Include a Despatch Order in a Sales Credit or Debit Note

Security Note: You need the Allow invoice maintenance security right in the Contracts domain security rights group for this activity.

Activity Steps

  1. Open the Credit Note.
  2. Select the Despatch Orders tab.
  3. Enter the following search criteria as required.
    • Start Date
    • End Date
    • Date Type—Type of date used to search for despatch orders between the Start Date and End Date. Select from Planned Despatch Date and Bill Of Lading Date.
    • Organisation—Select from the organisations and companies defined on the Organisations panel of the Solution Explorer.
    • Product—Select from the products and brands defined on the Material panel of the Solution Explorer.
    • Transport Type—Select from Train, Vessel, Barge and Truck.
  4. To include a text string in the search criteria:
    1. Select the method to Search By from:
      • Despatch Order Name—If a parent despatch order (PDO) matches the search criteria, the child despatch orders (CDOs) of that PDO also display in the search results.
      • Despatch Name—Train, truck despatch, service trip or shipment.
      • Despatch Number—Despatch Number of a truck despatch or service trip, Consignment Number of a train, or Voyage Number of a shipment.
      • Transport Name—Name of the train, truck, barge or vessel.
    2. Enter the Search Text. Text searches are case-sensitive with SQL databases with a case-sensitive collation and with all Oracle databases.
  5. To sort the search results:
    1. Select the method to Order By from Despatch Order Name, Despatch Order Date, Despatch Name, Contract, Contract Product and Organisation.
    2. Set the Sort Order to be ascending or descending.
  6. Click Search.

    Note: For Parent and Child Despatch Orders:
    • If a despatch order (DO) has been configured as a split parent despatch order (SPDO) and its invoicing is to be kept together, none of its child despatch orders (CDOs) display. If invoicing is separate, the CDOs display and are selectable (and the SPDO displays but is not selectable).
    • If a DO has been configured as an aggregated parent despatch order (APDO) and its invoicing is to be kept together, its CDOs display; however, only the APDO is selectable.
    • If a DO has been configured as a consignment parent despatch order (CPDO), only an invoice without payment terms can be created for it. Payable invoices can be created for its CDOs.

  7. To select despatch orders, perform any of the following steps.
    1. To include a despatch order, check Selected.
    2. To exclude a despatch order, uncheck Selected.
    3. To select all despatch orders, right-click and select Select All from the menu.
    4. To de-select all despatch orders, right-click and select Deselect All from the menu.

      5. Note: Multiple despatch orders can be in the same credit or debit note if they are for the same organisation.

  8. If multiple despatch orders are to be included in a single credit or debit note, select whether to group the despatch orders. Grouping of despatch orders is required when the quality adjustment is based on the weighted average of all selected despatch orders in the group, not on each individual despatch order, nor on all despatch orders in the credit or debit note. The despatch orders are invoiced with the total mass of each despatch order in the group, and the quality defaults to the weighted average for the despatch order group. To group despatch orders, for each despatch order, select the despatch order by which it is to be Grouped By. Example: Four despatch orders are selected for invoicing: DO1, DO2, DO3, DO4. DO1 and DO2 can be grouped in one group and DO3 and DO4 in another group.
    Despatch OrderGrouped By
    DO1DO1
    DO2DO1
    DO3DO3
    DO4DO3
  9. Click Save.