Free Auto Parts Delivery Note Template & Generator
A parts delivery note confirms exactly which numbers reached the shop counter: manufacturer part number, brand, quantity, and the repair order and vehicle the parts were picked for. It carries the buyer's PO, the shop's RO, the VIN or vehicle where fitment matters, core charges billed and cores collected, anything left on backorder for a later route, and the time and signature at the counter. Core status is a separate line because it is money moving both ways.
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| Description | Qty |
|---|---|
| Brake rotor boxes | 2 |
| Brake pad set | 1 |
| Core return containers | 1 |
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Use-case checklist
What to include in a auto parts delivery note
A parts delivery lands on a car already on a lift. If the alternator that arrives is the wrong number for that VIN and nobody catches it at the counter, the shop loses a bay for the afternoon and the tech loses the job, and neither of those costs shows up on your invoice. Cores are where distributors quietly lose margin. An $85.00 core charge billed on delivery with no line recording that the old unit was still on the vehicle becomes an $85.00 credit nobody claims, and the shop assumes it was waived. Split lines cause the same trouble in reverse: one pad set on the morning route and one on the hot shot, both written as line 3, and the shop's parts manager sees a duplicate on the invoice for a part he received once.
- supplier, buyer, PO, and repair-order reference
- vehicle or VIN when relevant
- part number, brand, and quantity
- core, backorder, and condition status
- carrier, date, receiver, and signature
Example starting lines
| Description | Qty |
|---|---|
| Brake rotor boxes | 2 |
| Brake pad set | 1 |
| Core return containers | 1 |
Complete it cleanly
Use PO and repair-order references, vehicle or VIN when appropriate, part numbers, brands, quantities, core status, backorders, carrier, condition, receiver, and delivery time.
How to make an auto parts delivery note in 6 steps
Open the delivery note generator
Start from this page so the delivery note opens with fields and sample lines already set up for parts distributors, repair shops, and fleet buyers. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the customer name and address exactly as they should appear on the record.
Add the auto parts lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, buyer, PO, and repair-order reference, vehicle or VIN when relevant, part number, brand, and quantity.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the delivery note a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Use PO and repair-order references, vehicle or VIN when appropriate, part numbers, brands, quantities, core status, backorders, carrier, condition, receiver, and delivery time. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A morning route drop with one core open and half a line on backorder
Halverson Auto Supply runs route 3 to Trestle Point Automotive on May 12, 2026 with parts picked against shop repair order RO-4488 for a 2019 Ford F-150 5.0L, VIN ending 1KE44092. Every figure below is shown before any sales tax, for the reason in the note. The old alternator is still on the vehicle when the driver arrives.
- PO 7712 against shop repair order RO-4488, 2019 Ford F-150 5.0L, VIN ending 1KE44092
- 4 lines
- HV-ALT-6438 remanufactured alternator, Ridgecore, unit serial R-88214
- 1 / $268.00
- Core charge on the alternator, billed now, old unit still on the vehicle and tagged for pickup on the next route
- 1 core / $85.00
- GT-K060927 serpentine belt, Gateline
- 1 / $34.50
- BR-PD-1177 front ceramic pad set at $62.00; one of two on the van, balance on the May 13 route 3
- 1 of 2 / $62.00
- OF-3600 oil filter at $6.25, case of twelve
- 12 / $75.00
- Delivered total on note DN-3044, shown before any sales tax
- $524.50
- Signed by parts manager J. Oyelaran at 9:15 a.m., driver route 3, van 6
- Accepted
- Open after this stop: one pad set backordered $62.00, one core due back for $85.00 credit
- $147.00
Write the core on the delivery note with the repair order number attached, and tag the old unit with the same number before it leaves the shop. Cores handed over loose, with no reference to the note that billed them, are the most common unreimbursed line in a parts operation. Tax is left off this example deliberately: whether a delivery like this is taxable at all, what rate applies, and whether a resale certificate on file changes the answer are set by the rules where the sale happens, so confirm your own position with your tax adviser rather than copying a template.
When this document is the right choice
Use this delivery note to record which goods were delivered and accepted. A delivery note tracks items and quantities, normally without prices. The invoice handles payment; the signed delivery note supports quantity and condition checks.
Frequently asked questions
How should a core charge appear on the delivery note?
As its own line, never folded into the part price, with three facts on it: the amount billed, the part the core belongs to, and whether the old unit was collected on this stop. In the example the $85.00 is billed and the core is still on the vehicle, so the note says so and flags it for the next route. When the driver does collect it, the pickup should reference note DN-3044 and repair order RO-4488 so the credit can be matched to the charge without anyone searching.
We delivered a part that turned out not to fit the VIN. What does the note need to make the return clean?
The VIN or vehicle and the repair order should already be on the note, which is what lets both sides see the part was picked against that vehicle rather than ordered off a shelf. For the return, reference the original note number and line, the part number as shipped, and the condition, particularly whether the box was opened. Return eligibility and any restocking charge come from your own return policy or the supplier's, so state which policy applies rather than inventing one at the counter.
The number we shipped supersedes the number the shop ordered. How should the note show that?
Both numbers on the same line, in that order: the part the shop asked for, then the number that actually came in the box. A parts manager checking a delivery against his own order does not carry your supersession chain in his head, so a line showing only the new number reads as a picking error and gets bounced at the counter for no good reason. If the superseding part mounts differently, needs another bracket, or drops a feature the old one had, put that on the line too. Otherwise the tech finds out with the vehicle in the air.
Half a line went out on the morning route and the rest on the hot shot. How should that be numbered?
Keep the PO line number and change the note. Line 3 stays line 3 on both documents, with one of two on the morning note and the balance on the afternoon note, each carrying its own date, driver and signature. What you should not do is renumber the second half as a new line, because the shop's parts manager then sees what looks like a duplicate charge for a pad set he received once and holds the whole invoice while he works out which is which.
Does the serial number of a remanufactured unit need to be on the delivery note?
Write it at the counter, because it is the one number nobody can reconstruct afterwards. Serial R-88214 ties that specific reman alternator to this shop, this repair order and this date, which is exactly what gets asked for when the unit fails four months later. By then the box is broken down, the tag is in a bin somewhere, and the signed note is the only place the serial still exists. Do the same for anything else that carries a unit identifier, such as a reman transmission or a date-coded battery.
More delivery note templates
Start with the closest business workflow and adjust the details.