Delivery notes

Company+

Records of material delivered to the project – supplier, items, scan of the document, approval by the site manager and AI extraction from a photo.

Available for:AdministratorUser

The Delivery notes module is used to record the material and goods that have arrived at the project. Each delivery note has a supplier, a project, a list of items and an attached scan or photo of the original. Once created, it waits for approval by the site manager.

You'll find delivery notes in the menu under Sales → Delivery notes. You can also create them quickly from the Dashboard or by taking a photo in the mobile app. Access is controlled by the Role for the Delivery notes module. The New delivery note button in the list is available to the administrator and users with the editace (edit) or editace vlastních (edit own) level. Users with the čtení (read) level can also create a delivery note from the Dashboard on the web and by taking a photo in the mobile app.

Who sees what

• The administrator sees all of the company's delivery notes and can filter them by person and project.
• Other users see the delivery notes they created themselves and the delivery notes from projects where they are the site manager.

Delivery note list

The table shows the Date, Číslo (Number), Zákazník / dodavatel (Customer / supplier) and Množství (Quantity). The administrator also sees the Project, User (who created the note) and Status columns: Čeká na schválení (Awaiting approval; with the name of the person who is to approve it) or Schváleno (Approved). Above the table there is a period selector; the administrator also has the Osoba (Person) and Projects filters.

New delivery note

1. In Sales → Delivery notes, click New delivery note.
2. Fill in the Date and select the Supplier from your contacts and the Project. Both the supplier and the project are required; projects in the Preparation and Execution phases are offered.
3. Drag a scan or photo of the delivery note into the window.
4. Add the items with the Přidat položku (Add item) button: Název (Name), Množství and MJ (Unit; m3, tonne, pcs). Remove an item with the Odebrat (Remove) button.
5. Click Create.

The app remembers an unfinished new delivery note even after you close the window or reload the page.

Quickly from the Dashboard

On the Dashboard, on the Material tab (or in the quick actions Material → Add delivery note), just select the supplier and project and upload a photo of the delivery note. You can save as soon as a file is attached. The items are then filled in by AI (if it is turned on, see below), or you type them in manually.

Approval

A new delivery note waits for approval by the site manager of the project it belongs to.

• The site manager approves it in the list with the Approve icon, or on the Dashboard in the overview of items for approval on the Delivery notes tab.
• The administrator can approve it too, including a delivery note of a project that has no site manager. The author cannot approve their own delivery note unless they are also the site manager.
• The administrator can select several delivery notes in the list and use Schválit výběr (Approve selection) or Smazat výběr (Delete selection).

A regular user can no longer edit an approved delivery note. The administrator can edit it after clicking Odemknout pole (Unlock fields); saving the change returns the delivery note to the Čeká na schválení status.

AI extraction from a photo

When the company has AI extraction turned on, artificial intelligence reads the delivery note's number and date, the supplier (including company ID, VAT ID and address) and the items with quantities from the attached photo.

It is turned on in Nastavení firmy → AI služby → Dodací listy (Company settings → AI services → Delivery notes) ("Automaticky vytěžit data z dodacích listů", i.e. automatically extract data from delivery notes). The administrator can also switch it in the mobile app under Settings → Delivery notes. AI usage is charged according to the current price list.

AI runs for delivery notes created from the Dashboard or photographed in the mobile app. The site manager checks the result in the overview of items for approval on the Dashboard:

• the AI column shows the status: done (with high, medium or low confidence), processing, or failed - in that case the analysis can be run again,
• the Náhled AI rozpoznaných dat (AI recognized data preview) window shows what the AI has read,
• Potvrdit a aktualizovat data (Confirm and update data) approves the delivery note and overwrites the supplier and items with the AI data (the supplier is looked up by company ID or name, or a new contact is created),
• Potvrdit bez AI dat (Confirm without AI data) approves the delivery note as it was entered.

The Automaticky založit bez kontroly (Create automatically without review) option skips the check: as soon as the AI reads the data, the delivery note is confirmed with it straight away, without waiting for approval.

Customer delivery notes

The list also shows delivery notes that a driver issued at a customer's site in the Transport module. You'll recognise them by the note "podepsal …" (signed by …) or "bez podpisu" (not signed) under the number. Clicking one opens a summary of the document instead of the form, where you can add the Podpis zákazníka (Customer signature), Odeslat (Send) the delivery note to the customer by e-mail or download it as a PDF.

Mobile app

• Take a photo of the delivery note, choose Delivery note in the What to do with the photo? menu, select the project and send it. The delivery note is created and, with AI turned on, processed in the background.
• Delivery notes for approval are also on the mobile app's dashboard, including a preview of the AI data.
• In a daily entry of the construction diary, the DN tab shows the delivery notes of that project for that day.