Internal Sales Delivery Order Stock Out Applet

Purpose and Overview

The Internal Sales Delivery Order Stock Out Applet handles two things at once: it creates the Delivery Order (DO) document that goes with the goods to the customer, and it automatically reduces your warehouse stock the moment the DO is finalized.

Instead of managing delivery paperwork in one place and updating inventory in another, this applet ties them together — so when goods leave the warehouse, both the delivery record and the stock count update in a single action.

Who Benefits from This Applet?

Warehouse & Logistics Teams:

• Create DO documents directly from confirmed sales orders
• Know exactly what to pick, pack, and dispatch for each delivery
• Stock automatically updates — no separate stock-out step needed
• Record vehicle, driver, and transport company details per delivery

Sales Operations:

• Track which orders have been dispatched and which are pending
• Ensure every delivery has a proper document before goods leave the warehouse
• Link deliveries back to the originating Sales Order or Invoice
• Monitor delivery status from the listing view

Inventory Managers:

• Real-time stock deduction as deliveries are confirmed
• Line-item level view of all goods dispatched across all DOs
• Multi-branch and multi-location support
• Spot fulfilment trends and identify slow-moving stock

Finance Teams:

• Maintain a traceable link between delivery and invoice
• Audit-ready records with clear timestamps and user trail
• Reconcile dispatched goods with billing records

What Problems Does This Solve?

Before this applet, teams often dealt with:

• Delivery dockets created manually on paper or in Word/Excel
• Stock updated separately (or forgotten entirely) after goods were dispatched
• No link between the delivery document and the original sales order
• Disputes with customers because there’s no signed delivery record
• Warehouse staff unsure of quantities to pack without a formal picking document

With this applet, you get:

• Delivery + stock-out in one action — finalize a DO and stock deducts automatically
• Clear delivery documentation — professional, printable DO for the customer to sign
• Full traceability — every DO is linked to the sales transaction that triggered it
• Consistent process — every delivery follows the same documented workflow
• Multi-location — issue from the correct branch and warehouse location every time

Key Features Overview

Quick Start Guide

Warehouse Staff: Create and Dispatch a Delivery Order

Goal: Process a delivery for a confirmed sales order.

1. Go to Delivery Order from the sidebar → click "+"
2. Fill in the header:
   • Company and Branch (where stock is being issued from)
   • Location (the specific warehouse location)
   • Customer (who the goods are going to)
   • Delivery Date (when it will be dispatched)
3. Add delivery details (optional but recommended):
   • Vehicle — the delivery vehicle
   • Driver — who is delivering
   • Transport Company — if using a third-party courier
4. Add line items — click "+" in the Lines section:
   • Select the Item
   • Enter the Quantity to deliver
   • Verify the Location the stock is coming from
5. Review all details → click FINAL to confirm the DO
6. Stock is automatically deducted and the DO is locked for printing

Pro Tip: Use the KO (Knock-Off) button to pull items directly from a Sales Order — saves re-entering every line item manually.

Sales Operations: Track Delivery Status

Goal: See which orders have been dispatched and which haven’t.

1. Go to Delivery Order from the sidebar
2. Use the search filters — filter by Status, Customer, Date Range, or Branch
3. Drafted DOs = not yet dispatched
4. Finalized DOs = goods have left the warehouse, stock has been deducted
5. Click any row to open the full DO record and see all delivery details

Manager: Review All Dispatched Items

Goal: Get a line-item level view of everything dispatched.

1. Go to Line Items from the sidebar
2. Filter by item code, date range, branch, or customer
3. Use Export to download the data for reporting or reconciliation

Features in Detail

Delivery Order

The Delivery Order is the core document of this applet — it is the formal record of what goods are leaving the warehouse, when, and to whom.

Header Fields:

Delivery-Specific Fields:

Additional Sections:

• Department Details — Segment, Dimension, Profit Center, Project
• Billing Info — Customer billing name, email, phone
• Billing Address — Full billing address
• Shipping Info — Recipient name, email, phone
• Shipping Address — Full delivery address (can differ from billing)

Stock Out and Inventory

When a Delivery Order is finalized, the system automatically:

1. Deducts the quantities in each line item from the specified warehouse location
2. Records a stock movement entry with the DO reference
3. Updates the available stock count in real time

KO (Knock-Off)

KO (Knock-Off) lets you pull items directly from an existing Sales Order or Sales Invoice into the Delivery Order, instead of manually entering every line item.

How to use it:

1. Open a new or draft DO
2. In the Lines section, click the KO button
3. Select the source document type (Sales Order or Sales Invoice)
4. Find and select the relevant document
5. The items and quantities are automatically populated into the DO lines

Why this matters: Without KO, staff would need to manually re-enter every item from the sales order into the DO — error-prone and time-consuming. KO makes the link automatic and ensures the DO exactly matches what was ordered.

Line Items

The Line Items page gives you a cross-transaction, flat view of every individual item dispatched across all Delivery Orders. This is separate from looking inside a single DO.

Use this page to:

• Find how many units of a specific item have been dispatched over a period
• Audit individual dispatch records at the item level
• Filter by item code, date, branch, customer, or location
• Export dispatch data for reporting

Print & Export

Each finalized Delivery Order can be printed as a delivery docket — the document that travels with the goods and the customer signs upon receipt.

• Click PRINT inside any finalized DO to generate the document
• Multiple print format templates can be configured via Settings → Printable Format Settings
• Use EXPORT from the listing for bulk data export

Configuration & Settings

Default Selection

Set default Branch and Location values that auto-fill when creating new DOs. Saves time for warehouse staff who always work from the same location.

Printable Format Settings

Upload and manage print templates for Delivery Order documents. Configure which Jasper report format is used for the delivery docket that customers sign.

Permission Settings

Control who can create, edit, finalize, or void Delivery Orders. Permissions can be assigned by user, team, or role.

Personalization

Each user can set their own preferred Branch and Location defaults under Personalization → Default Selection. These override the system-wide defaults for that individual user only.

Glossary

FAQ

1. What is the difference between a Delivery Order (DO) and a Goods Issue Note (GIN)?

Both involve stock leaving the warehouse, but they serve different purposes:

• Delivery Order — customer-facing. It’s the document the customer receives and signs. It confirms what was delivered, when, and by whom.
• GIN (Goods Issue Note) — more internal. It records the warehouse release of stock without necessarily being tied to a customer delivery.

In many workflows, a DO triggers a GIN behind the scenes, or they are used interchangeably. This applet specifically manages the DO side with the stock-out built in.

2. When exactly does stock get deducted?

Stock is deducted only when the DO is finalized (FINAL status). A DO in Draft does not affect stock. This gives you the flexibility to prepare and review a delivery before committing the inventory movement.

3. Can I create a DO without linking it to a Sales Order?

Yes. You can create a DO manually by entering items in the Lines section directly. However, using the KO (Knock-Off) feature to pull from a Sales Order is recommended — it’s faster and ensures the DO matches the original order exactly.

4. Can I edit a finalized DO?

No. Once a DO is finalized, it is locked. If you need to make changes, you would need to void or reverse it and create a new DO with the correct details.

5. Can I deliver partial quantities from a Sales Order?

Yes. When using KO to link to a Sales Order, you can adjust the quantities in the DO lines to reflect only the partial quantity being delivered in this shipment. The remaining quantity stays open on the Sales Order for a future delivery.

6. How do I print the delivery docket for the customer to sign?

Open the finalized DO → click PRINT. Select the appropriate print format if multiple templates are configured. The document can be printed or saved as a PDF to share with the driver or customer.