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Create a sales or purchase shipment
Create a sales or purchase shipment

Create delivery notes and certify delivery or receipt of your shipments

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

To create a shipment in Holded, follow these steps:

  1. Go to Inventory > Shipments, in the navigation bar.

  2. Select either the Sales or Purchase Shipments tab.

  3. Click the "New shipment" button in the upper right corner.

  4. In the "File" section (only in purchase shipments), select or drag a document to upload it to the system.

  5. Enter the basic information of the shipment, including destination/contact, document number, date, and expiration.

  6. Complete the fields of the delivery note lines (concept, description, quantity, price, taxes, weight, and total).

    ☝🏼 You can group concepts that encompass several lines in the "Concept" field.

  7. Finally, fill in the additional fields and, if you wish, configure the options.

  8. At the top right, click on the "Preview" button to view the PDF of the delivery note; in "Save as draft", to continue editing it at another time; and click "Save" to register it in your list of delivery notes.

💎 Remember that you can only use orders and delivery notes by activating the Inventory payment gem in the Holded Store.

You can also create a delivery note using the "+" button in the navigation bar. You just need to activate the "delivery note" option in the Personalize section.

Fields to fill in the waybill

Basic Fields

  • Destination (sales shipments): select the name of the customer to whom you want to send the goods, or the name of one of your warehouses (add a new contact by typing its name and clicking on "Add").

  • Contact (purchase shipments): select the name of the supplier from whom you receive the goods.

  • Document Number: A document number will be assigned automatically based on the numbering lines you created in Billing Preferences, although you can always edit it.

  • Date: it will be filled in by default with the date of the day (since it is when the delivery note is issued) although you can always edit it.

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

Fields of the shipment lines

  • Concept: includes items that you have previously entered in 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 also create new articles by typing their name and clicking the "+" symbol:

    Additionally, you can group articles to encompass several lines under the same concept or "Title".

  • Description: Add a brief explanation to specify the details of the product or service. If you have selected an already registered product or service, 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 without taxes of the product or service. It will be filled in automatically when you select an already registered product with the magnifying glass.

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

  • Weight (in sales shipments): the weight of the product expressed in kilograms.

  • Total: will be calculated automatically when adding the price and units. If you modify it, the value in the Price column will automatically change.

Additional fields

  • Add line: Click "Add Line" to include additional concept lines to your order; or press the drop-down arrow next to "Add line", to "Add Title" (group concepts) or "Scan products" (learn how to do it here).

  • + Add discount: Click here if you would like to add a discount to your order. You can add unit discounts to each of the products by checking the "Discount per product" box; or, apply a global discount to the entire order by checking the "Global discount" box.

  • Custom fields: Check this box to add additional information using a table; for example, an order number. From templates, you can configure these fields to appear by default.

  • Add text to document (at sales shipments): Check this box to add a specific message for this order. It will appear in the order PDF, after the basic information and before the order line fields. You can use dynamic words, more details here.

  • Add message at the end: Check this box if you want to add a specific message at the end of the order. It will appear at the end of the PDF, after the order line fields.

  • Payment method (at sales shipments): select the payment method that you have created so that it appears in the PDF of the delivery note. This field is merely informative and does not affect accounting.​

  • Categorization

    • Accounting account: assign your delivery note to a sales account or an expense account to segment your sales by channels. They must always be purchasing or expense group accounts (60, 65, 66 or 67), in the case of purchase orders; and sales or revenue group accounts (70, 75, 76 or 77), in the case of sales orders.

    • Tags: create or search for a tag to classify your shipment.

    • Internal note: add an internal description.

      Once you have created and assigned sales channels and tags to the order, you can use them to analyze your data in Analytics > Reports​.

  • +Assign to project: assign a project to your delivery note or a project for each item within it by clicking on this drop-down menu.


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

  • Origin (sales shipment): warehouse of origin of the delivery note.

  • Warehouse (purchase shipment): destination warehouse of the waybill.

  • Numbering (sales shipment): the numbering line assigned to the contact or by default.

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

  • Currency: Select the currency in which the delivery note amount will appear (by default, the company account currency.

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

  • Valued shipment (sales shipment): check this box so that the monetary value of the products contained in the delivery note appears in the document.

  • Show weight (sales shipment): Check this box to include the weight of the products on your delivery note.

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

  • Design template (sales shipment): select one of the PDF template templates you created.

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

Group concepts in a delivery note ("Title")

This functionality allows you to encompass several lines of the delivery note under the same "Title" or description.

  1. Create a new order or delivery note, and enter the basic information.

  2. Go to the drop-down menu, next to the "Add Line" button, and click on "Add Title" (or you can also type *t* directly in the 'Concept' field), below the article lines.

  3. Enter a name or description for your group.

  4. Add new products using the "Add line" or "Scan products" button in the drop-down menu (You can delete concepts or products by clicking the trash can icon at the far right of each line).

  5. Complete the rest of the fields and click "Save" to register the delivery note.

You can also group concepts when modifying a shipment from the list, by clicking the three-dot button ( ⋮ ) > Edit.

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