This guide covers marking a purchase order as delivered, which allows products to be transferred to inventory when inventory management is enabled.

CONTENTS

The delivery can be received when the purchase order is in the undelivered status. As the lines of the purchase order are marked as delivered, the products are updated to inventory (provided that inventory management is enabled and the products are inventory items). Therefore, the purchase order must be marked as delivered for the products to be transferred to inventory. 

1. Receiving the delivery is done in the view Purchases > Open purchase orders by clicking the Receive delivery link. The delivery can also be received directly from the purchase order through the Move to receive delivery function.

2. The Delivered column shows how many lines of the purchase order have been delivered. Green color means there are no quality deviations on the line, and orange color means there are quality deviations. Detailed information about quality deviations can be found here.

3. Delivery status: If all lines of the order are delivered, the status becomes delivered. If only some lines are delivered, the status becomes partially delivered. If more is delivered than in the original purchase order, the status becomes over-delivered. Clicking these links will take you to the inventory transaction.

Receiving the delivery

With the Receive delivery option, you can access the Delivery reception view. At the top of the view, the purchase order details are visible. From the supplier details, you can explore the supplier's information in more detail, and the order number brings up the entire purchase order. The Delivered field shows whether all lines are marked as delivered.

Some columns in the view can be added or removed from view under Show Columns. The information provided in the reception view is updated to the inventory transactions of the purchase order. The view includes the following columns:

- Ordered: shows the total quantity ordered on the purchase order
- Delivered field: enter the received quantity
- Delivery date field: specify the delivery date of the product. This date also becomes the delivery date of the inventory transaction.
- Comment field: you can provide your own comment per line.
- Status: When the line is processed, its status becomes delivered. Otherwise, the status is undelivered.

The following columns can either be added or removed from view under Show columns:
- Batch number: enables batch number tracking for inventory products
- Manufacturing date
- Packaging date
- Best before
- Expiry date
- Quality: This column becomes selectable if quality handling is enabled. This allows you to define per line which quantity of products belongs to which quality class. Quality class can also be defined for lines after delivery, and these are saved with the Save changes option.

Line item processing

In the delivery view, there are line-specific functions (menu on the right side of the line). The menu functions are activated when the specific line is first checked. 

If the entire line is delivered, the line can be marked as delivered with the Deliver option. The change must be saved with the Save changes button.

If the line is partially delivered, i.e., a smaller quantity than ordered is set in the "Delivered" field, the following options are activated in the menu:

Deliver without backorder: This marks the line as completely delivered, and the line can no longer be backordered.

Create line for quality specification: You can select per line which product is of which quality. For example, there are 2 undelivered products that you want to deliver, but the quality of one is different. Thus, you can define one as, for example, 1st class quality and the other as 2nd class quality.

Combine with undelivered line: If there are multiple lines in the undelivered status, they can be combined into one line using this option.

Partial delivery and backorder

If not all lines are delivered at the same time, a partial delivery can be made, and it can be specified whether a backorder will be made for the line later, i.e., the line will be delivered later.

In the example below, 2 out of 4 ordered products are marked as delivered.

Changes are saved with the Save changes function, and then the Finalize delivery recording view opens.

In the Select processing section (in the image section 1.), it is chosen whether the line remains in backorder or is recorded as delivered with a smaller quantity. If the line is kept in backorder, a delivery must be made later for the remaining 2 products. If delivered is selected at this point, the entire line goes to the delivered status, and the product can no longer be delivered later. The Record option saves the selections. Backorders can be made until all lines of the purchase order are delivered.

Editing a delivered line

When there is a need to edit a delivered line, this can be done from the Delivery reception view. The line can be opened for editing as follows: Check the line and select "Open delivery for editing" from the menu on the right side of the line. In the view, you can also check multiple lines and select "Open deliveries for editing" from the green menu. After this, the delivered quantity and delivery date can be edited. Changes are also saved to the inventory transaction and thus to the inventory.

Functions

From the Functions menu, you can move to  quality class management, if this is enabled for the company. The selection also allows access to the purchase order view or the inventory transaction formed from the purchase order. Through the menu, you can also print a shelving list or match the purchase order to the purchase invoice.

Purchase order and inventory management

When a purchase order is created, inventory entries are made for the lines that are inventory products. Creating a new purchase order makes a procurement line, whose status becomes open. This is also visible in inventory management reports as products "Incoming". When the purchase order is marked as delivered, the inventory transaction changes to Processed status, and the product is added to inventory on the selected delivery date.

Below is a line from the purchase order in inventory management before the delivery is made. Note that the status is open. The delivery date shows the expected delivery date on the purchase order.

The line is marked as delivered on the purchase order, and the delivery date is set to 22.6.2018. The status for this line has changed to processed, and the delivery date has changed accordingly.

Inventory transactions related to the purchase order can no longer be edited through inventory management; changes must be made in the Delivery reception view of the purchase order.

Keywords: delivery reception, inventory management, purchase order, delivered lines, partial delivery, backorder, inventory entry

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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