Record a delivery on a shipment

Deliveries are recorded in Shipments against the purchase order the goods were ordered on. Until you save a delivery here, the stock does not exist in StockBold, whatever the supplier's paperwork says.

Only approved purchase orders appear in Shipments. If you cannot find the order, check that it has been approved. Orders of a supplier that has been deleted are not listed and cannot be received against.

Check the cost before receiving

The cost of the stock you receive comes from the purchase order line, not from anything you type in the delivery. It is the line's unit price converted into your organisation's currency, plus the landed cost per unit recorded on that line. Free replacements linked to supplier claims follow the cost rules described below.

Record a delivery

1. Open Shipments from the top menu and stay on the Incoming Shipments tab.
2. Find the purchase order. If the list is long, use the filters for date range, PO number, supplier or assigned user.
3. Click the lorry icon in the actions column on the right of the row. Its tooltip reads Edit delivery. The Manage Delivery window opens on the Receive products tab.
4. Under Add new delivery, choose the line in Product.
5. Enter how many arrived in Quantity. When the whole outstanding quantity of a line has arrived, use All beside Quantity to fill in the remaining amount. The Max figure under the box is the most you can still receive on that line.
6. Set Date to the day the goods actually arrived.
7. If the product is tracked by shelf, make sure the shelves add up to the quantity that arrived. Put on shelves in, followed by the receiving warehouse, appears once you enter a quantity, and Add stays unavailable until the shelves add up. See Shelf positions in stock-outs, transfers, deliveries and corrections.
8. Click Add. The line appears under its product in the list below, marked Pending.
9. Repeat for every product that arrived.
10. Click Save changes (Save on a phone).

Add only queues a line; nothing reaches inventory until you click Save changes. A queued line appears in amber with a Pending tag and can be removed with the bin icon next to it. If you close the window with lines still pending, an Unsaved Changes message asks you to confirm before they are discarded.

You can record partial deliveries in several goes. Record each one as it arrives, with its own date, and the outstanding quantity on each line goes down accordingly.

What happens when you save

Saving creates one stock-in movement per line, dated with the Date you entered rather than today. You can see the movements under Inventory, then Movements.

The quantity in hand goes up at the order's Ship To Warehouse. An older order without one receives into your default warehouse. The receipt is also listed in the History tab of the same window, grouped by date, with the warehouse and your name against it.

If the order's Ship To Warehouse has been deleted, nothing can be received on it. Restore the warehouse in Settings, then Warehouses, or reopen the order and choose another warehouse.

Delivery limits

The delivery date cannot be earlier than the purchase order date or in the future. The quantity cannot be more than the amount still outstanding on that line, and a deleted product cannot be received. If the delivery date falls in a locked year, the save is refused and you are told the year is locked.

If the purchase order is dated in the future, the window shows Cannot record deliveries yet along with the PO date. You can only record deliveries on or after that date.

Department access and permissions

Recording a delivery requires the Manage Shippings permission. Without it, the lorry icon is not shown on the row at all. If you can see the shipment but not the icon, ask an administrator to check your role.

If your account is limited to certain departments, you only see purchase orders for those departments and can only receive products assigned to them. Products in other departments, and products with no department, show a padlock and (restricted) after their name and cannot be selected. Someone without department limits has to receive those lines; owners and the Admin role are never limited.

Free replacements linked to supplier claims

If the purchase order is a free replacement linked to a supplier claim, the form says so on that line. When you save, the replacement units automatically take the cost of the faulty units they replace instead of the zero price on the order.

If the line was ordered for more units than the claim still owes, the units beyond what it owes enter at no cost on a line of their own, which is added to the order. A message tells you how many.

If the claim is still holding the faulty units on your shelf, the units that stand in for them come in at no cost instead, so nothing is counted twice. The claim then asks what happened to the faulty units.

Correct or delete a delivery

The bin icon in Receive products only removes lines you have not saved yet. To correct or delete a saved delivery, use the pencil or bin next to it in the History tab. The pencil changes its quantity, date and warehouse; the bin deletes it. Both are recorded in the order's delivery history. See Partial deliveries and receiving more than ordered for the rules.

A purchase order counts as fully delivered once everything ordered has arrived. Its row then moves to Completed Shipments, and its action becomes View details. This opens the same window, titled Shipment Details, without the Receive products tab, so nothing further can be received there. A delivery listed in its History tab can still be corrected or deleted using the pencil and bin next to it by anyone with the Manage Shippings permission, except that a delivery on a replacement line cannot be corrected or deleted afterwards.