In Malaysian procurement, a delivery order (DO) is the document a supplier sends with the goods. The person receiving the goods on site checks the delivery and signs the DO to confirm what arrived. The signed copy is the buyer's proof of delivery.
(The term is used slightly differently in some industries — for example, in shipping, a delivery order can mean an instruction to release cargo. This article covers the procurement meaning.)
What a Delivery Order Contains
- DO number and date.
- Supplier and buyer details.
- The purchase order number it relates to.
- Delivery address — usually the site.
- Items and quantities delivered — which may be less than the PO if the order is delivered in parts.
- Receiver's signature, name and date — plus notes on any shortages or damage.
How the DO Fits With the PO and Invoice
The delivery order is the middle document in three-way matching:
- The PO says what was ordered.
- The DO says what was received.
- The invoice says what the supplier is billing for.
Before paying, finance checks that all three agree. If the DO is missing, there's no proof the goods arrived — and the choice is either to delay payment while someone searches for it, or to pay without proof.
Why Lost DOs Are a Real Problem
On construction sites, DOs get signed in site cabins, on truck bonnets and in the rain. They end up in drivers' folders, drawer piles and photos on someone's phone. When the invoice arrives weeks later, matching it to the right delivery becomes a hunt.
The fix is to record receipt against the PO when the delivery happens, not at month-end. Then the delivery record is already linked to the order when finance needs it.
Bilaro matches delivery and payment records to their purchase orders, keeping every step on one unbroken audit trail. For the whole flow, see our guide to purchase order systems in Malaysia.
What is a delivery order in procurement?
A delivery order is the document that accompanies goods from the supplier and is signed by the receiver to confirm what was delivered. It serves as the buyer's proof of delivery.
What is the difference between a delivery order and an invoice?
A delivery order confirms what was delivered and is signed on receipt. An invoice is the supplier's request for payment. The invoice should be checked against the delivery order and the purchase order before it is paid.
Is a delivery order the same as a goods received note?
They serve a similar purpose. A delivery order is usually issued by the supplier and signed by the buyer on receipt, while a goods received note (GRN) is typically created by the buyer to record what was received. Either can be used as the delivery record in three-way matching.