The delivery note is the central document in Xentral for documenting the dispatch of goods and providing the customer with all relevant shipping information. It creates the link between the order, inventory, and shipping provider:
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Logistics trigger: The delivery note defines which items and quantities are shipped to the customer. When it is created, the corresponding products are automatically reserved or withdrawn from inventory.
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Shipping control: It contains all relevant shipping parameters such as shipping method, delivery terms, delivery address, package and tracking information, and controls the connection to carriers or fulfillment providers (3PL).
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Inventory relevance: Every posting based on the delivery note updates the inventory in Xentral in real time. Partial deliveries are possible without changing the underlying order.
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Process integration: Delivery notes can be generated automatically from orders, adjusted manually, or passed to external logistics partners via interfaces.
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Audit safety: Changes to the delivery note are only possible until release. Afterwards it is treated as an immutable shipping document and part of the order documentation.
Use case benefits of the delivery note by business area
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For warehouse operations: Provides all information for correct picking and packing, including storage location, reserved quantities, and any packing notes.
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For shipping: Provides shipping method, delivery address, package details, weights, tracking numbers, and optional additional information such as serial numbers.
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For the customer: Provides a clear, traceable overview of the items actually delivered.
In Xentral, you can create delivery notes directly from an existing order or create them manually. The data is filled automatically from the customer master data, the related order, or the item master. You can make changes as long as the delivery note has not been outsourced or shipped.
There are several numbers that are essential for unique identification, traceability, and smooth handling in the shipping process. These numbers are used not only for internal reference in Xentral, but also for external communication with carriers, customers, or when matching orders and invoices.
Wichtig
A well-structured delivery note is a central part of the logistics chain. It helps resolve queries faster, avoid shipping problems, and make operations in warehouse, shipping, and customer service more efficient.
Here are the most important numbers that should be included on a delivery note:
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Delivery note number: Unique internal reference. Used for tracking, accounting, and audit evidence. Usually generated by the ERP (for example, LS-2025-00123).
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Order number / shop order number: Customer-facing number from the webshop (for example, #123456). Important for support and customer communication. In B2C, the shop order number is the Xentral Internet number. In many cases, the ERP system number is used as the Xentral order number.
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Customer number: Unique ID of the customer in Xentral used for assignment and history.
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Invoice number (if already available): Link to the later invoice or pro forma invoice.
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Shipping number / tracking number: Carrier parcel number (for example, DHL, DPD, UPS) used to track the shipment online.
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Item number(s): Unique identification of the delivered products (for example, SKU, GTIN, or internal item number).
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Line item number: Sequential number for each line on the delivery note. Important for partial deliveries or returns.
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Picking / packing number: Number of the picking or packing process. Used internally for warehouse and logistics tracking.
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Shipping order number / fulfillment ID: Reference to the order in Xentral or the fulfillment system (for example, SO-12345-P1).
You have two options for creating a new delivery note. In most cases, you continue an order as a delivery note via the action menu in the opened order. This is the correct approach because it triggers all relevant automations such as shipping handover in Xentral and establishes a permanent link between order and delivery note.
Follow these steps to continue an existing order as a delivery note and generate the PDF document.
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Open the Sales > Order menu in Xentral.
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Click on the order you want to continue as a delivery note.
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Click on the action menu in the top right of the opened order.
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Choose the option Continue as delivery note from the dropdown menu.
The delivery note is filled automatically with the relevant information from the order and created. A notification then appears above the order to inform you that the delivery note was created successfully. Use the link in the notification to go directly to the detail view of the newly created delivery note, where you can edit it or create the PDF version.
In exceptional cases, you can create a new delivery note by clicking + NEW in the Warehouse > Delivery note menu. Manual delivery note creation in Xentral usually has no connection to a specific order, but it makes sense in the following use cases:
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You are shipping promotional material, samples, or loaned items. Since these products often have no order and no sale, creating a manual delivery note without a related order is appropriate.
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You want to document a shipment that already occurred outside Xentral. In this case, you can create a delivery note manually to document the shipment in Xentral and link it later to an order or invoice if needed.
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Emergency shipments: In rare cases, you may need to document a shipment immediately even though no order exists. You can manually create a delivery note to record the shipment quickly and later link it to an order or invoice.
Follow these steps to manually create a delivery note in the use cases described above.
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Open the Warehouse > Delivery note menu in Xentral.
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Click on + NEW in the top right.
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Enter the customer in the Customer field who receives the shipment. Alternatively, enter a supplier in the Supplier field if the delivery is going to a supplier.
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Optional: Fill in the additional fields in the Details tab of the delivery note to describe the delivery more precisely.
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Open the Items subtab.
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Add the desired products.
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Return to the Details tab.
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Click on Release to release the delivery note and mark it as shipped. Then you can use the Create PDF option to generate the PDF version of the delivery note and send it to the customer or supplier.
Tipp
You can find all delivery notes created in Xentral in the Warehouse > Delivery note menu. There you can use the filter options Delivery notes and In progress to switch between notes that are already released/shipped and those that are still in draft status.
The following chapters show, using an example delivery note in Xentral, which information and fields are available, where you find them, and how you can use them in practice.
To open the detail view of a specific delivery note, open the Warehouse > Delivery note menu in Xentral. There you will find a list of all existing delivery notes. Click on Delivery notes above the table on the left to display all delivery notes that have already been shipped or released. These delivery notes can no longer be edited. Click on In progress to show delivery notes that are still in draft status, i.e. not yet released or shipped. These delivery notes can still be edited if needed.
The detail view contains all important information about the delivery note and consists of several tabs and subtabs, which we explain in the following chapters.
The Details tab of the delivery note contains general and master data information as well as text fields, internal comments, and VAT audit details. In the following chapters, we explain the available fields and options in the Details tab areas in more detail.
In the General area, you set all central parameters that determine who receives the delivery, from which warehouse it is taken, how it is shipped, and which tax/administrative rules apply.
The fields are critical for warehouse, logistics, and accounting because they control which inventory is posted, which documents are generated, and which shipping processes are triggered.
The following fields are available. Some of them you can fill in yourself if needed.
Field name |
Description |
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Customer |
Selection of the customer. |
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Supplier |
Selection of the supplier. |
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To supplier |
Activate this option when you have selected a supplier in the Supplier field and the delivery note should be shipped to that supplier. |
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Project |
The project to which the delivery note is assigned. |
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Status |
This field is filled by Xentral and contains the status of the delivery note (for example created, released, shipped). |
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Order |
The order to which the delivery note is assigned. |
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Your order number |
This field is filled by Xentral automatically after the delivery note is released. |
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Internal designation |
You can use this field to enter an internal name for the delivery note that is visible only to you and your colleagues in Xentral. |
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Date |
Delivery note date. This field is filled by Xentral automatically. The date corresponds to the creation date of the delivery note in Xentral. |
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Preferred warehouse |
This shows the warehouse from which goods are preferably picked for this delivery note. |
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Commission/consignment warehouse |
Indication of the commission or consignment warehouse. |
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Write protection |
Activate this option to enable write protection. After this, you cannot make any changes to this delivery note. |
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Alternative label |
When you activate this option, the PDF version of the delivery note does not display the label Delivery note, but the label you previously defined in Settings > Administration > System settings > Area: Documents. |
After you enter a customer in the General area, Xentral automatically fills the corresponding address and contact details from the master data as stored in the address master data. You can add or change this information as long as the delivery note has not been released or shipped.
Tip
You can find more information about creating and maintaining customer and supplier master data in the article Addresses (Basics) - Introduction to master data maintenance for customers and suppliers.
Here you can enter text that will appear as header text on the corresponding delivery note.
In the Delivery note area, you will find all fields related to shipping method, delivery terms, sales, and other important information relevant to creating the delivery note.
Field name |
Description |
|---|---|
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Shipping method |
This field contains the shipping method for the items on the delivery note. If desired, you can change the shipping method by opening the dropdown menu and selecting a different option. |
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Delivery terms |
Relevant only in B2B: Here you select the delivery conditions according to Incoterms or internal Xentral definition. The delivery terms determine who bears the costs and risks of the shipment, when ownership transfers, and what obligations the buyer and seller have. They are important for correct handling of shipping, customs, and accounting. TippYou can find more information about creating delivery terms in Xentral and their meaning in the article Delivery terms. |
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Sales |
The Xentral user assigned as the responsible salesperson for this delivery note. |
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Processor |
The Xentral user who edited the delivery note. |
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No invoice |
This option is intended for sample shipments. Delivery notes with this option enabled are not listed when the without invoice filter option is selected in the following places in Xentral: Delivery note overview (Warehouse > Delivery note), Order overview (Sales > Order), Collective invoice module. |
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No stationery and logo |
Activate this option if the delivery note should be created without stationery and logo. |
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Hide item text |
If you activate this option, the item description for all positions on the delivery note is hidden. |
In this field, you can enter an internal comment that is visible only to you and your colleagues in Xentral. This comment can include important handling notes for the shipment that should not appear on the delivery note for the customer.
In the VAT audit area, you will find fields that are relevant for value-added tax checks. These fields are especially important for shipments abroad because correct entry of the customer’s VAT identification number and the right taxation type are essential for correct shipment handling and compliance with tax regulations.
Field name |
Description |
|---|---|
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VAT ID |
This field contains the customer’s VAT identification number. |
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Taxation |
This is where the tax status is recorded and can be changed if needed. The options Domestic, EU delivery, Export, and Tax-free domestic are available. |
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MRN (Master Reference Number) |
Master Reference Number for customs processes. |
In the Settings area, you can add further information to the delivery note that is relevant for creating it. You can control the language in which the delivery note is created or select a cost center to link to this delivery note.
Field name |
Description |
|---|---|
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Language |
This field shows the language in which the delivery note is created. By default, the customer’s language stored in the address master data is used. You can change the language if needed by opening the dropdown menu and selecting another language. |
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Cost center |
Here you can optionally enter a cost center that you previously created in Xentral. |
In this tab, you can view the individual line items of the delivery note and change them if needed, as long as the delivery note has not been shipped or released. Here you can adjust the quantity of the items to be shipped, add or remove products, or modify the item description.
In this tab, you can view a preview of the PDF version of the delivery note. This way, you can check the delivery note for irregularities before you release or ship it.
This tab contains all information about the delivery note that is relevant for tracking and documenting the shipment. For example, you can find information about the creation time of the delivery note, changes to the delivery note, shipping status, and inventory levels of the items in the delivery note.
In the Shipping label tab of the delivery note, you can create and print shipping labels. The recipient information is automatically taken from the data in the Details tab of the delivery note.
Tipp
If needed, you can click on Select different shipping method to change the shipping method.
The address data is automatically taken from the customer master data in Xentral. You can change the address data if needed, as long as the delivery note has not been released or shipped.
The following table shows the other available fields and options in the Shipping label tab of the delivery note.
Field name |
Description |
|---|---|
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Weight (in kg) |
Weight of the shipment. This field is filled automatically with the total weight of the items on the delivery note, but it can be adjusted manually if needed. |
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Height (in cm) |
Height of the shipment. |
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Width (in cm) |
Width of the shipment. |
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Length (in cm) |
Length of the shipment. |
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Extra insurance |
Activate this option if extra insurance applies to the shipment. The corresponding information is noted on the delivery note and the shipping process is adjusted accordingly. WichtigActivating this option incurs additional costs with your carrier. Therefore check the costs and conditions for additional insurance with your carrier in advance. |
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Routing code |
This option ensures that a routing code is created at the carrier. It is enabled by default. |
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Collection date |
Here you can enter the collection date for the shipment. This date is then transmitted to the carrier so that the shipment can be picked up at the desired time. |
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Desired date |
Here you can enter a desired delivery date. This date is then shown on the delivery note and can be considered during shipping handling to help ensure the shipment arrives at the customer at the desired time. |
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Complete immediately |
Activate this option if you want the delivery note to be completed automatically as soon as the shipping label is created. This marks the delivery note as released and shipped immediately after creating the shipping label. |
In the Files tab of the delivery note, you can view all manually uploaded files and create new files. If needed, you can export these files together by clicking Create ZIP or Create collective PDF in the Batch processing area.
In the Manual storage/retrieval tab, you can manually store or retrieve the items contained in the delivery note.
You can find more information on storing and retrieving items of a delivery note in Xentral in the article Storage and retrieval of documents.
Wichtig
Only stock items can be manually stored or retrieved. Items are considered stock items when the Stock item option is enabled in the item master data (Tab: Details > Area: Item options). Note that items with expiration dates and batches also cannot be stored or retrieved here.
In the Movements tab, you can see an overview of all inventory movements for the items in the delivery note.
In addition to orders, quotes, invoices, and credit notes, you can also export delivery notes from Xentral as a CSV file.
Follow these steps.
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Open the Warehouse > Delivery note menu.
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Open the detail view of the delivery note you want by clicking the arrow icon on the left side.
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Choose the Export as CSV option from the Action dropdown menu.
The delivery note is downloaded as a CSV file. If needed, you can import it into another Xentral instance or an external tool using the Receipts importer.
Do you have more questions about creating and editing delivery notes or related topics? In our article FAQ Warehouse, logistics and fulfillment - Frequently asked questions you will find answers to common questions.