Sales orders & delivery notes

Take the order, deliver in parts, invoice what actually left.

Confirm a sales order, reserve its stock, send the goods out on numbered delivery notes as they become available, and invoice what was delivered. Backorders, pending deliveries and goods delivered but not yet invoiced each have their own report.

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Sales orders with stock reservation and backorders
Numbered delivery notes, in full or in parts
Invoices held to what was delivered
Pending deliveries and delivered-not-invoiced reports

What is Sales orders & delivery notes in Flowyana?

Flowyana delivery note software, with sales orders, covers the stretch between a customer saying yes and the invoice going out. You confirm the order, hold the stock for it, send the goods out in one or several deliveries, and invoice what was actually delivered. It is built for wholesalers, distributors, project suppliers and any business that does not hand goods over at the counter, in India, the UAE, Saudi Arabia and elsewhere. In India the same paper is often called a delivery challan; elsewhere a dispatch note or goods delivery note.

The trouble in this stretch is losing track. Half an order goes out, the rest waits for stock, someone invoices the full amount, and a month later nobody knows what is still owed to whom. Flowyana keeps ordered, delivered and invoiced on every order line, and shows each one, so the order itself tells you where it stands.

Reports watch the gaps for you: lines the stock cannot cover, lines past their delivery date, and goods that have left but not been billed. They are in the Sales app, and the last of them is also in Accounting, where it is checked against the books.

What it does

Sales orders & delivery notes, in practice.

Sales orders from quotations

Load an accepted quotation into a new order with every line carried over, or start the order from scratch.

Stock reserved for orders

Switch on reservation and confirmed orders hold their stock until it is delivered or invoiced, so the same units are not promised twice.

Backorders, seen early

Lines the stock at their location cannot cover are marked backordered on the order and listed in the Backorders report, earliest delivery date first.

Delivery notes in parts

Deliver what is ready now and the rest later. Each delivery note has its own number, a transport reference and a printable delivery note.

Direct deliveries

Send goods out on a delivery note with no order behind it, when the job calls for it.

Invoice what was delivered

With delivery notes in use, an invoice is held to the quantity delivered, unless the customer is set to be invoiced in advance.

Deliver and invoice in one step

Turn on “Delivered with this invoice” and posting the invoice records the delivery note for its order lines and takes their stock.

Close an order short

Close an order when the rest will not be invoiced: the remaining quantities are released, and the order can be reopened later.

Pending deliveries

Every open order line with something left to deliver, its age and how many days it is past the delivery date, by line, customer or product.

Delivered not invoiced

Delivery notes whose goods have left but are not billed yet, by age band, with the total checked against the books.

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How it works

Sales orders & delivery notes, step by step.

1
Confirm the order
Create the sales order, or load it from an accepted quotation. With an approval workflow, it is approved by the people you name.
2
Hold the stock
With reservation on, the order reserves its stock and shows any backordered lines straight away.
3
Deliver
Choose Deliver on the order and enter what is going out now. A numbered delivery note is created and the stock leaves.
4
Invoice
Invoice from the delivery note or the order. Each line starts at what can still be invoiced.
5
Follow up
Work the pending deliveries and delivered-not-invoiced lists until both are empty.

In depth

A closer look.

Orders, reservation and backorders

A sales order carries the customer, lines, prices, tax, delivery date, notes and terms, and can be loaded from a quotation. When reservation is on, confirmed orders hold their stock until it is delivered or invoiced, and stock screens show on hand, reserved and free. A line the location cannot cover is marked backordered, with how much is short, and the Backorders report lists them all with ordered, reserved, on hand, short and the delivery date.

Load from an accepted quotation
Reserved stock until delivery or invoice
Short quantities marked on the order
Backorders report by location

Delivery note software for partial deliveries

Choose Deliver on an order and each line shows ordered, delivered, invoiced, returned and what can still be delivered. Enter what is going now. The delivery note gets its own number, a transport reference and a printable delivery note, and its stock leaves at once. You can also create a direct delivery with no order. A delivery note can be cancelled with a reason, and customers can return goods against it.

Full or partial deliveries
Numbered and printable
Direct deliveries without an order
Cancel with a reason, return against the note

Invoicing held to what was delivered

With delivery notes in use, an invoice cannot bill more than was delivered, so a short delivery is never billed in full. Customers who pay before they receive goods can be set as invoiced in advance. On an order invoice, “Delivered with this invoice” records the delivery note as the invoice posts. If you start a new invoice for a customer who has delivery notes not yet invoiced, Flowyana points you to them, so the same goods are not taken out of stock twice.

Billing capped at delivered quantities
Invoiced-in-advance customers
Deliver and invoice in one step
Warning about uninvoiced deliveries

Reports that close the loop

Pending deliveries lists open order lines with something left to deliver, their age and days overdue, by line, customer or product. The Delivery notes report shows what each note delivered, what invoices took, what came back and what is still to invoice at cost. Delivered not invoiced ages each open delivery note in 0–30, 31–60, 61–90 and over 90 days and compares the total with the books. Dashboard widgets show what is to deliver and what is delivered but not invoiced.

Pending deliveries with days overdue
Delivery notes report
Delivered not invoiced by age
Dashboard widgets for both

Who it’s for

Businesses that run on Sales orders & delivery notes.

Wholesalers and distributors

Deliver large orders in several drops, invoice each drop, and see which customers are waiting on what.

Building and project suppliers

Reserve stock for a site order, deliver as the project needs it, and chase overdue lines.

Electronics and appliance dealers

Hold stock for confirmed orders and know at once which models are backordered.

Food and FMCG distribution

Delivery notes with transport references for every van run, and nothing delivered left unbilled.

Manufacturers selling to trade

Take orders ahead of production, see the shortfall, and deliver as goods come off the line.

Questions

Asked about sales orders & delivery notes.

What is the difference between a sales order and a delivery note?

A sales order is the customer’s confirmed order: what they want, at what price, by when. A delivery note records goods actually leaving your premises against that order. One order can have several delivery notes when the goods go out in parts.

How do I deliver a sales order in parts in Flowyana?

Yes. Deliver what is ready and the order shows ordered, delivered and still to deliver for each line, moving from to deliver to partly delivered to delivered. Each delivery gets its own numbered delivery note.

Can I invoice before the goods are delivered?

When you use delivery notes, an invoice is normally held to what has been delivered. A customer marked as invoiced in advance can be billed before delivery, and the “Delivered with this invoice” option delivers and invoices together.

Can a sales order reserve stock in Flowyana?

It can. Turn on reservation in the inventory settings and confirmed orders hold their stock until it is invoiced or delivered. Stock lists then show on hand, reserved and what is still free to sell.

What is a backorder?

An order line your stock cannot cover yet. Flowyana marks it on the order, shows how much is short, and lists every backordered line in the Backorders report with its location and delivery date.

How do I see pending deliveries and overdue orders?

The Pending deliveries report lists every open order line with something left to deliver, how old the order is and how many days it is past its delivery date. Filter to overdue lines only, or group by customer or product.

What does delivered not invoiced mean?

Goods that have left on a delivery note but have not been billed yet. The Delivered not invoiced report lists each such delivery note by age, 0 to 30 days up to over 90, so nothing that left the building goes unbilled.

Can I send goods without a sales order?

Yes. Create a direct delivery note with no order, and invoice it from the note later. Services and kits are invoiced rather than delivered.

What happens if a customer cancels the rest of an order?

Close the order. What is not invoiced is released and the order takes no new invoice; draft invoices keep their quantities. You can reopen it later and the released quantities come back.

Can a customer return goods against a delivery note?

Yes. A sales return can be made against the delivery note, putting the goods back in stock, as well as against an invoice.

What is the best delivery note software for distributors in the UAE or India?

Flowyana suits distributors that deliver in parts and invoice what left: sales orders, numbered delivery notes, backorders and a delivered-not-invoiced report in one system. Orders, delivery notes and invoices carry GST or VAT per line, for wholesalers and project suppliers in India, the UAE, Saudi Arabia and beyond.

Is a delivery note the same as a delivery challan?

Yes, in practice. A delivery challan in India and a delivery note or dispatch note elsewhere all record goods leaving for a customer; in Flowyana it is the delivery note, numbered and printable.

One platform

Plays well with the rest.

Sales & Invoicing shares its records with every other module you switch on — no connectors, no re-typing.

Sales & Invoicing Sales & Invoicing Sales & Invoicing Inventory Sales & Invoicing Sales & Invoicing Reports Dashboards All features →

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