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Delivery notes | General

A delivery note is a list of the items or the equipment that leave your company. You can see it as a dispatch note that you hand to the driver or send along with the delivery. Your customer signs it on receipt, and afterwards you turn it into an invoice or a stock change with one click. The delivery notes module is included in the Go and Pro licences. You give a user access via the permissions on delivery notes in their user role.

Navigate quickly to:

the overview of the delivery notes
creating a new delivery note
the delivery note file and its fields
the various tabs
having a delivery note signed
invoicing and adjusting the stock
the action buttons

You can find answers to frequently asked questions in the delivery notes FAQ.

Overview screen

You can adjust the overview of the delivery notes via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several delivery notes at once.

Views

Besides the table view, the delivery note overview has two more views:

Kanban: your delivery notes as cards, in a column per status. At the top of every column you see the total excluding VAT.
Map: your delivery notes on a map, based on the address of the delivery note.

Creating a new delivery note

You start a new delivery note in several ways:

from an order, via the Make delivery note action button at the top of the order file or via the plus sign next to 'Delivery notes' in the Overview block. Robaws takes over the customer, the project, the contact, the customer reference, the company, the address and all lines of the order.
from a project, via the plus sign next to 'Delivery notes' in the Overview block. Robaws takes over the customer, the contact, the customer reference and the company of the project, with the site address as the address. You fill in the lines yourself.
from a supplier, via the plus sign next to 'Delivery notes' in the Overview block. Robaws then only fills in the supplier.
from the overview of your delivery notes, via the Add (+) action button. You then fill in everything yourself.

Every new delivery note gets a new number, the Default status and the Default remarks from the settings. You become the assignee and the delivery date is today. Does a new delivery note closely resemble a previous one? Then select that one in the overview and use the Duplicate action button.

The delivery note file

The delivery note file consists of the Delivery note info, Address and Overview blocks. Below them you find the tabs.

Delivery note info

Field	Explanation
Date	The date of the delivery note.
Order	The order for which you deliver. If you choose an order, Robaws fills in the project, the customer and the contact.
Project	The project for which you deliver. If you choose a project, Robaws fills in the customer, the contact, the customer reference and the company.
Customer	The customer the delivery goes to.
Contact	Choose one of the contacts of this customer.
Customer reference	The reference of your customer, for example their order number. It appears on the PDF.
Status	The status of the delivery note. In the settings you also determine which status a delivery note gets automatically after invoicing.
Company	(visible if you have several companies) Choose which of your companies makes the delivery.
Assignee	The user who follows up the delivery note.
Supplier	The supplier the goods come from, if applicable. It appears on the PDF.
Date received	The date on which the goods were received.
Date supply	The date on which the goods are delivered.
Remarks	Free text, for example an instruction for the driver. The remark appears in bold on the PDF. You set a fixed text with the Default remarks in the settings.

If you work with extra fields, they appear at the bottom of this block. If you make the delivery note from a project, Robaws takes over the content of the extra fields that you created in the same way for projects and delivery notes.

Address

The address where you deliver. It appears as Unloadaddress on the PDF, and based on this address Robaws shows the delivery note on the map. If you choose a customer or a project while the address is still empty, Robaws takes over the address of the customer or the site address of the project. If there is already an address, you choose yourself whether you want to take it over.

Overview

Here you see the Invoices and the Stockchanges linked to the delivery note. Click on a module to view the linked documents, or on the plus sign to create a new document for this delivery note straight away. See Invoicing and adjusting the stock.

Tabs

Items

Here are the lines of the delivery note: what is being delivered. Besides the fixed columns (Item, Description, Quantity, Unit type, Price, Discount, Vat and Total), you choose the line type with the Line column, for example for a subtitle or a text line. You can also show extra columns:

Column	Explanation
Post	(visible if Show post nr. is switched on in the settings) Link the line to a post.
Nr.	(visible if Show line nrs. is switched on in the settings) The line number.
Activity	(visible if Activity is switched on in the invoice settings) The activity of the line.

Remarks

You use remarks to communicate internally about this delivery note and as a reminder.

Documents

Here you add files that belong to this delivery note, for example a photo of the delivered goods.

Tasks

As in all modules, you can also create a task from the delivery note.

Having a delivery note signed

Your customer signs a delivery note in two ways:

On paper: if Signature is switched on in the settings, there is a box for the signature at the bottom of the PDF. Print the delivery note and send it along with the delivery.
Digitally: send the delivery note via the E-mail action button and tick Signature next to the PDF attachment. Your customer then signs online. The signature then appears on the PDF of the delivery note. How this works is explained in Having documents signed digitally

In an email template you can set which status the delivery note gets automatically after signing.

Invoicing and adjusting the stock

You do both from the Overview block of the delivery note, via the plus sign.

Invoices: choose the journal. Robaws makes an invoice with the customer, the contact, the customer reference, the company and all lines of the delivery note. If the delivery note is linked to an order, the invoice lines stay linked to that order. The delivery note then gets the Invoice status from the settings. You always make one invoice per delivery note.
Stockchanges: Robaws makes a stock change with the items of the delivery note, which leave from your default stock location. Check it and then book it yourself.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the delivery note(s) on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new delivery note, see Creating a new delivery note.
Duplicate	Make a new delivery note based on the selected delivery note, with the same customer, the same address and the same lines. To do so, select exactly one delivery note.
Excel	Export the delivery notes from the overview to Excel, with per delivery note, among other things, the customer, the dates, the status, the customer reference, the supplier and the extra fields.
Delete, Archive, Lock	See the explanation in the table below.

On the delivery note file

At the top of the delivery note file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Action button	Explanation
Pdf	View the PDF of the delivery note. Via the drop-down list you choose one of the PDF templates that you created in the settings.
E-mail	Send an e-mail from the delivery note with an email template, for example to have it signed. Via e-mails send you see which e-mails have already been sent.
Delete	The delivery note disappears from the overviews. Use this for a delivery note that was created by mistake. More explanation in Archiving and deleting.
Archive	The delivery note disappears from the overviews, but stays linked to the invoices, stock changes, ... More explanation in Archiving and deleting.
Lock	The delivery note can no longer be changed. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the delivery note.

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete delivery notes. Archived and deleted delivery notes can be found again via the advanced filters in the overview.

Updated on: 19/10/2026

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