Mark an Invoice as Delivered or Undelivered

The System allows you to control when sold products are recorded as actually delivered to the client, directly from the sales invoice, so that outbound stock transactions reflect the actual delivery date and time rather than the invoice creation date. This guide explains how to enable this setting, its effect on the invoice creation form, and how to set or reverse the delivery status later.

Before You Start

• Changing this setting requires the “Edit General Settings” permission.
• Make sure the “Requisitions for Sales Invoices” setting is disabled in the inventory settings; otherwise none of the controls described in this guide will appear.

Activation Steps

1. From the main menu, click “Sales”.
2. Select “Sales Settings”.
3. Click the “Invoicing Settings“ card.
4. Go to the “Inventory Control“ section.
5. Turn the “Mark Sales Invoices as Delivered by Default” toggle on or off (on by default).
6. Click Save.

Effect of the Setting on the Invoice Creation Form

When creating a new sales invoice, right after the item-entry section, a tab named “Delivery” appears, and inside it a toggle switch named “Mark as Delivered” (with two states: “On” and “Off”), next to a “Delivery Date” field in the same row.

State	Effect
“Mark Sales Invoices as Delivered by Default” toggle is on	The “Mark as Delivered” toggle appears “On” automatically on every new invoice.
“Mark Sales Invoices as Delivered by Default” toggle is off	The “Mark as Delivered” toggle appears “Off” by default; you can turn it on manually for each invoice individually.

• When the invoice is saved (not as a draft) with the “Mark as Delivered” toggle “On”: the system records outgoing stock-out movements for all invoice items dated and timed to the specified “Delivery Date”, and the invoice is saved with delivery status “Delivered”.
• When the invoice is saved (not as a draft) with the “Mark as Delivered” toggle “Off”: no stock movement is recorded on save, and the invoice is saved with delivery status “Not Delivered”.
• When the invoice is saved as a draft: turning on the “Mark as Delivered” toggle has no actual effect regardless of its state, as delivery status does not apply to drafts (see the section below).

Invoice Status by Delivery State

Delivery Status	Status Label (colored badge)	Available Action (from “More Actions”)
Not Delivered	“Not Delivered” (red)	“Mark as Delivered”
Delivered	“Delivered” (green)	“Mark as Undelivered”

Marking the Invoice as Fully Delivered

In the action bar of an invoice with status “Not Delivered”, click the “More Actions” (“…”) button, then select “Mark as Delivered” from the menu. The system records outgoing stock-out movements for all invoice items at once, dated and timed to the current date and time, and the invoice status changes to “Delivered”.

Controlling Delivery per Item (Stock Tab)

Instead of marking the entire invoice as delivered, you can control each item individually from the “Stock” tab inside the invoice view screen:

• Every item with status “Not Delivered” (red text above the quantity, with the quantity itself struck through in red) shows a checkmark icon (✓) next to it.
• Click the “Mark as Delivered” checkmark icon for a specific item to record the stock-out movement for that item only; its status changes to “Delivered” (the quantity displays normally without strikethrough, and the updated stock balance disappears).
• Once all items become delivered this way individually, the invoice’s overall status automatically changes to “Delivered”, and “Mark as Undelivered” becomes the available action from the “More Actions” menu.
• If some items have been delivered while others have not, the invoice status changes to “Partially Delivered” (yellow badge), and both “Mark as Delivered” and “Mark as Undelivered” actions appear in the “Other Actions” menu. If no items have been delivered yet, the status remains “Undelivered” (red badge), and only the “Mark as Delivered” action appears.

Reversing Delivery

In the action bar of an invoice with status “Delivered”, click the “More Actions” (“…”) button, then select “Mark as Undelivered” from the menu; the system reverses all stock-out movements recorded for all items at once, the invoice status returns to “Not Delivered”, and all items in the Stock tab return to “Not Delivered” status with the checkmark icons reappearing.

Draft Invoices and Delivery

Similarly, delivery actions from the invoice view screen (confirming or cancelling delivery, and per-item control from the Stock tab) are only effective on invoices that are no longer drafts.

Important Notes

• You can edit the invoice regardless of its delivery status (Delivered or Not Delivered); there is no restriction on editing due to delivery status.
• You can create a refund or credit note on the invoice regardless of its delivery status; there is no restriction here either.
• This feature gives the sales invoice a delivery status completely separate from its payment status; an invoice’s status can be “Delivered” and “Unpaid” at the same time, or vice versa.

FAQ

• Why doesn’t the “Delivery” tab and “Mark as Delivered” toggle appear on the sales invoice? Because the “Requisitions for Sales Invoices” setting is enabled on your account; disable it from the inventory settings if you want to use this feature instead of requisitions.
• Can delivery status be set on a draft invoice? You can turn on the “Mark as Delivered” toggle even if you’re going to save the invoice as a draft, but this selection is not actually applied and produces no effect (no stock movement is recorded and the delivery status does not change) as long as the invoice remains a draft; delivery is only actually applied once the invoice is saved.
• Can only some of the invoice items be delivered, leaving the rest pending? Yes, from the Stock tab, you can mark each item individually as “Delivered”, independently of the other items, and the invoice status will be “Partially Delivered”.
• Does delivery status affect the ability to edit or refund the invoice? No, editing, refunds, and credit notes are always available regardless of delivery status.