Delivery terms

Prepare delivery conditions

You can find the delivery conditions on the desktops Sales and purchasing in the Settings.

Delivery conditions answer a short but crucial question: Under what agreed conditions will delivery take place? A uniform designation creates clarity from the partner base to the document - for sales, purchasing, logistics and the recipient of the document.

The X-ERP screen is deliberately slim. It stores a central, reusable label. This is precisely why this designation must be technically precise: a comprehensible name can avoid misunderstandings, while an unclear wording carries it into every subsequent document.

What the delivery condition does

The delivery condition is stored in the customer or supplier details and will be included in documents. It is therefore available wherever the agreement is visible, issued or further processed electronically. Web shop settings can also use a delivery condition as a default.

The condition therefore unifies the Designation a delivery agreement. However, it does not automatically trigger transport orders and does not calculate freight costs alone.

Delivery condition field

• Delivery condition: Unique designation with a maximum of 50 characters. Use a name that sales, purchasing, logistics and business partners understand the same way. Each name can only be created once.

Examples include “free delivery”, “ex works” or – if your company works with Incoterms – a coordinated designation such as “EXW ex works”. Only add a location to the name if it is a permanent part of this reusable condition. Process-specific details belong in the document.

Delivery condition is not a shipping method

Both pieces of information accompany a delivery, but fulfill different tasks:

• The Delivery condition describes the commercially agreed delivery condition.
• The Shipping method describes how the goods are transported, for example package, forwarding or collection.
• This Shipping company refers to the executing service provider.

“Free delivery” and “DHL parcel” are therefore not interchangeable information. The first statement concerns the agreement, the second the transport route.

What needs to be taken into account when making changes

Partner details, receipts, electronic documents and web shop settings can use the same delivery condition. Therefore, only change an existing name if its meaning remains unchanged. If a new agreement is created, create a new condition and assign it specifically. This means it remains clear what was actually agreed.

Check before sharing

• The name is clear, short and understandable for all areas involved.
• There is no duplicate variant with different capitalization or similar wording.
• Delivery conditions, shipping method and shipping company are used separately.
• Customer and supplier details contain the correct condition.

What your team gets out of it

A single, precise line provides orientation in many places. Sales and purchasing speak the same language, logistics recognizes the commercial situation, and business partners receive receipts without puzzling or contradictory delivery information.

Related topics

1. For specialist users – Use individual modules safely and efficiently › Master data › Partners › Register tabs › Customer details
2. For specialist users – Use individual modules safely and efficiently › Master data › Partners › Register tabs › Supplier details
3. For specialist users – Use individual modules safely and efficiently › Modules › Shipping › Shipping methods
4. For key users – understand and prepare processes › merchandise management › payment conditions

Frequently asked questions