Create a sales delivery note with the wizard in SamBooks

The "New delivery note" wizard builds the goods dispatch document (the Italian DDT, a legally required delivery note) from one or more sales orders, or from scratch, in three guided steps.

What it's for

A delivery note (DDT in Italian, sometimes just called a "bolla") travels with goods you ship to a customer. In SamBooks you create it through a single wizard: you can start it from one or more confirmed sales orders, to fulfil goods you still owe the customer, or fill it in manually without starting from an order. Either way, the document is created as a draft with no number: it only becomes final — numbered, and unloading your warehouse stock — once you issue it.

Before you start

• To create a delivery note from an order, you need at least one confirmed sales order (or one already partially fulfilled) with goods lines not yet fully shipped. If the order's delivery terms are carriage paid and it has no active shipment yet, the wizard flags this and lets you create the shipment on the spot, without leaving the delivery note wizard.
• For a manual delivery note, you just need a customer in your address book (you can create a new one while filling in the wizard) and at least one item or free-text line to ship.
• You can create and issue a delivery note with the Manager or Administrative role. With the Viewer role you can see the list of delivery notes but won't find the button to create one.
• If your company is on the flat-rate tax regime (forfettario), this section doesn't appear in the menu at all.

Step by step

1. Open the wizard

Go to Sales delivery notes in the left menu and press New delivery note in the top right. A three-step wizard opens: Source & lines, Transport, Summary.

2. Choose the source: one or more orders, or manual

At the top of the first step you'll find two toggle buttons: From order and Manual.

From order — Search for the order (or orders) to fulfil using the Number, Customer and Period filters, then tick the checkbox next to each one in the list. You can select several orders together, but only if they share the same customer and the same delivery address: the first order you tick locks that constraint, and any other order with a different customer or delivery address stays disabled (hovering over it explains why). If an order is carriage paid and has no active shipment yet, the Shipment column shows the red label "Shipment missing" — clicking it opens the shipment wizard right there, without losing what you've already filled in on the delivery note.

Once you've picked the orders, a "Lines to fulfill" panel appears below: one expandable row per order, showing for each item how much is still left to ship, pieces per package, package type, the packages/weight/volume computed from the item's logistics data, and a "To fulfil" box where you set how much you're shipping right now (it defaults to the full remaining quantity). Only goods lines show up here — service or free lines on a mixed order are invoiced straight from the order, they never go through a delivery note.

Manual — Pick the customer from your address book (or create a new one with "Create customer" at the bottom of the list), then optionally the series, the departure warehouse — a single one for the whole document, since a delivery note has one point of origin — and the delivery address. Add the lines: catalogue items only, or free-text lines with just a description — never services, since a delivery note travels with physical goods. Every line also asks for the unit of measure (required), a unit price and discounts: these don't matter for the transport document itself, but they stay attached to the line for when a deferred invoice later inherits these amounts (see below). Close the step with an optional closing discount and shipping charges: if you enter a taxable amount with 0% VAT, the system also asks for the VAT nature code, otherwise it blocks you from moving on.

3. Transport and document

The second step starts with the transport reason — Vendita/Sale (the default), Reso/Return, Conto visione, Conto lavorazione, Conto deposito, Trasferimento/Transfer, Riparazione/Repair, Omaggio/Free of charge, Sostituzione in garanzia/Warranty replacement, or "Other…" for free text. Only a delivery note with the Vendita reason can later feed into a deferred invoice (see below). Next to it you pick the delivery terms (Not specified, Carriage paid, Carriage forward); if you started from one or more orders, this arrives already filled in from the first order you picked.

Below that you choose whether transport is Own account (your own vehicle and driver) or handled by a Carrier you look up in your address book; if you pick a carrier you can also add the vehicle plate, trailer plate, driver name and the transport start date/time — all optional.

In the Document section you set the delivery note date (leave empty for today), the numbering series — only shown here on the "from order" branch, since in manual mode you already chose it in step 1 — the appearance of the goods (an optional free-text note on how the goods look) and any notes.

4. Summary, weight and package calculation, creation

The last step recaps the customer/orders, reason and date, then shows the totals: number of packages, gross weight and — only if you're fulfilling an order — volume.

• From order: the totals are computed automatically, adding up the items' logistics data for the quantities you chose to fulfil; you'll see them update live as you change quantities on the previous step.
• Manual: press Calculate weight/packages to have packages and gross weight proposed from the items on your lines (this needs each line to be linked to a catalogue item); on this branch, volume isn't available as a field at all.

Either way you can override packages, weight and volume by hand: once you touch a field, the automatic calculation stops overwriting it. If you leave them empty, the system still fills them in from the items' logistics data whenever it can — the same goes for the net weight you'll see in the detail view, which isn't asked here and which the system computes on its own (only for delivery notes created from an order) whenever your items have a unit net weight on file.

Press Create DN: the document is created as a draft, with no number yet, and its detail view opens right away.

Packages, weight, volume and goods appearance: check them before you confirm

Before pressing "Create DN", double-check these four values carefully: once the delivery note is created, packages, weight, volume and goods appearance can no longer be corrected from the interface — not even while the document is still a draft. The detail view displays them, but there's no "Edit" button for them the way there is for transport data. The delivery address is likewise fixed at creation. If you spot a mistake afterwards, the only route is to delete the delivery note — if it's still a draft — or cancel it — if it has already been issued — and create it again from scratch.

What stays editable at any time, via the Edit button in the Transport panel of the detail view, are: carrier, vehicle plate, trailer plate, driver and transport date/time — even on a delivery note that's already been issued. The transport reason and delivery terms stay editable while the document is a draft, but become read-only once issued, because at that point they're structural data on a permanently numbered document.

From issuing to unloading the warehouse

A draft delivery note doesn't touch your stock yet and has no permanent number. From its detail view, press Issue: an explicit confirmation appears — "Issue the delivery note?" — warning you that the document will be numbered for good, the warehouse stock will be unloaded, and the linked order's fulfilment will move forward; you can still cancel the issuance afterwards. Confirm, and the delivery note moves from Draft to Issued.

After issuing, you can still press Cancel: it reverses the stock movement and the document can no longer be used, though it remains visible. Before issuing, on a draft, you'll instead find Delete: it removes the document permanently, with no way back.

Once issued — or even already invoiced — you can press Request confirmation: SamBooks emails the recipient a link, no login required, where they confirm receipt of the goods and can optionally attach the countersigned delivery note. Alternatively, if the customer lets you know some other way, you can press Confirm delivery yourself to record it manually.

Downloading the delivery note PDF

From the detail view, the Download PDF button opens a menu with two options: Standard PDF (no amounts), the classic delivery note, and PDF with amounts (replaces the receipt), which adds prices and totals and stands in for a fiscal receipt. You can download either version as many times as you like, even on a delivery note that's already issued or invoiced.

The link to the TD24 deferred invoice

A delivery note with the Vendita reason, once issued, sits waiting to be invoiced: it doesn't trigger anything fiscal until you group it, together with the other delivery notes for the same customer in the same month, into a single TD24 deferred invoice from the Invoices area. That's why the price and discounts on every line matter even though the standard delivery note PDF doesn't show them: the deferred invoice inherits them exactly as you left them on the delivery note, or from the customer's price list if you never touched them. The other reasons (Return, Processing, Transfer…) never feed a deferred invoice: they stay non-transfer delivery notes with no automatic fiscal counterpart. Once a delivery note is absorbed into a TD24 invoice it moves to the Invoiced status, and from then on it can no longer be deleted or cancelled from its own detail view.

Ask Sam

You can get the same result by asking Sam, for example: "Create a delivery note from order 145 for Rossi Srl with all the remaining goods" or "Create a manual delivery note for customer Bianchi with 20 units of item ABC123, reason Vendita." Sam can also issue the delivery note, download the PDF for you — just say whether you want it with or without amounts — and update the carrier, plates, driver or transport date on a delivery note you've already created, even after it has been issued.

If something goes wrong

• "A delivery note has a single customer and destination": you're trying to select orders for different customers, or with different delivery addresses, together. Create separate delivery notes for each destination.
• "Carriage-paid order without a shipment": the order you picked is carriage paid and has no shipment yet. Click "Shipment missing" to create one on the spot, or set it up first from the Shipments section.
• You got packages, weight, volume or goods appearance wrong on a delivery note you've already created: there's no fix from the interface. If it's still a draft, delete it and start again; if it's already issued, cancel it and recreate the delivery note.
• The delivery note doesn't show up among those you can defer-invoice: check that it's issued (a draft isn't enough) and that the reason is Vendita — the other reasons never feed the deferred invoice.
• The "New delivery note" button isn't there: you likely have the Viewer role, or your company is on the flat-rate tax regime, where the delivery notes area stays locked.

Frequently asked questions

How do I create a delivery note from an order? Open Sales delivery notes, then New delivery note, leave the toggle on "From order," search for and select the order, set the quantities to fulfil (defaulting to the full remainder), fill in transport and the summary, then Create DN.

Can I create one delivery note covering several orders from the same customer? Yes: select several orders in the first step. The only requirement is that they share the same customer and the same delivery address. You'll get a single delivery note with the lines from every order you picked.

Can I create a delivery note for two different orders with different addresses? No: as soon as you select the first order, any other order with a different customer or delivery address stays disabled in the list. You'll need two separate delivery notes.

How do I create a manual delivery note without starting from an order? In the first step choose "Manual," select the customer, add the goods lines, and fill in transport and the summary just like on the "from order" branch.

Why can't I select this order — it says "Shipment missing"? The order is carriage paid (transport is at your cost) and has no active shipment yet: without a shipment, a delivery note can't be created from it. Click the label to create one on the spot.

What transport reasons are available? Vendita/Sale (the default), Reso/Return, Conto visione, Conto lavorazione, Conto deposito, Trasferimento/Transfer, Riparazione/Repair, Omaggio/Free of charge, Sostituzione in garanzia/Warranty replacement, plus "Other…" for free text. Note that these options appear in Italian even in the English interface, since they're the standard Italian transport-document terms. Only Vendita makes the delivery note eligible for deferred invoicing.

How do I calculate the delivery note's weight and packages? If you're starting from an order, they're computed automatically from the items' logistics data. In manual mode, press "Calculate weight/packages" on the Summary step: it proposes packages and gross weight from the items on your lines — volume isn't available in manual mode.

Is the delivery note numbered as soon as I create it? No: it's always created as a draft, with no number. The final number is assigned only when you issue it, and that's also the moment the warehouse stock is unloaded.

Related

A delivery note is often born from fulfilling a sales order: if the order is carriage paid, the shipment is managed from Shipments and shipping orders. Once issued, delivery notes with the Vendita reason feed into the TD24 deferred invoice.