What is a delivery note? The effect of the delivery note cum internal shipping?

What is a Delivery Note? The Purpose of Internal Shipping and Transportation Notes?

Delivery note is considered an indispensable document for manufacturing and trading units.

How is this note used, what is its purpose, and how many types of delivery notes are there? These are the questions we will answer in detail right here.

What is a Delivery Note?

A delivery note is a type of document created to track the details of various materials, tools, and goods within a warehouse. In English, the delivery note is called a “Delivery bill,” meaning a document for delivering goods. This type of document helps warehouse managers keep track of the quantity of goods sent out from the warehouse.

The Delivery Note is Used to Track Details of Goods, Tools, and Materials Sent Out from the Warehouse

The delivery note serves as the basis for the company’s accounting of future costs. It is also evidence for monitoring the consumption of materials in manufacturing enterprises.

Types of Delivery Notes

According to Circular 200 or Decision 48 of the state, the delivery note consists of 3 copies:

• Copy 1: Created and kept in the department issuing the note, usually in the warehouse.
• Copy 2: The warehouse manager keeps this copy in the stock card and transfers it to the accounting department to enter it into the accounting software and books.
• Copy 3: Given to the recipient of the goods and materials.

Purpose of Internal Shipping and Transportation Notes

The internal shipping and transportation delivery note is used to monitor the movement of materials in the warehouse and also serves as an internal transfer note. This document is created to carry out the task of shipping along with internal transportation within the company. On this note, it is necessary to clearly state the name of the organization, the person creating the note, the person transporting the goods, the transportation vehicle, and information about the receiving warehouse.

The Delivery Note is Used as an Internal Transfer Note for Shipping and Transportation

Internal shipping and transportation delivery notes not only help with internal management but also legitimize the transportation of goods along the way. This document is also used to verify the origin and source of the transported goods and materials.

When businesses want to transport goods and materials from one warehouse to another within the company, the unit price column will record the cost price of the product. Usually, for internally transported goods, businesses only record the quantity without specifying the cost price of the product.

For some businesses that calculate the cost of products using the average periodic weighted method, the delivery note may not accurately indicate the cost. On the internal shipping and transportation delivery note, businesses do not necessarily have to record all expenses. But they should fill in the quantity, unit price, and total amount columns.

The Delivery Note is Prepared in 3 Copies

To use the internal shipping and transportation delivery note, businesses must register its issuance. The use of this type of document must be reported to the tax authorities, similar to invoices.

Important Points to Note When Creating a Delivery Note

When creating a delivery note, you should pay attention to the following issues:

• Include the complete name of the unit and the issuing department in the top left corner of the note. The delivery note can be created for many different materials, tools, equipment, or products. These items may be used for the same purpose or for different cost accounting objects.
• Clearly state the full name of the recipient, the unit (department), and the date (day, month, year). Indicate the reason for issuing the note for materials, goods, and the location of delivery for the materials, tools, goods, etc.
• The delivery note will be managed in the warehouse department or the management department, depending on each business. The document is created in 3 copies.

After creating the note, the creator and the chief accountant need to sign and forward it to the director or the authorized person for approval of the delivery note. The signatures should include their names below. Copy 3 is given to the recipient of the goods, and the recipient will take this note to the warehouse to receive the products or goods.

Specify the Company’s Name and the Issuing Department on the Delivery Note

After shipping, the warehouse keeper will record the actual quantity of each type of goods and materials in column 2. Remember to indicate the date, day, month, and year of the shipment. Both the warehouse keeper and the recipient must sign and specify their names on the delivery note.

So, the delivery note is an essential document used for tracking goods, tools, and materials sent out from the warehouse. To properly fill out the note, make sure to include all necessary information and have relevant parties sign and specify their names. Don’t forget to provide the date of the shipment on the delivery note.