Internal Delivery Note — User Guide
Module: Warehouse
Audience: Warehouse staff, inventory controllers
Version: 1.0.0
Last updated: 2026-07-22
Overview
An internal delivery note moves stock from one warehouse to another inside your organization. Use it for branch transfers, replenishing a picking location, or any internal redistribution that is not a customer shipment (use Stock export for outbound sales) or a supplier receipt (use Stock import).
Prerequisites
- Permission: Internal delivery note → View (to open the list) and Create / Edit (to save transfers). Delete is required to remove draft records.
- Setup: Items (commodities) and at least two warehouses must exist.
- Approval: If your organization uses warehouse approval workflows, transfers may need approver sign-off before stock moves.
Step-by-step: Create an internal delivery note
- Go to Warehouse → Internal delivery note.
- Click New.
- Complete the header:
- Internal delivery note name — short description of the transfer.
- Internal delivery note number — assigned automatically from your prefix/sequence settings.
- Accounting date and Day vouchers — document dates.
- Deliver name — staff member responsible for the transfer.
- Add line items:
- Select the item.
- Choose From stock name (source warehouse) and To stock name (destination warehouse).
- Enter Quantity (must not exceed Available quantity at the source).
- Unit price and line amount are calculated for reference.
- Add optional Notes at the bottom.
- Click Save.
Expected result: The note is saved. If approval is required, it stays in Not yet approve status until approved. Otherwise stock is transferred immediately from the source warehouse to the destination warehouse.
Step-by-step: View and approve
- From the list, open a note by its document code (or use the split preview pane).
- Review header details, line items, and status ribbon (Not yet approve, Approved, or Reject).
- If you are the requester and approval is configured, click Send request approve.
- If you are an approver, use Approve, Deny, or E-signature sign as shown.
- Use the Print menu to view, download, or print the PDF.
Expected result: After approval, quantities decrease at the source warehouse and increase at the destination warehouse for each line.
Step-by-step: Edit or delete a draft
- Open Warehouse → Internal delivery note.
- Open a record that is still Not yet approve.
- Click Edit, change header or lines, then Save — or use Delete to remove the draft.
You cannot edit or delete a note that has already been approved or rejected.
Field reference
| Field | Required | Description |
|---|---|---|
| Internal delivery note name | Yes | Descriptive title for the transfer |
| From stock name | Yes (per line) | Warehouse stock is leaving |
| To stock name | Yes (per line) | Warehouse receiving the stock |
| Quantity | Yes (per line) | Units to move; cannot exceed available quantity at source |
| Deliver name | Yes | Staff accountable for the transfer |
| Accounting date / Day vouchers | Yes | Document dates |
| Notes | No | Free-text comments |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open Internal delivery note | Missing View permission | Request Internal delivery note → View |
| Cannot save | Missing Create/Edit permission | Request appropriate permission |
| Not enough inventory | Quantity exceeds source on-hand | Reduce quantity or receive/transfer stock in first |
| Missing warehouse on line | From or To not selected | Set both From stock name and To stock name |
| Cannot edit | Note already approved/rejected | Create a new transfer or ask admin about reversal process |
| New button missing | UI may check generic Warehouse create | Request Internal delivery note → Create (or Warehouse → Create if your role uses that) |
| Stock did not move | Awaiting approval | Complete approval workflow or check approval settings |
Related features
- Warehouse → Warehouses (storage locations)
- Warehouse → Items (commodity master)
- Warehouse → Stock import / Stock export (external inbound/outbound)
- Warehouse → Warehouse history (stock movement log)
- Warehouse → Settings (document numbering and approval rules)