Partial delivery with monthly invoice

Create delivery note for four or more partial deliveries. Document should be supplementable and texts should adjust automatically. At the end of the month, an invoice document is generated from this with one click. CashCtrl PRO functions are used for this.

Maria Gemüse AG supplies customers with vegetable baskets. Orders from customers are either planned in advance or made spontaneously. Both are to be set up clearly with a set up workflow.

For the sake of simplicity, the tutorial starts directly with the delivery note. The CashCtrl order processing can also be configured differently.

1. Enter article in the inventory

It is recommended to store all articles in the inventory. This way you create an optimal basis for meaningful evaluations. For the example, the assortment was divided into vegetable and fruit basket categories. Once all articles have been entered, the document can be created.

2. Create additional fields for delivery data and information

The CashCtrl settings/additional fields/tab orders are used to enter custom fields. Maria Gemüse AG would like to make four deliveries each month.

So we create four date fields and assign them to the tab "Delivery data". Tabs are only visible when creating a new delivery note and are used to sort additional fields.

Also note the variables, these will be used later in the text.


3. Create delivery note

Now the delivery note can be created and filled with items. From the inventory the articles (in this case a vegetable basket) are selected and provided with the additional information.


In the "Deliveries" tab created earlier, the delivery data for all planned deliveries can be entered. If the data is entered via multi-fields and not manually in the text, the susceptibility to errors caused by typing and copying errors can be minimized.

The variables can now be used in the description field of the items. Variables adapt automatically, while the whole text otherwise remains the same.
Each item represents a delivery on a different day.

Delivery on: $customField12 (delivery date 1, 2, etc.)
Special: $customField16 (placement of goods)

At this point, a direct selection option for variables is currently still missing, but this will be expanded in the future. The variable must now be looked up in Settings/Additional fields/Orders.

Confirm with Save and have a look at the detailed view. The delivery note now provides an overview of all orders in January 2020. The items do not have to be entered in advance, continuous additions are also possible and are useful, for example, for irregular deliveries.

4. Create monthly invoice

Once all deliveries have been made and recorded on the delivery note, the invoice document can be created with > Next step/invoice.
CashCtrl creates a draft for the invoice and opens the edit dialog. Customize everything, select a greeting text from the text templates and send the invoice to the customer. The accounting has already been done.