Confirmation No in the first dialog that appears. There are two possibilities:

If the Confirmation has generated Order records (the Manage Orders tab is checked in the Confirmation record), the tracking of pending orders is automatic. You can also use the Generate Delivery notes procedure from the Orders file.

If the Confirmation has not generated any Order records (the Manage Orders tab is not checked in the Confirmation record), the situation is the same as in Case No. 1.

3. By selecting the Add command in the Action menu or in the button bar, and by validating the first dialog displayed without indicating an Offer No. or Confirmation No. In this context, there are no existing records in the Orders file. The situation is identical to case No. 1.

4. By selecting one or more Offers and choosing the Convert command in the Action menu.

5. By selecting one or more Confirmations and choosing the Convert command in the Action menu.

6. Using the Generate delivery notes procedure, from the Orders file.

When you create the Delivery notes by the automatic Generate Delivery notes procedure, the validation of each created Delivery note simultaneously causes the corresponding Delivery note in the Orders file to be updated. If some Delivery notes remain pending, they will be taken into account again the next time you generate the Delivery notes.

If the Delivery Note is created directly in the Delivery Notes file and not by the automatic Generate Delivery Notes procedure, it is because the Customer Orders file does not contain the records corresponding to the lines in the Delivery Note. This is the case if you have not entered a prior Order Confirmation, or if the latter has not generated the corresponding Order records (Orders management not checked in the Confirmation record).

In this case, and provided that the Follow-up of pending quantities is activated (the Follow-up of pending quantities checkbox in the Delivery note form is checked), each line of the Delivery note will generate a record in the Debtors Orders file, but only for the items pending (those for which the Balance field contains a positive value). These records will then be taken into account and updated automatically the next time you use the Generate Delivery notes procedure.

If order management is disabled, the Order records are not created. You are then responsible for ensuring that any pending orders are followed up.

On the other hand, the Items in the record for which you have checked the option Without stock management are completely ignored by the management of the orders.