Delivery notes
Create, finalize and cancel delivery notes — the trigger for the physical goods issue
→ Open the "Delivery notes" module in SimpliServ
The delivery note is the central shipping document in SimpliServ. It hangs off either an order (CRM) or a shop order (Shopify, Wix). Once the delivery note is marked as shipped, the system books the goods physically out of the warehouse.
When is a delivery note created?
| Source | How | Status |
|---|---|---|
| Order → Dispatch button with "Shipment with delivery note" | Created automatically + immediately shipped | sent |
| Order → Dispatch button with "Confirm pickup" | No DN created | — |
| Order → Parts installed button | No DN created | — |
| ShopOrder → Manually from the detail page | Created as a draft | draft |
| ShopOrder → Workflow action | Created automatically | draft |
Status of a delivery note
draft— a draft, serves as a picking list. Stock isn't booked yet. The reservation remains.sent— finalized. Stock has been booked (SHIP_RESERVED),inventory_shipped_atis stamped.cancelled— cancelled. If alreadysent: the stock booking is reversed, the reservation comes back.
Delivery-note flow for ShopOrders (Shopify / Wix)
For shop orders, processing is two-stage:
Step 1 — Create the delivery note
On the ShopOrder detail page, click New delivery note (or a workflow does it automatically).
- The delivery note is created in status
draft - Addresses, line items and quantities are taken over from the ShopOrder
- The ShopOrder switches automatically to status "In progress"
- Stock isn't booked yet — the reservation from the webhook intake remains
Step 2 — Mark the delivery note as shipped
In the delivery-note detail, click Mark as shipped. Optionally capture the tracking number, carrier and shipping cost.
Now the system books the goods out of the warehouse:
quantity_reservedfalls by the DN quantityquantity_totalfalls — physically out- Serial numbers are marked as sold
- The DN gets status
sentandinventory_shipped_at = now - The ShopOrder status is recalculated: Partially delivered or Delivered
- Stock is pushed to Shopify/Wix (background job)
As long as the delivery note is in status draft, the reservation remains and stock is physically unchanged. Only finalization ("Mark as shipped") books out of the warehouse.
Partial deliveries
Multiple delivery notes can be created per ShopOrder. Once at least one DN is finalized (but not all quantities are delivered yet), the ShopOrder is Partially delivered. Once all ordered quantities are covered, it switches to Delivered.
Example:
- ShopOrder with 5 units
- DN-1 with 3 units → finalized → status PartiallyDelivered
- DN-2 with 2 units → finalized → status Delivered
Cancelling a delivery note
If an already-shipped delivery note is cancelled:
- Goods are booked back into the warehouse (
returnStock) - The reservation comes back (serial numbers available again)
- DN status set to
cancelled - The ShopOrder status is recalculated (can go from Delivered back to Partial / Open)
- For Shopify:
fulfillmentCancelis pushed to Shopify
Idempotency
The finalize operation is double-safe: inventory_shipped_at as a gate prevents a second stock booking if the endpoint is called multiple times (e.g. from a double click or webhook retry). Legacy DNs from older versions are backfilled automatically on update.
Delivery-note numbering
Own number ranges are definable via Administration → Number ranges. Format e.g. LS-{year}-{####}.
Reservation top-up
If, on finalize, it's found that the ShopOrder reservation is smaller than the DN quantity (e.g. after a Shopify partial refund that shrank the reservation), the system automatically tops up the reservation before booking out. That keeps stock levels consistent.
Related topics
- Orders — the order lifecycle incl. dispatch & parts installed
- Shop orders — how Shopify/Wix orders arise
- Inventory logic — stock control in detail
- Connect Shopify — shipping push & fulfillment sync for shop orders
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