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Delivery notes
Actions on the list of shipments
Actions on the list of shipments

Customize, filter, segment, and perform mass actions on your list of waybills

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

1. Customize the list of shipments

Holded allows you to customize the view of your list of shipments so that only the columns that are of interest to you appear:

  1. Go to Inventory > Shipments.

  2. Select either the Sales or Purchase Shipments tab.

  3. Click the two columns icon ( ☷ ).

  4. These are the fields that you can customize (by default, the fields of Num, Date, Destination, Tags, Description, Channel, Warehouse, Payment Date, Units, Subtotal, Total, Invoiced, Stage, Invoiced will appear):

    • Num: the document number of the delivery note.

    • Date: the date of issue of the delivery note.

    • Destination: contact name or warehouse to which the shipment is directed.

    • Shipping: shipping address.

    • Tags: the tags to be able to filter your delivery notes easily.

    • Description: the concept of the first line of the delivery note.

    • Channel: associated account.

    • Warehouse: the warehouse assigned to the delivery note.

    • F. Payment: the payment method.

    • Units: the number of units of product contained in the delivery note.

    • VAT: the total amount of taxes on the delivery note.

    • Withholding: the total amount of withholdings on the delivery note.

    • Rec. de eq: the equivalence surcharge, that is, the total amount of the special VAT regime that is mandatory for retailers who do not transform the products they sell.

    • Subtotal: the sales price without taxes.

    • Total: the total amount of the delivery note, taxes included.

    • Billed: The total amount paid.

    • Stage: the personalized logistics phase in which the delivery note is located.

    • Billed: status (Pending, Accepted, Canceled, Billed).

2. Filter and segment shipments

  1. Select either the Sales or Purchase Shipments tab.

2.1. Filter delivery notes with the search engine

Every time you need to find a particular delivery note, you can use the search engine by typing the name or number of the delivery note, or a specific word, so that it appears in the list.

2.2. Filter delivery notes by date

If you want to get information about the delivery notes in a certain period of time, you can use the date range selector and filter the documents by year, month, quarter, or custom date.

2.3. Filter delivery notes with predefined filters

In the list of shipments, you have predefined filters at your disposal to obtain a more detailed view of your delivery notes and find exactly what you are looking for at that moment.

You can filter your delivery notes by:

  • Billed: No / Yes / Partially.

  • Email: Not sent / Sent / Read.

  • Subtotal: the sales price without taxes (or tax base). Greater than / Less than / Equal to.

  • Sales channel: the distribution channel, such as an online store, that allows you to segment your sales by channels.

  • Pipeline: the personalized logistics stage in which the delivery note is located.

  • Document numbering: the type of numbering you have created.Numeración de documentos: el tipo de numeración que hayas creado.

  • Draft: the delivery note is Yes or No in draft.

  • Payment method: the payment method.

Once you have selected the filters you need, you can click "Save Segment," and your search preferences will be saved as a custom filter among the predefined segments.

2.4. Filter sales delivery notes by segments

The option to filter by segments will allow you in this case to filter the delivery notes by status.

☝🏼 Remember that between the segments, the custom filters that you have saved will also appear. You can filter by segment "Pending" + "Not invoiced" and export your delivery notes pending collection to keep track.

3. Carry out bulk actions on shipments

  1. In the list, check the box of those delivery notes on which you want to perform the action (by checking the box in the header, next to the Num column, all delivery notes in the list will be selected).​

In the lower pop-up menu, select the action to perform among those available (this will apply to all selected delivery notes):

  • F. payment (in sales shipments): assign a new payment method to the delivery notes.

  • Approve: accept the delivery notes.

  • Status: apply a change to the status of the delivery notes (Pending, Accepted, Cancelled) or to the billing status (Not invoiced, Invoiced).

  • Assign sales channel (in sales shipments): assign a new sales account that allows you to segment your sales by channels.

  • Send (in sales shipments): send the delivery notes en masse to the email address of the contact and the contact persons. Emails will only be sent for delivery notes that have contacts with an assigned email. You can select up to 500 delivery notes to send en masse by mail and an email will be sent for each delivery note. At the moment, it is still not possible to send a single email with several delivery notes.

  • Convert: convert those delivery notes assigned to the same contact to another document (Invoice, Sales Ticket, Proforma).

  • Download PDF (in sales shipments): download all PDFs of the selected delivery notes. You can download up to 50 delivery notes at a time, saved in a ZIP file.

  • Delete: delete the delivery notes from the list. You can delete up to 500 delivery notes at a time. You will be able to recover them from the trash but only for a period of time determined by your plan (between 10 and 120 days). Learn here how to restore a delivery note from the Trash.

💎 Activate the Inventory gem in the Holded Store to enjoy delivery notes and other Inventory features.

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