Inventory Awaiting Delivery

Monitor and manage purchase orders that are pending delivery, update expected delivery dates, and receive delivered goods into your inventory.

The Awaiting Delivery tab allows you to:

• View Pending Purchase Orders: See all purchase orders that have been sent and are awaiting delivery from suppliers.
• Search Orders: Use the search bar to find specific purchase orders.
• Update Expected Delivery Dates: Modify the expected delivery dates for purchase orders as needed.
• Receive Purchase Orders: Mark purchase orders as received to update inventory levels.

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Permissions

To view and manage awaiting deliveries, the user account requires specific permissions:

• View Inventory Management: Allows access to the Awaiting Delivery tab.
• Edit Inventory Management: Enables updating expected delivery dates and receiving purchase orders.

Permissions are assigned to user accounts in Salesforce under the Employee Permissions field. Refer to Employee Permissions for more information.

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Updating Expected Delivery Dates

You can update the expected delivery date of a purchase order to reflect any changes communicated by the supplier.

Steps to Update Expected Delivery Date:

1. Locate the Purchase Order: Find the purchase order in the Awaiting Delivery list.

2. Click on the Date Picker: In the Expected Delivery Date column, click on the date field.

3. Select New Date: Choose the new expected delivery date from the calendar that appears.

4. Save Changes: The date updates automatically; no additional action is required.

Tip

Having accurate expected delivery dates helps in planning and preparing for incoming inventory.

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Receiving Purchase Orders

When a purchase order has been delivered, you need to mark it as received to update your inventory levels accordingly. This process involves confirming received quantities, handling discrepancies, and specifying storage locations.

Steps to Receive a Purchase Order:

1. Locate the Purchase Order: In the Awaiting Delivery tab, find the purchase order that has been delivered.

2. Click the Receive Button: Click the Receive button next to the purchase order.

3. Review Delivery Details: A new page will display the details of the purchase order items.

4. Verify Ordered Items: For each item, confirm the following:

   • SKU: Ensure it matches the delivered item.
   • Name: Confirm the item name.
   • Category: Verify the item category.
   • Batch Size: Check the batch size.
   • Unit of Measure: Ensure the unit of measure is correct.
   • Order Quantity: Review the quantity that was ordered.

5. Enter Received Quantities: In the Received Quantity column, enter the actual quantity received for each item.

   • By default the received quantity is set to the order quantity to save processing time.
   • If the received quantity differs from the ordered quantity, you must select a Variation Reason.

6. Select Variation Reason (if applicable):

   • Click on the Variation Reason dropdown.
   • Choose the appropriate reason for the discrepancy (e.g., "Damaged Goods", "Above Temperature").
   • If the reason is not listed, contact your administrator to add it in Salesforce.

7. Add Notes (Optional):

   • Click the Note icon to add specific comments or details about the item.

8. Confirm Storage Location:

   • By default, the Location is set to the value of the Default Delivery Register assigned to the site in Salesforce.
   • To change the location:
     • Click on the Location dropdown.
     • Select the desired storage location from the list.

   Setting Up Default Delivery Register

   The Default Delivery Register must be configured in Salesforce under the Site object. This setup is required to ensure the default location is automatically populated during delivery receipt.

   Steps to Set Up in Salesforce:

   1. Log in to Salesforce with administrative privileges.
   2. Navigate to the Sites object.
   3. Select the site you want to configure.
   4. Click Edit.
   5. In the Default Delivery Register field, select the desired location.
   6. Click Save.

9. Add Items Manually (Optional):

   • If additional items were delivered that are not on the purchase order:
     • Click the Add Item button.
     • Use the Search function to find and select the item.
     • Enter the Received Quantity and other relevant details.

10. Pause Delivery (Optional):

    • If you need to save your progress and complete the delivery later, click the Pause Delivery button.

11. Complete Delivery:

    • Once all items have been verified and quantities entered, click the Complete Delivery button.

12. Enter Delivery Note Details:

    • A modal will appear prompting for:
      • Delivery Note ID: Enter the delivery note or invoice number from the supplier.
      • Complete Delivery Note: Add any overall comments or notes about the delivery.
      • Supporting Image (Optional): Upload an image of the delivery note or other supporting documents.

    Enabling Image Uploads

    To enable image uploads for supporting files, you need to update specific settings in Salesforce:

    Steps to Enable Image Uploads:

    1. Go to Setup in Salesforce.
    2. Enter General Settings in the Quick Find box.
    3. Locate and enable the following checkboxes:
       • Allow site guest users to upload files
       • Use the File Upload Lightning web component for LWR sites

    Once enabled, users will have the ability to upload images directly through the interface, which will then be attached to the Purchase Order as a related file.

13. Confirm Delivery Completion:

    • Click the Confirm button to finalize the receipt.
    • Inventory levels will be updated based on the received quantities.
    • The purchase order moves from Awaiting Delivery to the Complete tab.

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Tips

• Ensure Accuracy: Double-check received quantities and locations to maintain accurate inventory records.
• Handle Variations: Always select a variation reason when there's a discrepancy to keep records clear.
• Leverage Defaults: Setting up the Default Delivery Register in Salesforce saves time during the receiving process.
• Pause When Needed: Use the Pause Delivery option if you need to gather more information or are interrupted.

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Handling Variations and Disputes

If there are any discrepancies where the received quantity is less than the ordered quantity, the system will automatically create a dispute record for the varied items. These disputes are visible in the Inventory Disputes tab and allow for management and resolution of discrepancies with the supplier.

How Disputes are Created:

• Automatic Creation: When you complete a delivery and enter a received quantity less than the ordered quantity, the system detects the variation.
• Dispute Record: A dispute record is generated for each item with a discrepancy, containing details about the ordered quantity, received quantity, and the variation reason.

Managing Disputes:

• Navigate to Inventory Disputes: Access the Inventory Disputes tab to view all active disputes.
• Review Disputes: Each dispute record will display the item details, quantities, variation reason, and any notes provided during receipt.
• Resolution Actions:
  • Contact Supplier: Initiate communication with the supplier to resolve the discrepancy.
  • Update Dispute Status: As the dispute progresses, update the status (e.g., "Under Review", "Resolved").
  • Adjust Inventory: Make necessary adjustments to inventory records if additional stock is received or if a credit is issued.

Tip

Regularly monitor the Inventory Disputes tab to ensure all discrepancies are addressed promptly, maintaining accurate inventory levels and strong supplier relationships.

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Purchase Orders Table

The table displays detailed information for each purchase order:

PO Number	Supplier Name	Site Name	Created Date	Expected Delivery Date	Number of Items	Total Price	Receive
String	String	String	Date	Date Picker	Number	Currency	Action Button

• PO Number: The unique identifier for the purchase order.
• Supplier Name: The name of the supplier from whom the goods are ordered.
• Site Name: The site where the goods will be received.
• Created Date: The date when the purchase order was created.
• Expected Delivery Date: A date picker to set or update the expected arrival date of the goods.
• Numer of Items: The total number of units ordered.
• Total Price: The total cost of the purchase order.
• Receive: A button to mark the purchase order as received.

Searching and Filtering

• Use the Search bar to find purchase orders by PO number, supplier name, site name, or other details.
• The search function filters the orders list in real-time based on the entered keyword.

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Related Pages

Disputed Orders Manage and process replenishment items and create purchase orders.

Complete Orders View the history of received purchase orders.