This guide covers marking a purchase order as delivered, which allows products to be transferred to stock 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 stock (provided that inventory management is enabled and the products are stock products). Therefore, the purchase order must be marked as delivered for the products to be transferred to stock.

Receiving the delivery is done when you want to mark the purchase order as delivered and transfer the products to stock.

  1. Open the view by selecting Purchases > Open purchase orders and click the Receive delivery link.
  2. Alternatively, open the purchase order and select Move to receive delivery.

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.

The delivery status shows the delivery status of the purchase order:

  • If all lines of the order are delivered, the status is delivered.
  • If only some lines are delivered, the status is partially delivered.
  • If more is delivered than in the original purchase order, the status is over-delivered.

These status links take you to the inventory transaction.

Receiving the delivery

You can open the Delivery reception view by selecting Purchases > Open purchase orders > Receive delivery or from the purchase order by selecting Move to receive delivery.

At the top of the Delivery reception view, the purchase order details are visible. From the vendor details, you can explore the vendor'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: enter the received quantity in this field.
  • Delivery date: specify the delivery date of the product in this field. This date also becomes the delivery date of the inventory transaction.
  • Comment: you can provide your own comment per line in this field.
  • Status: when the line is handled, 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 stock 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 in the menu on the right side of the line. The menu functions are activated when the specific line is first checked.

When the entire line is delivered, you can mark the line as delivered as follows:

  1. Check the line to be delivered.
  2. Select Deliver from the menu on the right side of the line.
  3. Click Save changes.

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: with this option, you can define per line which product is of which quality. For example, if there are 2 undelivered products that you want to deliver, but the quality of one is different, you can define one as 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, you can make a partial delivery for the lines and define whether a backorder will be made for the line later. Backorder means that the line will be delivered later.

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

When you have entered the delivered quantity, save the changes as follows:

  1. Select Save changes.
  2. Wait for the Finalize delivery recording view to open.

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 you keep the line in backorder, a delivery must be made later for the remaining products.
  • If you select the line as delivered, 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, the editing is done in the Delivery reception view.

  1. Open the Delivery reception view from the purchase order by selecting Move to receive delivery.
  2. Check the line to be edited.
  3. Select Open delivery for editing from the menu on the right side of the line.
  4. If you want to edit multiple lines, check several lines and select Open deliveries for editing from the green menu.
  5. Edit the delivered quantity and delivery date.
  6. Click Save changes.

Changes are also saved to the inventory transaction and thus to stock.

Functions

From the Functions menu, you can move to  quality class management, if this is enabled for the company.

The Functions 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 stock products. Creating a new purchase order makes a procurement line, whose status becomes open. This is also visible in inventory management reports as products in Incoming status.

When the purchase order is marked as delivered, the inventory transaction status changes to Processed and the product is added to stock on the selected delivery date.

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

When you mark the line as delivered on the purchase order and set the delivery date, for example, to 22.6.2018, the status of the line changes to processed and the delivery date is updated at the same time.

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.

Canceling the order reception

If the purchase order has been mistakenly marked as delivered and the reception needs to be canceled, proceed as follows:

  1. Go to the purchase order and select Move to receive delivery.
  2. Check all the lines you want to cancel.
  3. Select Open deliveries for editing.
  4. Edit the Delivered field value to 0 for each line.
  5. Select Save changes.

This removes the product reception and inventory transactions, and the purchase order returns to the undelivered status.

Frequently asked questions

Question: When are products transferred to stock from the purchase order?

Answer: Products are transferred to stock when the lines of the purchase order are marked as delivered in the Delivery reception view and inventory management is enabled and the products are stock products.

Question: How do I make a partial delivery and backorder for a purchase order?

Answer: Open the Delivery reception view, enter a smaller quantity than ordered in the Delivered field for the line, save the changes and, in the Finalize delivery recording view, define whether the line remains in backorder or is recorded as delivered with a smaller quantity.

Question: Can I edit an already delivered line?

Answer: Yes. Open the Delivery reception view, check the line, select Open delivery for editing and change the delivered quantity and delivery date. Save the changes, after which the information is also updated to the inventory transaction.

Question: How do I cancel an order reception made by mistake?

Answer: Go to the purchase order, open the Delivery reception view, check the lines to be canceled, select Open deliveries for editing, set the Delivered field value to 0 for each line and save the changes. The purchase order returns to the undelivered status.

Question: Can I edit inventory transactions related to the purchase order through inventory management?

Answer: No, you cannot. Inventory transactions related to the purchase order are edited only in the Delivery reception view of the purchase order.

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

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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