Sales Delivery

Sales Delivery

Sales Delivery: Direct or Flip from Sales Order

Purpose of Sales Delivery

Sales Delivery in Highnix ERP serves a crucial role in ensuring a seamless and efficient process for delivering products to customers. It is a pivotal component in the sales cycle, allowing businesses to fulfill customer orders while maintaining accurate records of product deliveries.

Types of Sales Delivery:

1. Direct Delivery:
   • Involves delivering products directly to the customer without being associated with a specific sales order.
   • Useful for cases where a customer places an immediate request, and the order is not linked to a previously generated sales order.
2. Delivery Against Sales Order (Flipped Delivery):
   • The process of delivering products based on an existing sales order.
   • Ensures that delivered items are associated with a pre-approved sales order, providing a structured approach to order fulfillment.

Notes: Before initiating a Sales Delivery, consider the following:

1. Items and Inventory:
   • Ensure that at least one product item is entered into the "Items and Inventory" database for accurate tracking and management of delivered products.
2. Add and Manage Customers:
   • Have at least one customer record created under "Add and Edit Customer Records" to associate the delivery with a specific customer, maintaining a comprehensive customer database.

How to Generate Sales Delivery:

Follow these steps to generate Sales Delivery in Highnix ERP:

1. Navigate to Sales Management:
   • Access the Sales Management module in Highnix ERP.
2. Select Transaction Type:
   • Under Transactions, choose either "Direct Delivery" for immediate deliveries or "Delivery Against Sales Order" for deliveries associated with a sales order.
3. Fill in Required Details:
   • Enter customer information, product items, and any relevant delivery notes.
4. Verify and Confirm:
   • Verify all details and confirm the Sales Delivery.

---

Digital Signing of Delivery Note

Tag: Digital Signing of Delivery Note

Highnix ERP provides a convenient Digital Signing feature that enables delivery personnel to obtain customers' signatures electronically using a smartphone or tablet. This eliminates the need for paper documents while providing immediate proof of delivery.

The delivery personnel simply present the Delivery Note on a mobile device, allow the customer to verify the document, and obtain the customer's digital signature directly on the screen.

Highnix ERP supports two methods of digital signing.

Method 1: Built-in Digital Signature Pad
(Available in Highnix ERP Plus and Enterprise Editions, Recommended)

This is the recommended method as it automatically records the following information together with the customer's signature:

• IP Address
• GPS Geolocation
• Date and Time Stamp

These records provide stronger evidence that the products or services have been delivered and accepted by the customer.

The recorded GPS coordinates can be copied into Google Maps to display the exact signing location.

• Preparation

• • The Office Administrator should create or activate a delivery personnel login account. By default, Highnix ERP includes a shared login account named delivery.

• • The delivery account is a restricted user account that only allows access to:
    • Digital Signature Pad
    • Emailing signed Delivery Notes

• • This account can be shared among multiple delivery personnel. However, only one active login session is allowed at any one time.

• • Before the delivery run, the Office Administrator should navigate to:

• • • Sales Mgt → Inquiry → Customer Transaction Inquiry

• • Select the Delivery Notes that need to be delivered for the day. (Fig 1A and Fig 1B)

• • Highlight the selected records and copy them into a spreadsheet. (Fig 1C)

• • Remove unnecessary columns and retain only the relevant information, including the Signature and Email icons.

• • Save the spreadsheet and send it to the delivery personnel using WhatsApp or any other messaging application.

• • The delivery personnel can then open the spreadsheet on a mobile device and simply tap the Signature icon for the corresponding Delivery Note.

• • The Digital Signature Pad will appear on the mobile device. The customer can review the Delivery Note and sign directly on the screen. (Fig 1D)

• • Before confirming the signature, the customer may:
    • Clear the signature
    • Undo the previous stroke
    • Sign again if necessary

• • Once the customer taps Confirm, the signature will be permanently stored on the server and cannot be modified.

• • The Office Administrator can immediately view the signed Delivery Note in real time.

• • Either the Office Administrator or the delivery personnel may click the Email icon to send a copy of the signed Delivery Note directly to the customer.

• • A sample signed Delivery Note is shown in Fig 1E.

• Important Notes

• • The Delivery Note should be presented on a smartphone or tablet in PDF format.

• • The mobile device must have Location Services (GPS) enabled.

• • The web browser must also be granted permission to access the device location.

• • If location access is denied, the signing process will fail because GPS location is a mandatory component of the digital signature. (Fig 2A and Fig 2B)

• • After clicking Sign this Document, the Digital Signature Pad will appear.

• • Once the signature has been confirmed, the Delivery Note is automatically locked to prevent multiple signatures.

• • If another signature is required, the original Delivery Note must first be voided before a replacement Delivery Note can be generated.

• • The signed Delivery Note may be emailed directly to the customer by clicking the Email icon beside the Signature icon in the spreadsheet.

• • GPS Accuracy

• • • When the mobile device is connected via Wi-Fi, the reported location may not accurately represent the physical location of the customer. Wi-Fi positioning is often based on the Internet Service Provider's access point and may be several kilometres away from the actual location.

• • • For the most accurate GPS coordinates, it is recommended to use the mobile data network instead of Wi-Fi.

This built-in Digital Signature Pad provides a fast, efficient and secure method of obtaining customer signatures while maintaining complete electronic records for future reference.

Fig 1A

Fig 1B

Fig 1C

Fig 1D

Fig 1E

Fig 2A

Fig 2B

Method 2: Using Adobe Fill & Sign

This method uses the Adobe Fill & Sign mobile application to obtain the customer's signature on a PDF Delivery Note.

• Presenting the Delivery Note

• • Generate the Delivery Note from Highnix ERP in PDF format.

• • Display the PDF on a smartphone or tablet.

• • Ensure that Adobe Fill & Sign has been installed on the mobile device.

• Customer Signature

• • The customer signs the PDF using Adobe Fill & Sign.

• • The application provides an easy-to-use interface for adding handwritten signatures to PDF documents.

• Emailing the Signed Delivery Note

• • After the customer has signed the document, the delivery personnel may immediately email the signed PDF directly from the mobile device.

• • This eliminates manual paperwork while ensuring prompt delivery of signed documentation.

• Video Tutorial

A step-by-step video tutorial demonstrating the Digital Signing feature is available at:

Click Here

The tutorial demonstrates the complete signing process and serves as a useful guide for both office staff and delivery personnel.

• Benefits of Digital Signing

• • Paperless Workflow

• • • Eliminates printed Delivery Notes and reduces paperwork.

• • Improved Efficiency

• • • Speeds up the delivery process and allows signed documents to be returned to the office immediately.

• • Greater Accountability

• • • Captures the customer's signature together with the IP address, GPS location and timestamp, providing stronger evidence of delivery.

• • Real-Time Availability

• • • Signed Delivery Notes are immediately available to office staff and can be emailed directly to customers.

• • Better Customer Service

• • • Customers receive their signed Delivery Notes instantly without waiting for paper copies.

By using the Digital Signing feature in Highnix ERP, organisations can modernise their delivery process, improve operational efficiency, reduce paperwork, and maintain secure electronic records of every delivery.