Delivery Notes Section
🚚 Delivery Notes
OrderEazi supports Delivery Notes as part of your document workflow. The Delivery Notes section brings them together in one dediated space, giving you a clear view of what's been delivered, what's still outstanding, and a built-in way to capture proof of delivery on the spot.
🧾 What is the Delivery Notes section?
A Delivery Note is a document generated from a project's product lines that accompanies a physical delivery. It lists what was sent, who it was going to, and where it was going.
The Delivery Notes section is a centralised view of every Delivery Note across all your projects. Previously, Delivery Notes were only accessible inside individual projects. This section surfaces all of them in one place so that drivers, warehouse staff, and operations teams can manage the full delivery run without navigating project by project.
The section is split into two tabs - Unsigned and Signed - so you always have a clear picture of what still needs a sign-off and what's already been completed.
⚙️ How it Works
The Delivery Notes section lives under Sales > Delivery Notes and is split across two tabs:
Unsigned - Delivery Notes that have been created but not yet signed. These are awaiting delivery or collection.
Signed - Delivery Notes that have been signed by a receiver. These are complete and stored for your records.
You can search across both tabs by customer name, project number, or delivery address.
🗂️The Unsigned Tab
The Unsigned tab lists every Delivery Note that has been created but not yet signed. These are deliveries that are outstanding - either awaiting dispatch, in transit, or at the door waiting for the receiver to sign.
Document number
Project number
Customer name
Delivery address
Date created
A Sign button is available on each row for users with the Sign Delivery Notes permission. Clicking it opens the sign-off screen for that delivery.
✅ The Signed TabDelivery Notes Overview
The Signed tab lists every Delivery Note that has been signed off. These are completed deliveries with a full record of who received the goods and when. Each row shows:
Document number
Project number
Customer name
Delivery address
Receiver name
Date signed
Number of boxes
A Request Re-sign button is available on each row for users with the Manage Delivery Notes permission.
🔍 Searching A search bar sits at the top of the page and works across both tabs. You can search by:
Customer name
Project number
Delivery address
The results update when you click Search or press Enter. The search applies to whichever tab is currently active.
✍️ Signing a Delivery Note Opening a Delivery Note for signing shows a summary of the delivery before the receiver signs. The sign-off screen displays:
The document number and project details
The delivery address
A line items table listing every product on the Delivery Note, including item code, description, colour, size, and quantity
The receiver or the person handling the delivery then fills in:
Receiver first name - required
Receiver surname - required
Number of boxes - how many boxes were handed over
Condition notes - any notes about the condition of the goods at the time of delivery (optional)
Signature - a hand-drawn signature captured directly on screen using a signature pad
The signature pad works on both desktop and mobile. The receiver draws their signature with a mouse, stylus, or finger. A Clear button lets them redo it if needed. Once submitted, the following happens:
The drawn signature is saved as an image and stored against the Delivery Note
A signature record is created capturing the receiver's name, box count, condition notes, and the date and time of sign-off
The Delivery Note moves from the Unsigned tab to the Signed tab
The signature image is rendered in the signature box on the Delivery Note PDF
The sign-off form validates that a signature has been drawn before allowing submission. Submitting with an empty signature pad is blocked.
🔄 Requesting a Re-sign If a signature was captured incorrectly - for example, the wrong person signed, or the signature pad was submitted blank by mistake - a user with the Manage Delivery Notes permission can clear it. Clicking Request Re-sign on any row in the Signed tab shows a confirmation prompt. If confirmed:
The existing signature record is deleted
The stored signature image is removed
The Delivery Note moves back to the Unsigned tab, ready to be signed again
⚙️ Automatic Generation from Workflows Delivery Notes can be generated automatically as part of your document workflow, removing the need to create them manually on every project. This is configured in your workflow settings on the document step. Each document step - for example, Tax Invoice - has an "On completion, generate" dropdown. When this is set to Delivery Note, creating a Tax Invoice on any project using that workflow will automatically generate a corresponding Delivery Note for that project immediately. This means:
No manual Delivery Note creation is needed after invoicing
The Delivery Note is available in the Unsigned tab straight away
The products on the Delivery Note are pulled directly from the project lines
This setting is configured per workflow, on the document step. Speak to your administrator if you'd like to set this up.
🔒 Permissions Access to the Delivery Notes section is controlled by three permissions. These sit under the Delivery group on the user permissions page, alongside the Fulfillment permissions.
View Delivery Notes
See the Delivery Notes section and view individual documents
Sign Delivery Notes
Open the sign-off screen and capture a signature on an unsigned Delivery Note
Manage Delivery Notes
Request a re-sign on a Delivery Note that has already been signed
Users without any Delivery Notes permission will not see the Delivery Notes menu item in the navigation at all. The three permissions are independent. A driver may only need Sign Delivery Notes. An operations manager may need all three. A read-only user may only need View Delivery Notes.
📄 The Signed PDF Once a Delivery Note has been signed, the signature is permanently attached to the document. When the Delivery Note PDF is viewed or printed after sign-off, the signature image appears in the signature box on the document. This gives you a legally meaningful proof of delivery record that can be shared with clients, stored for audit purposes, or attached to a project for reference.
💡 Why Use the Delivery Notes Section? The Delivery Notes section is particularly useful for:
Giving drivers a single screen to work through all outstanding deliveries without navigating individual projects
Capturing digital proof of delivery at the door, on any device, without paper
Recording box counts and condition notes at the point of handover so disputes can be resolved accurately
Producing signed PDF records that can be shared with clients or retained for audit
Automatically generating Delivery Notes from Tax Invoices so nothing falls through the gap between invoicing and dispatch
Giving operations teams visibility of every outstanding and completed delivery across the business in one view
✅ Summary The Delivery Notes section provides a straightforward way to:
See all unsigned and signed Delivery Notes across every project in one place
Capture digital proof of delivery including receiver name, hand-drawn signature, box count, and condition notes
Store signed records permanently against the document PDF
Automate Delivery Note creation as part of your invoicing workflow so no deliveries are missed
Request a re-sign if a signature was captured incorrectly
This section connects your fulfilment and invoicing processes so that every delivery has a clear, searchable, signed record - without leaving OrderEazi.
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