What is a delivery note: Everything you need to know about delivery note for delivery

Have you ever had doubts about when and how to use commercial documents? Surely if you are related to the business world you have used this type of certificates and next, we will explain one of them, the delivery note of delivery.

What is a delivery note?

A commercial document used to justify the delivery of a product or service. One of its main functions is to confirm an agreement between both parties, since it is used as proof that the transaction exists and has been correctly delivered. It is worth mentioning that it has to have 3 signatures to fulfill all conditions: seller, buyer and carrier.

The delivery note delivery note must comply with all formal aspects in order to legally bind the delivery of the goods. Thanks to its legal validity, the buyer can initiate a claim in case of any non-compliance as previously agreed.

Who is involved?

Seller: Initiates documentation with the details of the transaction.

Buyer: Signs the delivery note of delivery as long as he receives the goods in the agreed conditions.

The issuer, or also known as the seller, is the party in charge of preparing the delivery note, which must be signed by the buyer to complete the transaction correctly. Once this process is completed, the seller must receive a signed copy of the delivery note with all the information completed. In addition, it is very useful for the company that delivers the goods because it controls and guarantees that all orders are carried out properly.

On the other hand, it is important to check that the product has arrived in good condition before signing the document because carriers do not always leave time for you to check everything properly. In case you do not do it, 2 things can happen:

• Damage caused by the carrier: The signature of the commercial document protects the delivery person and in this case it will have to be solved between the buyer and the seller. Many times, the buyer will assume full responsibility for not checking it beforehand.
• Factory defects. In this case, the buyer has 30 days to make a claim.

What should a delivery note include?

The document must contain relevant data about the buyer and the seller. In order to be valid, the following data must be included:

• Place and date of the document issued.
• Number of delivery note.
• Name and surname of sender and receiver.
• Mailing address.
• NIF OR CIF.
• Place and date of delivery.
• Signature.
• Quantity and description of the goods.

What is the function of delivery note?

The delivery note is a commercial document used to confirm the delivery of goods, goods or services rendered. Its main function is to allow the supplier and the customer to verify that the delivery or service has been performed correctly, as well as to serve as a document between the parties that endorses:

• In case of deliveries that the specified products and quantities have been delivered, and may or may not include their economic valuation.
• In the case of services rendered, the detail of such services, the amount and the unit of measurement, including or not their economic valuation.

Types of delivery notes

There are different types of delivery notes depending on the data they contain:

delivery note rated

What kind of information can we find?

• Individual price of each item.
• Discounts.
• VAT.
• Total value of the description.

In this case, it is not necessary to attach an invoice because it is a document that has informative effects. For tax cases we can use delivery notes without valuation so that companies can certify commercial operations.

Companies use this type of document to invoice every certain time. Normally it is used so that customers can consult each price without the need to issue an invoice.

delivery note unvalued

What kind of information can we find?

• Quantity of goods (value is not indicated).
• Detailed description.
• Invoice.

Companies use this type of document for invoicing in different periods of time and it is necessary that it is accompanied by an invoice. Logistics companies usually appreciate this type of commercial document because it facilitates the control of each shipment and can be used as evidence.

What is the difference between delivery note and work reports?

The main difference between a delivery note and a work report is that a delivery note is always issued to a specific customer, while a work report can be issued to a customer or simply be an internal company document. If we are talking about a delivery note of jobs, the differences between the delivery note and the work report are reduced, since both documents list the jobs performed and that finally will be invoiced by the supplier to the customer. On the other hand, when we are talking about a delivery delivery note of a good, the differentiation between these two types of documents is clearer because the delivery delivery note serves as evidence of the delivery service, i.e., the work associated with the delivery note is that of transportation and delivery and is invoiced based on this fact and independently of the work that this service has implied for the supplier.

In itcons.app both work reports and delivery notes are digitized. And within the delivery notes, either delivery notes of jobs or delivery notes of delivery. To give a few examples regarding delivery delivery notes we have digitized delivery notes for concrete delivery, rental machinery or aggregates. As for delivery notes of service we have users that use the application for the registration and emission of delivery notes of maintenance services, delivery notes of end of work, delivery notes of works by administration or delivery notes valued of installations of electrical materials.

Legal Aspects

The regulations governing delivery notes in Spain are mainly the Commercial Code and the Invoicing Regulations. In particular, the Commercial Code establishes the obligation to record the delivery of the goods by issuing a document called "consignment note" or "bill of lading", which is used to evidence the transportation of goods.

For its part, the Invoicing Regulation establishes the conditions and requirements that the delivery notes must comply with in relation to invoicing, such as its content, numbering, conservation and relationship with the corresponding invoice. In addition, it establishes that the delivery notes must be delivered by the seller to the buyer at the time of delivery of the goods, and that they must contain information such as the identification of the parties, the description of the goods delivered, the date of delivery and the quantity delivered.

It is important to note that delivery notes are not tax documents, but they are important to prove the delivery of the goods in case of later claims or disputes.

• Commercial Code: The Commercial Code is regulated by the Royal Decree of August 22, 1885, and was last amended by Law 3/2020, of September 18. You can find the complete text of the Code of Commerce at the following link: https://www.boe.es/buscar/act.php?id=BOE-A-1885-3666
• Invoicing Regulations: The Invoicing Regulation is regulated by Royal Decree 1619/2012, of November 30, approving the Regulation regulating invoicing obligations. You can find the full text of the Invoicing Regulation at the following link: https://www.boe.es/buscar/act.php?id=BOE-A-2012-14908

Legal issues you need to consider when preparing a delivery note:

• The seller must receive a copy of the commercial document with the corresponding signatures (sender and receiver) to guarantee the transaction. It is important that there is a delivery note so that the buyer can claim the goods in case of disagreement.
• The delivery note must have the following characteristics: explicit and clear.
• It is not obligatory to include economic data because these documents are intended to guarantee delivery. Even so, the delivery notes can include an invoice of the goods to provide an invoice.
• The numbering of the delivery notes should include a series so that delivery notes can be referenced.
• It is necessary to keep the delivery notes in case the final invoice refers to one or more delivery notes, i.e., if any of them is mentioned, you will have to keep them together with the invoices for 6 years.

Conclusions

It is essential to use commercial documents to secure the different transactions and depending on each business we will use one model or another. The delivery notes are very useful to offer security and guarantees to the parties involved. In fact, companies involved in transportation use this type of resources to have a better control of the stock.

How to make a delivery delivery note ?

We recommend you to use the app itcons.app with which you can have your model of delivery note made to measure.

Do you need to collect information about the work or services your company performs?

Try our application and save time with our cloud configuration.