Expense invoice: creation, processing and error correction

What is a delivery note and when is it needed

A delivery note is a primary document that confirms the transfer of inventory items from the seller to the buyer and their write-off from the warehouse.

In the «Torgsoft» software, a delivery note performs several functions:

• Sale confirmation. It confirms that the goods have left the warehouse and transferred into the customer’s ownership.

• Warehouse accounting. Based on it, the goods are written off from the program’s stock balances (the quantity in the warehouse decreases).

• Financial accounting. It serves as the basis for the customer’s debt to the seller (if payment has not yet been received) or for closing obligations (if payment was made in advance).

When it is needed:

• When shipping goods to the buyer (especially wholesale or via an online store).

• To confirm the parcel contents when shipping via a delivery service (for example, Nova Poshta) — it can be used as a basis to create a waybill.

• As an accompanying document for the buyer’s accounting department (so they can record the goods in their books).

• For internal reporting and control of warehouse staff/managers.

How to fill in a delivery note correctly: step-by-step instructions

In «Torgsoft», a delivery note is most often created in the «Sales with invoice issuance» mode.

Step-by-step instructions:

1. Create the document:

•    Go to Document — Sales with invoice issuance.

•    Open the Delivery note tab.

•    Click Create delivery note (this is usually done based on a previously issued Invoice so that items are transferred automatically).

•    Alternatively, you can create a note without an invoice by clicking Add directly on the «Delivery note» tab.

2. Fill in the delivery note header:

•    Number and Date. The program suggests them automatically, but you can change them (for example, if you post the document retroactively).

•    Company. Select on behalf of which Sole Proprietorship or legal entity the sale is made.

•    Recipient (Customer). Select the customer from the directory. This is important for managing the balance of settlements.

•    Pay by. Specify the payment deadline (if a payment deferral is provided).

3. Add items:

•    If the note is created based on an Invoice, items will be transferred automatically.

•    If you create from scratch or edit: scan the item barcode or select it from the warehouse list manually. You can change the quantity directly in the list.

4. Record payment (optional at the creation stage):

•    If the customer pays immediately, click Record payment for goods.

•    You can choose: cash (cash register) or non-cash payment (bank account).

5. Print and save:

•    After checking the data, click Save.

•    To print, click Print delivery note and select the required template (standard delivery note, etc.).

Delivery note for a Sole Proprietorship: is it required and how to issue it correctly

Is it required? Yes, it is critical.

1. Proof of goods origin. Sole Proprietorships that keep records of товарних запасів (according to Order of the Ministry of Finance No. 496) must have primary documents for both receipt and disposal of goods. A delivery note is the document that records disposal.

2. Fiscalization. If a Sole Proprietorship uses software ECR/ECR, the delivery note can serve as the basis for generating a fiscal receipt (for example, when receiving cash on delivery or a prepayment).

How to issue it: Torgsoft has a special mode «Inventory stock accounting form» that automatically pulls data from delivery notes for Sole Proprietorship reporting. When issuing, it is important to:

• Specify the actual date and document number.

• Correctly select the Company (Sole Proprietorship) on behalf of which the shipment is made, especially if one database is used to keep records for several entrepreneurs.

• If goods are sold with VAT (for VAT-registered Sole Proprietorships), the note must show the VAT amount. To do this, the item settings must include the flag «Subject to VAT».

Delivery note template: where to download and a sample

In «Torgsoft», you do not need to search and download templates from the internet — they are already built into the system and can be edited or exported.

Where to find it in the program:

1. Menu Settings — Print template settings.

2. Section Retail delivery note (sale) or Delivery note (Sales with invoice issuance).

Template features:

• You can add your company logo.

• Add extra fields, for example: «Customer debt», «Comment», «Delivery terms», «Document barcode».

• You can configure price display in a foreign currency or the national currency.

How to get a file (export): If you need a file to send to a customer or to print on another PC:

1. Generate the delivery note (click Print).

2. In the preview window, click Export.

3. Choose a format: Excel (XLS), PDF, JPEG and save the file to your computer.

Errors in delivery notes: consequences and fixes

Errors in delivery notes lead to stock discrepancies (negative balances), incorrect profit calculation, and customer debt inaccuracies.

Common errors and how to fix them:

1. Writing off goods into negative stock (negative balances).

•    Consequence. The goods were sold in documents, but there was no receipt in stock. This distorts cost and profit.

•    How to fix. Run an inventory count for the problematic item or find/restore a deleted goods receipt note. Check whether the item was mistakenly sold in another delivery note.

2. Mis-sorting (sold the wrong item/size).

•    Consequence. Shortage of one item and surplus of another.

•    How to fix. Process a return of the incorrect item from the customer (documented) and create a new delivery note with the correct item.

3. Unpaid delivery note (outstanding debts).

•    Consequence. Reports show that the customer owes money even though they have paid.

•    How to fix. Open the Delivery note tab, click Record payment for goods or, if it was an error, click Cancel payment and enter the correct payment.

4. Incorrect price or amount (VAT/rounding issues).

•    Consequence. Discrepancies with accounting or in the VAT invoice.

•    How to fix. Use the Delivery note price adjustment for VAT printing function, which allows you to align amounts for correct tax display.

5. Printed with the wrong template or to the wrong printer.

•    Consequence. The customer receives a document without details or in an unreadable format.

•    How to fix. Check settings in Settings — Printer selection. Make sure the correct template is selected for the delivery note (for example, A4, not a receipt printer).

6. Deleting a delivery note without canceling payments.

•    Consequence. «Hanging» money in the system (unassigned payments) and a broken customer balance.

•    How to fix. Before deleting a delivery note, always click Cancel payment first, and only then delete the document. If it has already happened, check Customer payments — Unassigned payments and reconcile them.