Deliveries

Delivered items are registered in the Deliveries function. Delivery entry will increase the item’s Balance on the Stock Card with the amount registered. In addition, it will update the price on the Stock Card in case the date on it is older than the one on the Delivery. Entries are always Store specific.

If needed, the price updates from the Deliveries to the Stock Cards can be disabled in the BASIC DATA – Settings – Program Settings – Stock tab.

Deliveries can be registered in three different ways in the Deliveries function:

• By copying an order to the delivery,
• by manually selecting the items into the delivery or
• by importing electronic delivery documents into the system.

This article covers the following topics:

• Copying an order to delivery
• Registering a delivery manually
• Deleting a delivery
• Information on traceability and exceptions related to the items on the delivery

1. Choose STOCK – Deliveries 
2. Choose ’Copy order to delivery’ on the top of the window.
3. Select the Store from which you want to copy the order.
4. Select the time frame for the order.
5. You can filter the information in the window by Supplier and by the Status of the order.

1. Select the order which you want to copy to the Delivery from the list.
   • The system shows the items included in the selected order under the title Order VRX... on the right side of the window. All items in the order are automatically selected given that they have not been added into some other delivery earlier. Items that have been added to some other delivery are shown in grey color, and they are not automatically selected.
   • You can deselect a part of the items, if needed, and copy only a part of the ordered items to the delivery. Once the rest of the ordered items have been delivered, they can be copied to a separate delivery.
   • You can check if deliveries have been linked to orders in the Deliveries column of the Select Order window. If the deliveries column is not included in the list, you can activate it through the hamburger button (three horizontal bars) on the right top corner.
2. Once you have selected the items to be copied from the order to delivery, choose ’Convert to delivery’ on the top of the window.
   • If there is at least one delivery linked to the order, the system will provide a notification, and asks for confirmation, if you still want to continue copying the order to the delivery.
   • You can edit information on items copied from the order to the delivery, if needed, for example change the amount or price. You can also add more items to the delivery or delete items, if needed. You can find instructions for adding/deleting items in the chapter ’Registering a delivery manually’.
3. Save the Delivery entry by choosing Save on the top of the window.

NOTE! The system will automatically mark the order as Delivered once all items from the order have been copied to delivery or several deliveries, and the deliveries have been saved. After this the order does not appear in the ’Copy to delivery’ function.

1. Choose STOCK – Deliveries 
2. Choose Add on the top of the window.
3. Select Store on the top of the window.
4. Select delivery date and the supplier for the items. You can add the supplier’s Delivery Sheet number into the Number field.

You can add items to the delivery from the Products tab.

You can utilize the search function for searching for items. Enter the name or part of the name for the item you are searching for into the Search by name field. The system will provide a list of all items including that name.

You can search for items with different filters, as well. For example, you can search for all items of a selected supplier included in the Frozen - Vegetables group.

Once you select an item on the list, additional information on that item will be displayed on the bottom of the tab.

Add the item to the delivery by double clicking on it.

Once you have added all items to the delivery, add order quantities and edit other information, if needed.

• Open an item row by double clicking on it.
• Check the price information and update it, if needed. The price can be registered either excluding tax or including tax. You can change the price settings in the Settings tab on the right side of the window.
• Enter the delivered quantity into the Amount field.
• You can change the unit, price or add a discount percentage, if needed.
• While the window is still open, select the next item from the list behind it – information in the window will change according to the selected item and at the same time the information on the previous item will be saved.
• You can add traceability information on the item in the Traceability tab of the window. See for more information on this in section Adding information on traceability or exceptions to items in the delivery.
• Once you have registered amounts and other information on all items, close the window by choosing Close.

Rearranging product rows into the desired order on the Delivery

You can rearrange product rows in the desired order in the Orders, Standard Orders and Deliveries functions. If you arrange product rows in these functions in the same order with each other, it will be easier to compare them against each other, for example when you compare a delivery to an order.

You can rearrange rows on the list as follows:

1.  Select the row which you want to move on the list.
2.  Click on the "Move down" or "Move up" buttons until the row is in the right place.

You can delete items from the delivery by first opening the item by double clicking on it and then choosing Delete.

You can mark the delivery as checked and invoiced in the General tab.

You can also add information on who has checked the delivery plus invoice date, number, reference and additional information.

Save the delivery by choosing Save on the top of the window.

If needed, you can delete a delivery in the Deliveries function by selecting the delivery on the list and then choosing Delete on the top of the window.

There are tabs for traceability and exceptions in the edit window of an item in the deliveries function. You can add item specific traceability information such as batch, production date and use by date in the Traceability tab.

In a similar way, you can add exceptions on the delivery (for example compared to the purchase order) in the exceptions tab. Examples of exceptions include "False amount of items", "Price differs from the order" or "Broken item".

Several traceability and exception rows can be added to each item. You can utilize the traceability and exception types that are managed in the BASIC DATA – Groups – Traceability and Exception Types function.

A blue exclamation mark is displayed on item rows containing traceability information. If you want to emphasize the importance of the information, you can check the Notice box on the traceability row and the exclamation mark will be displayed as red.

You can add and edit traceability and exception types for deliveries in the BASIC DATA - Groups - Traceability and Exception Types function.

1. Choose Add on the top of the window in the Traceability and Exception Types function
2. Select the User Level and the Unit
3. Enter a name for the type.
4. If you check the Notice box, the system will automatically display an exclamation mark on the product row of the delivery, as well as on the delivery row in the list view of the Deliveries function.
5. Select Traceability or Exception under the title Target, according to the type you are adding.
6. Save the type by choosing Save.

Both the Administrator and the Unit Administrator have the right to manage traceability and exception types. The administrator can set a traceability or exception type for all units or for a specific unit only. The Unit Administrator can manage traceability and exception types unit specifically.

You can add information on traceability or exceptions to deliveries that have been saved in the system.

1. Open the delivery in the Deliveries function to which you want to add traceability/exceptions.
2. Open the product row and choose the traceability/exceptions tab in the window
3. Choose Add
   1. Traceability: The system automatically creates a row with the current date in the Date, Prepared and Use by columns. You can edit the last two of these, if needed, once you have activated the row by double-clicking on it.
   2. Exception: The system automatically creates a blank exception row with the current date.
4. Activate the row by double-clicking on it
5. You can select a type from the drop-down menu in the Type column. Types are managed in the BASIC DATA - Groups - Traceability and Exception Types function.
6. An exclamation mark will be displayed in the Exclamation mark column if the Notice box has been activated for the type in the basic data. You can add an exclamation mark separately, as well, by activating the box in the exclamation mark column. In a similar way, you can remove the exclamation mark by deactivating the box in that column. 
7. You can add additional information, if needed.
8. Traceability: Add the batch number in the Batch column and register the amount in the Amount column, if needed.
9. Save the row by choosing Save under the row.