Create a packing slip

Create waybills and certify the delivery of your shipments

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

To create a packing slip in Holded, follow these steps:

  1. Go to Inventory > Delivery Notes , in the navigation bar

  2. Click the "New waybill" button in the upper right corner

  3. Enter the basic information of the waybill, including destination, document number, date and expiration

  4. Complete the fields of the waybill lines (concept, description, quantity, price, taxes, weight and total)

  5. Finally, fill in the additional fields and, if desired, configure the options advanced

  6. Click the "Save" button to save the packing slip

💎 Remember that you can only use waybills by activating the Inventory payment gem on the Holded Store

You can also create a packing slip using the "+" button in the navigation bar. You only need to activate the "waybill" option in the section Personalize

Fields to fill in the waybill

Basic Fields

  • Destination: select the name of the customer you want to send the goods to, or the name of one of your warehouses.
    Add a new contact by typing their name and clicking "Add"

  • Document number: a document number will be assigned automatically based on the numbering lines you have created in Billing preferences .

  • Date: will be filled by default with today's date (since it is when the waybill is issued) although you can always edit it.

  • Expiration: you can select an expiration day from the calendar or mark the option of 7, 14, 30, a certain number of days.

Fields of the waybill lines

  • Concept: includes items you've previously entered into Holded by typing their name or searching for them using the @ symbol. Click on the magnifying glass for a detailed search, with filters by type of product or service.
    📚 You can group articles to encompass several lines under the same concept

  • Description: adds a short explanation to specify the details of the product or service. If you have selected a product or service already registered, it will be filled in automatically.

  • Quantity: the number of units of the product or service. It will be used to calculate the total, that is, units x price + taxes.

  • Price: the amount before taxes of the product or service. It will be filled automatically when selecting with the magnifying glass an already registered product

  • Taxes: select a tax from the database. For example, VAT 21%, Withholding 19%, or Equivalency Surcharge 1.4%. The taxes already configured for the contact, product and account will appear by default, in this order of priority.

  • Weight: the weight of the product expressed in kilograms.

  • Total: will be calculated automatically by adding the price and units. Changing it will automatically change the value in the Price column.

Additional fields

  • Visible message: adds a specific message for this packing slip. It will appear in the corresponding PDF.
    Remember that you can use dynamic words, more details here

  • Add custom fields: add additional information using a table; for example, an order number. From templates , you can set these fields to appear by default.

  • Payment information: select the payment method you have created to appear on the PDF of the waybill. This field is for information only and has no effect on accounting.

  • Categorization

    • Assign your waybill to a sales channel and segment your sales by channels. They must always be sales or income group accounts (70, 75, 76 or 77)

    • Add an internal description.

    • Create or search for a tag to classify your waybill.

    • Once you have created and assigned sales channels and waybill tags, you can use them to analyze your data in Analytics > Reports

  • Projects: assign a project to your packing slip or a project for each item within the packing slip.

Advanced Options

Once your packing slip is set up, you can customize it to your needs. Choose your preferences and check the desired boxes from the "Options" button, at the top right.


  • Origin: store of origin of the product.

  • Numbering: the numbering line assigned to the contact or by default.

  • Discount: fill in the box and apply that discount percentage to the total of the waybill.

  • Language: choose the language in which you want the waybill fields to appear in PDF format (by default, language of the company account).

  • Currency: select the currency in which the amount of the waybill will appear (by default, the currency of the company account.

  • Document Mode: Depending on the option you choose, more or fewer fields will appear on the waybill lines.

    • Items: is the default option and activates the Quantity column.

    • Time: activates the Hours and Price/Hour columns.

    • Total: only the Price column will appear and the Quantity, Hours, and Price/Hour columns will not be visible.

    • No tax: removes the itemized tax amount.

  • Design: select one of the models from template PDF that you created.

  • Rate: select a rate or leave the main price assigned.

Boxes to check

  • Account per item: assigns a sales account per packing slip line.

  • Tags per item : assign tags to each line of the waybill.

  • Detailed Description : Adds an extended text field before the packing slip lines.

  • Valued waybill : check this box so that the monetary value of the products contained in the waybill appears in the document.

  • Show Weight : Check this box to include the weight of the products on your packing slip.

  • Product discount : Add a discount field for each line of the packing slip.

  • Show discount : this option is activated by default and in the case of deactivating it, the breakdown of taxes will not appear in the final summary section of the waybill.

  • E-invoice fields : click to fill in the fields of the electronic invoice that you can download in XML format to upload it to the website of the relevant body.

Once all the fields are filled in, you can choose between "Preview", "Save as draft", or simply "Save".

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