Record a delivery against an order

A delivery is recorded against the purchase order it belongs to — open an approved order and choose Receive delivery, and each line starts at what is still expected rather than what was originally ordered, so a second delivery cannot duplicate the first. Saving records a draft and moves no stock: posting is a separate step with its own permission, which is what lets a warehouse record what arrived and somebody else confirm it. Lot, serial and expiry numbers are captured here rather than on the invoice, because this is where the goods are in hand. Undoing a posted delivery needs a reversal with a reason, and it is refused if the stock has since been sold or moved.

A delivery records what physically arrived against a purchase order. It is the second of the three documents three-way matching compares.

Record what arrived {#record}

Open the approved order and choose Receive delivery. Each line starts at what is still expected, not what was originally ordered — so recording a second delivery cannot accidentally duplicate the first.

Lot, serial and expiry numbers are captured here rather than on the bill, because this is the moment the goods are in your hands.

Posting is what moves stock {#post}

Saving records a draft. No stock moves. Posting is a separate step with its own permission, which is what allows a warehouse hand to record what arrived and somebody else to confirm it.

If stock looks missing after a delivery was entered, this is almost always why: the delivery was saved but never posted.

Undo a posted delivery {#reverse}

Reversing requires a reason, which stays on the record. It is refused once the stock has been sold or moved on — at that point the history is real and cannot be rewritten. Correct it with a further stock adjustment instead.