Managing Delivery Orders

Overview:

Delivery Orders (DOs) in QNE AI are critical for tracking the movement of goods from your business to your customers. They act as confirmation that items have been dispatched, help streamline inventory management, and ensure accurate record-keeping for sales and logistics. Efficient management of delivery orders ensures timely fulfillment, minimizes errors, and provides transparency to both the accounting and operations teams.

Scenario:

Imagine you are a sales officer in a company that sells office supplies. A client calls to place an order for multiple items, including desks, chairs, and stationery. To process the request efficiently, you need to create a sales order in QNE AI to confirm the order details, check stock availability, and prepare for delivery.

Procedure:

Step 1: Initiate a New Sales Order

• Navigate to the Sales Module → Delivery Orders → click Add.
• Select the customer from the existing list or add a new customer if necessary. Ensure that all relevant customer details (address, contact number, and payment terms) are accurate.

Step 2: Add Items to the Sales Order

• Click Add Item or Select Product/Service.
• Enter the quantity for each item. QNE AI will automatically pull the price and apply any existing discounts.

Step 3: Configure Order Details

• Adjust taxes, discounts, and shipping charges as applicable. QNE AI calculates totals in real-time, ensuring accuracy.

Step 4: Review and Save

• Double-check all entries: items, quantities, prices, and customer information.
• Click Save to finalize the sales order.

Step 5: Send the Delivery Order to the Customer (optional)

• Open the saved Delivery Order and click Send via Email.
• Send the Delivery Order and track its status within QNE AI for follow-up.

Application:

Example 1: Partial Shipments

A customer orders 100 units of a product, but only 60 units are currently available in stock. Using QNE AI, you can create a delivery order for the 60 available units and mark the remaining 40 units for future delivery. This ensures inventory accuracy and provides clear communication to the customer.

Example 2: Coordinating Multiple Warehouses
 A company operates from two warehouses. By specifying the warehouse location in the delivery order, QNE AI automatically adjusts inventory from the correct location. This prevents stock discrepancies and allows smooth coordination between warehouse and accounting teams.

Example 3: Integration with Invoicing
 Once a delivery order is confirmed, QNE AI can link it directly to a sales invoice. This ensures that invoicing matches actual deliveries, reducing errors and improving cash flow management.