Goods Delivery Notes (GDN) – User Manual

Version: v1.0
Prepared by: Issac
Date: Add Today’s Date

Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions

   • 4.1 GDN Landing Page

   • 4.2 Filter Options

   • 4.3 Creating a New GDN

   • 4.4 GDN Details

   • 4.5 Container Details

   • 4.6 Product Details

   • 4.7 Activity

   • 4.8 Rate

   • 4.9 Cost

   • 4.10 Notes

   • 4.11 Attachments

5. Troubleshooting

6. FAQs

7. Support

1. Introduction

The Goods Delivery Notes (GDN) module is used for recording outbound stock delivered from the warehouse.
This module ensures accurate documentation, tracking, verification, and billing related to warehouse dispatch operations.

It helps users manage container movements, product withdrawals, activity charges, customer billing, and supporting documents through a streamlined workflow.

2. System Requirements

• Browser: Chrome 90+ / Firefox 85+

• User Role: Warehouse Operator / Supervisor / Admin

3. Logging In

1. Login to the Zealit system.

2. Go to Warehouse Module → Goods Delivery Notes (GDN).

3. The system opens on the GDN Landing Page.
   
   

4. Main Features and Functions

4.1 GDN Landing Page

The landing page provides a summary of all Goods Delivery Notes created.

Status Cards

• Draft – Entries not finalized.

• Validation Pending – Awaiting verification.

• Verified – Completed and verified outward entries.

• Acknowledge Pending – GDNs pending customer acknowledgment.

GDN List Display

For each GDN, the following information is shown:

• GDN Number

• Customer

• BL Type

• BL Number

• POL → POD visual flow

• View Button

• Action Menu (⋮)

4.2 Filter Options

The filter panel allows users to refine GDN search using:

1. GDN Number / DO Number

2. Customer

3. Container Number

4. Status

5. Job Number

Buttons:

• Clear – Reset filters

• Apply – Apply filters

4.3 Creating a New GDN

Click Create New on the Landing Page.

The GDN entry opens with multiple tabs:

1. GDN Details

2. Container Details

3. Product Details

4. Activity

5. Rate

6. Cost

7. Notes

8. Attachments

4.4 GDN Details

Fields available:

1. GDN Number

Auto-generated unique number assigned by the system to identify the Goods Delivery Note.

2. Job Number

Select the job under which the outbound movement is being processed. Links the GDN to a specific operational job.

3. DO Number

The Delivery Order number provided by the customer for dispatch authorization.

4. Customer*

Mandatory. Choose the customer for whom the goods are being delivered.

5. Plant Code

Select the warehouse/plant from where the stock is being delivered.

6. Sales Person

The salesperson associated with the selected customer. Auto-populated or selectable.

7. Handled By

Select the warehouse staff responsible for handling or supervising the dispatch.

8. Verified By

Select the user who verifies the delivery note before final submission.

9. GDN Date*

Mandatory. The date on which goods are dispatched from the warehouse.

10. BL Type

Choose the Bill of Lading type (if applicable), e.g., Master or House.

11. BL Number

Reference number of the Bill of Lading tied to the delivery.

12. Status

System-controlled field showing the stage of the GDN (CREATED, VERIFIED, ACKNOWLEDGE PENDING).

13. ROT Date*

Release Order Time (or Required Outbound Time). Mandatory dispatch timing field for planning.

14. Pallet Required

Indicates whether pallets are required for dispatch (Yes/No).

15. Dunnage Bags Required

Indicates if dunnage bags are needed for securing cargo during transport.

16. Distribution Type*

Mandatory selection specifying the type of outbound dispatch—e.g., local delivery, export stuffing, transfer.

17. Empty Pick Up

If the transporter picks up empty containers during dispatch.

18. Port of Load (POL)

Port where cargo loading occurs (used in export deliveries).

19. Port of Discharge (POD)

Port where the cargo will be discharged (export operations).

20. Customer Reference

Customer’s internal reference number for tracking and mapping documents.

21. Drop Location

The final delivery destination location.

22. DO Party

The party mentioned in the Delivery Order for whom the cargo is being released.

23. Notes

Additional remarks or special instructions related to the delivery.

4.5 Container Details

Used to record outward container movements.

Available Fields

1. Container Type

Select the type of container being used (20’, 40’, HC, Reefer, etc.).

2. Container Number

Unique alphanumeric identifier printed on the container.

3. Container In Time

Timestamp showing when the container entered the warehouse premises.

4. Container Out Time

Timestamp showing when the container exited the warehouse premises.

5. TO Number

Transport Order reference linked to this outbound movement.

6. Truck Number

Vehicle number used for the outward delivery.

7. Gate In Time

The time the truck entered the warehouse gate.

8. Gate Out Time

The time the truck exited the warehouse gate after loading.

9. Seal Number

Seal ID placed on the container for security and compliance.

10. Notes

Any additional comments on container condition or observations.

Buttons

• Add – Saves container line

• Clear – Resets fields

4.6 Product Details

Displays stock eligible for outward delivery.

Available Stock Table Columns

• Container No – The container in which the stock is located.

• Delivery Date – The date when stock was received (GRN date).

• No. of Packages – Total packages available for delivery.

• No. of Pallets – Pallets available for dispatch.

• Product Code – Unique product identifier from Product Master.

• Stowage Number – Warehouse stowage location of the product.

• Batch No – Batch or lot number (if batch-tracked).

• Package Code – Packaging type code.

• Bag Weight in KG – Weight per bag/package.

• Shift No – Shift in which the stock was unloaded.

Buttons

• Fetch – Retrieves available stock based on GDN details.
  
  

• Refresh – Reloads stock list,
  

• The data in clipboard will be taken if there are data selected and copied
  

• There are various options available for filtering which can be selected using the dropdown list.
  

• Fetch from selection button will copy from the clipboard.

4.7 Activity

Used to record warehouse operational tasks related to delivery.

Fields

1. Activity*

Mandatory. Select the warehouse activity performed (loading, forklift handling, labelling, etc.).

2. Unit of Measure (UOM)

Auto-fetched based on activity (Hours, Pallets, Pieces, KG).

3. Quantity*

The quantity corresponding to the selected UOM.

4. Vendor*

Mandatory if tariff applies. Select the vendor performing the activity (contractors/3PL).

5. Remarks

Additional notes related to the activity.

Buttons

• Add

• Clear

4.8 Rate

Used to calculate billing for the customer.

Fields

1. Activity*

Required for linking charges to operational tasks.

2. Charge Code*

Select the billing code associated with the activity.

3. Unit of Measure*

UOM for calculating billing amount.

4. Customer

Customer who will be billed for the charges.

5. Quantity*

Quantity applicable for billing.

6. Rate*

Rate per UOM.

7. Currency*

Billing currency (AED, USD, INR).

8. Amount

Auto-calculated (Rate × Quantity).

9. Product

If the charge applies to a specific product line.

10. Remarks

Billing notes or clarifications

Buttons

• Get Charges – Fetch tariff

• Clear

• Add

4.9 Cost

Used to record internal operational cost for warehouse activities.

Fields

1. Activity*

Warehouse activity for which cost is incurred.

2. Charge Code*

Internal cost code.

3. Unit of Measure*

Unit applicable for cost calculation.

4. Vendor

Vendor performing the service (if outsourced).

5. Quantity*

Cost-based quantity (hours, pallets, etc.).

6. Rate*

Internal cost rate.

7. Currency*

Currency of cost.

8. Amount

Auto-calculated total cost.

9. Billable

Select whether the cost is chargeable to the customer.

10. Remarks

Additional explanations for cost entry.

Buttons

• Get Charges

• Clear

• Add

4.10 Notes

Fields

1. Notes Type*

2. Notes

Buttons

• Add

• Clear

4.11 Attachments

Add Attachments Button

Upload:

• File

• Attachment Name

• Attachment Details

5. Troubleshooting

6. FAQs

Q1: Can I add multiple containers to one GDN?
Yes.

Q2: When does GDN become Acknowledge Pending?
Once Verified.

Q3: Can a Verified GDN be edited?
No, unless reverted.

Q4: Can billing be auto-fetched?
Yes, using Get Charges under Rate.

7. Support

For assistance, contact:
📧 helpdesk@aggrandizeventure.zohodesk.in