A delivery note is the document that travels with a consignment of goods delivered to a ship, setting out exactly what is being handed over. When a chandler delivers provisions, stores or spares to a vessel, the delivery note lists each item and quantity so the crew can check the goods against it on receipt. It is the point at which an order becomes a confirmed, documented delivery.
What a delivery note contains
A delivery note typically shows the vessel name, the date and place of delivery, and a line-by-line list of the items supplied with their quantities and units, ideally matching the codes and descriptions used on the original requisition and quote. It usually references the related order so that all the documents in the chain, requisition, quote, delivery note and invoice, can be tied together.
Who signs the delivery note
On delivery, a responsible officer aboard the ship, often the chief officer for deck items or the relevant department head, checks the goods against the note and signs it to acknowledge receipt. A signed delivery note is important evidence: it records what the vessel actually received, notes any shortages or discrepancies, and becomes the reference point if the delivered goods and the later invoice do not agree.
Why delivery notes matter
The delivery note is the link between ordering and paying. When it matches the quote and the invoice line for line, reconciliation is quick and disputes are rare. When descriptions or quantities drift between documents, the delivery note is where the discrepancy surfaces. Keeping requisition, quote, delivery note and invoice consistent, which is far easier when items are coded, is what makes the whole procurement cycle auditable.
Delivery note versus invoice
A delivery note and an invoice serve different purposes and are created at different moments. The delivery note travels with the goods and confirms what was physically received; the invoice comes afterwards and requests payment for what was supplied. The two should agree line for line, and both should trace back to the original quote. When a discrepancy appears, comparing the signed delivery note against the invoice is the standard way to resolve who owes what for which items. Keeping the delivery note, the quote and the invoice aligned, which is far easier when every line carries a code, is what makes a supplier's paperwork quick to approve and pay.
