Possible Actions in List of Delivery Notes

Selecting a delivery note or a group of delivery notes and calling the context menu, you can delete the selected documents, edit their status, change or assign accounting operations and locks, etc., without opening documents.

Changing Order of Delivery Notes

If the list of documents is arranged by the Date or the Type field, and for some reason you need to change the order of documents within the list, then you can just drag the document's Number field into another place, if this does not violate the logical order of documents. When you release the mouse button while specifying a new location for the document, if such a move is logically possible, a message will be displayed on the screen:

Select a location to insert the document or click Cancel if you dragged the document by mistake.

If the Rules of delivery note order are applied, then "drag and drop" of documents is available only within the zone according to the "top-down" principle. If you try to move a document of a certain type from a zone defined for it, a warning message will appear:
Cannot perform operation because the order of delivery notes defined automatically.

Group Activation/Deactivation

In the list of documents, you can activate, deactivate or invert the document's activity flag if you have rights, using the Activate context menu item. This option is also available for a group of selected delivery notes.

Delivery Note Locking

In the list of documents, you can set/remove administrator locks on a selected group of delivery notes. To do this, use the Lock > Set lock/Remove lock context menu item.

Assigning Accounting Operation

Using this item of the context menu, you can set or change the Accounting operation for a delivery note or a group of selected delivery notes:

• Select the documents to which the operation will be assigned in the list of delivery notes
• Use the Assign acct. operation context menu item
  
• In the window that opens, select an operation from the drop-down list
  
• Click OK to assign operations to a group of selected documents. To cancel the operation assignment, click Cancel
  

If the list of selected documents contains a type of delivery note that is not selected in the properties of the selected accounting operation, the system will display an error message and the operation will not be assigned.

After assigning an accounting operation to a delivery note, the Journal entries tab is added to the document's window. This tab displays transactions of the delivery note's amounts according to the specified accounting operation rules.

Group Assignment of Delivery Note Title's Attributes

Using th Set column value item of the context menu, you can set or change Attributes of Delivery Note's Titles for one delivery note or a group of selected documents. This functionality is convenient to use, for example, when assigning FoodsFactory documents.
To fill in attributes from the list of delivery notes:

• Open the list of delivery notes
• Select the documents for which the value of the title's attribute will be assigned

• Place the cursor in the attribute field, use the Set column value... context menu item or the Edit > Set column value main menu item

  Call the context menu only from the field of the attribute which value will be set/changed.

  

• The attribute setting window will open:
  

• Enter an attribute value or select it from the list

• Select the rule for assigning a set value:

  • For current record — for one delivery note

  • For selected records — for lines selected using Ctrl or Shift

  • For all records — for all documents displayed in the list

• Click OK to assign a value to the attribute, click Cancel to close the Set Attribute window without changing the Store House database.

Cloning Delivery Note

Using the Clone document context menu item or the Edit > Clone document main menu item, you can create a copy of the selected document.
In the created document, the Number field will be empty and you can fill it in manually. Or this field will be filled in automatically after saving the document, depending on the settings of the Delivery notes auto numbering rules (Service > Numbering > Delivery notes...).
To create copies for a group of selected documents, use the Copy invoices... function. Copies will be created without opening the document form.

Merge Delivery Notes

Using the Merge delivery notes function you can copy a group of selected documents into one delivery note.
When you select this item, a window will open where you need to specify the type of the document to be created.
Also in this window, you can specify the Place of sale, by which the department for the combined document will be determined. The field may not be filled, then, during the merging process, all parameters will be taken from source delivery notes.
 
If the Place of sale is not filled in, then the following rules for filling out theTitle of the combined delivery note are used:

• For all original delivery notes, common supplier department and recipient department are searched for
• If a common supplier department is found, and for the created document the supplier is a department, then the supplier department is assigned as the supplier of the new document
• If a common recipient department is found, and for the created document the recipient is a department, then the recipient department is assigned as the recipient of the new document
• If these rules are not followed, then the Title fields of the combined document are left blank or will be filled with saved values of delivery note's titles.

If the Place of sale is filled in, then the department that is assigned to the selected Place of sale on the Write-off tab of the goods card will be specified in the combined document.
If the documents to be merged contain goods that have different departments for the same group of stations, then a separate delivery note will be created for each department.
If the documents to be merged contain goods that do not have a place of sale specified in the merging filter, then they will not be included in the merged delivery note.

When using the Merge delivery notes function for collation statements:

• Goods with zero quantity are transferred only to the collation statements
• Only goods with the Break into components flag are transferred to the complectations
• The Break into components flags will be transferred if you choose to create a new collation statement.

The Goods tab of the merged delivery note will contain the names, codes, and quantities of goods from the documents selected for merging. Duplicate rows will be summed up according to the rule Goods item + UOM.

When merging delivery notes into an external document — receipt or delivery note, — the amounts of receipt or expense are summarized from the merged documents.

If the documents to be merged do not contain the amount of receipt or the amount of expenditure (internal delivery notes), then the amounts will be calculated based on the rules for setting prices in receipt/delivery notes.

Example:

1. Two delivery notes with sale prices, different from the price list, are merged into one delivery note. In the new document, the quantities and amounts from the merged delivery notes will be summed. The price list will not be used
2. Two internal transfers are merged into a delivery note. In the new document, the price will be used according to the rules for determining the price of a delivery note
3. One delivery note and one internal transfer are merged into a delivery note. Goods from the delivery note will be added in the quantity and amount of the original document, goods from the internal transfer will be added in the quantity from the original document, but the amount will be calculated according to the rules for determining the price of the delivery note.

Copy Invoices

Using the Copy invoices… function — in the context menu or from the Document main menu item — you can create copies for a group of selected documents. Moreover, with group copying, you can replace departments.

When you select the Copy invoices… command, a window will open in which you need to define the parameters for creating copies of the selected documents.

Invoice copying parameterss:

• Use current date — when this flag is set, copies will be created with the current computer date. If the flag is not set, then the copies will be created for the dates of the original documents.
  If the rules for calculating the payment due date for delivery notes are set for correspondents or own legal entities, the due dates will be calculated automatically relative to the new date of the documents
• Use invoice activity flag — when this flag is set, copies will be created with the activity flags set for original documents. If the flag is not set, then copies will be created inactive
• Use original delivery notes number — if this flag is set, copies will be created with the same numbers as specified in the original documents. If the flag is not set, the number will be calculated according to the rules for delivery notes numbering
• Replace supplier department — when creating copies of selected documents, you can replace the supplier department. To do this, specify the required department in the replacement form. If the field is left blank, then the copy will have the same supplier department as the original document.
  When replacing a department with a new one, the copies will have a default KPP value for the selected department
• Replace Receiving OU — when creating copies of selected documents, you can replace the receiving department. To do this, specify the required department in the replacement form. If the field is left blank, then the copy will have the same receiving department as the original document.
  When replacing a department with a new one, the copies will have a default KPP value for the selected department
• Original delivery notes — a list of selected documents for copying
• Created invoices — the fields will be filled with a list of created documents.

To create copies of documents with the specified parameters, click the Create button. To cancel copying, click the Close button.

Create a Common Payment Document

When working with external documents — receipt notes, delivery notes, or returns — you can specify payments according to these delivery notes in Store House. In particular, you can create a common payment for several documents for one correspondent.
If documents of the same type are created for the same correspondent and for the same own legal entity and have not yet been paid, then the Create a common payment document function becomes available in group operaions. The function is also available from the Document > Create a common payment document main menu item.

When you select the Create a common payment document item, a standard form of a payment document will open. It will have the fields filled in and the selected documents for common payment specified.

By default, the payment document is created with the current computer date and without the Activate flag being set. Fill in all the required fields of the payment document in a standard way.
If you set partial payment for delivery notes, then the Create a common payment document function for such documents becomes inactive.
The Create a common payment document function is available even for one document.

Create Payment Documents

In addition to creating a common payment document for a group of documents, there is the function of creating a separate payment document for each document from a group of selected delivery notes.
Select the documents in the list of delivery notes for which you need to create payment documents and use the Create payment documents context menu item or use the Document > Create payment documents main menu item.

When you select the Create payment documents item, a window will open in which you need to define the parameters for creating payment documents for selected delivery notes.

Parameters for creating payment documents:

• Use current date — when this flag is set, payment documents will be created with the current computer date. If the flag is not set, then payment documents will be created by invoice dates.
• Use flag "Active" for invoices — when this flag is set, payment documents will be created with Activate flags set for delivery notes. If the flag is not set, then payment documents will be created inactive
• Pay invoices in full — when this flag is set, a payment document will be created with the full payment parameter for the delivery note. If the delivery note is edited, the payment document will also change.
  If this flag is not set, then when creating a payment document, the payment amount of the delivery note will include the amount of the delivery note at the time of the payment document creation. When editing the delivery note, the payment amount will not change
• Receipt payment documents — define the general parameters for creating receipt payment documents — for delivery notes and returns to suppliers
• Document type — select the type of payment documents to be created from the list — cash (наличные), non-cash (безналичные), credit cards (кредитные карты), etc. (прочее)
• Merge into one payment — when this flag is set, if the following conditions are met: documents of the same type + the same correspondent + the same own legal entity — then a common payment document will be created
• If the Use current date flag was not set, then the payment document will be created for the date of the last document from the group of documents to be combined into one payment
• Expenditure payment documents — define the general parameters for creating expenditure payment documents — for receipt notes and returns from customers
• Document type and Merge into one payment — parameters similar to those of receipt payment documents
• Internal payment documents — define the general parameters for creating internal payment documents — for internal sales
• Document type and Merge into one payment — parameters similar to those of receipt payment documents
• Original delivery notes — a list of selected documents for creating payment documents
• Created payment documents — the fields will be filled with a list of created payment documents.

To create payment documents with the specified parameters, click the Create button. To cancel creating documents, click the Close button.

If the group of selected documents contain delivery notes with already created payment documents, then payments will not be recreated, even if the delivery note is not fully paid.

Create Invoices

For a group of documents, the function of creating a separate invoice for each delivery note from this group.

Select the delivery notes for which you want to create an invoice and use the Create invoices context menu item or use the Document > Create invoices main menu item.

When you select the Create invoices item, a window will open in which you need to specify the parameters for creating invoices for selected documents.

Invoice creation parameters:

• Use current date — when this flag is set, invoices will be created with the current computer date. If the flag is not set, then invoices will be created for delivery note's dates.
  To create an invoice with the specified parameters, click the Create button. To cancel creation, click the Close button.
  If the group of selected documents contains documents with already created invoices, then invoices will not be recreated.