Delivery Notes and Invoices

Delivery Notes and Invoices

This guide explains how to create, print, and manage Delivery Notes and Invoices within RedAnt.

Overview

Delivery Notes and Invoices are generated from completed Job Orders. A Delivery Note is typically issued when goods are dispatched, while an Invoice is generated when the customer is to be charged for the work completed.

The process ensures that all labour, materials, subcontract costs, and other chargeable items recorded against the Job Order are transferred accurately to the customer's invoice.

Creating a Delivery Note

  1. Open the required Job Order.
  2. Ensure all work, materials, and charges have been entered correctly.
  3. Verify that the job status indicates the work is complete and ready for dispatch.
  4. Click Delivery Note from the Job Order screen.
  5. Review the delivery note information.
  6. Print or email the delivery note as required.

The Delivery Note will list the items supplied to the customer and can accompany the goods being delivered.

Notes

  • Delivery Notes do not normally affect customer accounts.
  • Multiple deliveries can be recorded against a single Sales Order if required.
  • Delivery Notes provide a record of what has been supplied and when it was dispatched.

Creating an Invoice

Once the work has been completed and any required Delivery Notes have been issued:

  1. Open the completed Job Order.
  2. Select Create Invoice.
  3. Review the invoice details to ensure all chargeable items are included.
  4. Confirm the invoice value and any applicable taxes.
  5. Save the invoice.

RedAnt will generate an invoice number and create the invoice record.

Printing an Invoice

To print an invoice:

  1. Open the invoice from the Invoices screen.
  2. Select Print.
  3. Choose the required invoice layout.
  4. Print or export the invoice as a PDF.

Invoices can also be emailed directly to the customer if email functionality has been configured.

Reprinting Delivery Notes or Invoices

Previous documents can be reprinted at any time.

Reprint a Delivery Note

  1. Open the related Job Order.
  2. Select Delivery Notes.
  3. Highlight the required delivery note.
  4. Click Print.

Reprint an Invoice

  1. Open Sales Ledger or Invoices.
  2. Locate the invoice.
  3. Open the invoice record.
  4. Click Print.

Partial Deliveries and Invoicing

RedAnt supports situations where only part of an order is delivered or invoiced.

Examples include:

  • Products delivered in multiple shipments.
  • Large projects invoiced in stages.
  • Customer requests for separate invoices.

When using partial deliveries, ensure quantities and values are checked before generating each document.

Cancelling or Crediting an Invoice

Invoices that have already been issued should not normally be deleted.

If an invoice has been sent in error:

  1. Create a Credit Note for the incorrect invoice.
  2. Generate a replacement invoice if required.
  3. Ensure all accounting records remain balanced.

Always consult your accounting procedures before modifying financial documents.

Best Practice

  • Ensure all materials have been booked to the Job Order before invoicing.
  • Verify labour and subcontract costs are complete.
  • Check delivery quantities before issuing a Delivery Note.
  • Review customer pricing and discounts before creating an invoice.
  • Email PDF copies to customers for an audit trail.
  • Retain printed or electronic copies for future reference.