# Pick, pack and ship (/docs/sales/delivery-and-shipping)

A delivery order sends released finished goods against a confirmed sales order. Sales (Nurul Aina)
creates and ships it. The Store (Farah Hanim) packs and loads it on the **Packing & dispatch**
screen. Only lots that QA released can ship.

When the Org admin enables **Purchasing delivery work** in **Settings > Roles & permissions**,
authorized Purchasing and Store staff can also open **Purchasing > Delivery orders** and
**Purchasing > Packing & dispatch**. These pages use the same delivery orders as Sales. Their
Purchasing or Inventory access level controls the additional work; signing authority and the
independent dispatch check still apply.

```mermaid
%% title: Delivery order status flow
flowchart LR
  A[Draft] -->|Mark as picked · e-sign| B[Picked]
  B -->|Pack, load, Confirm dispatch| B
  B -->|Ship · issue CoC · e-sign| C[Shipped]
  B -->|Return to draft| A
  B -->|Return dispatch · QA manager| B
  A -->|Cancel| D[Cancelled]
  D -->|Reset to draft| A
```

## Create the delivery order [#create-the-delivery-order]

With Purchasing delivery work enabled, choose **New** in **Purchasing > Delivery orders** and
select the existing sales order, customer and product. The same quantity, released-stock and
order checks apply. Sales can continue to create deliveries from an order as described below.

<Steps>
<Step>

Open a **Confirmed** or **In production** order in **Sales > Orders**, for example `SO-2026-0418`.

</Step>
<Step>

Choose **Create delivery order**. On an **In production** order the app asks for your e-signature.

</Step>
<Step>

The app makes one **Draft** delivery order for each product still to ship. It picks the lots for you,
earliest expiry first, from released stock only. The message ends `lots allocated FEFO`, or
`short {n} pcs of released stock` if there is not enough.

</Step>
</Steps>

Only one open delivery order exists for an order at a time. Ship or clear it before making another.

<GuideStep
  title="The delivery orders list"
  description="Every delivery order with its sales order, customer, lots and status."
  src="/guide/delivery-and-shipping/1.png"
  alt="Delivery orders list on desktop with status chips"
  width={1440}
  height={1000}
  callouts={[
    { x: 25, y: 28, caption: "Search by delivery order, customer or sales order." },
    { x: 55, y: 40, caption: "Lots shipped: the lots the delivery takes from." },
    { x: 85, y: 40, caption: "Status chip: Draft, Picked, Shipped or Cancelled." },
  ]}
/>

## Mark as picked [#mark-as-picked]

Open the delivery order and check the **Quantity**, **Lots shipped** and **Carrier**. Choose
**Mark as picked** and sign. It becomes **Picked** and appears on the packing screen.

## Pack, load and dispatch [#pack-load-and-dispatch]

Open **Sales > Packing & dispatch**. The queue **Deliveries to pack** lists every **Draft** or
**Picked** delivery order. A delivery order shows **Ready to pack**, **Waiting for QA release**,
**Part dispatched** or **Dispatched**.

<GuideStep
  title="Packing and dispatch on the Store's phone"
  description="Build and label packs, scan them onto the vehicle, confirm the dispatch."
  src="/guide/delivery-and-shipping/3.png"
  alt="Packing and dispatch screen on mobile with the pack list and the dispatch checks"
  width={375}
  height={812}
  callouts={[
    { x: 50, y: 12, caption: "Pick the delivery order to pack." },
    { x: 50, y: 40, caption: "Build and label next pack. Each pack shows its lot and quantity." },
    { x: 50, y: 78, caption: "Dispatch checks and Confirm dispatch." },
  ]}
/>

<Steps>
<Step>

Choose the delivery order.

</Step>
<Step>

Choose **Build and label next pack**. The pack takes the carton size of the product, never more than
what is still open or what the lot holds. Repeat until the line reads `{packed} of {open} open pcs packed` with the same number twice.

</Step>
<Step>

Scan the label of each pack as it goes on the vehicle, or type its **Pack ID** (for example
`PK-2026-0324-01`) in the **Pack ID** field and press Enter, or type it and choose **Scan load** on
that pack. The ID is checked: the label of another pack is refused. The pack shows **Loaded**.

</Step>
<Step>

Enter the **Vehicle** registration. Check the five **Dispatch checks**:

- **Lot released by QA**
- **No open holds on the lot or order**
- **Customer ownership matches**
- **Pack quantity equals the open quantity** (or **within** it, for a partial dispatch)
- **Every pack scanned onto the vehicle**

</Step>
<Step>

When all five pass, choose **Confirm dispatch** and sign. The signature (meaning **Verified**) goes on
the delivery order's trail. Someone other than the person who built the packs confirms the dispatch,
so a second Sales login (in the demo, the Org admin, Grace Ooi) signs it. When the store keeper built the packs, any Sales login can confirm. The store keeper builds and loads packs but cannot confirm a dispatch. The signer needs Sales write access and a login linked to a person with a signature specimen: an owner whose login is linked to no person cannot sign, so link it first in **Settings**. The screen shows
`Dispatched {time} · vehicle {registration}`.

A lot that QA has released but that is still in **Q-FG-01** cannot be packed. The store keeper first
posts its put-away in **Inventory > Movements** (see
[Inspect outgoing lots and release them](/docs/quality-release/outgoing-inspection-and-lot-release)).

</Step>
</Steps>

## Ship and issue the certificate [#ship-and-issue-the-certificate]

Back on the delivery order (`DO-2026-0318` is a shipped example), choose **Ship · issue CoC** and
sign. The app:

- sets the delivery order to **Shipped** and fills the **Certificate of conformance** number and ship date;
- takes the pieces out of each lot and records a **Shipment** stock movement;
- sets the sales order to **Shipped**, or **Partially shipped** if pieces are still owed.

<GuideStep
  title="A shipped delivery order"
  description="DO-2026-0318 is Shipped. The CoC number and the lots are on the record."
  src="/guide/delivery-and-shipping/2.png"
  alt="Delivery order DO-2026-0318 on desktop with Shipped status, lots and certificate number"
  width={1440}
  height={1000}
  callouts={[
    { x: 20, y: 10, caption: "Status chip and step buttons." },
    { x: 40, y: 35, caption: "Lots shipped, ship date and carrier." },
    { x: 40, y: 50, caption: "Certificate of conformance number." },
  ]}
/>

## Print the certificate of conformance [#print-the-certificate-of-conformance]

Shipping writes the certificate number on the delivery order. The certificate itself is the page a
customer receives: open a **Shipped** delivery order and choose **Certificate of conformance** in the strip
above the record (it shows the **Certificate number**). Sales and Quality can open it.

The certificate shows, on one A4 sheet:

- your company, the certificate number, and the customer, with the customer's **PO number**, the sales order, the delivery order and the ship date;
- one row for each lot delivered: the product, its name and revision, the lot and its pieces, the manufacturing order that made it and when, the **outgoing inspection** that accepted it, and the **lot release** that released it, with who and when;
- a statement that the lots were made, inspected and released under the quality management system and conform to the product specification at the revision shown;
- who issued it and when.

A lot with no accepted outgoing inspection or no lot release on record shows `No accepted inspection on
record` or `No lot release on record` in that place. The certificate shows only what the records hold;
it never fills a gap in.

Choose **Print** to print the sheet or save it as a PDF. On a phone each lot is a stacked card; on paper
it is a table.

<Callout type="warning">

The goods that leave are the packs confirmed on the packing screen. If you confirmed a partial
dispatch, the delivery order keeps only what was sent. The balance moves to a new **Picked** delivery
order of the same sales order. See [Ship part of an order](/docs/sales/partial-and-close-short).

</Callout>

## Go back [#go-back]

- **Return to draft** takes a **Picked** delivery order back to **Draft**. It is refused once a dispatch is confirmed.
- **Cancel** withdraws a **Draft** delivery order, and **Reset to draft** brings a cancelled one back.
- **Return dispatch** reverses a confirmed dispatch that cannot ship, for example when the lot no longer
  holds the pieces. A QA manager signs it with a reason. The packs stay built, the scans are cleared, and
  the delivery order goes back to the packing screen.

## If the system refuses [#if-the-system-refuses]

Every message is in [Delivery refusals](/docs/sales/refusals#delivery-orders). The usual ones:

| Message | What to do |
|---|---|
| `Not released: {lots}. Only released lots can ship.` | Pick released lots, or ask QA to release the lot. |
| `Pack, load and confirm the dispatch of {key} on the Packing screen before shipping.` | Finish the packing steps first. |
| `Complete the dispatch checks first` | Fix the failing check on the packing screen. |
| `{key} has a dispatch confirmed, so goods have left. ...` | Ship it, or use **Return dispatch**. |

<NextSteps>

<NextStep href="/docs/sales/partial-and-close-short" title="Ship part of an order or close it short" description="Partial shipments and the balance." />

<NextStep href="/docs/sales/refusals" title="Sales refusals" description="Every delivery message and the fix." />

<NextStep href="/docs/sales/returns" title="Returns (RMA)" description="When a customer sends goods back." />

</NextSteps>