Shipping documents
BrewOS creates PDF documents for every shipment. They become available when the shipment has been locked for delivery (status awaiting picking or later). A shipment in progress or cancelled has no documents.
The documents are downloaded from the Documents menu at the top of the shipment page:
- all in one file: all the documents below in one PDF file (packing list, packing list B, delivery instructions and invoice attachment).
- invoice attachment: itemises the delivered products, unit and row prices, any discounts and VAT. The invoice attachment can be attached to an invoice. An export customer's invoice attachment has no VAT.
- packing list (With batch details): the products with their quantities, and the EAN codes as barcodes and numbers. The list also shows the picking: from which batch and warehouse each product was taken. The packing list has no prices.
- packing list B (Without batch details): like the packing list, but without batch and warehouse details. Use this if the recipient does not need to see the batches.
- delivery instructions: the delivery location's name, address, alcohol licence, bonded warehouse number and additional instructions in large text for the driver, the products and quantities (without batches and prices), and a signature field in which the recipient acknowledges receipt of the shipment.
The picking details are shown on the packing list only once the shipment has been picked.
All documents have the customer number and the shipment number, by which they can be identified as belonging to the same shipment. The documents can also be downloaded later.
The documents are printed in the language chosen on the customer's Home tab (Document language), regardless of the language in which you use BrewOS yourself. See Customers.
Note that the documents are always created at the moment of download from the system's current data. If you update the customer's or your own company's details after the shipment, a document downloaded again shows the updated details. Save the documents yourself if necessary.
Document details
The customer's details are taken from the customer's details and the delivery location's details from the delivery location chosen for the shipment. The documents also show the Customer reference and, in export shipments, the delivery location's country.
The seller's details (name, address, Business ID and email) come from your account's settings under Settings > Company details.
If the shipment goes to the recipient's bonded warehouse (the delivery location has a Bonded warehouse no.), the packing lists and the delivery instructions also include a table of small brewery beer handed over duty-suspended: the products, the litres and each batch's small brewery reduction under section 9 of the Alcohol Tax Act. If the beer is moved on duty-suspended, the reduction is also entered on the next document. See Excise duty returns.
Cover note
The shipment page has a Cover note field, whose text is printed on the packing list, the packing list B and the delivery instructions. With the cover note you can, for example, remind the customer of the time limits for complaints or tell about matters related to the shipment. The cover note can be edited per shipment until the shipment has been delivered.
Under Settings > Company details you can define the Default shipment cover note. The default cover note is only a default text: it is copied as the shipment's cover note when the shipment page is opened for the first time, and after that the cover note can be edited per shipment. Changing the default cover note does not change the cover notes of shipments already created.