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Do I have to keep delivery notes?

Are there any rules to say I have to keep delivery notes?

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I work for a limited company and some of the products we receive in, come with a delivery note which is then always followed up with an invoice.  Some products just come with the invoice.

My predecessor has always kept the delivery notes and they are, quite frankly, taking up far too much space!  I am trying to find any reason why I am legally required to keep these when I can see no benefit myself.

Any advice/wisdom gratefully received

Andy

Replies (14)

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By Bob Loblaw
14th Nov 2019 10:09

Yes, you should keep them. I would also scan them. Save one copy to your hard drive, one to an external hard drive you keep in a secure location (combination safe or deposit box) and upload a further copy to the cloud.

With the paper notes, my suggestion would be to take at least 2 to 3 copies to cover yourself. One can be kept in a folder and one should be held by a solicitor (just in case). I haven't actually found a place to keep the third copy, but if you shred it, it does make good confetti if you're ever invited to any weddings or you can use it as a make shift mattress in your shed for those nights when your wife and her personal trainer Jason are doing hot yoga in your bedroom :)

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Replying to Bob Loblaw:
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By AndyCop
14th Nov 2019 10:44

On it! Lol

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By landscaper
14th Nov 2019 10:31

I had the same issue
I put in a a box on top of a cupboard and shred after 6 months on the basis that if there's a query it should have been dealt with by then. If I ever need to I just go back to the supplier anyway and get a copy - they are nearly always digital with clear signatures etc so not really an issue.
Despite Bob's joke about scanning - you could scan monthly and keep as a pdf file and get rid of the paper ones - and clear out the scanned copies after a year say if that puts your mind at rest?

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Replying to landscaper:
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By AndyCop
14th Nov 2019 10:43

No signatures on any of them, just dispatch info that is duplicated on the invoice.
So, there's nothing to say I must keep them at all? 6 months seems a much more sensible time period rather than the 7 years worth I have on the shelves at present.

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Replying to landscaper:
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By Bob Loblaw
14th Nov 2019 11:10

"Joke"? - I don't come here to be treated like a fool, landscaper. If I wanted to make jokes, I would have enrolled in clown college. I'm offering advice. Try having some respect for your fellow awebbers perhaps?

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Replying to Bob Loblaw:
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By landscaper
14th Nov 2019 13:13

Sorry Bob - I've castigated myself accordingly

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By tom123
14th Nov 2019 14:06

Is anyone checking the goods are arriving? Making notes about shortages or faults etc?

Having said that, I would certainly keep them in an accessible format for a while - maybe not the six years or so.

Are the items under a guarantee from the supplier? Might be useful to keep them at least until the expiration of that period.

Depends, also, what they are for. High value equipment - probably more use than just for the stationery order.

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Replying to tom123:
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By AndyCop
14th Nov 2019 14:30

All goods are checked in against any despatch note (or the invoice if that's what it comes with). Any discrepancies are dealt with immediately.

I would always keep a despatch note until I had the invoice come in for me to match up to so I know we have received everything. It's at this point I'm not seeing the need to continue storing any despatch notes.

Value of goods received can be anything up to £300.

I would be happy to store them for six months, maybe even a year but I'm facing opposition to getting rid after this period. I'm being told it is a legal requirement to keep them. I can find nothing to say it is.

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Replying to AndyCop:
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By memyself-eye
14th Nov 2019 15:21

delivery notes enable the recipient to establish all the goods have turned up - ask any publican. Once the invoice arrives and it agrees with the DN, chuck the DN.
Do the folks that love to hang on to every pointless scrap of paper, print and then post (as in using an envelope) emails?

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Replying to memyself-eye:
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By tom123
14th Nov 2019 15:35

Might your answer be different if you were having fully audited accounts? - ie retain until conclusion of audit for that year?

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Replying to tom123:
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By AndyCop
14th Nov 2019 15:45

I would be happy to keep them for the year if that made sense; but 6/7 years? I'm not seeing the need for that period of time.

My biggest issue is that our accountant seems to feel they are needed to be kept for this period too. Trying to persuade the boss otherwise without any proof is nigh-on impossible *sigh*

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Replying to tom123:
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By memyself-eye
16th Nov 2019 17:50

No

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RLI
By lionofludesch
14th Nov 2019 18:05

Just chuck 'em in a box and forget 'em.

If they get lost, there's no come back, is there ?

Not saying you shouldn't check them against the invoice before you pay it. On the other hand, 68.7% of delivery notes aren't checked against the goods at the time of delivery owing to staffing levels being too low/form needs to be checked before phoning in the next bet to the bookie.

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By Gone Sailing
14th Nov 2019 19:11

The law aside, the only thing that matters about storage, of any description, is retreival.

How often, how quickly, what condition, etc.

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