Remission Guides

What is it and what is it for?

When you ship goods to a customer, many countries require a physical document that travels with the load and proves to any transit or tax authority that the shipment is legitimate: what's being transported, why, from where, to where, in which vehicle and with which driver. The Remission Guide is exactly that document.

Unlike an invoice or a delivery note, a Remission Guide does not affect your inventory or post any accounting: it always relies on a source document (a Credit Invoice, a Cash Invoice, or a Delivery Note/Dispatch) that already did that work. Think of it as the "travel pass" issued once the sale or the dispatch has already been recorded.

In Ecuador, this document (Guía de Remisión) is typically required by SRI regulations and can be electronically signed just like an invoice. In other countries, AdmCloud can enable this same feature for you if your transportation operation needs it.

Screens in this area

How to use it, step by step

1. Save the sales or dispatch document first (Credit Invoice, Cash Invoice, or Delivery Note/Dispatch) that is going to travel. The Remission Guide is always born from an already-existing document.
2. From that document's details, click the button to generate the Remission Guide. The system creates the draft and automatically copies the customer, location and subsidiary.
3. Fill in the Reason for the trip (for example, "Delivery of merchandise sold" or "Transfer between branches").
4. Review the Departure and Arrival dates; both default to today but you can adjust them to the actual travel plan.
5. Enter the Driver and the vehicle's License Plate, and optionally the Route and the Consignee (if the person receiving the goods is different from the invoice's customer).
6. Attach files if you need to include any supporting document (for example, a photo of the load or the vehicle).
7. Save. If your company issues electronic invoices in Ecuador, the Remission Guide is now ready to be signed with the SRI from its own details screen.

Main capabilities

• A single source document per guide: every Remission Guide is linked to exactly one document (Credit Invoice, Cash Invoice, or Delivery Note/Dispatch); multiple source documents on one guide are not supported.
• Doesn't move inventory or accounting: it's purely a transport and legal-backup document; the stock movement and the accounting entry already happened on the source document.
• Its own numbering and fiscal document: the Remission Guide has its own automatic numbering and, if your fiscal configuration requires it, its own fiscal number (NCF).
• Electronic signing (Ecuador): when your company is in Ecuador and issues electronic invoices, the guide can be signed with the SRI, and its signing status can be reviewed from the list ("Pending to sign") and the details screen.
• Voiding: you can void an already-issued Remission Guide instead of deleting it, keeping its history and numbering.
• Customizable columns: the list lets you choose, reorder and save your own column configuration (number, date, customer, driver, location, NCF, subsidiary, signed, voided).

Key fields

Validations when saving

• Exactly one source document must exist: if you don't select one, or try to link more than one, saving is rejected.
• The source document must exist and not be voided. If the document was voided after the guide's draft was generated, saving is rejected.
• An arrival address is required: the source document must have a complete shipping address; if it doesn't, you're asked to update it before saving the guide.
• The location must belong to the subsidiary set on the guide; if they don't match, saving is rejected.
• The customer and the driver must be valid contacts (the driver, specifically, must be flagged as a "driver" in your catalog).
• Reason, Departure Date, Arrival Date and License Plate are required; Route is the only field of the guide itself that is optional.
• The document number can't be changed once the guide is created, and it can't be edited once it's been voided or electronically signed.
• Duplicate numbers or fiscal numbers are not allowed within the same subsidiary.

Availability

• Requires the Inventory module to be active for your company (included in most plans; on the Enterprise plan it's turned on or off per module).
• On top of the Inventory module, your company must be in Ecuador, or AdmCloud must have enabled the "Remission Guides" feature in Features/Preferences for your country.
• Electronic signing and the "Pending to sign" filter currently only apply to Ecuador companies with electronic invoicing active.
• Viewing, creating, editing, deleting or voiding a Remission Guide depends on your user group's permissions for this screen, same as with any other transaction in the system.

Tips and common mistakes