Manual Delivery notes
The delivery note (DN) records the physical handover of goods to the customer. It decrements stock, drives the remaining to invoice, can be paid in advance, and converts into an invoice.
Overview
The Delivery note records the actual issue of goods to the customer. It can be created directly, or generated from a purchase order (Source column). On save, stock is decremented; as long as the DN is not fully invoiced, its remaining to invoice stays positive.
Business goal
- Record the delivery and decrement stock
- Drive the remaining to invoice
- Collect an advance on the DN
- Convert the DN into an invoice
Target audience
- Logistics / warehouse — issue the DNs
- Sales reps — track customer deliveries
- Accounting — invoice and collect payment
Position in the cycle
The DN sits after the purchase order and before the invoice. See Purchase orders upstream and Sales invoices downstream.
Access and navigation
Left-hand side menu: Sales → Delivery notes.
List of delivery notes
The page displays DNs not yet invoiced or partially invoiced (remaining > 0). Summary cards at the top, followed by the list.
| Number⇅ | Date⇅ | Salesperson⇅ | Customer⇅ | Source | Remaining to invoice⇅ | Status⇅ | Action(s) | |
|---|---|---|---|---|---|---|---|---|
| DN: No. 000451 | 30/04/2026 | Mouadh BEN AZIZA | SOCIÉTÉ FONDS CLAIR | PO 218 | 9,200.000TND | Ongoing | ||
| DN: No. 000450 | 27/04/2026 | Ayatollah ORABI | ECAR | Direct | 33,612.000TND | Ongoing | ||
| DN: No. 000448 | 16/03/2026 | Mouadh BEN AZIZA | SOCIÉTÉ BUFFET CONCEPT | PO 211 | 0.000TND | Invoiced |
Table columns
| Column | Description |
|---|---|
| Number | Unique reference (e.g. DN: No. 000451). |
| Date | Date of the delivery. |
| Salesperson | Associated sales rep / traveling salesperson. |
| Customer | Recipient of the delivery. |
| Source | Direct or the number of the originating purchase order. |
| Remaining to invoice | Remaining to invoice (red), decreases with each invoice. |
| Status | Draft · Ongoing · Invoiced · Cancelled (section 8). |
Default filtering
Only DNs with remaining to invoice > 0 (or in draft) are visible. DNs that are fully Invoiced can be found via Search.
Action bar
Global PDF / Excel
Exports the displayed list.
Duplicate
Creates a copy of a ticked DN (saves time on recurring deliveries).
New
Opens the creation form (section 6).
Search
Filters by period and status (including Invoiced / Cancelled).
Row actions
Cancel
Reason popupCancels the DN after entering a reason. Stock is re-incremented. Unavailable if already invoiced.
Collect payment
AdvanceRecords a payment / advance directly on the DN (cash, cheque, transfer…) — see section 7.
PDF / Receipt
DocumentGenerates the delivery note as a PDF (or till receipt).
Send by email
Direct sendSends the DN to the customer, PDF attached automatically.
Details
Read-onlyOpens the DN: lines, quantities, amounts, payments and the associated invoice.
Create a delivery note
Click New. Choose the customer, add the lines (stock availability is checked), then save: stock is decremented.
| Article | Unit price | Discount % | UP after discount | VAT | Qty | Σ Net | Σ Gross | ||
|---|---|---|---|---|---|---|---|---|---|
| 467802 - SMART SUPERVISOR MODULE | 650.000 | 0.000 % | 650.000 | 19.000 % | 10.000 | 6,500.000 | 7,735.000 |
Stock check
Depending on configuration, Swifto checks stock availability before validating the delivery. An insufficient quantity can block the save or generate an alert.
Collect payment on a delivery note
The Collect payment action (green icon) opens a window for recording an advance / payment on the DN, even before invoicing.
Payment — DN No. 000451
Payments entered on the DN then appear in the Payments / Advances screen and automatically carry over to the invoice generated from the DN.
Delivery note statuses
| Status | Meaning | Visible by default |
|---|---|---|
| Draft | DN being entered, stock not yet decremented. | Yes |
| Ongoing | Delivered, not or partially invoiced (remaining > 0). | Yes |
| Invoiced | Fully invoiced (remaining = 0). | No (search) |
| Cancelled | DN cancelled; stock re-incremented. | No (search) |
Lifecycle (workflow)
flowchart LR A([Purchase order]):::s --> B[Delivery note
Ongoing]:::p B --> S[(Stock decremented)]:::st B -->|collect payment| E([Advance]):::ok B --> F[Sales invoice]:::p F --> G([Balance payment]):::ok B -.->|remaining = 0| H([Invoiced]):::ok B -.->|reason| K([Cancelled / stock returned]):::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
Stock impact — validating a DN decrements stock; cancelling it returns the stock. It is the document that records the physical goods issue.
Remaining to invoice — recalculated automatically with each attached invoice; the DN closes (Invoiced) when it reaches 0.
Early payment — a DN can be paid before invoicing; the advance carries over to the final invoice.
Cancellation blocked — a DN that has already been invoiced cannot be cancelled; use a credit note instead.
Roles & permissions
| Action | Logistics | Sales rep | Accountant | Admin |
|---|---|---|---|---|
| View | ✅ | ✅ | ✅ | ✅ |
| Create the DN | ✅ | ✅ | — | ✅ |
| Collect payment | — | ✅ | ✅ | ✅ |
| Invoice | — | ✅ | ✅ | ✅ |
| Cancel | ✅ | — | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Delivery then grouped invoicing
Three DNs are delivered to the same customer within the month. At month-end, they are grouped into a single invoice → each DN moves to Invoiced.
Payment on delivery
The traveling salesperson collects 5,000 TND in cash upon handover of the DN. The advance automatically carries over to the invoice issued later.
FAQ & Tips
My DN no longer appears ?
It is probably Invoiced (remaining = 0) — hidden by default. Use Search.
Stock hasn't moved after the DN ?
Check that the DN hasn't stayed in Draft: stock is only decremented upon validation.
Tip — periodic invoicing
Group the DNs of the same customer onto a periodic invoice to lighten the administrative workload.
