Dolibarr ERP/CRM is a comprehensive, open-source enterprise management software designed for small to medium-sized businesses. Among its wide range of modules, the logistics and commercial sections of Dolibarr allow companies to manage orders, shipping, and invoicing efficiently. One of the key documents in the logistics chain is the delivery note (also known as a delivery slip or dispatch note), which serves as a confirmation of goods delivered to the customer. While creating a delivery note in Dolibarr is relatively straightforward, it involves multiple stages that must be executed accurately to avoid downstream issues such as invoicing errors or customer disputes.

This article offers an in-depth, step-by-step explanation of how to create delivery notes in Dolibarr effectively. We'll also highlight common mistakes and misconceptions that can lead to problems in order fulfillment and accounting. Whether you're a new user or an experienced administrator looking to refine your operations, this guide is designed to help you master this critical aspect of Dolibarr.

1. Understanding the Role of Delivery Notes in Dolibarr

Before diving into the technical process, it's essential to understand what a delivery note is and its function within Dolibarr. A delivery note:

• Lists the products shipped to a customer

• Serves as proof of delivery

• Can be signed by the customer upon receipt

• Acts as a precursor to final invoicing

In Dolibarr, the delivery note is tightly integrated with customer orders, stock management, and invoicing modules. Proper setup ensures traceability, accurate stock deduction, and seamless transition from order to invoice.

2. Prerequisites for Creating a Delivery Note

To create a delivery note in Dolibarr, ensure the following modules are enabled:

• Third Parties (for managing customers)

• Products/Services

• Customer Orders

• Shipments

• Stock Management (if using stock control)

Navigate to Home > Setup > Modules and enable any of these modules if they are not already active.

Configuration Tips:

• Assign warehouses to your products if stock tracking is enabled

• Set up shipping methods in the dictionary under Setup > Dictionaries > Shipping Methods

• Define units of measurement and product categories

3. Workflow Overview: From Order to Delivery Note

The delivery note creation process in Dolibarr follows this typical workflow:

1. Create or validate a customer order

2. Check product stock levels and availability

3. Create a shipment (delivery note) from the order

4. Prepare the goods for delivery

5. Validate the delivery note

6. Print, export, or email the delivery note to the customer

7. Convert to invoice (optional, post-delivery)

Each step is dependent on the previous one. Errors or omissions at any stage can cause complications later.

4. Creating a Customer Order

Begin by creating a customer order from the Third Parties module:

Steps:

• Go to Sales > Orders > New Order

• Select a customer

• Add products or services (ensure they are defined in the catalog)

• Confirm the order and validate it

Validation is critical because only validated orders can be used to generate shipments. Ensure the order status changes to "Validated".

5. Stock Verification and Preparation

If you use Dolibarr’s stock management, ensure you have enough quantity in the designated warehouse.

Check stock by going to:

• Products > Stock > Product Inventory

If stock is insufficient:

• Use the replenishment module

• Transfer products between warehouses

• Receive goods via supplier orders

6. Creating the Delivery Note (Shipment)

Once the order is validated and stock is available:

• Go to Sales > Shipments

• Click New shipment

• Select the order to ship

• Dolibarr will auto-populate the shipment form with items from the order

You can adjust:

• Quantities to ship (partial shipments allowed)

• Shipping method

• Carrier reference (tracking number)

Click "Create Draft". Review the details and, once verified, click "Validate".

7. Validating the Delivery Note

Validation finalizes the delivery note:

• Deducts stock (if applicable)

• Locks the delivery record from further edits

• Enables document generation (PDF)

Ensure the shipment status changes to “Validated”. After validation, a delivery note document becomes available under the shipment's Documents tab.

8. Printing and Sending the Delivery Note

Once validated:

• Go to the shipment record

• Click on the PDF icon to generate the document

• Choose the appropriate template (modifiable via Setup > Modules > Shipment)

Delivery notes can be:

• Printed and included with the physical shipment

• Emailed to the client directly from Dolibarr

• Exported for digital records

9. Post-Delivery: From Shipment to Invoice

If your business model requires invoicing upon delivery:

• Go to the shipment record

• Click “Create invoice”

• Dolibarr will generate a draft invoice based on shipped items

Review and validate the invoice.

This feature ensures you only bill what was actually delivered, reducing disputes.

10. Common Pitfalls to Avoid

a. Not Validating Orders Without order validation, shipments cannot be created. Always confirm that the status is updated.

b. Incorrect Stock Levels Creating a shipment without available stock can result in delivery failures. Always check inventory before proceeding.

c. Mixing Partial and Full Shipments If partially shipping an order, document it clearly. Dolibarr tracks what’s been delivered and what remains.

d. Omitting Carrier or Tracking Info Neglecting to enter shipment tracking details can cause confusion. Keep this updated for customer support.

e. Not Using Templates Customized delivery note templates improve professionalism. Adjust templates under the PDF setup to include branding.

11. Tips for Better Delivery Management in Dolibarr

• Use barcodes for product and shipment scanning

• Automate shipment creation via triggers or APIs

• Integrate with logistics carriers via third-party modules (if needed)

• Use the “Delivery delay” field in orders to set expectations

• Assign shipments to logistics staff using the Agenda module

12. Security and Audit Trail

Dolibarr logs all actions:

• Who created and validated the shipment

• Date and time stamps

• Inventory adjustments (if stock is active)

This ensures accountability and provides a solid audit trail in case of discrepancies.

13. Customizing the Delivery Note Template

PDF templates are managed under:

• Setup > Modules > Shipment > Document Templates

You can:

• Modify existing templates

• Upload a custom PHP template

• Include company branding, legal notes, and customer-specific formats

PHP skills may be required for deep customization.

14. Multilingual Delivery Notes

If you operate internationally:

• Enable language selection in customer profiles

• Dolibarr will use the preferred language for generated documents

Ensure all product descriptions and fields are translated accordingly.

15. Backup and Data Management

Always back up before major changes:

• Use Dolibarr’s internal backup tool

• Schedule automatic database and document folder backups

This prevents loss of delivery data due to system errors or updates.

Conclusion

Creating a delivery note in Dolibarr is more than just a clerical task—it is a crucial part of the order fulfillment and financial workflow. Done correctly, it ensures timely deliveries, accurate stock management, and proper invoicing. By understanding the full lifecycle from order to shipment and implementing best practices, you can minimize errors, increase efficiency, and maintain professional standards.

Whether you're managing a small warehouse or a growing distribution network, mastering the delivery note workflow in Dolibarr empowers your business to scale and serve customers reliably. And best of all, Dolibarr offers all these features without licensing fees, reinforcing its position as a leading open-source ERP choice.