Products and inventory · 9 min read · Updated: 2026-10-12

How to create a delivery note: outgoing dispatch notes, shipping confirmation and invoicing

Goods should be recorded before they leave the door. This guide covers preparing a delivery note as a draft, confirming the shipment to deduct stock and moving from the same note to an invoice.

In short

• In Heyşirket, outgoing delivery notes are created with the New delivery note button on the Outgoing delivery notes screen in the Products and inventory menu.
• A draft delivery note doesn't change stock; the stock deduction only happens in the selected dispatch warehouse when you confirm Ship.
• From a shipped note, an invoice is prepared with Create invoice draft; the product, quantity and warehouse can't be changed on that invoice.
• Businesses registered for e-İrsaliye (e-delivery note) must issue the delivery note electronically before the goods are actually shipped; the delivery note screen in Heyşirket doesn't send an e-İrsaliye to GİB.
• For goods shipped with a delivery note, the invoice must be issued within 7 days of delivery at the latest under the Turkish Tax Procedure Law.

At 8 a.m., Atlas Kahve's van will take 30 kilos of beans to Nişantaşı Bistro. Before setting off, the driver asks: “Where's the paperwork?” The invoice isn't ready yet, because the bistro wants a single invoice at the end of the month.

That's the gap a delivery note fills: it records who the goods are going to, from which warehouse and in which vehicle, before the invoice. By the end of this guide you'll be able to manage a shipment in one flow, from draft to invoice, and you'll also learn when the e-İrsaliye rules apply to you.

Part 1 · Tour What's on this screen?

The Outgoing delivery notes screen is where you manage the shipping record, transport details and stock deduction for goods sent to customers. Open it from the Outgoing delivery notes link in the Products and inventory group of the left menu.

• Search and filter: With the “Search note no., customer or order no.” box and the All statuses filter, you can separate Draft, Shipped and Cancelled notes.
• Delivery note / customer: The note number (in IRS-year-code format), customer name, number of items and the customer's order number, if any.
• Transport: Our own vehicle, Carrier or Courier.
• Action: Ship and Cancel on drafts; Create invoice draft on a shipped note, or Open invoice draft if one has already been created.

Clicking a note's row opens the details window: dispatch warehouse, address, carrier and driver details, and each item's price snapshot and VAT rate.

Part 2 · In practice Step by step: create a delivery note and confirm the shipment

A delivery note has two stages: first a draft is created, then it's confirmed with Ship as the goods physically leave. This separation stops a shipment that was prepared but never sent from deducting stock for nothing.

Outgoing delivery note step by step

1. Open the form

   On the Outgoing delivery notes screen, press the New delivery note button. The “New outgoing delivery note” form opens.

   

2. Choose the customer, warehouse and date

   Choose the customer from the Customer * list; their saved address fills in the Delivery address field automatically. The Dispatch warehouse * is prefilled with the default warehouse; change it if needed. Check the Delivery note date * field and enter the Customer order no. if there is one.

3. Enter the transport details

   In the Transport method field, choose Our own vehicle, Carrier or Courier. For carriers and couriers, the company name is required. Fill in the Driver name, Driver VKN/TCKN, Plate and Trailer plate fields.

4. Add the items

   In the “Shipment items” section, choose the product from the Select a product list and enter the quantity; press Add item for a new line. Only products with stock tracking turned on can be added, and the same product appears only once on a note.

5. Save the draft

   Press the Create draft delivery note button. The note appears in the list with Draft status; stock hasn't changed yet.

   

6. Confirm the shipment as the goods leave

   When the goods are loaded into the vehicle, press the Ship button on the note's row and accept the confirmation window. A stock deduction is created for each item in the dispatch warehouse, and the status changes to Shipped.

   

7. Turn it into an invoice

   On a shipped note, press the Create invoice draft button. The invoice screen opens with the customer, items, prices and warehouse filled in; the delivery note number is added to the note field. Check it and complete the invoice.

Part 3 · Price Where do the prices on a delivery note come from?

Each item on a delivery note stores the price at the moment the note was created as a “price snapshot”. If a price list is assigned to the customer, the list price is used; otherwise, the unit price on the product card.

This way, when you move to invoicing at the end of the month, the price of the shipped goods is kept even if the catalog price has changed in the meantime. Beans sent to Moda Sahil Kafe on 1 October at the list price aren't affected by the price increase on 15 October.

Part 4 · Regulations The reasoning: when, and under which rules, is a delivery note issued?

A delivery note (sevk irsaliyesi) is the transport document that must accompany goods from the moment they leave the seller's warehouse until they reach the buyer. An invoice documents the sale, while a delivery note documents the transport; they're not the same thing.

The practical upshot: even if you issue a single invoice at the end of the month, the 7-day deadline runs separately for each shipment. Scanning your delivery notes once a week with the Shipped filter and invoicing those without an invoice prevents missed deadlines. We cover the sales process side of this in our from quote to invoice sales process article.

Prepare your first delivery note Record tomorrow's shipment as a draft today, and confirm it in one click while the goods are being loaded. Open Outgoing delivery notes

Author: Heyşirket Editorial Team