Sales Delivery: Difference between revisions

From HelpWiki Highnix
Jump to navigation Jump to search
(Created page with "== Arrange a Delivery without Sales Order or Direct Delivery == '''Purpose''': * This screen allows user to '''Enter a Delivery Note''' for delivery where there is <span style="color:red; font-size:120%">No</span> Sales Order loaded. ---- '''Note''': # At least 1 product item is entered to the "Items and Inventory" database. # At least 1 customer record is created under "Add and Manage Customers". # You have the permission to enter sales quotation. ---- '''Usa...")
 
 
(40 intermediate revisions by the same user not shown)
Line 1: Line 1:
== Arrange a Delivery without Sales Order or Direct Delivery ==
== Sales Delivery ==


'''Purpose''':  
==='''Sales Delivery: Direct or Flip from Sales Order'''===
* This screen allows user to '''Enter a Delivery Note''' for delivery where there is <span style="color:red; font-size:120%">No</span> Sales Order loaded.
 
==== 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: ====
 
# 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.
# 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:
 
# 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.
# 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:
 
# Navigate to Sales Management:
#* Access the Sales Management module in Highnix ERP.
# Select Transaction Type:
#* Under Transactions, choose either "Direct Delivery" for immediate deliveries or "Delivery Against Sales Order" for deliveries associated with a sales order.
# Fill in Required Details:
#* Enter customer information, product items, and any relevant delivery notes.
# Verify and Confirm:
#* Verify all details and confirm the Sales Delivery.


----
----


'''Note''':  
==='''<span id="Digital Signing of Delivery Note">Digital Signing of Delivery Note</span>'''===
#  At least 1 product item is entered to the "Items and Inventory" database.
 
#  At least 1 customer record is created under "Add and Manage Customers".
[[#Digital Signing of Delivery Note|Tag: Digital Signing of Delivery Note]]
#  You have the permission to enter sales quotation.
 
Highnix ERP provides a convenient Digital Signing feature that enables delivery personnel to obtain customers' signatures electronically using a smartphone or tablet. The delivery personnel simply present the Delivery Note on a mobile device for the customer to review and digitally sign. This eliminates the need for paper documents while providing immediate proof of delivery.
 
There are two methods available for digitally signing a Delivery Note.
 
'''Method 1: Built-in Digital Signature Pad (Available in Plus and Enterprise Editions) (Recommended)'''
 
This is the recommended method as it automatically records the '''<u>IP address, GPS geolocation and timestamp</u>''' together with the customer's signature. These records provide additional evidence of the customer's acceptance of the delivered goods or services.
 
The recorded GPS coordinates can also be copied and pasted into Google Maps to display the exact signing location.
 
* '''Using the Built-in Digital Signature Pad'''
** '''Preparation'''
*** The Office Administrator should create or activate a delivery personnel login account. By default, Highnix ERP provides a shared login account named '''delivery'''. This is a restricted account that only allows access to the Digital Signature Pad and the function for emailing signed Delivery Notes to customers. The account may be shared among multiple delivery personnel, provided that only one active login session is used at any one time.
*** Navigate to '''Sales Mgt → Inquiry → Customer Transaction Inquiry''' and select the Delivery Notes to be delivered for the day. (Fig 1A and Fig 1B)
*** Highlight the selected Delivery Notes, then copy and paste the information into a spreadsheet. (Fig 1C)
*** Remove any unnecessary columns, leaving only the relevant information together with the Signature and Email icons.
*** Save the spreadsheet and send it to the delivery personnel via WhatsApp or any other messaging application. The delivery personnel can then open the spreadsheet on a mobile device to access the delivery details.
*** Tap the Signature icon to open the Digital Signature Pad on the mobile device. The customer's representative can sign directly on the screen and tap '''Confirm''' when completed. If necessary, the signature can be cleared and signed again before confirmation. (Fig 1D)
*** Once the signature has been confirmed, it is immediately saved to the server. The Office Administrator can 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 of a signed Delivery Note is shown in Fig 1E.
** '''Notes'''
*** The Delivery Note should be presented on a smartphone or tablet in PDF format.
*** Location Services (GPS) must be enabled on the mobile device, and the web browser must be granted permission to access the device's location. If either requirement is not met, the signing process will fail because GPS location is an essential part of the digital signature. (Fig 2A shows how to allow the browser to access your location. Fig 2B shows an example when Location Services or browser permission has not been enabled.)
*** Click the '''Sign this Document''' icon to display the Digital Signature Pad. Once a Delivery Note has been signed, it is automatically locked to prevent duplicate signatures. If the document needs to be signed again, the original Delivery Note must first be voided and a new one generated.
*** The customer may sign using a finger or stylus on the touch screen. Before tapping '''Confirm''', the customer may clear or undo the signature if necessary. Once confirmed, the signature cannot be changed.
*** The signed Delivery Note can be emailed directly to the customer by clicking the Email icon beside the Signature icon in the spreadsheet.
*** '''Note:''' If the mobile device is connected using Wi-Fi, the reported location may not accurately represent the actual signing location because Wi-Fi positioning depends on the Internet Service Provider's access point, which may be several kilometres away. For the most accurate GPS location, it is recommended to use the mobile data network instead of Wi-Fi.
 
This feature provides a fast, efficient and secure method of digitally signing Delivery Notes while maintaining complete electronic records for future reference.
 
[[File:Delivery.png|center|thumb|800x800px|Fig 1A]]
[[File:Selected Delivery.png|center|thumb|800x800px|Fig 1B]]
[[File:Paste to spreadsheet.png|center|thumb|800x800px|Fig 1C]]
[[File:Signature pad.png|center|thumb|500x500px|Fig 1D]]
[[File:Del note sample.png|center|thumb|713x713px|Fig 1E]]
 
 
[[File:Signature-allow location.png|center|thumb|500x500px|Fig 2A]]
[[File:Location not enable.png|center|thumb|500x500px|Fig 2B]]


----
----


'''Usage'''
'''Method 2: Using Adobe Fill & Sign'''
#  In some businesses such as retail businesses, walk-in customers or retail customers who do not have the needs or capabilities to issue a Sales Order, user can accept their order through phone call, personal call at the store or whatsoever so long as both parties agree to the transaction.
 
#  This function will allow user to create a Direct Delivery Note without having the customers to place orders.  
This method allows customers to sign the Delivery Note using the Adobe Fill & Sign application on a smartphone or tablet.
 
* '''Presenting the Delivery Note'''
** Generate the Delivery Note from Highnix ERP in PDF format.
** Present the PDF on a smartphone or tablet for the customer to review.
** Ensure that Adobe Fill & Sign is installed on the mobile device. The application can be downloaded from the appropriate app store.
 
* '''Customer Signature'''
** The customer can use Adobe Fill & Sign to digitally sign the Delivery Note.
** The application provides a simple and user-friendly interface for adding handwritten signatures to PDF documents.
 
* '''Emailing the Signed Delivery Note'''
** After the customer has signed the Delivery Note, the delivery personnel can use Adobe Fill & Sign to email the signed PDF directly from the mobile device.
** This eliminates the need for physical paperwork and ensures that the signed document is delivered promptly to the office or customer.


----
* '''Video Tutorial'''
 
For a step-by-step demonstration of the Digital Signing feature, watch the video tutorial available at:


'''Data Fields Explanation'''
[https://www.youtube.com/embed/qW-mLfvgPvg '''<u><big>Click Here</big></u>''']
'''Section 1: Header'''


#  '''Customer''': This is the Customer's Name.  This name has been entered to the "Add and Manage Customers" on the "Sales Department Menu".  If this is a new customer, user can press F2 to access to the Add Customer screen to enter the new customer.
The tutorial demonstrates the complete signing process and serves as a useful guide for both office staff and delivery personnel.
#  '''Branch''':  Each customer will have a Branch.  Even it has only one location, that branch will be the "Main" or "HQ" branch.  During the Add Customer, the branch is automatically created.  Subsequently, if there is any changes to the branch, users should click on the "Sales Dept, Customer Branches" to edit the customer's records.
#  '''Reference''': This is the New Sales Order number.  The system can be set to automatically generate a running number and users will always have a new tracking number for a new quotation.  If the user does not want that number, it can be overwritten by entering a new number over it. Duplicated number is not allowed.
#  '''Current Credit''': This can be set during customer setup.  In this screen shot, it showed "-70".  This means that it has a negative credit limit or $70 above the credit limit given.
#  '''Customer Discount''':  This is the discount in % which is preset for this customer. In this example, the customer is not given any discount.  Customers who are given discount may be the products distributor or re-sellers.  The price they enjoy could be a standard discount rate as agreed between the parties.
#  '''Payment''': This is the Payment terms set for the Customer. The Payment can be defined in the Payment Term under the "Setup" page.
#  '''Price List''': This is the price list preset in the customer record.
#  '''Invoice Date''':  This is the data of this invoice.  It can be changed.
#  '''Dimension''': "Dimension" or (Alternative terms: "Project" or "Department") is the name of a project or department the user want to track. Leaving it blank is acceptable.  If a project's expenses, or GL need to be tracked, the Dimension must be created and state in this field.


'''Section 2: Data Entry Section'''
* '''Benefits of Digital Signing'''
** '''Paperless Workflow'''
*** Eliminates printed Delivery Notes, reducing paper consumption and manual document handling.
** '''Improved Efficiency'''
*** Speeds up the delivery process by allowing signed Delivery Notes to be returned to the office immediately.
** '''Enhanced Accountability'''
*** Digital signatures help provide evidence of customer acceptance and maintain a complete electronic audit trail.
** '''Real-Time Availability'''
*** Signed Delivery Notes can be viewed immediately by office staff and emailed directly to customers.
** '''Better Customer Service'''
*** Customers receive their signed Delivery Notes promptly, improving communication and overall service quality.


#  '''Item code and Item Description''': The Item and Item Description are tied.  They are entered to the "Items and Inventory" before user can make entry to the quotation.  If it is a new item and has not been entered, user can press F4 and a pop up page will appear for user to enter the item.
Whether using the built-in Digital Signature Pad or Adobe Fill & Sign, Highnix ERP provides a fast, efficient and paperless solution for capturing customer signatures and maintaining secure electronic delivery records.
#  '''Quantity''': This is the quantity to be delivered and the unit (of measurement) is predefined in the Unit of Measurement page.
#  '''Price Before Tax/After Tax''': The price of the item selected is automatically retrieved from the inventory database.  The price can be overridden with manual input. The "Before Tax/After Tax''' can be set at the "Sales Type" under "Sales Department".
#  '''Discount %''': This discount % can be pre-defined in the "Add and Manage Customers" screen. It can be overridden with manual input.
#  '''Add Item Button''':  This button must be clicked for each of the line item entered.  Without clicking on this button, the line item will not be recorded.
#  '''Update Button''':  If there is changes made, for example, shipping charges, this button is clicked so as to see the updated changes.
#  '''Delivery from Location''':  The location is the location of the warehouse which can be defined in the "Items and Inventory" Page.
#  '''Invoice Before''':  This is the date calculated based on the Payment Terms defined for this customer.
#  '''Deliver to and Address''':  This is the customer's delivery point and its address.
#  '''Contact Phone Number''':  This is the customer's phone number.
#  '''Customer Reference Number''':  This may be a letter, a memo or any RFQ number from the customer.
#  '''Comments''':  Enter note such as "This product include 12 months limited warranty" or something like that.  This comment will appear on the Delivery Note form.
#  '''Shipping Company''': Pre-defined in "Company Setup".
#  '''Place Delivery Button''': This button is to capture the data in the form above to the database.  <span style="color:red"><u>Warning</u></span>: If this button is not clicked and the browser is closed or user leaves the page, all data entered will be lost.
#  '''Cancel Delivery Button''': This button is to cancel or disregard the Delivery.  The data in the form entered will not be captured.

Latest revision as of 16:47, 7 July 2026

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. The delivery personnel simply present the Delivery Note on a mobile device for the customer to review and digitally sign. This eliminates the need for paper documents while providing immediate proof of delivery.

There are two methods available for digitally signing a Delivery Note.

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

This is the recommended method as it automatically records the IP address, GPS geolocation and timestamp together with the customer's signature. These records provide additional evidence of the customer's acceptance of the delivered goods or services.

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

  • Using the Built-in Digital Signature Pad
    • Preparation
      • The Office Administrator should create or activate a delivery personnel login account. By default, Highnix ERP provides a shared login account named delivery. This is a restricted account that only allows access to the Digital Signature Pad and the function for emailing signed Delivery Notes to customers. The account may be shared among multiple delivery personnel, provided that only one active login session is used at any one time.
      • Navigate to Sales Mgt → Inquiry → Customer Transaction Inquiry and select the Delivery Notes to be delivered for the day. (Fig 1A and Fig 1B)
      • Highlight the selected Delivery Notes, then copy and paste the information into a spreadsheet. (Fig 1C)
      • Remove any unnecessary columns, leaving only the relevant information together with the Signature and Email icons.
      • Save the spreadsheet and send it to the delivery personnel via WhatsApp or any other messaging application. The delivery personnel can then open the spreadsheet on a mobile device to access the delivery details.
      • Tap the Signature icon to open the Digital Signature Pad on the mobile device. The customer's representative can sign directly on the screen and tap Confirm when completed. If necessary, the signature can be cleared and signed again before confirmation. (Fig 1D)
      • Once the signature has been confirmed, it is immediately saved to the server. The Office Administrator can 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 of a signed Delivery Note is shown in Fig 1E.
    • Notes
      • The Delivery Note should be presented on a smartphone or tablet in PDF format.
      • Location Services (GPS) must be enabled on the mobile device, and the web browser must be granted permission to access the device's location. If either requirement is not met, the signing process will fail because GPS location is an essential part of the digital signature. (Fig 2A shows how to allow the browser to access your location. Fig 2B shows an example when Location Services or browser permission has not been enabled.)
      • Click the Sign this Document icon to display the Digital Signature Pad. Once a Delivery Note has been signed, it is automatically locked to prevent duplicate signatures. If the document needs to be signed again, the original Delivery Note must first be voided and a new one generated.
      • The customer may sign using a finger or stylus on the touch screen. Before tapping Confirm, the customer may clear or undo the signature if necessary. Once confirmed, the signature cannot be changed.
      • The signed Delivery Note can be emailed directly to the customer by clicking the Email icon beside the Signature icon in the spreadsheet.
      • Note: If the mobile device is connected using Wi-Fi, the reported location may not accurately represent the actual signing location because Wi-Fi positioning depends on the Internet Service Provider's access point, which may be several kilometres away. For the most accurate GPS location, it is recommended to use the mobile data network instead of Wi-Fi.

This feature provides a fast, efficient and secure method of digitally signing Delivery Notes 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 allows customers to sign the Delivery Note using the Adobe Fill & Sign application on a smartphone or tablet.

  • Presenting the Delivery Note
    • Generate the Delivery Note from Highnix ERP in PDF format.
    • Present the PDF on a smartphone or tablet for the customer to review.
    • Ensure that Adobe Fill & Sign is installed on the mobile device. The application can be downloaded from the appropriate app store.
  • Customer Signature
    • The customer can use Adobe Fill & Sign to digitally sign the Delivery Note.
    • The application provides a simple and user-friendly interface for adding handwritten signatures to PDF documents.
  • Emailing the Signed Delivery Note
    • After the customer has signed the Delivery Note, the delivery personnel can use Adobe Fill & Sign to email the signed PDF directly from the mobile device.
    • This eliminates the need for physical paperwork and ensures that the signed document is delivered promptly to the office or customer.
  • Video Tutorial

For a step-by-step demonstration of the Digital Signing feature, watch the video tutorial 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, reducing paper consumption and manual document handling.
    • Improved Efficiency
      • Speeds up the delivery process by allowing signed Delivery Notes to be returned to the office immediately.
    • Enhanced Accountability
      • Digital signatures help provide evidence of customer acceptance and maintain a complete electronic audit trail.
    • Real-Time Availability
      • Signed Delivery Notes can be viewed immediately by office staff and emailed directly to customers.
    • Better Customer Service
      • Customers receive their signed Delivery Notes promptly, improving communication and overall service quality.

Whether using the built-in Digital Signature Pad or Adobe Fill & Sign, Highnix ERP provides a fast, efficient and paperless solution for capturing customer signatures and maintaining secure electronic delivery records.

Retrieved from "https://help.highnix.com/helpwiki/index.php?title=Sales_Delivery&oldid=1472"