The "Expense Order" document is made, if location or time of real inventory shipment from an entity’s warehouse and its accounting record ("Invoice") do not match. Usually this document is made by a warehouse worker to write off inventory items from a warehouse on the basis of such documents from the system: "Invoice", "Inventory Transfer" or "Debit Note". This document does not contain information about prices, discounts and markups of inventory items: it just registers the fact that inventory was written off from a warehouse.

The document is used only for order warehouses. To learn more about expense order use, see par. Settings for the 'Purchase' section.

You can print a Delivery Note form via this document.

To access the "Expense Orders" document list, go to the "Warehouse" section (see the figure below).

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The schematic showing how to access the ‘'Expense Orders' document list

As the list is filled and for convenience of work, you can change its display settings. Click the "More" button in the document list right side toolbar and select "Configure list..." from the drop-down list. To learn more about the lists display settings, see par. Work To access the Goods Dispatch Notes document list, go to Warehouse > Warehouse Documents > Goods Dispatch Notes.

The Goods Dispatch Note type of documents is available if the Separate Inventory and Financial Documents option is selected on the Administration > Settings > Purchasing and Warehouses form.

Documents of this type are used only for warehouses for which the Separate Inventory and Financial Documents option is selected in their master records: on the Warehouses > Master Data > Warehouses form. In such warehouses, Goods Dispatch Notes are created to register the goods in the following cases:

• If the goods were ordered and must be shipped to customers.
• If the goods are to be returned to the suppliers.
• If the goods are to be transferred to another warehouse.
• If during the stocktaking process, some goods were written off as expired, damaged, or lost.

Documents of this type do not contain information about item prices and applied discounts.

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The Goods Dispatch Notes list

The list of Goods Dispatch Notes includes all the Goods Dispatch Notes available in the system. In the list, each note is shown with the document number and date and information about warehouse and cell within the warehouse from which the goods were issued.

If you don't see a specific document, rearrange the list by date or document number. You can change the list display settings to suit your particular needs. To learn more about the list display settings, see Working with the item list.

You can create the expense order based on create Goods Dispatch Notes based on documents of the following documentstypes:

- "Invoice" or "Customer Order" from the "Sales" section (to register sold inventory write off);

- "Inventory Transfer" or "Inventory Write Off" from the "Warehouse" section (to register the fact that inventory was removed from a warehouse to another one or for some reason was written off from a warehouse to entity’s expenses);

- "Debit Note" from the "Purchasing" section (to register the fact that inventory returned to a supplier was written off).

To print a document, click the Print Image Removed button and choose a printing form. The form will be opened for preview, then it can be edited in the Editing mode. To enable this mode, click the "Edit" button on the toolbar above. Then click the "Print" button.

To save a document in the required format (pdf, docx, xls, txt, html, mxl), click the "Print" Image Removed button. The form will be opened for preview, then you can click the Save button, select the saving location and file format.

To send a document via email, click the "Print" Image Removedbutton. The form will be opened for preview, then you can click the Send button, select the file format and enter the receiver’s address.

To see the documents related to the current one (hierarchy structure), click the View Hierarchy Structure Image Removed button. The window containing all the related documents appears. You can open each of these documents (double-clicking it), repost, undo posting or mark for deletion (Image Removed, Image Removed and Image Removed buttons on the left toolbar). You can view the hierarchy structure from the list, or from each document by clicking the corresponding button in a form.

To attach or view files that are already attached to the document, click the Attached files Image Removed button. In the displayed window you can add a file ("Create" button) or open an existing one for view/editing (Image Removed, "Edit" and "Post and Close" buttons). You can view attached files either from the list, or from each document by clicking the corresponding button in a form.

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• Invoice: To account for issuing the sold inventory items from the warehouses.
• Customer Order: To account for issuing the inventory items (to be sold) from the warehouses.
• Inventory Transfer: To register the inventory items issued from one warehouse to be transferred to another.
• Inventory Write Off: To register that the inventory items written off the books during the stocktaking process were removed from a warehouse.
• Debit Note: To register that the inventory items returned to the supplier were issued from the warehouse.

Documents of the following types can be created based on Goods Dispatch Notes:

• Invoice: To register the amount that the customer must pay for the shipped goods.

The toolbar buttons

To manually create a new document of the Goods Dispatch Note type, click the Create button on the toolbar.

To create a document based on a selected goods dispatch note, click the Generate button, and select the required document type. The data from the goods dispatch note will be automatically copied to the new document.

To edit an existing document, double-click the line with the document in the Goods Dispatch Notes list. You can also select the line, right-click it, and select Edit or click More actions > Edit on the toolbar.

If you need to print the selected document, send it by email, or perform other operations, refer to List Toolbar.

See also