Manual Purchase delivery notes
The purchase delivery note (DN) is the supplier-side counterpart of the sales delivery note: it records the received delivery, drives the remaining to invoice / to pay, tracks the payment due date, and lets you settle payments with the supplier.
Overview
The Purchase delivery note records a delivery received from a supplier. It can originate from a purchase quote, a purchase order, a direct purchase or an invoice (Source column). As long as it is not fully settled/invoiced, its remaining amount stays positive. It carries a payment due date and can be paid (in full or in part) directly.
Business goal
- Record a received supplier delivery
- Track the remaining to invoice / to pay
- Monitor the payment due date
- Settle the supplier (in full or in part)
Target audience
- Warehouse / logistics — receive and enter the DNs
- Buyers — track supplier deliveries
- Accounting — settle and invoice
Position in the cycle
The DN sits after the purchase order and before / alongside the invoice. See Purchase orders upstream and Purchase invoices / Payments downstream.
Access and navigation
Left-hand side menu: Purchasing → Delivery notes.
List of purchase delivery notes
The page displays active purchase delivery notes. Three summary cards (Total purchases (gross), Outstanding, Charges), a filter by month, then the list. The Due date column is color-coded by settlement urgency.
| Number⇅ | Due date⇅ | Supplier⇅ | Source | Total⇅ | Remaining⇅ | Status⇅ | Action(s) | |
|---|---|---|---|---|---|---|---|---|
| DN: No. 000312 | 07/06/2026 | SOTUCAB MATÉRIEL | PO 218 | 28,560.000TND | 28,560.000TND | Ongoing | ||
| DN: No. 000310 | 28/06/2026 | IMPORT TECH SARL | Direct purchase | 14,700.000EUR | 7,350.000EUR | Ongoing | ||
| DN: No. 000307 | 02/03/2026 | DELTA SUPPLY | Invoice 53 | 3,200.000TND | 0.000TND | Closed |
Table columns
| Column | Description |
|---|---|
| Number | Unique reference for the DN (e.g. DN: No. 000312). |
| Due date | Payment date, color-coded by urgency (green = OK, amber = approaching, red = overdue). |
| Supplier | Supplier for the delivery. |
| Source | Quote, Purchase order, Direct purchase or Invoice behind the DN. |
| Total | Gross amount of the delivery note. |
| Remaining | Remaining to pay (red), decreases with each payment. |
| Status | Pending · Ongoing · Cancelled · Closed (section 8). |
Color-coded due date
The due-date badge changes color to flag payments that are upcoming, approaching or overdue — a visual cue for prioritizing supplier settlements.
Action bar
New
Opens the creation form for a purchase delivery note (section 6).
Duplicate
Creates a copy of a DN (saves time on recurring deliveries — depending on subscription and stock mode).
Global PDF / Excel
Exports the displayed list as PDF or Excel.
Search
Filters by currency, status, supplier and period (including Closed / Cancelled).
Row actions
Attachment / Download
DualIf a document already exists, it downloads directly; otherwise, you can attach the received supplier DN (PDF, image, Office).
Pay
PopupRecords a full or partial payment on the DN — see section 7. Disabled if the remaining amount = 0 or if the DN is linked to an invoice.
Detail
Read-onlyOpens the DN: lines, quantities, amounts, payments and the associated invoice.
Create a purchase delivery note
Click New. Choose the supplier, the source (quote / PO / direct purchase / invoice), the currency and the due date, then enter the received lines.
| Item | Unit price | Discount % | Unit price after discount | VAT | Qty | Σ Gross | |
|---|---|---|---|---|---|---|---|
| FIBER OPTIC CABLE (reel) | 1,200.000 | 0.000 % | 1,200.000 | 19.000 % | 20.000 | 28,560.000 |
Payment due date
Enter the due date as soon as you create the DN: it feeds the colored badge in the list and the tracking of supplier settlements.
Pay a purchase delivery note
The Pay action opens a payment recording window on the DN: date, company account, settlement method and amount (in full or in part).
Payment — DN No. 000312
Depending on the settlement method (cheque, draft, credit note, document…), additional fields appear (cheque no., disbursement date, credit note selection, discharge). Payments can be found in Payments.
Statuses & due date
Delivery note statuses
| Status | Meaning | Visible by default |
|---|---|---|
| Pending | DN recorded, not yet settled. | Yes |
| Ongoing | Partially settled (remaining > 0). | Yes |
| Cancelled | DN cancelled. | No (search) |
| Closed | Fully settled / invoiced (remaining = 0). | No (search) |
Due-date color codes
| Badge | Meaning |
|---|---|
| Green | Settled / due date honored. |
| Amber | Due date approaching — to be settled soon. |
| Red | Due date passed — payment overdue. |
| Purple | Due date far off / not yet due. |
Lifecycle (workflow)
flowchart LR A([Purchase order]):::s --> B[Purchase delivery note
Ongoing]:::p B --> S[(Incoming stock)]:::st B -->|pay| E([Payment
total / partial]):::ok B --> F[Purchase invoice]:::p B -.->|remaining = 0| H([Closed]):::ok B -.->|cancellation| K([Cancelled]):::ko classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46; classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
Business rules
Due date tracked — the due date determines the badge color and helps prioritize supplier settlements.
Remaining to pay — recalculated with each payment; the DN closes (Closed) when it reaches 0.
Payment blocked — the Pay action is disabled if the remaining amount is zero or if the DN is already linked to an invoice (settlement is then done via the invoice).
Attachment — the original supplier DN can be archived and re-downloaded at any time.
Roles & permissions
| Action | Warehouse clerk | Buyer | Accountant | Admin |
|---|---|---|---|---|
| View | ✅ | ✅ | ✅ | ✅ |
| Create the DN | ✅ | ✅ | — | ✅ |
| Attach / download attachment | ✅ | ✅ | ✅ | ✅ |
| Pay | — | — | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Foreign supplier, partial payment
A DN for 100 computers in EUR is received. Accounting first settles 50% by transfer on the due date: the DN moves to Ongoing, due-date badge turns amber, remaining to pay is cut in half. The balance will be settled on the next transfer.
Archiving the supplier DN
The warehouse attaches the scanned paper DN (PDF) to the line; it remains downloadable for any future audit.
FAQ & Tips
The "Pay" button is grayed out?
Either the remaining amount is already 0, or the DN is linked to an invoice: in that case, settle via the invoice.
My DN no longer appears?
It is probably Closed (remaining = 0) or Cancelled — hidden by default. Use Search.
Tip — watch the red badges
Sort by due date and prioritize DNs with a red badge (overdue) to preserve the supplier relationship.
International currency & charges
When a purchase DN is entered in a currency different from your default currency (e.g. a supplier invoicing in EUR or USD), Swifto converts the amounts at the day's exchange rate. Charges (customs, freight, etc.) can be added either in the document currency, or in dinars (TND), as you choose. The DN keeps full traceability: gross amount in local currency, rate applied and total local charges.
Real-time conversion
At the current rate
If the DN's currency ≠ default currency, the amounts are converted at the rate in effect at the time of entry. If no live rate is available, the rate entered on the currency applies instead (a safety net).
Amount to pay
The amount to settle with the supplier stays expressed in the document currency (EUR, USD…). The DN also archives its equivalent in dinars (TND) for accounting.
Add a charge — choice of currency
In the add-charge window, a Currency list lets you choose whether the charge amount is expressed in the document currency (it is then added to the gross amount in that currency) or in dinars (TND) (it is booked as a local charge).
Add a charge — DN No. 000310
What the DN archives
| Archived data | Description | Example |
|---|---|---|
| Document currency | Currency the DN is entered in, the one the supplier is settled in. | EUR |
| Exchange rate applied | Rate used to convert the DN into dinars. | 3.380 |
| Gross amount in currency | Total payable to the supplier (document currency). | 14,700.000 EUR |
| Gross amount in local currency | Equivalent of the gross amount in dinars (TND) at the rate applied. | 49,686.000 TND |
| Total local charges | Sum of the charges entered in TND on the DN. | 850.000 TND |
Two currencies, one DN
The purchase delivery note carries both the amount in currency (what you pay the supplier) and its dinar equivalent (for accounting). Covering charges in TND avoids re-entering a rate for local costs.
Rate always available — if the live rate cannot be reached, Swifto applies the rate entered on the currency: the conversion always goes through, the DN is never blocked.
For charges settled locally (inland freight, port handling), enter them in TND; reserve the document currency for costs invoiced by the foreign supplier. Details on currencies: Currencies & exchange rates.
