Partial deliveries and receiving more than ordered

A purchase order does not have to arrive in one delivery. You can record deliveries against the same order line as many times as needed. Each saved delivery adds the quantity to stock on the date you specify and reduces the quantity outstanding on the line.

Find a shipment

Open Shipments from the top menu. Only approved purchase orders appear here. Orders in Draft, Pending or Not Approved are not listed.

The Incoming Shipments tab lists every approved order that is not yet fully delivered. Completed Shipments lists fully delivered orders.

In the Delivered column, a green tick means fully delivered, a yellow warning triangle means partially delivered, and a grey cross means nothing has been received.

Record a delivery

1. Open Shipments from the top menu.
2. Stay on the Incoming Shipments tab.
3. Find the row for the purchase order that has arrived.
4. In the actions column at the end of the row, choose Edit delivery, the lorry icon. The Manage Delivery panel opens on the Receive products tab.
5. Under Product, pick the order line that arrived.
6. Enter the Quantity that arrived. Choose All to fill in everything still outstanding on that line.
7. Set the Date to the day the goods arrived.
8. Choose Add. The delivery is listed as pending, not saved.
9. Repeat for every other line on the same lorry.
10. Choose Save changes.

On a small screen, the tabs are labelled Incoming, Completed and Receive, and the save button is labelled Save.

Check what is outstanding

After you pick a line, the grey Max hint under Quantity shows what is still outstanding on the selected line: the quantity ordered, less what has already been delivered and less anything added as pending in the panel. The Overall progress bar at the top of the panel shows the same calculation for the whole order.

For example, if a supplier owes you 100 units and sends 40 now and 60 next month, record 40 today. The line then shows 60 outstanding and the shipment stays on the Incoming tab. Record the remaining 60 when it arrives to complete the order.

Once everything ordered has been delivered, the shipment moves to Completed Shipments. Its row offers View details, the eye icon, instead of Edit delivery, and the panel opens on the History tab. Nothing further can be received against the shipment, but a recorded delivery can still be corrected or deleted there.

Correct or delete a delivery

In the panel's History tab, use the pencil next to a delivery to correct it or the bin to delete it.

Correct delivery changes the quantity, delivery date and warehouse in one step. Stock moves with the correction, the order line's delivered quantity changes, and inventory value is recalculated. The order line's price and landed costs stay as they are.

A correction cannot raise the quantity above what is still outstanding on the line or date the delivery before the purchase order date. It is refused if it would take stock below zero at any point in time at the old or new warehouse. If the units have already been sold or used, you have to reverse that first.

A correction is also refused if the old or new date falls in a locked year, or if a supplier claim depends on the delivery: the delivery is the replacement for that claim, or the claim was opened on its order line. The message names the claim and opens it.

Deleting a delivery removes it from stock and from the shipment, so the quantity becomes outstanding again. A shipment that was complete returns to the Incoming tab. The same rules apply as for a correction.

The History tab still lists a deleted delivery, struck through and marked Deleted, with who deleted it and when. Each correction is listed under its delivery with the old and new values. The purchase order's own History shows the same entries.

Recording, correcting and deleting a delivery require the Manage Shippings permission. The stock-in movement created by a delivery can also be corrected or deleted from Inventory, then Movements, with the same rules and effect.

Receive more than ordered

You cannot receive more than was ordered, from this panel or any other way. You can enter a larger figure in Quantity, but Add refuses it with a message that the quantity exceeds what is outstanding on the order line, naming the product and the most that can still be delivered. A line with nothing outstanding is greyed out in the Product list.

The same rule is checked again when you choose Save changes. If two people receive the same line at the same moment, they cannot together book more than was ordered: the second save is refused with the same message, and none of its lines is recorded.

Surplus units cannot be booked in against the order they came with. If the supplier sends extra units and you are keeping them, record the ordered quantity here first. Deal with the surplus separately through an order line that covers those units or a stock movement under Inventory, then Movements. Do not inflate the quantity on another line to absorb them.

If you reopen an order that has already received goods to add units, received lines can be raised but never lowered below what arrived. The order must be approved again before the rest can be received.

Warehouse and date restrictions

Deliveries go to the order's Ship To Warehouse. An older order without one receives into your default warehouse. If that warehouse has been deleted, the save is refused. Restore it in Settings, then Warehouses, or reopen the order and choose another warehouse.

A delivery cannot be dated before the purchase order date or in the future. An order dated in the future cannot be received at all: the panel says Cannot record deliveries yet and names the date. If the delivery date falls in a locked year, the save is refused.

Access to shipments and products

Edit delivery appears only for accounts with the Manage Shippings permission. Without it, an incoming row has no action; clicking the row only expands its products. View details on completed shipments is open to anyone who can see the page.

If your access is limited to certain departments, lines for products outside them show as (restricted) and cannot be selected. Products with no department at all are also shown as (restricted) and cannot be selected.