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AmielU
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Our procedure is we generate or send Delivery Receipt or Delivery Note to our customer then issue Sales Invoice upon customer payment.
Solved
Best answer December 29, 2020

Best Answers
MaryLandT
QuickBooks Team

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

I can provide the form you need to generate a delivery receipt, amiel-uy-gmail-c.

 

In QuickBooks Online, you can use an estimate as a delivery note before sending a sales invoice to your customer. Then, you can convert it later to an invoice once paid.

 

Let me show you the process:

 

  1. Click + New,  select Estimate.
  2. Choose a customer from the Customer drop-down.
  3. Set the  Estimate Date and the Expiration Date.
  4. Enter the products and services you plan to sell.
  5. Enter any other info you need.
  6. When you're ready, select Save and send.

Once you receive the payment, create an invoice.  Here's how to do it:

 

  1. Go to the Sales menu.
  2. Select the All Sales tab.
  3. Find the estimate.
  4. In the Action column, select Create invoice.
  5. Make any changes to update the invoice.
  6. Check the customer field and make sure the invoice is going to the right person.
  7. Make sure there's a Linked invoice link on the invoice. This shows the converted estimate. QuickBooks won't create a separate transaction.
  8. When you're ready, click Save.

Then, use the Receive payment function to record the payment.

 

Feel free to click the Reply button if you need anything else. I'll be right here to help manage your customers in QuickBooks.

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21 Comments 21
MaryLandT
QuickBooks Team

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

I can provide the form you need to generate a delivery receipt, amiel-uy-gmail-c.

 

In QuickBooks Online, you can use an estimate as a delivery note before sending a sales invoice to your customer. Then, you can convert it later to an invoice once paid.

 

Let me show you the process:

 

  1. Click + New,  select Estimate.
  2. Choose a customer from the Customer drop-down.
  3. Set the  Estimate Date and the Expiration Date.
  4. Enter the products and services you plan to sell.
  5. Enter any other info you need.
  6. When you're ready, select Save and send.

Once you receive the payment, create an invoice.  Here's how to do it:

 

  1. Go to the Sales menu.
  2. Select the All Sales tab.
  3. Find the estimate.
  4. In the Action column, select Create invoice.
  5. Make any changes to update the invoice.
  6. Check the customer field and make sure the invoice is going to the right person.
  7. Make sure there's a Linked invoice link on the invoice. This shows the converted estimate. QuickBooks won't create a separate transaction.
  8. When you're ready, click Save.

Then, use the Receive payment function to record the payment.

 

Feel free to click the Reply button if you need anything else. I'll be right here to help manage your customers in QuickBooks.

View solution in original post

AmielU
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Thank you for this solution. 

nazzim
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

We are about to subscribe to Quickbooks online, but we have one problem. Most of our customers are retailers, and once they make a sale, they send their customers to our warehouse to collect material. At this point, we have to create a delivery note, but we can not include the price in the "Estimate" solution which you have provided. I want to know what are options we can use to create a Delivery Note without any mention of the price and later make an invoice referring to the same Delivery Note?

JonpriL
Moderator

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Hello @nazzim,

 

You can customise the estimate template so it can be the appropriate document you can give to your customers. Let me show you how.

  1. Go to the Gear icon.
  2. Under YOUR COMPANY, select Custom form styles.
  3. Select New style.
  4. Click Estimate.
  5. Enter the name of your new template.
  6. On the Content tab, select the upper portion of the estimate template.
  7. Type in Delivery Note as the name of your new form template.
  8. Select the middle portion of your estimate template.
  9. Remove the checkmark on Rate and Amount.
  10. Click Done.

In addition, here's an article you can read to learn more about customising your sales form template: Customise invoices, estimates, and sales receipts in QuickBooks Online.

 

Once done, you can use the recently created template and send it to your customers by following the steps shared by my colleague above.

 

Lastly, I've also included this reference for the different methods you can use in accepting payments from your customers: Record invoice payments in QuickBooks Online.

 

If there's anything else that I can help you with, please let me know by leaving any comments below. I'll be here to lend a hand.

eekie75
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

How do you do this on the app?

Adrian_A
Moderator

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Hi there, eekie75.

 

The option to customise a template on a QuickBooks Online mobile app is unavailable. However, you can log in on a web browser using your mobile and modify it from there.

 

I've added this article that has detailed information in customising forms:  Customise invoices, estimates, and sales receipts in QuickBooks Online.

 

I'll be around if there's anything that I can help. Keep safe!

eekie75
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

the selection on mobile devices is not reactive on browsers. IOS and android.

MaryJoyD
QuickBooks Team

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Hello, @eekie75.

 

Yes, you’re right. There’s a bit of difference between the mobile app and the web version of QuickBooks. Our mobile apps are designed to optimize touch interaction and essential on-the-go workflows.

 

You can manage your customers by creating invoices, estimates, and many more. 

 

For more information about the feature available on mobile devices, you can check out this related article: Compare mobile app features.

 

More features are added often, so I encourage you to visit the QuickBooks Blog to check for new updates and functions that we have. 

 

Let me know if there's anything that I can be of help with your QBO mobile app and or anything else. I'm always here to help. Have a great rest of the day!

SharonG58
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

I have created a delivery notice from the estimate without rate and amount but it still shows the total due on the bottom section. Is there a way to not have this print?

RenjolynC
QuickBooks Team

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Thanks for joining in on this thread, SharonG58.

 

I'd like to make sure we're on the same page. Do you mean printing a delivery note from an invoice? If so, let's make sure to select a different template. To do that, you can follow these steps:

 

  1. Go to Sales > Customers.
  2. Select the customer's name and click the invoice.
  3. In the Invoice page, click the Customise link located at the bottom and select New style to create a different template or choose the another invoice template.
  4. Hit the Print or Preview link and choose Print delivery note.

Here are some sample screenshot for reference:

 

 

For more details about delivery notes, you can check out this article: Create and print a packing slip.

 

Please let me know if you have additional questions or other concerns. I'll be right here to help you out. Have a great day!

SharonG3905
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

I am actually generating an "estimate" and calling it a "delivery notice". We need a "delivery notice" prior to invoicing to be sent with the product but it should not include prices.  I can exclude the detail price but it still prints a total $ value at the bottom section of the form. I am trying to have not $ value on the the notice.  Is this possible?

MirriamM
Moderator

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Welcome to the thread, SharonG3905.

 

In QuickBooks Online (QBO), you can import and design the custom form style for your estimates. From there, you can remove the Total on the imported file. 

 

To import your custom form style, here's what you'll need to do:

  1. Map your template fields. 
  2. Save and upload your DOCX template. 
  3. Match your fields with QuickBooks fields. 
  4. Preview and confirm your style.

For more details about this process, see this article: Import custom form styles for invoices or estimates.

 

For future reference, visit this link on how you can turn an estimate into an invoice: Convert an estimate into an invoice in QuickBooks Online.

 

If there's anything else you need help with in managing your sales forms, feel free to comment down below. I'm here for you. Have a great day ahead.

hsechampionstt
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Hi - How do I create a delivery note? I followed the following process below but I am not seeing the delivery note option to print under "Batch Actions"

 

 

  1. Click Sales, then choose Customers.
  2. Click to open the customer's profile, then go to the Transaction List tab.
  3. Choose an invoice.
  4. Click Batch actions, then click Print delivery note.
hsechampionstt
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Hi - how do I create a delivery note? I tried using the procedure below but I am still not seeing the option to print delivery note under "batch actions"

 

thank you.

 

  1. Click Sales, then choose Customers.
  2. Click to open the customer's profile, then go to the Transaction List tab.
  3. Choose an invoice.
  4. Click Batch actions, then click Print delivery note.
DivinaMercy_N
QuickBooks Team

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Let's get this sorted out, @hsechampionstt.

 

I am here to provide some information about the delivery note option in QuickBooks Online (QBO). Printing a delivery note will vary depending on the region of the QBO you're using. Some appear as a Packing slip and some as a  Delivery note. They are just the same. To print this form, you'll just need to select this option under the Print or Preview button on the Invoice window or in the Batch action drop-down on the Customers screen.

 

However, if you still can't see either of the two, I suggest accessing your QBO account in incognito mode. Missing options in QBO are sometimes caused by a corrupted or damaged cache and cookies on your browser. Below are the shortcut keys you can use: 

  • Google Chrome: press Ctrl + Shift + N 
  • Mozilla Firefox: press Ctrl + Shift + P
  • Microsoft Edge: press Ctrl + Shift + P
  • Safari: press Command + Shift + N

 

Once signed in, print a delivery note (packing slip) again. You can perform the steps you've outlined above. You can also print it from the Invoice window:

  1. Go to the Sales menu.
  2. Choose Invoices.
  3. Look for the invoice and click it to open.
  4. Select the Print or Preview button and choose Print delivery note (Print packing slip). 

 

If it works, you have to clear your browser's cache to have a clean slate. If not, I recommend using another supported browser.

 

Then, to help you keep track of your client's transactions and the amount they need to pay, you can run any ready-made customer reports. To get started, simply go to the Reports menu and scroll down to the Who owes you section.

 

If you have further questions about printing delivery notes in QBO, please post a response below. I am always available to help in case you need it. Take care. 

tkphua
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Following…. 

same situation. We need a DO generated, goods delivered, before we generate an invoice. From DO to invoice may be a week or two. 

from your answers, they do not address the how. No, likewise we do not bring the invoice down, together with the DO. Deliveries are by 3rd party logistics at times. 

thanks. 

 

 

tkphua
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Yes, how do we get rid of that TOTAL, and Tax too. 

and thereafter how do I import(?) and use the DO?

Jovychris_A
QuickBooks Team

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Thanks for following the thread, @tkphua. With your concern, you can specifically create an estimate as a DO before generating an invoice.

 

Before that, you'll have to create a new customised estimate and name the form as DO.

 

Let me show you how:

  1. Click the Gear icon on the top right and then select Custom form styles.
  2. Hit New and then choose Estimate.
  3. Go to the Content tab and then select the Pencil icon on the Header part.
  4. From the Form section, change the Form name to DO.
  5. Make necessary customisations.
  6. Hit Done.

 

Once done, you can use this new form style by assigning it as a default estimate form for estimates.

 

From the Custom form styles window, find the newly created estimate form and then click the drop-down arrow and then choose to Make default.

 

You can now create an estimate. Just a heads up, make sure to uncheck the tax column on the estimate window to avoid showing the tax amount. Also, we're unable to remove the Total (amount) since this is a default element of an invoice. It would be great if we're able to offset it to boost your QBO experience.

 

  1. Click + New, select Estimate.
  2. Choose a customer from the Customer drop-down.
  3. Set the  Estimate Date and the Expiration Date.
  4. Enter the products and services you plan to sell.
  5. Enter any other info you need and then uncheck the Tax column boxes.
  6. When you're ready, select Save and send to send it directly.

 

It will look like this when you send the form.

 

When it's time to generate the bill for the customer, you can select +New on the upper left and then select Invoice. Select the customer's name to see open estimate/DO. From the right frame, click Add to choose the correct estimate transaction. Then hit Copy to invoice. Ensure to Save and send/Save and close the record after.


 

Make sure there's a Linked invoice link on the invoice. This shows the converted estimate. QuickBooks won't create a separate transaction.

 

This is how you can manage your DO in QBO.

 

When you're ready to record the payment received from a customer, you can use the Receive payment feature from the + New button in QBO.

 

Feel free to comment if you have other concerns with creating sales and expense transactions. I can help you anytime. Stay safe and have a nice day ahead!

tkphua
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

thanks. 

 

Make that DO default? done. but now when i need to create a new estimate, it triggers a DO(?)

 

and i want my contents in Quotation (Estimate) to be c/f into DO (it's logical, what is sold gets delivered), how do i port them over?

 

but i need to less the prices (and taxes) in order to negate what pops up? my gosh :p

 

and once delivered (DO signed), i want my quotation (Estimate) ported into invoice too. along with the prices (and taxes).

 

TIA

JonpriL
Moderator

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

Hello @tkphua,

 

As of the moment, there isn't an integrated way to port the data of your DO to Estimate. Since both entries are created using the customise template of an estimate, you'll have to manually before sending your transactions. I'll show you how.

 

  1. Go to the +New button.
  2. Under Customers, select Estimate.
  3. Enter the information needed accordingly.
  4. Select Customise.
  5. Put a checkmark on the template needed based on the entry you wanted to send.
  6. Click Save and close.

 

Once done and your customers have accepted the estimate or the DO, you can follow the third set of screenshots shared by my colleague above to convert them into an invoice. You can read this article to learn more: Convert an Estimate into an Invoice in QuickBooks Online.

 

Additionally, you can also check our resources page for the list of articles you can use while doing business with us: Browse all Articles for your QuickBooks Product.

 

Don't hesitate to post again here if you have other questions or concerns with QuickBooks tasks and navigations. I'm always around happy to help. Take care and stay safe!

tkphua
Level 1

Can I generate a Delivery Receipt or Delivery Note before sending Sales Invoice to my Customer?

 

 

ok, not that intuitive after all.

 

thank you.