How to receive partial orders/what to do when the supplier doesn't deliver everything you've ordered.

When receiving purchase orders or credit requests it's important that the details you save in Loaded match what's on the supplier invoice exactly. There are two main ways invoices can differ from the original order,

1. The supplier is out of stock of a specific item and doesn't deliver it or places you on back order.

2. The supplier delivers the wrong item by accident or the product gets damaged in transit or for some reason you return the item.

We will look at what to do in both of these cases. 

In scenario 1, we need to remove the item from the original order before we receive the purchase order.

To access head to Stock and then Ordering, Outstanding Orders.

1. This page shows a list of any purchase orders/credit requests which have been sent to suppliers but not yet received.

2. Select the appropriate purchase order from the list and to open it just click on Receive.
   

    

3. This will take you to the purchase order.

4. Firstly, change the date received and date invoiced to match the date on the invoice or packing slip from the supplier. Click on each field and select the matching date. 

   
   

5. Enter the invoice number (from the suppliers invoice) into the text box on the right-hand side of the purchase order. Click on the text box and type this in. 

6. Go through the list of stock items and match them against what is on the invoice, you need to ensure that the quantity delivered on the purchase order matches the quantity delivered on the invoice.

   
   

7. You will also need to check that the unit cost matches on the purchase order & on the invoice.

8. If you need to add an item that is on the Invoice but not on the original purchase order e.g. Keg Deposits, add them by clicking on +Add Item and typing in the product name, select the product and ensure the quantity and price matches the invoice.
   

9. Delete the item that wasn't delivered. 

   
   

10. If the item was back ordered and is delivered later you can create a new purchase order for the item and receive it without sending the purchase order to the supplier. Just follow the same process and make sure the details in Loaded match whats on the suppliers invoice. 

11. Some suppliers will charge you freight, this will need to be added into the text box in between the subtotal & the total including GST boxes.
    

12. When you have matched all items you will need to check that the subtotal and the total including GST match on the purchase order to within 10 cents of that on the invoice. Note rounding differences may occur with regards to how the supplier rounds versus how Loaded rounds

13. When you're happy with all the details click Receive Goods.

14. This will mark the purchase order as received and move it to the orders by suppliers and orders by item page. If you ever need to track down received purchase orders or credit requests you can use the Order History page. 

In scenario 2, we need to keep the item on the original order and then generate and send a credit request to the supplier so it doesn't impact your stock levels and the supplier knows to credit you the cost of that item.

To access head to Stock and then Ordering, Outstanding Orders.

1. This page shows a list of any purchase orders/credit requests which have been sent to suppliers but not yet received.

2. Select the appropriate purchase order from the list and to open it just click on Receive.
   

3. This will take you to the purchase order.

4. Firstly, change the date received and date invoiced to match the date on the invoice or packing slip from the supplier. Click on each field and select the matching date.
   

5. Enter the invoice number (from the physical invoice you have) into the text box on the right-hand side of the purchase order. Click on the text box and type this in. 

6. Go through the list of stock items and match them against what is on the invoice, you need to ensure that the quantity delivered on the purchase order matches the quantity delivered on the invoice.
   

7. You will also need to check that the unit cost matches on the purchase order & on the invoice. 

8. If you need to add an item that is on the Invoice but not on the original purchase order e.g. Keg Deposits, add them by clicking on +Add Item and typing in the product name, select the product and ensure the quantity and price matches the invoice.
   

9. Some suppliers will charge you freight, this will need to be added into the text box in between the subtotal & the total including GST boxes.
   

10. When you have matched all items you will need to check that the subtotal and the total including GST match on the purchase order to within 10 cents of that on the invoice. Note rounding differences may occur with regards to how the supplier rounds versus how Loaded rounds

11. When you're happy with all the details click Receive Goods.

12. This will mark the purchase order as received and move it to the orders by suppliers and orders by item page.

13. Now click New Credit Request

14. Type in the item that you're needing credit for, ensure the supplier details, quantity and unit are correct. 

    
    

15. Click Generate Credit Request.

16. Loaded will take you back to the outstanding orders page, from here you can send the credit request to your supplier by clicking Send and selecting your send method preference. Alternatively, if you have a credit note already you can just mark it as received straight away without sending. 

17. If you ever need to track down received purchase orders or credit requests you can use the Order History page

Other articles and resources that you might find useful.

• Best practice stock set up
• How to generate & send purchase orders and credit requests
• How to receive a purchase order or credit request
• How to navigate the stock overview page