Delivery note

What the delivery note does

A delivery note proves what was delivered, when and in what condition. List each item with the quantity ordered and delivered, see the balance still to come, record whether the goods arrived in good condition, and print it for the driver and the customer to sign.

Who it is for

Wholesalers, manufacturers, suppliers and contractors who deliver goods and need a record that the customer received them, and customers who check deliveries against orders.

How to use the workbook

1. Fill in the delivery note number, date, customer and address.
2. List each item with the quantity ordered and the quantity delivered.
3. Mark the condition of each item.
4. Print it and have the customer sign to confirm receipt.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Ordered, delivered and balance for each item
• Condition: good, damaged or short
• Vehicle and driver recorded
• Count of items with a balance
• Print-ready layout with signature lines

The workbook has these sheets: Instructions, Delivery note. The main table has the columns Item code; Description; Qty ordered; Qty delivered; Balance; Condition. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Check the goods against the note before the customer signs.
• Write any damage on the note in the customer's presence.
• Attach the delivery note to the invoice.
• Keep the signed copy for at least five years.

Why keep this record

Accounting records let you answer three questions at any time: what came in, what went out and who owes whom. Kept consistently they also make tax returns, loan applications and the sale of a business much easier, because the evidence is already organised. Entering transactions the day they happen is far cheaper than reconstructing them at year end.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Good accounting records are a legal duty as well as a management tool: keep the supporting receipts and invoices with the workbook, and keep each year's copy for at least five years. Work on a copy, never on your only file, and back it up.

Read how to keep business records for KRA for the wider picture. See more accounting templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to keep business records for KRA: what to save and for how long
• Guide: Bank reconciliation step by step: match your books to your bank
• Guide: Fixed assets and capital allowances explained for small businesses
• Another template: Balance sheet template
• Another template: Bank reconciliation statement
• Another template: Chart of accounts and general ledger

Need something different? Request a custom template, browse all guides or see every Excel template.