This article is applicable to finway users with access rights based on all role templates.
The new delivery note feature lets you link delivered items directly to purchase orders. This means you always see the up-to-date delivery and invoice status of each item within a purchase order. All users can upload delivery notes and link them to the purchase orders they created.
Requirement:
The purchase order must already be created in finway and set to the »Delivery« status to be able to link it on line-item level.
ℹ️ Please note: As of now, delivery notes can no longer be uploaded directly to invoice requests.
Instead, a new option is available as part of Purchase-to-Pay, allowing you to link delivery notes to purchase orders at the item level and view the current delivery status.
Previously uploaded delivery notes and documents will, of course, remain available and will not be removed.
Video Tutorial
Watch the short video on the single steps. Please note: the video is in German.
Step-by-Step Guide
Uploading & Extracting Delivery Notes
There are two ways to upload and link delivery notes to purchase orders:
Option 1: On the dashboard, click the »New« button and select »Delivery note«
Option 2: Go directly to the purchase order and click »Delivery Notes« and »Add delivery note«.
Step 1:
Upload a new delivery note and let the AI-powered OCR automatically extract the information to prefill the form:
Delivery note number
Date
Delivered items, including quantity, item number, and unit
Vendor
Delivery address
PO number (if available)
If the delivery note includes a PO number, finway automatically searches for it in the system. If it’s available, the purchase order is directly assigned to the delivery note. Then, you only need to link the delivery note items to the purchase order items.
Step 2:
In the next step, you can link the delivery note to the purchase order on line-item level. A window will open displaying delivery note items on the left, purchase order items on the right. Link the delivered items to the purchase order items and click »Submit links«.
You have then created the delivery note in finway and linked it to the purchase order.
Delivery Status Overview on Purchase Order Level
You can see on purchase order level which delivery notes are linked and detailed information for each item:
Fully delivered: Ordered and received quantities match
Partially delivered: Only part of the ordered quantity has been received (e.g., partial deliveries)
Delivery pending: Received quantity is 0
If you receive additional deliveries for the same purchase order, upload more delivery notes and click »Link items« again. The »Order Items« section now shows:
Quantity ordered
Previously received
Open quantity
Link the remaining open items. The delivery status is updated accordingly.
As long as the purchase order isn’t complete, links can be removed by clicking the »Unlink« icon.
Linking with Invoices
For details and video tutorials, please see this article.
When uploading a new invoice, make sure to activate the »Inline items« button to enable linking on line-item level.
You can see the automatically detected PO number from the purchase order created in finway. Now link invoice items to the purchase order items.
Completing the Purchase Order
The link between the invoice and the purchase order and the link between the delivery note and the purchase order are now set.
You can complete the Purchase Order manually by clicking »Order complete« or it will close automatically when the linked invoice is marked »Approved«.
Delivery Note Overview and Details Page
In the menu under »Delivery notes«, you can find a table with all uploaded delivery notes with information about:
Delivery note number
Vendor
Delivery date
Created by
Linked purchase orders
Use the »Options« button to view, edit, or delete delivery notes.
Click any delivery note in the table to see its details. On the delivery note page, you can also view the linked purchase order and manage the matching.
ℹ️ If you delete a delivery note that has already been linked to an order, the quantity received will be adjusted for the individual items on the order.