To access the shipment chart, follow these steps:
Go to Inventory > Shipments.
Select either the Sales or Purchase Shipments tab.
Click on a shipment of your choice to access its chart.
Shipment views
There are two display modes within a delivery note sheet. You can click on the icons at the top to navigate between them:
View PDF: shows the delivery note with the fields, just as you created it, in PDF format.
Details view: shows the delivery note without applying any specific format to it.
Actions from the delivery note sheet
1. Convert (invoice a delivery note)
So that you can manage your billing as easily as possible, Holded allows you to convert your sales shipments into invoices or sales receipts, and your purchase shipments into purchases. Learn how to do it here.
2. Link to the document in the Client Portal
From here you can share this link with your clients so they can see this document in their Client Portal:
Go to Inventory > Shipments.
From the list, click on a delivery note of your choice.
On the delivery note chart, click the Share icon.
Select an option between:
Copy link: Click here to copy the document link to the client portal..
See portal: click here to access the portal directly.
3. Three-point menu
From the three-dot menu, at the top right, you can perform various actions on your orders and delivery notes. For it:
Go to Inventory > Shipments.
From the list, click on a delivery note of your choice.
On the delivery note sheet, press the three-dot button ( ⋮ ).
Select one of the available options:
4. Send (by email)
You can send your sales shipments by email directly from their file. Learn more about this functionality here.
General
Go to Inventory > Shipments.
Select either the Sales or Purchase Shipments tab.
From the list, click on a delivery note of your choice.
On the delivery note tab, on the right side menu, click on the General button.
From there, you will have access to various options:
1. Document traceability
This diagram shows its conversion flow (in our case, a sales order converted into a delivery note, the delivery note converted into an invoice, and the invoice converted back into a delivery note).
Click on any of the steps to access that associated document.
2. Total
In this panel, you will find generic information about the delivery note: total, status, document number, date, expiration, total units, warehouse, shipping address and stage.
Additionally, from here you can edit:
Status: Choose between Pending, Accepted or Cancelled.
Stage: if you have previously created them, you can select the logistical stage in which the delivery note is located (for example, warehouse, customs, in delivery, etc.).
3. Approve
This panel indicates that the delivery note has not yet been approved. Click "Approve", and confirm the action in the pop-up panel (you will be able to edit the delivery note even if it has been approved).
4. Tracking
Enter here the data of the carrier in charge of shipping the items associated with the delivery note: shipping company, tracking number, pickup and delivery dates, notes, etc. Press Save to save the changes.
5. Emails (send a sales shipment by email)
You can also send your delivery notes by email from their chart. Learn more about this functionality here.
6. Categorization
It is used to add an internal description to the order or delivery note, add tags, or assign it to a sales channel, or a project. It is useful for analytical purposes. Click Edit, and use the drop-down menus and the Save button to save your changes.
You can check the "By item" box to break down the list of items included in the delivery note, and assign specific categorizations to each of them.
7. Files
To add a file to a delivery note, follow these steps:
Go to Inventory > Shimpents, and, in the list, click on a delivery note.
In the General section, on the right side menu, locate the Files area.
Click Upload file, or drag a file from your device.
If you want to delete the file, hover over the file, and use the Trash icon.
8. Related documents
The source documents (from where it has been converted) or destination documents (into which the order or delivery note has been converted) are shown here.
Messages (and internal notes)
Go to Inventory > Shipments.
Select either the Sales or Purchase Shipments tab.
From the list, click on a delivery note of your choice.
In the right side menu, click on the Messages button.
Use the available field to include your message on the order or delivery note.
☝🏼 Activate the "Internal note" button to leave a message visible only to users of your company account (they appear in yellow). Leave the button unchecked instead to send your customer your comment with the response link from their customer portal.
Click Send.
History
In this section, you can consult the users who have created or edited the delivery note, and the date and time in which the actions were carried out.
Go to Inventory > Shipments.
Select either the Sales or Purchase Shipments tab.
From the list, click on a delivery note of your choice.
In the right side menu, press the History button to consult the action history.
💎 Activate the Inventory gem to use Delivery Notes, and for comprehensive management of your products.