Delivery Note Template Excel Format | Free Download

In the world of business, you may very likely have to ship items to customers and with our delivery note template Excel format | free download it is a great way for them to get what they want when and where they need it.

We’ll go through a few subjects and frequently asked questions about credit notes in the sections below. You may skip to any part that grabs your attention.

• Delivery note definition.
• When should I send a delivery note?
• What should the customer do if your package arrives damaged or missing something?
• Important details that you have to include on our delivery note template.
• The difference between a delivery note and an invoice explained.
• Downsides to using print-based delivery notes.
• Is it necessary to keep a record of your debit notes?
• Is the delivery note legally binding?

Delivery note definition :

A delivery note is a document that must hand to the recipient of an item or package so they can verify receipt. It lists the description, amount, and any other pertinent information about what’s being delivered. The recipient can sign a copy of the delivery note and return it to the seller as proof of delivery.

When should I send a delivery note?

A delivery note is necessary every time a shipment of goods arrives on the doorsteps of our customers.

Always double-check the shipment before you send it to your customer.

• The package must include all the items specified on the delivery note.
• Ensure that you do not include any extra items that are not specified.
• Check that the items are in a good condition and that there are no damages.

Once the customer receives the delivery, they will then :

• Check that the item received is the same as what is on the delivery note.
• Have to sign the delivery note as confirmation that they have received the goods.

What should the customer do if your package arrives damaged or missing something?

The customer will automatically qualify for a replacement, refund, and even free shipping in most cases, but this depends on the company policy. They should contact the business that sold them the goods immediately by phone call or email so they can send out another shipment with all contents intact. The delivery person must make a note of any damaged goods on the delivery note.

Each delivery note should include two copies: one for your records and one for the customer.

Important details that you have to include on our delivery note :

The delivery note is the key to determining what’s in a package. It must specify what they have included in the shipment, for example, the number of items and the description.

1. Information about your business, including contact information in case of a question.
2. The customer’s name, address and contact details to whom you will deliver the shipment too.
3. The date when the delivery will take place.
4. The date when you create the delivery note.
5. Full description of the goods and the product codes.

If you use a courier company to deliver your goods, it’s important that they know exactly what to do when delivering. Remember to include delivery instructions. This way there won’t be any confusion.

We have added images of our delivery note template Excel format | free download here :

Now that you know how to use our delivery note template and you have a better understanding of what a delivery note is, we will explain the key differences between an invoice and a delivery note.

The difference between a delivery note and an invoice explained :

1. Definition :

• Invoice definition – An invoice records a transaction between the buyer and seller. It will include details of what the supplier sold, when the purchase occurred and how much money changed hands for said goods or services rendered.
• Delivery note – The delivery note is the paperwork that accompanies a package from the seller to the buyer.

2. Details displayed :

• Invoice – The invoice will display the product code, the description of the goods and the totals payable.
• Delivery note – The delivery note will only reflect the amount of goods that is supplied.

3. When do you send the document :

• Invoice – You send the invoice when you deliver the goods, or you can get it with your delivery.
• Delivery note – The supplier sends the delivery note with the shipment of the goods.

4. Who prepares the document :

• Invoice – The accounts department of a company will generate an invoice.
• Delivery note – The dispatch department will generate the delivery note.

5. Is it necessary for the document to be accepted :

• Invoice – An invoice does not require acceptance from the buyer.
• Delivery note – A delivery note has to be signed as acceptance of the delivery of the goods.

There are several downsides to using print-based delivery notes.

Delivery notes are templates designed to simplify the process and make it easier for all parties involved in the delivery process. Print-based delivery notes have their fair share of challenges. Here we mention three examples of problems you could run in to when using print-based delivery notes.

1. Information that is incorrect

Inaccurate information is a common occurrence with print-based delivery notes, especially with illegible handwriting or human error.

Electronic documents have the advantage of being more accurate than print based ones because they lack human error or illegible handwriting that might affect accuracy. For this reason, many companies are relying on digital documentation instead so that it becomes much easier for them to store all these records effortlessly without ever having an issue with retrieval later down the road.

2. Lost documentation

Delivery notes and their copies often suffer from being lost before reaching its intended recipient because they’re prone to getting misplaced or ruined during transport. For this reason, many service providers have moved to electronic transaction systems that allow them to keep records of all transactions for future reference.

3. Delays in the process

We know that inaccurate information is a problem, but it’s even worse when physical copies get lost or damaged. Inaccurate information can lead to delays in transactions, which will then affect other deliveries and customer satisfaction.

If you’re looking to optimize your customer experience, it’s imperative that you set up a system for lost or damaged physical copies so that you can replace them promptly. If you do not find these documents quickly, customers will become frustrated with the process and won’t want to complete transactions in the future.

Is it necessary to keep a record of your debit notes?

• It’s important to hang on to your delivery notes until the customer pays for their purchase.
• The best way is to attach it with a copy of your invoice and store them both together so that you always have access should you need it later.
• We recommend you keep records for at least five years as prescribed by SARS.

Is the delivery note legally binding?

Businesses receive delivery notes daily and sign for them. You deliver the paperwork or the electronic version with the items for signing, to acknowledge receipt of the goods, and sometimes to form a contract based on the supplier’s terms and conditions.

Please note some of the above are only recommendations on how to run processes and issue debit notes. It is still best to check with your local tax authority and accountant when issuing legal documents.

We care about your business, and we want you to succeed. To do so, our resources are there for you! Whether you need a quote template or invoice template, credit note templates or even a financial statement template – these free tools will help grow your company in no time at all.