Sales Delivery: Difference between revisions

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(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...")
 
 
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== Arrange a Delivery without Sales Order or Direct Delivery ==
==='''Sales Delivery: Direct or Flip from Sales Order'''===


'''Purpose''':  
==== Purpose of Sales Delivery ====
* 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.
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 offers a convenient feature that allows dispatch personnel to streamline the signing of delivery notes using a mobile or smart device. This process involves presenting the delivery note, verify and digitally sign on the Delivery note. There are two methods which offer users a convenient way for their customers to digitally sign on the Delivery Note. There are 2 methods available:
 
'''Method 1: (Only available on Plus and Enterprise)'''
 
This method will capture '''<u>the IP address, the Geolocation and the Time Stamp</u>''' of signature.  Having these information, it will facilitate the proof of signature and acceptance of the products/services delivered.  The geolocation co-ordinates can be copied and pasted on Google map application and it will show the location on the Google Map.
 
* '''Using the built-in digital signature pad'''
** '''Presentation of Delivery Note:'''
***The dispatch personnel can present the delivery note, generated by Highnix ERP, on a smart or mobile device in PDF format.
***The geolocation of the device presenting the document for signing must be enabled and allow the access by the browser.  The signing will be failed if this is not enabled. (Fig 2A: Allow the browser to accesss your location. Fig 2B:  If the location is not enabled or the permission for the the browser to access the location is not enabled, the signing will fail.  The location is vital for digital signature.)
***Click on the icon "Sign this Document".  If the document has been signed, the document will be locked from repeat signing.  To re-sign the document, it has to be first voided and recreated.
***The Digital Signature pad will appear.  The customer can sign on the pad using touch screeen, clear, or undo before Confirmation.  Once it is confirmed, it cannot be changed.  
***The signed document can be emailed directly to the customer by clicking on the envelop icon next to the signature icon.
***'''Note:''' If you device is connected via Wifi, it cannot be accurately capture the location because the location of wifi will depend on the Telco's internet connection service point.  Some time it could be a few km away.  Using Data will be more accurate.
 
This provide a quick and efficient way to digitally sign the Delivery Note with proper records.
 
[[File:Select the DN.png|center|thumb|900x900px|Fig 1]]
 


----


'''Usage'''
[[File:Signature-allow location.png|center|thumb|500x500px|Fig 2A]]
#  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.
[[File:Location not enable.png|center|thumb|500x500px|Fig 2B]]
#  This function will allow user to create a Direct Delivery Note without having the customers to place orders.  


----


'''Data Fields Explanation'''
'''Method 2: Using Adobe Fill & Sign App'''
'''Section 1: Header'''
*'''Presentation of Delivery Note:'''
**The dispatch personnel can present the delivery note, generated by Highnix ERP, on a smart or mobile device in PDF format.
**Ensure that the device has the "Adobe Fill & Sign" app installed. The app can be downloaded from the relevant app store.
*'''Customer Signature:'''
**The customer can utilize the "Adobe Fill & Sign" app to sign the presented PDF digitally.
**The app provides a user-friendly interface for adding signatures and other necessary information.
*'''Emailing the Signed PDF:'''
**After the customer has signed the delivery note, the dispatch personnel can use the "Adobe Fill & Sign" app to email the signed PDF directly from their mobile device.
**This feature streamlines the process, eliminating the need for physical paperwork and ensuring prompt documentation.


#  '''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.
*'''Video Tutorial'''
#  '''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.
For a visual guide on how to use the digital signing feature, a step-by-step video tutorial is available at [https://www.youtube.com/embed/qW-mLfvgPvg '''<u><big>Here</big></u>''']. This video tutorial provides a demonstration of the entire process, making it easy for both dispatch personnel and customers to follow along.  
#  '''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'''
**'''Efficiency:'''
***The digital signing process reduces paperwork and manual handling, resulting in a more efficient and streamlined delivery documentation process.
**'''Accuracy:'''
***Digital signatures are secure and tamper-evident, ensuring the integrity and authenticity of the signed delivery notes.
**'''Real-time Communication:'''  
***Instant email delivery of the signed PDF to the office and the customer facilitates real-time communication and documentation.


#  '''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.
By leveraging the digital signing capabilities of Highnix ERP through the "Adobe Fill & Sign" app, your organization can enhance the overall customer experience and modernize the delivery note signing process.
#  '''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 15:56, 8 January 2024

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 offers a convenient feature that allows dispatch personnel to streamline the signing of delivery notes using a mobile or smart device. This process involves presenting the delivery note, verify and digitally sign on the Delivery note. There are two methods which offer users a convenient way for their customers to digitally sign on the Delivery Note. There are 2 methods available:

Method 1: (Only available on Plus and Enterprise)

This method will capture the IP address, the Geolocation and the Time Stamp of signature. Having these information, it will facilitate the proof of signature and acceptance of the products/services delivered. The geolocation co-ordinates can be copied and pasted on Google map application and it will show the location on the Google Map.

  • Using the built-in digital signature pad
    • Presentation of Delivery Note:
      • The dispatch personnel can present the delivery note, generated by Highnix ERP, on a smart or mobile device in PDF format.
      • The geolocation of the device presenting the document for signing must be enabled and allow the access by the browser. The signing will be failed if this is not enabled. (Fig 2A: Allow the browser to accesss your location. Fig 2B: If the location is not enabled or the permission for the the browser to access the location is not enabled, the signing will fail. The location is vital for digital signature.)
      • Click on the icon "Sign this Document". If the document has been signed, the document will be locked from repeat signing. To re-sign the document, it has to be first voided and recreated.
      • The Digital Signature pad will appear. The customer can sign on the pad using touch screeen, clear, or undo before Confirmation. Once it is confirmed, it cannot be changed.
      • The signed document can be emailed directly to the customer by clicking on the envelop icon next to the signature icon.
      • Note: If you device is connected via Wifi, it cannot be accurately capture the location because the location of wifi will depend on the Telco's internet connection service point. Some time it could be a few km away. Using Data will be more accurate.

This provide a quick and efficient way to digitally sign the Delivery Note with proper records.

Fig 1


Fig 2A
Fig 2B


Method 2: Using Adobe Fill & Sign App

  • Presentation of Delivery Note:
    • The dispatch personnel can present the delivery note, generated by Highnix ERP, on a smart or mobile device in PDF format.
    • Ensure that the device has the "Adobe Fill & Sign" app installed. The app can be downloaded from the relevant app store.
  • Customer Signature:
    • The customer can utilize the "Adobe Fill & Sign" app to sign the presented PDF digitally.
    • The app provides a user-friendly interface for adding signatures and other necessary information.
  • Emailing the Signed PDF:
    • After the customer has signed the delivery note, the dispatch personnel can use the "Adobe Fill & Sign" app to email the signed PDF directly from their mobile device.
    • This feature streamlines the process, eliminating the need for physical paperwork and ensuring prompt documentation.
  • Video Tutorial

For a visual guide on how to use the digital signing feature, a step-by-step video tutorial is available at Here. This video tutorial provides a demonstration of the entire process, making it easy for both dispatch personnel and customers to follow along.

  • Benefits of Digital Signing
    • Efficiency:
      • The digital signing process reduces paperwork and manual handling, resulting in a more efficient and streamlined delivery documentation process.
    • Accuracy:
      • Digital signatures are secure and tamper-evident, ensuring the integrity and authenticity of the signed delivery notes.
    • Real-time Communication:
      • Instant email delivery of the signed PDF to the office and the customer facilitates real-time communication and documentation.

By leveraging the digital signing capabilities of Highnix ERP through the "Adobe Fill & Sign" app, your organization can enhance the overall customer experience and modernize the delivery note signing process.

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