Remember that you can use waybills only by activating the Inventory paid gem in the Holded Store
Learn everything you can do with your waybills in Holded in this article
How to get there
- Go to Inventory in the navigation bar
- Select Waybills
- Click New Shipment
To create a new waybill, you can also use the + Create button on the toolbar from any Holded screen. You will only need to activate the waybill option in the Personalize section. Learn here how to customize the + Create button
Create a waybill
When creating a delivery note, you will be able to find three information areas with all the fields that you will have to complete.
Basic fields
These are the basic fields to fill in:
- Destination
Select the name of the customer to whom you want to send the merchandise or the name of one of your warehouses
Every time you register a delivery note, you can add a new contact without having to go to the Contacts section, simply write the name of the contact and click on the Add button
- Document Number
A document number will be assigned automatically based on the numbering lines you have created in Settings > Invoicing > Document Templates.
To know how to modify the numbering lines, read this article
- Date
By default, it will be filled in with today's date, since that is when the waybill is issued.
Remember that you can edit the date in case you want to process past waybills
- Due
Select an expiration date for the waybill. You can select a day from the calendar or mark the option of 30, 60, or a certain number of days.
Delivery note lines fields
Complete the fields of the table that gathers the delivery note lines in the central area of the creation panel:
- Concept
In the Concept field, include articles that you have previously entered in Holded, by typing their name, or searching for them using the @ symbol. Click on the magnifying glass for a detailed search, with filters by type of product or service, and columns that you can show or hide to facilitate your search.
The added products will be identified with a cube icon , and with a three-layer icon , in the case of services
You can group articles when you want to include several lines under the same concept, or add a description for the concepts that are shown. Learn how to do it here
- Description
A brief explanation about the concept of your delivery note to specify the details of the product or service.
If you select a product or service already registered, it will be filled in automatically
- Amount
The number of units of the product or service. It will be used to calculate the total, that is, units x price + taxes.
- Price
The amount without taxes of the product or service.
It will be filled in automatically when selecting an already registered product with the magnifying glass
- Taxes
Select a tax from the database. For example, VAT 21%, Withholding 19%, or Equivalence Surcharge 1.4%.
By default, the taxes already configured for the contact, product, and account will appear in this order of priority.
- Weight
The weight of the product expressed in kilograms.
- Total
It will be calculated automatically by adding the price and units. If you want to change it, the value in the Price column will be changed automatically.
Additional fields
- Visible message
Add a specific message for this waybill. It will appear in the corresponding PDF.
Remember that you can use dynamic words, more details here
- Add Custom Fields
Add additional information using a table, for example, an order number.
From Templates, you can configure these fields to appear by default
- Payment details
Select the payment method that you have created so that it appears in the PDF of the delivery note.
This field is for information only and has no effect on accounting
- Categorization
- Select a sales account to assign your delivery note to a sales channel and segment your sales by channels. They should always be sales or income group accounts (70, 75, 76 or 77)
- Add an internal description
- Create or search for a tag to classify your waybill
Learn here how to create a tag
- Once you have created and assigned sales channels and tags to the delivery note, you can use them to analyze your data in Analytics > Reports
- Projects
Assign a project to your packing slip or a project for each item within the waybill.
Now your waybill is configured according to the details you specified. You can also customize it according to your needs at the moment from the Options button, on the top right.
Options
- Click the Options button and a side panel will appear
From Options, you can choose your preferences and also check different boxes that will add data to your delivery note
Preferences
- Origin
Warehouse of origin of the product.
- Numeration
The numbering line assigned to the contact or by default. You can also select one of the ones you have created. - Discount
Fill in the box with a number, and that percentage of discount will be applied to the total of the waybill. - Language
Select the language in which you want the waybill fields to appear in PDF format.
Remember that by default, they will appear in the language of the company account. Learn here how to change the default language
- Currency
Select the currency in which the delivery note amount will appear.
Remember that by default, the amount will appear in the currency of the company account. Learn here how to change the default currency. If you only want to change the currency of this delivery note, you can do it directly in this field.
- Display mode
Depending on the option you choose, more or fewer fields will appear on the delivery note lines. - Items: is the default option and activates the Quantity column
- Time: activates the Hours and Price/Hour columns
- Total: only the Price column will appear and the Quantity, Hours, and Price/Hour columns will not be visible
- No taxes: makes the amount of the itemized taxes disappear
- Design
Select one of the sample PDF templates you have created.
Learn here how to create your document templates in Holded
- Price rate
Select a rate or leave the main price assigned.
Learn here how to create rates for your products. Note that this field is visible only if there are rates created. Activate the Inventory gem in the Holded Store to use the rates.
Check boxes
- Account per item
Assign a sales account per line of the delivery note.
- Tags by item
Assign tags to each line of the waybill.
- Long description
Adds an extended text field before the packing slip lines.
- Valued packing list
Check this box so that the monetary value of the products contained in the delivery note appears in the document.
- Display weight
Check this box to include the weight of the products on your waybill
- Discount per product
Add a discount field for each line of the waybill
- Show discount
This option is activated by default and if it is deactivated, the breakdown of taxes will not appear in the final summary section of the delivery note.
- Electronic invoice fields
Click to fill in the fields of the electronic invoice that you can download in XML format to upload it to the website of the relevant body.
Once all the fields are filled in, you can choose between Preview, Save as draft, or just Save.